Policies & Refunds
Cancellation Policy
We want you to register with confidence. Here's exactly what happens if your plans change — no fine print, no surprises.
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 with enough notice (see each section below for specific deadlines). Just email us with the new participant's name and contact info and we'll take care of the rest.
Clinics & Day Camps
This applies to all single-day clinics, youth bike camps, skills sessions, and multi-day day camps where no overnight accommodation is included.
| Days Before Program | Cash Refund | Future Program Credit |
|---|---|---|
| 30+ days | Full refund minus $25 admin fee |
100% credit no admin fee |
| 15–29 days | 50% refund | 75% credit |
| 14 days or fewer | No refund | 25% credit |
Domestic Overnight Retreat
This applies to the annual Valemount Women's Mountain Bike Retreat and any future domestic overnight retreats. No deposit is required to register.
| Days Before Retreat | Cash Refund | Future Program Credit |
|---|---|---|
| 60+ days | Full refund minus $25 admin fee |
100% credit no admin fee |
| 30–59 days | 50% refund | 75% credit |
| 29 days or fewer | No refund | 25% credit |
International Retreat
International retreats involve significant advance planning, supplier commitments, and costs that cannot be recovered at short notice. Please read this section carefully before registering.
A CA$500 deposit is required to hold your spot. This deposit is non-refundable under any circumstances, but is fully transferable to another participant up to 14 days before the retreat.
| Days Before Retreat | Cash Refund (of balance) | Future Program Credit |
|---|---|---|
| 90+ days | Full refund of balance $500 deposit non-refundable |
100% credit of balance |
| 60–89 days | 25% refund of balance | 50% credit of balance |
| 59 days or fewer | No refund | 25% credit of balance |
Smoke & Heat Policy
BC summers mean we need clear policies for smoke and heat. We use the official government thresholds so you always know exactly what to expect — and why.
We monitor the Air Quality Health Index (AQHI) — the official BC government measurement for smoke and air quality risk, available at gov.bc.ca.
We use forecast maximum air temperature as our guide. Humidex (feels-like) may also be considered.
We will always do our best to keep camp running — we know summer camp is part of your childcare plan for the summer. When AQHI hits 7+ or temperatures reach 38°C+, we adapt: moving activities indoors, adjusting the schedule, reducing exertion, and prioritizing shade and rest. For Adventure Camps and Nature Camps, 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, that alternative will not include biking.
If conditions reach AQHI 10+ or make a safe indoor option impossible, we will cancel that camp day — keeping kids safe always comes first, and this decision is out of our control. Camp days lost to smoke or heat cannot be rescheduled or made up. Instead, families will receive a 15% discount toward a future AIL program. (This is separate from our policy if AIL cancels an entire program in advance — see below.)
Weather Policy
Weather is something we work with, not against. Here's how we handle different situations.
We ride rain or shine. BC trails are built for it — wet riding is part of the experience. Come prepared with a rain jacket and you'll have a great time.
In rare cases of extreme conditions or official trail closures, we'll adapt the plan. We'll always try to run the program in some form before considering a reschedule.
If we reschedule due to weather, your registration transfers automatically to the new date. If you can't make the new date, we'll offer a program credit. Cash refunds are not available for weather-related rescheduling.
In the rare event that we need to cancel a program for any reason — including insufficient enrollment, safety concerns, or circumstances beyond our control — all participants will receive a full refund of all fees paid, including deposits. We'll notify you as early as possible and do everything we can to help you make alternative plans.
At a Glance
A side-by-side comparison across all programs.
| Timeframe | Clinics & Day Camps | Valemount Retreat | Costa Rica |
|---|---|---|---|
| Deposit required | None | None | CA$500 (non-refundable) |
| Early cancellation | 30+ days: full refund – $25 | 60+ days: full refund – $25 | 90+ days: full balance refund |
| Mid-window | 15–29 days: 50% refund / 75% credit | 30–59 days: 50% refund / 75% credit | 60–89 days: 25% refund / 50% credit |
| Late cancellation | Under 15 days: no refund / 25% credit | Under 30 days: no refund / 25% credit | Under 60 days: no refund / 25% credit |
| Spot transfer | Free, any time | Free, up to 7 days before | Free, up to 14 days before |
| Credit validity | 12 months | 12 months | 12 months |
| Travel insurance | Not required | Recommended | Strongly recommended |
| AIL cancels | Full refund always — including deposits | ||
We're always happy to talk through your options — just reach out.
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