No-Show Policy

Purpose

The Toronto Bruce Trail Club Registration and Cancellation Policy is designed to help ensure that when a person signs up online for a registered event, they attend or cancel their registration.

Day Winter Coach Program

Participants will pay the coach fee at the time of registration.

These fees are non-refundable.

The program coordinator, hike leader and co-leader do not pay for their seat on the coach.

Registration will begin one week in advance of the event departure, beginning at 12:01 a.m.

Participants indicate their choices online for trail use and rentals. These fees for trail use and ski/snowshoe rentals are collected on the coach.

Day Bus and Coach Hikes

Participants will pay the bus/coach fees at the time of registration.

These fees are non-refundable.

The hike leader and co-leader do not pay for their seat on the bus or coach.

Registration will begin one week in advance of the event departure, beginning at 12:01 a.m.

Registration for coach hikes, other than the winter program, begin 3 weeks in advance of the event departure, beginning at 12:01 a.m.

Participants indicate their choice online for using the conservation area. The conservation fees are collected on the bus.

Day Car Hikes and Urban Hikes

Registration will begin one week in advance of the event departure, beginning at 12:01 a.m.

No Show 

A no show is attributed to a participant who does not show up for an event for which they were registered and does not tell the hike leader that they will not be attending.

A participant who has one no-show in a calendar year will receive an email after the hike from the hike leader inquiring about their situation and ensuring that they understand the importance of cancelling when they cannot attend.

A participant who has 3 no-shows in a calendar year will lose the privilege of registering for future hikes for a period of 12 months from the date of their third no-show occurrence.

Wait List

If the participant tries to register for an event and the event is full, the participant will then be placed on a wait list.

The Waitlist is on a priority basis. If there is a cancellation, the first period on the waitlist will be contacted by email if a spot becomes available. They will have 24 hours to respond and confirm their spot – – for bus and coach hikes this step includes payment. After that time, the second person on the wait list (etc.) will be contacted.

Overnight and Weekend Trips

Participants need to book their own accommodation before securing a seat on the bus or coach.

Participants will pay the coach fees at the time of registration.

These fees are non-refundable.

The only exception would be if the trip hike leader or the participant find a replacement.

The participant will receive a refund less 10% processing fee.

Registration will begin 12 weeks in advance of the event departure, beginning at 12:01 a.m.

Extenuating reasons for no show

The Toronto Bruce Trail Club understands there may be extenuating reasons for a no show. Individual cases will be reviewed.

Cancellation of Regular and Long Distance Bus Hikes

When there are fewer than 27 hikers (including the leader and co-leader) registered two days before the bus hike, the bus hike will be cancelled.

Similarly, any long-distance trip where there are fewer than 32 hikers (including the leader and co-leader) registered two days before the trip, the hike is cancelled.

Hike leaders will monitor the cancellation of their hikes that are not meeting the cut of and contact the Hiking Director. The responsibility for cancelling a hike rests solely with the Hiking Director.

A refund will be issued to all registrants.

In the event that both regular and long-distance bus hikes as well as Winter Coach Program are cancelled due to inclement weather, the registrants will receive a refund.

Adoption

The Toronto Bruce Trail Club Registration and Cancellation Policy is effective February 1, 2021.

Approved by the Toronto Bruce Trail Club Board of Directors January 19, 2021.

Approved at the Annual General Meeting, April 17, 2021.

Waitlist procedures and registration times updated November 16, 2021.

More on Hikes