Royal Harwich Yacht Club (RHYC)

Training

Cancellation and Refund Policies for Training & Events

Cancellation and Refund Policy for the RHYC training courses 

If You Change or Cancel Your Course

If, after our Booking Confirmation has been issued, you (i) make a change to your existing booking or (ii) or wish to change to another course or change the course start date, we will try to make the changes subject to availability, provided that notification is received in writing. We will not charge you fees to amend your booking in the following circumstances:

– To correct an incorrect initial, first name, Surname or title

– To change course participants up to 35 days before the start of the course date.

Should you wish to amend the course to an alternative date, outside of 35 days before the course date, you will not be charged an administration change fee, but you will be charged the difference in the cost of the course.

Should you wish to change the course within 35 days before the start of the course date, this may be treated as a cancellation at our discretion.

You may cancel your booking at any time providing that the cancellation is made in writing. Notice of cancellation will be effective upon receipt by us of your written communication. As we start to incur costs from the time the contract is confirmed we will apply cancellation charges as shown below.

• More than 35 days’ notice a full refund will be made.
• 0 – 35 days prior to the start date of the course 100% of total course cost.

If We Change or Cancel Your Course

If the RHYC has to cancel a course for whatever reason, any student booked on that course will be entitled to either a full refund or a place on an alternative course.

Updates

We keep our cancellation and refund policy under regular review and we will place any updates on this webpage. Any such updates will not affect any purchases you have made before the change is implemented.

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Catering & Priviate Hire Cancellation Policy

1. General Policy:
• We understand that unforeseen circumstances may arise, and we want to make the cancellation process as smooth as possible, and we are aware that numbers of attendees needs to be flexible until the latest possible date prior to an event or conference.
• This policy applies to all events organized by The Royal Harwich Yacht Club and Reeves Events unless otherwise stated in the specific event details.

2. Cancellation by Attendee:

• Notification:
If you need to cancel your event or reduce your numbers, please notify us as soon as possible by email to office.manager@royalharwich.co.uk or phone to 01473 780319.

• Refunds:
Individual Bookings (for club pre-paid events – Dinners etc.)
• Cancellations or reduction in guest numbers made more than > 7 days before the event date: A full refund will be issued.
• Cancellations or reduction in guest numbers made <7-5 days before the event date: A partial refund of will be issued of 50% to reflect the cost of food and beverage, staffing and loss of other booking opportunities.
• Cancellations or reduction in guest numbers made less than 4 days before the event date: No refund will be issued.

In the event that the office can assist new members booking the places made vacant then a refund will be given on receipt of the new bookings funds.

Day Delegate Conference Guests < 20 People
• Cancellations or reduction in guest numbers made more than > 7 days before the event date: A full refund will be issued.
• Cancellations or reduction in guest numbers made <7-5 days before the event date: A partial refund of will be issued of 50% to reflect the cost of food and beverage, staffing and loss of other booking opportunities
• Cancellations or reduction in guest numbers made less than 4 days before the event date: No refund will be issued, and any outstanding invoicing will be due for payment.

Day Delegate Conference Guests > 20 People
• Cancellations or reduction in guest numbers made more than > 14 days before the event date: A full refund will be issued.
• Cancellations or reduction in guest numbers made <14-7 days before the event date: A partial refund of will be issued of 50% to reflect the cost of food and beverage, staffing and loss of other booking opportunities
• Cancellations or reduction in guest numbers made less than 7 days before the event date: No refund will be issued, and any outstanding invoicing will be due for payment.

Large Private Exclusive Hire events of whole club >40 guests

• Cancellations made more than > 28 days before the event date: A full refund will be issued.
• Cancellations made <28-14 days before the event date: A partial refund of will be issued of 50% to reflect the cost of food and beverage, staffing and loss of other booking opportunities
• Cancellations made less than 14 days before the event date: No refund will be issued, and any outstanding invoicing will be due for payment.

Large Private Exclusive Hire events of whole club <39 guests
• Cancellations made more than > 14 days before the event date: A full refund will be issued.
• Cancellations made <14-7 days before the event date: A partial refund of will be issued of 50% to reflect the cost of food and beverage, staffing and loss of other booking opportunities
• Cancellations made less than 7 days before the event date: No refund will be issued, and any outstanding invoicing will be due for payment.

• The cancellation charges cover the administration costs surrounding the booking, the loss of profit for the day, and any commitments and payments to suppliers that have already been made on your behalf. Please ensure you have read the above terms and conditions before paying the deposit and/or committing to the event.

3. Cancellation by Event Organizer:
• Circumstances:
We reserve the right to cancel or postpone an event due to unforeseen circumstances, such as force majeure (e.g., natural disasters, acts of war), venue unavailability, or insufficient registration or attendance numbers.
• Notification:
In the event of cancellation or postponement, we will notify the event hosts as soon as possible via email and phone call.
• Refunds/Rescheduling:
• Cancellation: If we cancel an event, we will offer a full refund.
• Postponement: If we postpone the event, we will discuss with the event hosts about the new date and time. Event hosts will have the option to:
• Attend the rescheduled event.
• Receive a full refund.
• Transfer their credit to another event.
• Force Majeure:
In the event of cancellation due to force majeure, we will not be liable for any additional expenses incurred by event hosts or attendees.

4. Communication:
• We will keep you informed about any changes to the event, including cancellations or postponements, through the communication methods provided during booking.
• Please ensure that your contact information is up-to-date.

5. Other Considerations:
• Reduction in numbers for the day/event – ‘no-shows’ will be charged for in line with the cancellation policy’s above.

By agreeing to book our event, you acknowledge that you have read and understood this cancellation policy.

Update of Policies March 2025.