Program Registration, Withdrawal, and Cancellation Guidelines

Program Registrations

Registrations may be accepted in person at the municipal office, 100 Springfield Centre Drive and at the program location – subject to program availability, or online.
1. In-person forms of payment accepted are cheque (must be made out to the Municipality of Springfield, and must be dated no later than the first day of the program), cash, or debit.
2. Credit card payments are only accepted online.
For credit card payments and refunds, they are done in real-time and can only be processed through the online registration system.
Each program will have a waitlist available in the event that a program is full. Registrants have the option to put themselves on the waitlist. In the event that a space becomes available, everyone on the waitlist is notified by email and the spot may be taken by the first person who registers (first come, first served).
Installment for payment of programs may be available when registering for multiple programs, and/or registering multiple participants.
1. Arrangements must be made with the Community Services Department.
2. Full payment plan must be completed upon the start date of the program.
3. If full payment is not received by the start date of the program, the Community Services Department reserves the right to remove the registrant and that spot in the program will become available to the next registrant.

Withdrawals

All requests for withdrawal from a program must be provided to the Program Coordinator or Director of Community Services.
Requests must be submitted a minimum of seven days prior to the program start date to be eligible for a refund. Unless in the case of illness or injury, two days notice may be accepted - to be determined by the Program Coordinator for eligibility.
The only exception to the above guideline would be in the case of medical emergencies, to be reviewed and approved by the Program Coordinator or Director of Community Services.
If a withdrawal request is submitted a minimum of seven days prior to the program start date, a refund may be issued. The following conditions apply:
1. The registrant/guardian will have two options: receive a refund, or credit their account with the amount they paid for the program.
2. In the case of a refund, an administrative fee of 25% will be withheld when administering refunds.
3. A credit in the amount paid for the program will apply to the account of the registrant/guardian. This can be used to re-register for the same program in the future or be applied to different programs, within the same family account.
If a request for withdrawal is submitted less than seven days prior to start date, the registrant/guardian is not eligible to receive a refund.
Refunds will not be issued after program start date.
Partial registrations/refunds will not be accepted (i.e. a person may not only register for select days in a program. They will also not be eligible for a refund if they attend one or more days and decide to withdraw).

Program Cancellations

There are two types of cancellation that may occur:
1. Entire session/workshop cancellation.
2. Single day cancellation.
In the event that an entire session/workshop is cancelled, participants will have the option to receive a full refund or credit their account with the amount of the cost of the program. The following steps will be taken:
1. The Community Services Department will make every effort to notify registrants of a session cancellation 48 hours before the program start date.
2. Full refund will be applied, and registrants/guardians have the option of crediting this to their account or receiving the refund.
In the event that a single day of a program needs to be cancelled, the following will occur:
1. The Community Services Department will contact participants/guardians via phone or email as soon as possible to alert them of the cancellation.
2. Measures will be taken to attempt to reschedule the missed day, based on availability of venue, timing, and other factors this may or may not be accommodated. No refund will be issued for cancelled days in the event the Community Services Department is unable to reschedule.
The following is an incomplete list of reasons single days of programs may be cancelled:
1. Weather constraints,
2. Road closures,
3. Power outages,
4. Venue complications,
5. Participants not showing up/coming more than 15 minutes late to a program,
6. Conditions outside the control of the Community Services Department.
The following is an incomplete list of reasons an entire session/workshop may be cancelled:
1. Low registration numbers,
2. Instructor cancellation,
3. Or other factors outside of the control of the Community Services Department.
4. in compliance with public health orders, or due to infectious disease response.

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