Explanatory note – to request a refund you must first cancel your place on a meet by emailing the Meet Booking Secretary: meetbookingsecretary@gentianclub.org.uk and then submit your claim for a refund to the Treasurer: treasurer@gentianclub.org.uk.
1. The Treasurer will administer all refund claims in accordance with this policy and procedure.
2. Any meet booking cancellation must be notified to the Meet Booking Secretary as soon as possible.
3. Any refund claim must be submitted to the Treasurer as soon as possible but at the latest within 21 days of the end of the relevant meet.
4. The Treasurer will liaise with the Meet Booking Secretary and deal with the refund claim as soon as possible.
5. The last date for refunds will be specified in the meet booking details for that particular meet.
6. All refunds are subject to a cancellation charge equivalent to 10% of the meet fee.
7. A full refund less the cancellation charge will be made should a member cancel before the refund date specified in the meet booking details.
8. No refund is due should the member cancel after the refund date specified in the meet booking details with the exception of clause 9 below.
9. Should a member cancel after the last refund date specified in the meet booking details and his/her place is taken by another member a full refund less the cancellation charge will be made.
10. If as a result of the cancellation it is possible to reclaim any monies due from another party the club will attempt to do so and refund any monies received less the cancellation charge.
11. The Committee reserves the right to consider exceptional cases outside the terms of this refund policy as it sees fit.
Last updated 19/01/24