Cancellation Policy
We understand that life sometimes throws up unexpected surprises which may prevent you from joining us on one of our
trips after you’ve signed up, so here are the cancellation and refund policies for the different trips we run.
Summary: Let us know ASAP if you can’t come.
Day and Evening Caving Cancellations
When people cancel on caving trips, it causes a great deal of stress if it happens after groups have already been
created. The organization of these trips requires careful planning and coordination.
How to cancel:
Message
The Caving Crew
ASAP
When to cancel:
As soon as you can.
When you can get a refund:
if you cancel more than 48 hours before the meetup time.
If you cancel before signup has closed, we’ll mark you as “cancelled”.
If you cancel less than 48 hours before the event, we’ll record your attendance as a “late-bail”, and if you don’t
show up, we’ll record a “no show”.
Places are not re-saleable or transferable between people or trips.
Training Cancellations
When the Crew organises training, if money is charged, the Training is being organised out of the good will of the
Crew.
Members are strongly encouraged to attend these sessions that have been put on for their benefit.
This policy is overridden if it is an overnight event, by the overnight policies.
How to cancel:
Message
The Caving Crew
ASAP
When to cancel:
As soon as you can.
When you can get a refund:
For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.
Due to the effort that goes into organising these events, after the first 36 hours after you sign up, if you cancel, a
refund will not be issued.
If you cancel less than 48 hours before the event, we’ll record your attendance as a “late-bail”, and if you don’t
show up, we’ll record a “no show”.
Places are not re-saleable or transferable between people or trips.
1 to 2 Night Overnight Trip Cancellations
Our overnight trips typically involve a great deal of organisation and organisation starts months in advance. Often
the Crew accepts the risks of a significant deposit and there is then a great pressure to make sure the trip does not
lose money for the Crew. Its often very hard, high pressure work for volunteers when people can’t make it or when
people don’t come at last moment and unless the space can be filled, there’s a risk of the Crew losing money.
How to cancel:
Message
The Caving Crew
ASAP
When to cancel:
As soon as you can.
There is a £29 non-refundable deposit.
When you can get a refund:
For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.
If you cancel 14 days or more before the event, we’ll give you a full refund minus the non-refundable deposit.
If you cancel 7 days before the event, and we’re able to fill your place, we will give you a full refund minus the
non-refundable deposit.
If you cancel less than 1 week before the event, it’s unlikely we’ll be able to fill your place, as we’ll be busy
organising the trip, and plans will have already been made that include you so you won’t get a refund.
If you cancel less than 7 days before departure date, we’ll record your attendance as a “late-bail”, and if you don’t
show up, we’ll record a “no show”.
Places are not re-saleable or transferable between people or trips.
3 or more Night Overnight Trips Cancellations
Our longer trips are often harder to organise, and include greater financial contributions from the Crew, very large
deposits and work on the basis that everyone is working together in unison.
How to cancel:
Message
The Caving Crew
ASAP
When to cancel:
As soon as you can.
There is a 40% non-refundable deposit of your total trip cost.
When you can get a refund:
For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.
If you cancel 4 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.
If you cancel 14 days or more efore the event, and we’re able to fill your place, we will give you a full refund minus
the non-refundable deposit.
If you cancel less than 14 days before the event, it’s unlikely we’ll be able to fill your place, as we’ll be busy
organising the trip, and plans will have already been made that include you so you won’t get a refund.
Places are not re-saleable or transferable between people or trips.
International Trips
Our international trips are often harder to organise, and include greater financial contributions from the Crew, very
large deposits and work on the basis that everyone is working together in unison.
How to cancel:
Message
The Caving Crew
ASAP
When to cancel:
As soon as you can.
There is a 50% non-refundable deposit of your total trip cost.
When you can get a refund:
For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.
If you cancel 16 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.
If you cancel 12 or more weeks before the event, and we’re able to fill your place, we will give you a full refund
minus the non-refundable deposit.
If you cancel less than 8 weeks before the event, it’s unlikely we’ll be able to fill your place, as we’ll be busy
organising the trip, and plans will have already been made that include you so you won’t get a refund.
Places are not re-saleable or transferable between people or trips.
Social Events
Our paid social events are often harder to organise, and include greater financial contributions from the Crew, large
deposits and work on the basis that everyone is working together in unison.
How to cancel:
Message
The Caving Crew
ASAP
When to cancel:
As soon as you can.
There is a 50% non-refundable deposit of your total social event cost.
When you can get a refund:
If you cancel 4 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.
If you cancel 2 or more weeks before the event, and we’re able to fill your place, we will give you a full refund
minus the non-refundable deposit.
If you cancel less than 2 weeks before the event, it’s unlikely we’ll be able to fill your place, as we’ll be busy
organising the event, and plans will have already been made that include you so you won’t get a refund.
Places are not re-saleable or transferable between people or events.
Membership
Caving Crew Membership renews automatically on the 2nd of January at 00:01.
Caving Crew membership is not refundable.
How to cancel:
Membership can be cancelled in your account on the website under Subscriptions
Refunds for Membership are only granted in very exceptional circumstances – e.g. accidentally signing up for two
concurrent Caving Crew memberships.
Frequently asked questions
Who can I contact to talk about this?
Messaging
the Caving Crew
I got covid. Can I get a refund?
Sadly not. We have to take responsibility for our risk of exposure to covid.
Who makes the final decisions?
The Caving Crew Treasurer is the final word – if you think this policy has been applied inconsistently, feel free to
email [email protected]
I didn’t realise Membership renewed?
Membership is automatically renewed every January. You can cancel in your account before 23:59 on the 1st of January.
Can I give my place to a friend?
No. Places are not re-saleable or transferable. If you cancel, we’ll put it out to whomever is next.
Can I get a refund for more than 100% of what I paid?
Under no circumstances will we issue refunds of more than 100% what was paid.
What if the event is cancelled or rescheduled by the Crew?
If the event is cancelled, we’ll offer 100% refunds.
If it’s rescheduled, we’ll give you a 100% refund. You will be welcome to sign up to other events which are currently
available to sign up.
In general, given extreme weather and unusual circumstances, Crew events are much more likely to go ahead than be
cancelled or rescheduled.