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Session Bookings

Refund policy

Transfer by user:

  • Users can transfer their own bookings in the BookWhen system to another session of the same event up to 6 hours prior to the session starting (this allows the club and coaches to keep accurate records of bookings and attendees & gives others the opportunity to fill the vacant space).
  • Users who do not attend a session on which they are booked (“no shows”) will not be entitled to receive a refund or discount on other events unless there are extenuating circumstances and only and at the discretion of the club.

Cancellation by the club/venue:

  • The club reserves the right to make cancellations to sessions, these may include but are not limited to:
    • Matters beyond our reasonable control
    • Pool or venue closure
    • Instances of prolonged low attendances

  • In the event of a cancellation by the club bookings will be:
    • Transferred to another session of the same event, or
    • A discount code will be issued to the user for the value that the user paid for the cancelled session

  • Refunds will only be considered where circumstances dictate and are at the discretion of the club.