Registration/ Cancellation Policy Information
Space in our programs can fill quickly, so we recommend you register and make payment in full early. Register and submit payment on-line, by mail or by phone. On-line registrants will receive an electronic confirmation receipt. Mail and phone-in registrants will receive confirmation of receipt of paperwork within 10 days of registration.
To complete registration online, you must have a valid email address. If you do not have an email, call the Coastwalk office for help. You may register online and choose to defer payment if you prefer to pay via check. After your check has been received, your registration will be considered complete, and you will receive an electronic confirmation receipt.
Coastwalk will only guarantee confirmation of your space on a trip once payment in full is received. Refund and cancellation policies apply to registrants who have made a payment in full.
Liability release forms must be completed for every participant on a Coastwalk trip. A Release of Liability form will be sent or emailed to you after your registration is complete.
Forms will be mailed only to those who register by mail or by phone. Liability forms must be received at our office at least two weeks prior to the start of your trip. Mail forms to:
555 S. Main St, Suite 3
Sebastopol, CA 95472
When you register, you will be asked to name a primary contact; this person will serve as the contact person for your entire group. The primary contact will receive the pre-trip packets for all registrants (approximately 4 weeks prior to the start date of the trip). This packet includes an itinerary, equipment list, map/directions and other information to help you prepare. Please forward all information provided to those you have registered.
All minors under 18 years of age must be accompanied by a parent, an adult authorized by a parent or legal guardian. A Minor Permission form must be completed and will be emailed to you upon request.
Cancellation fees are summarized below. If you have any questions about how the fees might apply to your registration & refund of a payment made in full- please contact the office at:
707-829-6689 or firstname.lastname@example.org prior to registering.
|Registrations/Full Payment made 30 days or more prior to walk date||Registrations/Full Payment made within 30 days of walk date|
|Cancellation Date||Cancellation Fee||Cancellation Fee|
|Cancellation 60 or more days prior||25% fee per person*||n/a|
|Cancellation 30 – 59 days prior||50% cancellation fee per person*||n/a|
|Cancellation 0-29 days prior||100% fee per person* (no refund)||100% fee per person* (no refund)|
|** Only applies if registered/paid and cancellation received by Coastwalk office more than 60 days prior to Trip start date.||$35 per person* cancellation fee
Grace period does not apply to registrations/payments made within 60 days of the date of the walk.
|Grace period does not apply to registrations/payments made within 30 days of the date of the walk.|
|*per person means a fee for each walker on the walk, not one fee for registering multiple walkers.
** The Grace Period only applies to registrations made 60 days prior to a trip start date and cancelled within 10 days of registration & payment received in full.
Be Sure You Read This!
If you have registered and paid in full more than 30 days in advance of a walk, then if you cancel more than 60 days ahead of the walk, you will receive a 75% refund. If you have registered and paid in full more than 30 days in advance of a walk, cancellations fewer than 60 days but 30 or more days ahead of the walk will receive a 50% refund. If you have registered and paid in full more than 30 days in advance of a walk, cancellations made fewer than 30 days ahead of a walk will not receive a refund. Cancellation Fees are per person not per registration. For example, if someone registers three people, there will be a cancellation fee for each person (3 times the cancellation fee).
Cancelling a Registration
If, for some reason, you find you need to cancel a walks registration, please notify the Coastwalk office directly. Cancellations must be in writing, either via regular mail or email to email@example.com. You may call the office at 707-829-6689 to notify us, but you must also provide cancellation notice in writing. Calling the office is helpful as it puts us on the lookout for a cancellation notice and we can follow up with you if it does not arrive in a timely fashion.
Trip leaders are not able to take cancellations or make reimbursements. Cancellations and any reimbursement must be done through the office, however, a courtesy notification of the trip coordinator is highly recommended.
Trip Cancellation by Coastwalk
In the event that Coastwalk needs to cancel a trip for any reason, registrants will be notified as soon as possible. Coastwalk will either (1) reimburse all fees paid by registrants to Coastwalk, or (2) transfer the full amount paid to Coastwalk to another walk within the same calendar year. Coastwalk cannot be responsible for any travel or any other expenses incurred by a registrant in planning to attend a walk.
Coastwalk strongly encourages you to purchase travel insurance to cover cancellation fees associated with a trip as well as airfare or other nonrefundable expense in the event you need to cancel; medical expenses incurred on a trip; and the cost of a possible medical evacuation from a trip. The Sierra Club suggests travel insurance plans from USI Travel Insurance Services, although you are welcome to explore other options as well. Feel free to contact USI Travel Insurance Services if you have questions on this policy or its coverage as Sierra Club Outings is not equipped to provide specific answers to questions on the program.