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, as a courtesy to the hike leaders, and they have a clear understanding of the refund policy.

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 two weeks in advance of the event departure.

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

A minimum of 40 registrants is required 8 days before the departure date for the trip to operate.

Trips will be cancelled on short notice if there is a major risk of trail or resort closure due to weather warnings.

If conditions are marginal (less than ideal for skiing) or better then the trip will go.

If the club cancels the trip a full refund will be issued to participants. No refunds are provided to participants who cancel.

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(s) do not pay for their seat on the bus or coach.

Registration will usually begin two weeks in advance of the event departure. Exceptions may apply for special event hikes.

Registration for coach hikes, other than the winter program, begins 6 weeks in advance of the event departure.

When applicable conservation area fees are collected on the bus/coach.

Parking/Park Admission Fees may be pro-rated per person and added to the bus/coach fare at the time of registration.

Day Car Hikes and Urban Hikes

Registration will begin two weeks in advance of the event date. Exceptions may apply for special event hikes.

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.

If unable to make a hike it is a courtesy for the participant to either cancel their hike registration online or inform the hike leader by email or phone call that they won’t be in attendance.

The Hike Leaders may refuse future participation on their hikes, at their discretion, for people who have repeated no shows.

Wait List

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

The Waitlist is on a priority basis.

For Bus Hikes/Coach Trips the first person on the waitlist will be contacted by email if a spot becomes available. They will have 24 hours to respond and confirm their spot – –  this step includes payment. After that time, the second person on the wait list (etc.) will be contacted. This process will continue until the time registration for the hike is closed.

For Car Hikes and Urban walks the first person on the waitlist will automatically be moved to the registered list as soon as a spot becomes available. If plans change and they are unable to make the hike any longer they are responsible for cancelling their registration.

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.

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 may 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 may be cancelled.

Hike Leaders will monitor the registration level of their hikes and if the registration is not meeting the minimum level they are to contact the Hiking Director who is responsible for making the final decision if the hike needs to be cancelled.

If it is determined that the hike must be cancelled the Hike Leader will inform the participants and the Hiking Director will contact the Bruce Trail Conservancy Office to have a full refund 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 full refund upon authorization of the Hiking Director.

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.

Registration times, waitlist procedures, No Show Policy, Winter Coach Policies updated December 18, 2024