Refund Policy

1. Overview and Scope

This Refund Policy governs refunds, cancellations, and transfers for events, workshops, sprints, and services provided by Vibellion Events Inc. ("Vibellion", "we", "our", "us"). By registering for an event or service, you agree to this Refund Policy.

This policy applies to all paid registrations, unless otherwise specified in writing at the time of registration or in event-specific terms. Free events and services are not subject to refund policies.

2. General Refund Eligibility

Refunds are determined based on the timing of cancellation relative to the event start date. All timeframes are calculated using business days (Monday through Friday, excluding holidays) unless otherwise specified.

2.1 Full Refund (100%)

Full refunds are available when cancellation requests are received:

• 7 or more business days before the event start date
• In cases of event cancellation by Vibellion (see Section 3)
• In cases of event postponement where you cannot attend the new date (see Section 4)
• Under special circumstances as determined by Vibellion (see Section 9)

2.2 Partial Refund (50%)

Partial refunds (50% of the registration fee) are available when cancellation requests are received:

• 3 to 6 business days before the event start date

The remaining 50% covers administrative costs, planning expenses, and the reserved spot that cannot be filled on short notice.

2.3 No Refund

No refunds will be provided for cancellations received:

• Less than 3 business days before the event start date
• For no-shows (participants who do not attend without prior cancellation)
• For participants removed from events due to Code of Conduct violations
• For membership waitlist signups (waitlist fees, if any, are non-refundable)

2.4 Example Timeline

For an event starting on Friday, October 15:

• Full refund: Cancel by end of business day Thursday, October 7 (7+ days before)
• 50% refund: Cancel between Friday, October 8 and Monday, October 11 (3-6 days before)
• No refund: Cancel on or after Tuesday, October 12 (less than 3 days before)

3. Event Cancellation by Vibellion

If Vibellion cancels an event for any reason:

• Full Refund: All registered participants will receive a 100% refund of the registration fee
• Automatic Processing: Refunds will be processed automatically—no action required from participants
• Notification: Participants will be notified via email as soon as possible with cancellation details and refund timeline
• Processing Time: Refunds will be processed within 10-15 business days of cancellation notice
• Processing Fees: All refunds will include full refund of any processing fees paid

We are not responsible for any additional costs incurred by participants, such as travel, accommodation, or other expenses. We recommend purchasing travel insurance for events that require travel.

4. Event Postponement

If an event is postponed (rescheduled to a new date):

4.1 Automatic Transfer

Your registration will automatically be transferred to the new event date. You will receive notification of the new date via email.

4.2 Opt-Out and Refund

If you cannot attend the new date, you may request a full refund by:

• Contacting us within 7 business days of the postponement announcement
• Including your registration confirmation number and the event name
• Clearly stating that you cannot attend the new date

Refund requests received after the 7-day window will be subject to the standard refund policy based on the new event date.

5. No-Shows and Partial Attendance

5.1 No-Shows

Participants who do not attend an event without prior cancellation are not eligible for refunds. This includes:

• Complete non-attendance
• Late arrivals who miss significant portions of the event
• Last-minute cancellations (less than 24 hours before the event)

5.2 Grace Period Exception

In exceptional circumstances (e.g., medical emergencies, family emergencies, severe weather), we may consider refund requests on a case-by-case basis. Documentation may be required. See Section 9 for special circumstances.

5.3 Partial Attendance

If you attend only part of an event, no partial refunds are provided. Event fees cover the entire event experience, including materials, preparation, and the reserved spot.

6. How to Request a Refund

To request a refund, please follow these steps:

6.1 Refund Request Requirements

All refund requests must be submitted in writing through our contact page and must include:

• Subject Line: "Refund Request - [Event Name]"
• Registration Confirmation: Confirmation number, order number, or receipt
• Event Information: Event name and date
• Reason for Cancellation: Brief explanation (required for our records)
• Payment Information: Original payment method details (for refund processing)
• Contact Information: Full name, email address, and phone number

6.2 Refund Request Timeline

Refund requests must be received within the applicable refund window (see Section 2). Requests received after the deadline will not be eligible for refunds, except under special circumstances (see Section 9).

6.3 Acknowledgment

You will receive an acknowledgment email within 2 business days confirming receipt of your refund request. If you do not receive acknowledgment, please follow up to ensure your request was received.

7. Refund Processing Times

Refund processing times vary depending on the original payment method:

7.1 Credit/Debit Cards

• Processing Time: 5-10 business days after approval
• Appearance: Refund will appear on your statement within 1-2 billing cycles
• Note: Processing time may vary by financial institution

7.2 PayPal

• Processing Time: 3-5 business days after approval
• Appearance: Refund will appear in your PayPal account

7.3 Bank Transfers / E-Transfers

• Processing Time: 7-14 business days after approval
• Note: Requires manual processing and bank processing time

7.4 Other Payment Methods

For other payment methods, processing times will be communicated on a case-by-case basis. Generally, expect 5-15 business days.

Important: Refunds are processed to the original payment method used for the registration. We cannot refund to a different account or method without written authorization and identity verification.

8. Processing Fees and Currency

8.1 Processing Fees

The following fees apply to refunds:

• Payment Processing Fees: Non-refundable fees charged by payment processors (typically 2.9% + $0.30) are not refunded, except in cases of event cancellation by Vibellion
• Administrative Fees: No additional administrative fees are charged for refunds
• Partial Refunds: For 50% refunds, processing fees are proportional (50% of original fees)

8.2 Currency and Exchange Rates

Refunds will be issued in the same currency as the original payment:

• Canadian Dollars (CAD): Most events are priced in CAD
• Exchange Rate Changes: If currency exchange rates have changed, refunds will reflect the original payment amount in the original currency
• Bank Fees: Any currency conversion or international transfer fees are the responsibility of the recipient

9. Special Circumstances

We understand that unexpected circumstances may arise. We may consider refund requests outside the standard policy for:

9.1 Medical Emergencies

Serious illness or medical emergency affecting the registered participant or immediate family member. Documentation (medical certificate, doctor's note) may be required.

9.2 Family Emergencies

Death or serious illness of an immediate family member. Documentation may be requested.

9.3 Travel Disruptions

Severe weather, natural disasters, or transportation disruptions that prevent attendance. Proof of disruption may be required.

9.4 Visa or Travel Document Issues

Denial of visa or travel documents for international events, when such documents are required. Documentation from relevant authorities must be provided.

Special circumstance refunds are evaluated on a case-by-case basis and are not guaranteed. Requests must be submitted in writing with supporting documentation. Decisions are at Vibellion's sole discretion.

10. Transferring Registrations

You may transfer your registration to another person subject to the following conditions:

10.1 Transfer Requirements

• Deadline: Transfer requests must be received at least 24 hours before the event start time
• Written Request: Transfer requests must be submitted in writing through our contact page
• New Participant Information: Full name, email address, and contact information of the replacement participant
• Confirmation: Both parties (original and new participant) must acknowledge the transfer

10.2 Transfer Restrictions

• Transfers are not permitted for events that require specific qualifications or pre-screening
• Corporate bookings may have additional transfer restrictions (see Section 11)
• Only one transfer per registration is permitted
• Transfers may incur administrative fees if processing requires additional work

10.3 Transfer Processing

Once approved, the new participant will receive confirmation and event details. The original registrant will receive acknowledgment of the transfer. No refunds are provided for transfers—the registration is simply reassigned.

11. Corporate Bookings

Corporate workshop bookings and bulk registrations may have different terms as specified in the corporate agreement or quote:

• Refund terms are typically outlined in the corporate service agreement
• Corporate bookings may have longer cancellation notice requirements (e.g., 14-30 days)
• Custom workshops may have non-refundable deposit requirements
• Transfer policies may differ for corporate bookings

If you have a corporate booking, please refer to your specific agreement or contact your account representative for clarification on refund and cancellation terms.

12. Membership Waitlist

Membership waitlist signups are free and do not require payment. If any fees are associated with waitlist signups in the future:

• Waitlist fees, if any, are non-refundable
• Joining the waitlist does not guarantee membership or event access
• Waitlist positions are not transferable

When membership becomes available, standard refund policies will apply to membership fees if you choose to cancel your membership.

13. Chargebacks

If you initiate a chargeback or dispute with your financial institution instead of following our refund request process:

• Your registration may be immediately cancelled
• You may be banned from future events until the dispute is resolved
• We reserve the right to dispute unwarranted chargebacks
• Chargeback fees incurred by Vibellion may be charged to you

We strongly encourage you to contact us directly to resolve any issues before initiating a chargeback. We are committed to fair and timely resolution of refund requests.

14. Force Majeure

In cases of force majeure (circumstances beyond our reasonable control), including but not limited to:

• Natural disasters, pandemics, or public health emergencies
• War, terrorism, or civil unrest
• Government restrictions or regulations
• Venue closures or unavailability
• Extreme weather events

We will make reasonable efforts to provide alternative arrangements (e.g., rescheduling, virtual format) or provide refunds when events cannot proceed. However, we are not liable for costs beyond the registration fee (e.g., travel, accommodation).

15. Dispute Resolution

If you have concerns about a refund decision:

• Contact us to discuss the decision
• Provide additional context or documentation that may not have been considered
• Requests will be reviewed by a different decision-maker when possible

While we strive to be fair and reasonable, refund decisions are at Vibellion's discretion and are final. We are not obligated to provide refunds beyond what is specified in this policy.

16. Contact Information and Response Times

For refund requests, questions, or concerns about this policy:

Response Times

• Acknowledgment: Within 2 business days
• Refund Decision: Within 5 business days
• Refund Processing: 5-15 business days after approval (varies by payment method)

During peak periods or holidays, response times may be longer. We appreciate your patience.

17. Changes to This Policy

We reserve the right to modify this Refund Policy at any time. Changes will be effective for registrations made after the updated policy is posted. The policy in effect at the time of your registration will apply to your refund eligibility.

Note: This Refund Policy should be read in conjunction with our Terms of Service and Code of Conduct. If there are any conflicts, the Terms of Service shall prevail.