Event Cancellation Policy

We’re excited to help create memorable experiences for everyone! Our events and trips rely on careful planning and a team effort to ensure everything runs smoothly and that everyone has an equal opportunity to participate. We ask for your understanding and cooperation to help us minimize confusion, creating a fair environment for all participants and keeping our events organized. With that being said, here are our guidelines for event cancellations and no-shows.

Member Cancellation Deadlines & Fees

To help our team plan effectively, we have established the following cancellation deadlines:

1. Major Trips (e.g., Cabins, Away Classes, Skiing Adventures, Camping Trips)

Cancellation Deadline: At least 5 days before the event.
Late Cancellation or No-Show Fee: A fee of 50% of the event cost will apply if you cancel less than 5 days in advance or fail to attend.

2. Local Events (e.g., Paid Cafe Events, Classes/Seminars, Ice Skating, Aquarium Visits)

Cancellation Deadline: At least 2 days before the event.
Late Cancellation or No-Show Fee: For a paid class/seminar a fee of 50% of the event cost will apply if you cancel less than 2 days in advance or fail to attend.

3. Cafe Events (e.g., Board Game Night, Trivia, Member Happy Hours)

Cancellation Deadline: At least 1 day before the event.
Late Cancellation or No-Show Fee: No fee will be charged, but we kindly ask you to notify us promptly if you cannot attend so we can adjust accordingly.

4. Carpool-Based Activities

Cancellation Deadline: At least 2 days before the event.
Late Cancellation or No-Show Fee: No fee will be charged, but please inform either the carpool organizer or us as soon as possible if you cannot attend. Timely communication helps us ensure smooth arrangements for everyone involved.

Event Cancellation Request

To cancel your event reservation you can fill out the following form at: https://gearhouse.typeform.com/cancellation

Confirmation of Cancellation

We will send you a confirmation email upon receiving your cancellation request. If you do not receive confirmation within 24 hours, please follow up by emailing our team (see Contact Information).

Gearhouse Cancellation

In the event that Gearhouse must cancel a trip due to circumstances out of our control, we will make every attempt to reschedule or you will be offered a full transfer to another Gearhouse program OR a 100% refund.

Circumstances of cancellation may include, but are not limited to:

Inclement weather, depending on the activity and season, outdoor programs may be canceled due to the following:
- High Winds
- Heavy snow or rain
- Extreme heat or cold
- Unhealthy AQI
Program area closures
Insufficient participation
Injury or illness of program staff

In all cases we will strive to give our members and guests as much notice as possible.

Refunds and Exceptions

Life happens, things happen. If something were to come up, please reach out to our team (see Contact Information). We will evaluate each situation on a case by case basis.

Waitlist Process

If you cancel in time, your spot may be offered to someone on the waitlist. Late cancellations or no-shows prevent us from filling spots, which impacts the experience for others.

No-Show Policy for Repeats

Repeated no-shows may result in limited access to future events to ensure fairness for all participants.

How You Can Help

Timely Communication: If you know you cannot attend, please notify us as early as possible to allow us to adjust plans or offer the spot to someone else.
Considerate Commitment: When signing up, please double-check your availability and only book events you’re confident you can attend.
Fill out the cancellation form that is sent to your email after signing up.

By respecting these guidelines, you help make every event a success and that everyone has the opportunity to participate. Thank you for being part of our community!

Contact Information

If you have questions or need to cancel, please email us at: