SCHEDULING MODULE :

• Cancellation: 
  • All events are subject to the terms and conditions within this policy. When an arena rental permit has been signed, the Ice Allocation Cancellation Policy comes into effect. Upon ice being allocated and confirmed by the user group, all individual rental cancellations shall be administered in the following manner; i. ii.  When notice of intent to cancel is received by the EECC Manager with 30 days or more notice, no financial responsibilities shall exist.  When notice of intent to cancel is received by the EECC with 20 days or less notice, 100% financial responsibility shall exist, unless the cancelled ice is rented to another user by or through the EECC Manager. All ice time cancellations shall be communicated in writing. 
  • The Ice Provider reserves the right to reasonably postpone, reschedule or cancel any permitted activity due to justified circumstances and must do so in writing no later that 5 days prior to the date required. The Ice Provider reserves the right to cancel a permit or portion of the permit if; there is a breach of the condition or regulations or should the Ice Provider be of the opinion that the facility is not being used for the purposed contained in the application, or if there is a specific attraction that could prove to profit to Malahide and Aylmer. Where postponement or rescheduling cannot be mutually coordinated, the permit holder affected will receive a full refund/credit for the time owing. Additional discretion is provided to the Ice Provider to postpone, cancel or reschedule ice during the period of April 1 – August 31 to ensure efficient operations of the EECC. Efforts shall be given to provide a minimum two (2) weeks notice of changes made for operational reasons. 
• Facility Cancellation:
  • Notice of cancellation shall be in writing and delivered or emailed to the East Elgin Community Complex four (4) weeks prior to the date of the function. The Renter will be responsible for all rental fees for cancellations with less than four (4) weeks notice. All cancellations will result in a $35.00 administration fee. 

REGISTRATION MODULE:

• Course Cancellation/Refund Policies: 
  • Registrations are available online and over the phone with a credit card or in person with cash, cheque or debit card. 
• Registration Deadlines:
  • The deadline to register for programs is one week before the start date and is on a first-come, first-serve basis. Register early to avoid disappointment of cancelled courses and programs due to low registration. All registrations require pre-payment 
• Waitlist:
  • If programs are full you will be placed on a waitlist. If a spot becomes available, you will be notified by email. 
• Class Changes & Cancellations: 
  • We reserve the right to change or cancel programs if necessary. Cancellations may be due to unforeseen circumstances including, but not limited to, insufficient registrations, staffing levels, equipment failure or emergencies. In the event of inclement weather like us on Facebook or check www.aylmer.ca or www.eecc.ca for updates. All cancellations for registered programs will be communicated by email. 
• Drop-In Cancellation Policy: 
  • Participants may cancel drop-in program registrations without penalty prior to the program start date and time and a credit will be issued on the client account. Refunds will not be issued for drop-in programs. 
• Missed Classes: 
  • Absences from program days/classes due to illness, vacation, or for any other reason will not be eligible for credit or refund and make-up classes will not be available. Account credits may be given for extended absences due to injury or other extenuating circumstances. 
• Withdrawals:
  • Withdrawals may be made in person, by telephone, or by email. Requests will be processed as of the date official notification is received by the Recreation Department and cannot be backdated. 
• Credit Procedure:
  • If your plans change and you need to withdraw from a class, pro-rated credit will be given to you if you notify us prior to the third class. Credits will remain on account for up to 2 years, after which they expire. 
• In Person Payments - Returned NSF Cheques:
  • Payments made by cheque which are not accepted by the bank, must be replaced with a cash payment. A $35.00 administrative fee will be charged for each returned cheque Members are responsible for ensuring that credit card info is accurate and current. 

MEMBERSHIP MODULE: 

• Cancellations & Refunds: 
  • Memberships are non-transferrable. Refunds must be requested in writing and will be considered for medical reasons only.