Cancellation & Refund Policy

EXPRESSIVE ARTS COLLECTIVE

Cancellation & Refund Policy for Training Programs

Effective Date: February 23, 2026

Policy Overview

Expressive Arts Collective is committed to providing high-quality training experiences while maintaining fair and transparent cancellation and refund practices. This policy outlines the terms and conditions for participant cancellations, refund eligibility, and organizational cancellations.

Please review this policy carefully before registering for any training program. By completing registration and payment, you acknowledge that you have read, understood, and agree to abide by this Cancellation & Refund Policy.

Participant-Initiated Cancellations

Full Refund Eligibility

Participants who cancel their registration 30 days or more prior to the training start date are eligible for a full refund, minus a $25 administrative processing fee.

Example: If your training begins on March 15, 2026, cancellations submitted on or before February 13, 2026 qualify for a full refund minus the administrative fee.

Partial Refund Eligibility

Participants who cancel their registration between 14 and 29 days prior to the training start date are eligible for a 50% refund of the total training fee.

Example: For a training beginning March 15, 2026, cancellations submitted between February 14-28, 2026 qualify for a 50% refund. The administrative fee does not apply to partial refunds as it is already factored into the reduced refund amount.

No Refund Period

Cancellations received less than 14 days prior to the training start date are not eligible for a refund. However, participants may transfer their registration to another person or to a future training session (see Transfer Policy below).

Example: For a training beginning March 15, 2026, cancellations on or after March 2, 2026 are not eligible for refunds.

No-Show Policy

Failure to attend a training without prior notification does not constitute a cancellation and is not eligible for any refund or credit. We strongly encourage participants to notify us as soon as possible if circumstances prevent attendance.

Transfer Policy

Transferring to Another Person

If you are unable to attend, you may transfer your registration to another person at no additional charge. Transfers must be requested in writing at least 7 days prior to the training start date.

Requirements for transfer:

  • Submit transfer request via email to the administrative contact

  • Provide full name and contact information of the new participant

  • New participant must complete all required intake forms and agreements

  • Original registrant remains financially responsible until transfer is confirmed

Transferring to Another Training Date

Participants who cancel within the no-refund period (less than 14 days) may request to transfer their registration to a future training session of equal or lesser value, subject to availability.

Transfer conditions:

  • One transfer per registration allowed

  • Transfer must be used within 12 months of original training date

  • If transferring to a higher-priced training, participant must pay the difference

  • If transferring to a lower-priced training, no refund will be issued for the difference

  • Transfers are not available after the original training has begun

How to Request a Cancellation or Transfer

All cancellation and transfer requests must be submitted in writing via email to ensure proper documentation and processing.

To submit a request:

  1. Send an email to: [administrative email address]

  2. Include the following information:

    • Your full name as registered

    • Training program name and date

    • Reason for cancellation or transfer (optional but appreciated)

    • For transfers: name and contact information of new participant OR preferred future training date

  3. Subject line: "Cancellation Request" or "Transfer Request"

Important: Verbal requests or requests made via social media are not considered official cancellations and will not be processed until written confirmation is received.

Refund Processing Timeline

All approved refunds will be processed within 30 calendar days from the date of cancellation confirmation. Refunds will be credited back to the original payment method used during registration.

Processing steps:

  1. Written cancellation request received and reviewed

  2. Eligibility determined based on cancellation date

  3. Refund amount calculated according to policy

  4. Refund processed to original payment method

  5. Confirmation email sent to participant

If you do not receive your refund within 30 days, please contact our administrative office for assistance.

Multi-Session Training Programs

For training programs consisting of multiple sessions or modules spread over time, the following refund schedule applies:

Before first session begins: Standard cancellation policy applies (full refund minus administrative fee if 30+ days notice, 50% refund if 14-29 days notice)

After first session but before second session: 50% refund of remaining sessions available

After second session begins: No refund available for remaining sessions

Participants who must withdraw mid-program are encouraged to contact administration to discuss options for completing the training at a later date.

Organizational Cancellations by Expressive Arts Collective

Full Cancellation by Organization

If Expressive Arts Collective must cancel a training program due to insufficient enrollment, instructor unavailability, emergency, or unforeseen circumstances, participants will receive:

  • 100% full refund of all fees paid, including any administrative fees

  • Notification via email at least 5 business days prior to training start date whenever possible

  • Option to transfer registration to another available training at no additional cost

Important: Expressive Arts Collective is not responsible for reimbursement of non-refundable expenses incurred by participants, including but not limited to travel arrangements, accommodation costs, or time off work.

Schedule Changes or Modifications

Expressive Arts Collective reserves the right to make reasonable changes to training schedules, locations, or curriculum content. In the event of significant changes:

  • Participants will be notified as soon as possible

  • If changes substantially alter the training experience, participants may cancel for a full refund

  • Minor adjustments (time changes within same day, room changes, material substitutions) do not qualify for exception refunds

Instructor Substitution

In the event that the scheduled instructor is unable to facilitate the training, Expressive Arts Collective will provide a qualified substitute instructor. Instructor substitution does not constitute grounds for cancellation with refund, as the training content and learning objectives remain consistent.

Weather-Related Cancellations and Emergencies

Inclement Weather

If a training session must be canceled or postponed due to severe weather conditions, Expressive Arts Collective will:

  • Notify registered participants via email and/or phone as early as possible

  • Reschedule the session to a mutually agreeable date

  • Provide full refund if rescheduling is not possible or convenient for participant

Participant-initiated cancellations due to weather concerns follow the standard cancellation policy unless the organization officially cancels the training.

Emergency Situations

In cases of public health emergencies, natural disasters, or other circumstances beyond our control that prevent safe training delivery:

  • Programs will be postponed and rescheduled when possible

  • Participants may choose between rescheduling or receiving a full refund

  • Virtual alternatives may be offered when appropriate

  • Communication will be prioritized to keep all participants informed

Special Circumstances and Hardship Exceptions

Expressive Arts Collective recognizes that unforeseen personal emergencies and hardships can arise. While we cannot accommodate all requests outside of our standard policy, we will consider exceptions on a case-by-case basis for:

  • Serious illness or medical emergency affecting the participant or immediate family member

  • Death of an immediate family member

  • Unexpected military deployment

  • Other extraordinary circumstances

To request a hardship exception:

  • Submit a written request via email explaining the circumstances

  • Include supporting documentation when available (medical notes, obituary, deployment orders, etc.)

  • Understand that exceptions are granted at the sole discretion of Expressive Arts Collective

  • Requests will be reviewed within 5-7 business days

Even when exceptions are granted, administrative fees and partial costs may still apply depending on proximity to the training date and expenses already incurred.

Credits and Vouchers

In lieu of refunds for late cancellations, Expressive Arts Collective may offer credits or vouchers toward future training programs:

Credit terms:

  • Valid for 12 months from the date of original training

  • May be applied to any Expressive Arts Collective training of equal or lesser value

  • Non-transferable to other individuals

  • Not redeemable for cash

  • Expire after 12 months with no extensions

Credits are offered at the discretion of Expressive Arts Collective and are not guaranteed for all late cancellations.

Non-Refundable Items

Certain items and fees are non-refundable under all circumstances:

  • Administrative processing fees ($25)

  • Materials or supplies already shipped or provided to participant

  • Digital downloads or access to online content already provided

  • Third-party fees (facility rentals, catering deposits, etc.) incurred on behalf of participant

  • Registration fees for conferences or events hosted by partner organizations

These non-refundable items will be clearly identified during the registration process.

Conduct-Related Dismissal

Expressive Arts Collective reserves the right to dismiss any participant whose behavior is disruptive, disrespectful, unsafe, or violates the code of conduct outlined in the Informed Consent agreement.

In cases of dismissal for conduct violations:

  • No refund will be provided

  • No credit or transfer options will be available

  • Participant may be barred from future Expressive Arts Collective programs

  • Legal action may be pursued if behavior warrants

Participants are expected to review and comply with the code of conduct to maintain a safe and respectful learning environment for all.

Policy Modifications

Expressive Arts Collective reserves the right to modify this Cancellation & Refund Policy at any time. Policy changes will:

  • Be posted on the official website

  • Apply to registrations made after the effective date of the change

  • Not retroactively affect registrations made under previous policy versions

  • Be communicated to active participants when changes significantly impact existing registrations

Participants are encouraged to review this policy periodically and prior to each new registration.

Acknowledgment

By registering for Expressive Arts Collective training programs, you acknowledge that you have read, understood, and agree to comply with this Cancellation & Refund Policy. This policy is incorporated into your registration agreement and constitutes a binding agreement between you and Expressive Arts Collective.

If you have questions or concerns about any aspect of this policy, please contact us before completing your registration.