Registration Procedure and Cancellation Policy

Registration Procedure

Your contact at the ACC for the following steps is Sarah Sasges, Mountain Adventures Coordinator. Sarah can be contacted by email or by phone at 403 678 3200 ext. 109.

If you are interested in more information and/or registering for an ACC mountain adventure, please do the following:

  1. Go to the relevant Adventure page on the ACC website. If you have further questions or wonder if is the right trip for you, please contact the Mountain Adventures Coordinator by email.
  2. Read the Cancellation Policy below and the Participant Policy in full. When you register for a camp, we will assume you have read, understood and agreed with these policies.
  3. Read the ACC Waiver of Liability. When you register for a camp, you will need to sign the waiver, indicating that you have read and understood the terms and conditions in the waiver.
  4. If you wish to continue with your registration, click the "Register Now" button on the relevant camp webpage and follow the instructions. If you cannot submit electronic forms, please contact the Mountain Adventures Coordinator.
  5. We will automatically process camp deposits upon registration (see below) and you will be emailed a receipt along with further information.
We strongly recommend purchasing cancellation insurance for all camps and courses.

Payments: Deposits

  • For camps with a value of $750 or less, you are required to pay the full price of the camp upon registration.
  • For camps with a value of over $750, you will still be given the option to pay in full upon registration, alternatively you can pay a $500 deposit upon registration and pay the balance due no later than 8 weeks prior to the camp start date. 
  • Your spot on the camp is confirmed once your application has been approved and we have processed the payment for your deposit.
  • In the event that your application is turned down for any reason, all payments made will be refunded. 
  • The above payments are non-refundable unless in exceptional circumstances and with the approval of the ACC Programs Director. Please ensure you are able to commit to attending the camp or course before confirming your registration.

     

Payments: Balance of Fees

  • Any remaining balances of your camp fee are due no later than eight (8) weeks prior to the start of the camp.
  • At least two weeks prior to this date you will receive an email notification that your remaining balance is now invoiced and payable. 
  • Payment of your camp fee balance can then be made by logging into your website profile and going to the invoices section. If you have any problems, you can also call up the National Office at 403 678 3200 to complete your payment. 
  • If camp fee balances remain unpaid beyond eight (8) weeks prior to the camp start date, the ACC reserves the right to cancel your registration without refund of your deposit. 
  • Camp balances (amounts over and above the camp deposit) are refundable up until eight (8) weeks prior to the camp start date. After this date, accommodation, guides, camp staff etc. will have been booked assuming your participation, and we are unable to refund payments if you decide to cancel.

Cancellation Policy

A substantial amount of work goes into registering participants and preparing camps and courses. Cancellations incur various costs to the Club. In the best case scenario this could just be staff time spent screening and processing a registration (including guide approval) or incurring processing fees for credit card refunds. In the worse case, a late cancellation may make an entire camp uneconomical and incur financial and reputational costs to the Club as we are forced to cancel on guides, caterers, accommodation and other participants. 

 As a result, camp deposits are non-refundable and camp balances are non-refundable after 8 weeks prior to the camp start date, except in the following circumstances:

  • Under exceptional circumstances and with the approval of the Programs Director. 
  • You are able to find a suitable replacement to take your spot.

We strongly recommend purchasing cancellation insurance for all camps and courses.

Cancellation or Changes to a Camp by the ACC

Occasionally, for reasons that are beyond our control, we are forced to cancel or make changes to a camp.

If we cancel a camp, all of the money you paid to the ACC will be refunded. Please note that in the event of cancellation, the ACC is not responsible for any expenses incurred by a participant in preparation for the trip, including but not limited to airline tickets, visa fees, medical expenses and equipment purchases.

If a camp is cancelled due to low registration numbers, you will be given the option to attend a different camp (assuming you are approved by the Camp Guide and/or Manager). If the replacement camp costs less than the original, you will be refunded the difference. If the replacement camp costs more than the original, you will be required to pay the difference.

The Alpine Club of Canada may be forced to alter the details, logistics or other aspects of any ACC camp for any reason, including (but not restricted to) guides and/or other camp staff availability, weather conditions and safety concerns. You will be notified of changes as early as possible. Changes will not affect the basic nature and essence of the camp, and therefore refunds will not be granted.

If the first day of a camp involves a helicopter or airplane flight, and the flight is delayed by weather, the participants will be responsible for paying for accommodation and food requirements while waiting for the flight. If a camp is delayed at the end by weather, participants will not be charged for additional guide days, food or accommodation.

For all camps, we recommend that you contact us before booking/paying for your flight to ensure the likelihood that the camp is going to run. Please be aware that when booking flights to the area you do so at your own risk, but feel free to contact us at any time to review camp status.

Disclaimer

Mountaineering, climbing and backcountry skiing can be dangerous. The Alpine Club of Canada (ACC) cannot absolutely guarantee the safety of participants on any camp, as there are too many variables that cannot be controlled. Some of these variables are outlined in our Waiver of Liability, which each participant must read, understand and sign before attending any camp.