Policies & Refunds
We want you to register with confidence. Here's exactly what happens if your plans change. No fine print, no surprises.
For all programs, you can transfer your registration to another person free of charge, as long as you let us know in time. Each section below lists its transfer deadline. Just email us the new participant's name and contact details and we'll take care of the rest.
Clinics & Day Camps
This applies to single-day clinics and skills sessions, afterschool programs, Pro D Day and spring break camps, summer day camps, girls adventure camps, and any other multi-day program where no overnight accommodation is included.
| Days before program | Cash refund | Future program credit |
|---|---|---|
| 30+ days | Full refundminus $25 admin fee | 100% creditno admin fee |
| 15–29 days | 50% refund | 75% credit |
| 14 days or fewer | No refund | 25% credit |
Private & Group Bookings
These are booked directly with us for your group, so they have their own simpler terms.
School, homeschool, corporate, bachelorette and community groups.
BC Overnight Retreats
This applies to the Valemount Women's Mountain Bike Retreat and our other overnight women's retreats in BC. No deposit is required to register.
| Days before retreat | Cash refund | Future program credit |
|---|---|---|
| 60+ days | Full refundminus $25 admin fee | 100% creditno admin fee |
| 30–59 days | 50% refund | 75% credit |
| 29 days or fewer | No refund | 25% credit |
International Retreats
This applies to both of our Costa Rica retreats: Wild & Slow and Wild Terrain. International retreats involve a lot of advance planning and supplier commitments that can't be recovered at short notice, so please read this section carefully before you register.
A CA$500 deposit holds your spot, followed by a short fit call. If that call shows the retreat isn't the right fit for you, we refund your deposit in full.
Once your spot is confirmed, the deposit is non-refundable, but you can transfer it to another participant up to 14 days before the retreat. The only other time it's refunded is if we cancel the retreat for a reason within our control (see If we cancel).
| Days before retreat | Cash refund (of what you've paid beyond the deposit) | Future program credit |
|---|---|---|
| 90+ days | Full refund$500 deposit is kept | 100% credit |
| 60–89 days | 25% refund | 50% credit |
| 59 days or fewer | No refund | 25% credit |
Smoke & Heat Policy
BC summers mean we need clear policies for smoke and heat. These apply to all of our BC programs: camps, Pro D Days, afterschool programs, clinics and BC retreats. We use official government thresholds so you always know what to expect, and why.
We monitor the Air Quality Health Index (AQHI), the official BC government measure of smoke and air quality risk, available at gov.bc.ca.
We use the forecast maximum air temperature as our guide. Humidex (feels-like) may also be considered.
We always do our best to keep camp running, because we know camp is part of your childcare plan. When the AQHI hits 7+ or temperatures reach 38°C+, we adapt by moving activities indoors, adjusting the schedule, lowering exertion, and prioritizing shade and rest. For adventure, bushcraft and nature camps and Pro D Days, this usually means a full indoor alternative for the day. For bike camps, we'll also do our best to offer an indoor alternative so camp continues, though for safety reasons it won't include biking.
If conditions reach AQHI 10+, or a safe indoor option isn't possible, we'll cancel that day. Keeping kids safe comes first. Days lost to smoke or heat can't be rescheduled or made up. Instead, you'll receive an 85% credit for the value of each lost day, toward a future AIL program.
At AQHI 7+ or 38°C+, we'll shorten the session, lower the intensity or shift the timing where we can. Afterschool sessions lost to smoke or heat can't be made up, and you'll receive an 85% credit for the value of each lost session, toward a future AIL program. Clinics are rescheduled where possible, and the weather policy below applies.
We adapt the plan with earlier rides, shorter sessions, different trails or off-bike activities, so the retreat keeps going. A riding day lost to smoke or heat isn't refunded. If AQHI 10+ or extreme heat means a whole retreat can't run safely, we'll move it to new dates where possible. If you can't make the new dates, you'll receive an 85% credit toward a future AIL program, valid for 24 months.
Weather Policy
Weather is something we work with, not against. Here's how we handle different situations.
We run rain or shine. BC trails are built for it, and getting a bit wet is part of the experience. Come prepared with a rain jacket and you'll have a great time.
For lightning, extreme conditions or official trail closures, we'll adapt the plan. We always try to run the program in some form before considering a reschedule.
If we reschedule because of weather, your registration moves to the new date automatically. If you can't make the new date, you'll receive an 85% program credit. Cash refunds aren't available for weather-related rescheduling.
If We Cancel
What happens depends on whether the reason is something we control.
If we cancel for a reason within our control, like low enrollment, or a coach getting sick when we can't find a replacement, everyone registered receives a full refund of all fees paid to AIL, including deposits. We'll let you know as early as possible.
Weather, wildfire smoke, extreme heat, wildfire activity, natural disasters, trail or road closures and government orders are outside our control, and we always do our best to adapt first. If a day or session still can't run, the smoke, heat and weather policies above apply.
If a whole program or retreat can't run, we'll move it to new dates where possible, and your spot moves with it. If you can't make the new dates, you'll receive an 85% credit toward a future AIL program, valid for 24 months for retreats and 12 months for everything else. We keep 15% because a lot of planning has already gone in, and more goes into rebooking.
For the Costa Rica retreats, this is exactly what your required travel insurance is for.
Refunds and credits cover what you've paid AIL, not flights or other travel you've booked yourself.
At a Glance
A side-by-side comparison across all programs.
| Timeframe | Clinics & day camps | BC retreats | Costa Rica retreats |
|---|---|---|---|
| Deposit | None | None | CA$500, refunded if your fit call shows it's not the right fit; non-refundable once confirmed |
| Early cancellation | 30+ days: full refund minus $25 | 60+ days: full refund minus $25 | 90+ days: full refund of what you've paid beyond the deposit |
| Mid-window | 15–29 days: 50% refund or 75% credit | 30–59 days: 50% refund or 75% credit | 60–89 days: 25% refund or 50% credit |
| Late cancellation | 14 days or fewer: no refund, 25% credit | 29 days or fewer: no refund, 25% credit | 59 days or fewer: no refund, 25% credit |
| Spot transfer | Free, any time before the program | Free, up to 7 days before | Free, up to 14 days before |
| Credit validity | 12 months | 24 months | 24 months |
| Travel insurance | Not required | Recommended | Required |
| Smoke or heat | Camps & afterschool: 85% credit for each lost day. Clinics: rescheduled | We adapt. Whole retreat moved: new dates or 85% credit | Not applicable |
| If we cancel (on us) | Full refund of all fees paid to AIL, including deposits | ||
| If we cancel (outside our control) | New dates where possible, otherwise an 85% credit | ||
Nothing in this policy limits your rights under British Columbia's Business Practices and Consumer Protection Act.
We're always happy to talk through your options. Just reach out.
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