TOMKAT REFUND POLICY

LAST UPDATED: FEBRUARY 19, 2024

SCOPE

This policy applies to instances in which an Attendee, whom in good standing has already paid their fees for attending a TOMKAT Camping event, voluntarily requires a modification to the duration (number of days) or nature (indoor camping vs. outdoor/RV camping) of their registration. This policy does NOT apply to instances where an Attendee is removed, evicted, or otherwise has their attendance terminated early, as a result of a violation of the TOMKAT Code of Conduct. No refunds are provided for instances where an Attendee is removed, evicted, or otherwise has their attendance terminated early as a result of violating the TOMKAT Code of Conduct.

GENERAL RULES APPLICABLE TO ALL REFUNDS

  1. Refunds that fall within the scope of either of the “types of refunds” section below will be honoured by TOMKAT pursuant to the terms and conditions contained within this policy. Refunds that do NOT fall within the scope of either of the “types of refunds” section below are NOT GUARANTEED, and will be evaluated on a case-by-case basis at the sole discretion of the TOMKAT Organizers.

  2. All refunds are transacted in Canadian Dollars ($CAD). As TOMKAT issues camping fee refunds through the Square platform integrated on its eCommerce website/platform in $CAD, TOMKAT cannot incrementally refund an Attendee for merchant/credit card fees associated with purchases and/or refunds (including, but not limited to, foreign currency transaction fees charged by credit cards, foreign currency rate fluctuations between the date of purchase and date of refund, and eCommerce charges issued by an individual’s credit card).

  3. All refunds must be requested in writing to the TOMKAT Organizers (leadership@tomkatcamp.ca). The date/time in which a requested refund is received via email to the aforementioned mailbox is the date/time used to assess refund eligibility. For absolute clarity, personal messages sent to any Organizers (such as a request sent to an Organizer via text, Telegram, the FetLife platform, Twitter, or other similar means) DO NOT CONSTITUTE A VALID REFUND REQUEST and will not be honoured. Only requests via email to leadership@tomkatcamp.ca will be honoured.

TYPES OF REFUNDS

There are two broad types of refunds/adjustments that a good-standing Attendee can request:

  • Modification: An Attendee still wants to attend the TOMKAT event that they are registered for, but due to arising situations they wish to alter the duration (number of days) or nature (indoor vs. outdoor) of their registration. For example, an individual registers and pays for “6 Nights: Outdoors (RV)” camping, but due to a personal situation needs to reduce their registration to “4 Nights: Outdoors (RV)”.

  • Cessation: An Attendee no longer wishes to attend the TOMKAT event that they are registered for. For example, an individual registers and pays for “5 Nights: Indoors” camping, but due to a personal situation is no longer able to attend the event altogether.

“MODIFICATION” REFUND RULES

  1. If a “modification” refund request is received prior to the Start of Camp:
    The full differential in camping fee price will be refunded back to the Attendee. For example, if an Attendee requests a change from “6 nights: indoors” ($625.00 CAD) to “4 nights: indoors” ($465.00 CAD) prior to the Start of Camp, the differential of $160.00 CAD will be refunded back to the Attendee.

  2. If a “modification” refund request is received after the Start of Camp:
    The differential in camping fee price less a $30 per day Administrative Fee will be refunded back to the Attendee. For example, if an Attendee requests a change from “6 nights: indoors” ($625.00 CAD) to “4 nights: indoors” ($465.00 CAD) after the Start of Camp, the differential of $160.00 CAD less an Administrative Fee of $60.00 (2 night shift x $30.00 per night) will be refunded back to the Attendee ($110.00 CAD total).

    PLEASE NOTE:
    The “Start of Camp” is defined as 12:00 AM (Eastern Daylight Time), on the first day in which the applicable TOMKAT campout is scheduled to take place. For example, if the June TOMKAT event is planned to run from June 3, 2024, to June 9, 2024, the “Start of Camp” would be 12:00 AM (Eastern Daylight Time) on June 3rd, 2024.
    The “Administrative Fee” is collected by TOMKAT to compensate for variable costs incurred by TOMKAT (such as rent, food purchases for meals during the week, arts/crafts supplies, and other similar operating consumables), that would have already been purchased or paid for assuming a set headcount/number of attendees during the Campout week.

“CESSATION” REFUND RULES

  1. If a “cessation” refund request is received more than 14 days prior to the Start of Camp:
    The full camping fee price will be refunded back to the Attendee.

  2. If a “cessation” refund request is received less than 14 days prior to the Start of Camp, but before the Start of Camp:
    The full camping fee price less a $200 Administrative Fee will be refunded back to the Attendee.

  3. If a “cessation” refund request is received after the Start of Camp:
    No refunds will be issued to the Attendee.

    PLEASE NOTE:
    The “Start of Camp” is defined as 12:00 AM (Eastern Daylight Time), on the first day in which the applicable TOMKAT campout is scheduled to take place. For example, if the June TOMKAT event is planned to run from June 3, 2024, to June 9, 2024, the “Start of Camp” would be 12:00 AM (Eastern Daylight Time) on June 3rd, 2024. Therefore “14 days prior” would be 12:00 AM (Estern Daylight Time) on May 20, 2024.
    The “Administrative Fee” is collected by TOMKAT to compensate for variable costs incurred by TOMKAT (such as rent, food purchases for meals during the week, arts/crafts supplies, and other similar operating consumables), that would have already been purchased or paid for assuming a set headcount/number of attendees during the Campout week.