Vancouver Circus School Policies

Registration Policy

• A $50 (plus GST) deposit is required at the time of registration to hold your place in the program. The deposit is deducted from the overall price of the program.
• All students will be charged a $47 (plus GST) insurance fee, which is valid for 1 (one) year. 

 Withdrawal & Refund Policy

• Students or their legal guardians must submit a formal withdrawal request to Vancouver Circus School via this form.
• A non-refundable administrative fee of $25 (plus GST) will be charged for each withdrawal request.
• If a withdrawal request is received up to 15 days before the program start date in each term, Vancouver Circus School will provide a refund for any prepaid fees for the term, minus a withdrawal fee of $25.00 (plus GST).
• Withdrawal requests received after 14 days (2 weeks) from the start of the program, will not be eligible for a refund of prepaid fees. The withdrawal will also be subject to the $25 (plus GST) withdrawal fee.
• VCS Insurance fees are non-refundable.
• Refunds will be processed back to the original method of payment, within 30 days of receiving the withdrawal request.
• A refund will be provided if the program is canceled by the facility and prorated as applicable.
• A credit will be provided if the program is deemed not suitable for the student by the facility (i.e. for ability, safety, or maturity concerns) and pro-rated as applicable.

Program Transfer Requests

• A non-refundable administrative fee of $25 (plus GST) will be charged for each approved program transfer.
• Students who wish to transfer from their registered program to another program must submit a formal transfer request to Vancouver Circus School. The class transfer form can be found here.
• If your instructor recommends that you transfer to another class, please fill out the transfer form above, and the $25 (plus GST) transfer fee will be waived.
• Transfers are subject to availability and feasibility. Not all transfer requests may be accommodated due to capacity or other factors.
• Transfer requests will be evaluated on a case-by-case basis, taking into consideration availability, skill level compatibility, and any additional requirements for the desired program.
• Transfer requests should be submitted within 14 days (2 weeks) of the program start date to allow for proper processing and organization.
• Transfer requests may not be accommodated if they cannot be effectively integrated into the desired program or if they disrupt the dynamics of the program.
• If a student withdraws from the newly assigned program after the transfer, our standard withdrawal policy will apply.

 Late Registrations & Make-up classes

• Late registrations are automatically prorated based on the start date of the program.
• Registrations after two weeks (14 days) from the start of the first class are considered ‘late’ and will not be eligible for a credit, should you decide to withdraw. 
• Students are not permitted to change classes for a single week, any changes made to your schedule are permanent. 
• Make-up classes are not permitted.
• Students who miss classes, including as a result of sickness or injury, will not receive a credit or refund for the class.

Cancellations

• A program may be canceled or combined due to low registration, students and/or parents will be notified if a program is to be canceled or combined.
• If a student’s program is combined and you are no longer able to attend, you will receive a full refund for the remaining classes in that program.
• A refund will be provided if the program is canceled by the facility and prorated as applicable.
• If VCS cancels a class due to coach illness or other circumstances, you will receive credit for the missed class.

Payment Policy

• A deposit of $50 (plus GST) per term is required at the time of registration. This deposit will be deducted from the overall program cost. 
• There is a 3% credit card and processing fee applied at checkout, for some bookings.
• All programs have a monthly payment plan, which will be charged on the 25th of every month.
• There will be a charge of $25 for any failed payments or NSF (non-sufficient funds) incurred.
• GST is not included in our pricing and will be added at the time of checkout.

VCS Insurance Fee

• All students will be charged a $47 (plus GST) insurance fee, which is valid for 1 (one) year. 
• Students are only allowed to participate in our programs with valid insurance.
• The insurance fee is non-refundable, should you decide to withdraw from your program, but it is transferable if the same student would like to transfer into another VCS program.

Inclement Weather Policy

• Since road conditions can impact our families and coaches arriving safely to VCS, we will make the decision to cancel, due to circumstances related to adverse weather conditions, by 2:00 p.m., that day.
• Even if classes are not canceled, please evaluate your local road conditions to determine whether or not it is safe to travel. We cannot make the decision if it is safe for you to leave your home due to weather conditions.
• ​Cancellation information will be sent via email and SMS shortly after 2:00 pm.
• You will receive credit for any classes that VCS cancels.

What to Wear and Bring

• When attending programs at the Vancouver Circus School, comfort and flexibility are essential.
• Activewear is recommended. Opt for comfortable stretchy leggings, sweatpants, or yoga pants that allow for easy movement and flexibility. Jeans and skirts are not recommended. Avoid Shorts and sleeveless shirts.
• T-shirts that cover the stomach and armpits, stretchy pants, sweatpants, or leggings that cover the back of the knees will be perfect!
• Hardware such as earrings, necklaces, zippers, belts, buttons, and embellishments will not be permitted on the equipment. 
• Keep your hair tied back to avoid distractions and maintain safety.
• Shoes are not permitted on our mats.

Washroom Policy

• Children under 12 must be accompanied to the washroom by their parent or guardian, or a buddy of similar age and gender. 
• Instructors are not available to take a student to the washroom

Private Lesson Cancellation Policies

• Private lessons may be cancelled up to 48 hours before the lesson. You will receive a credit for any private lesson cancelled before 48 hours. 
• If you cancel less than 48 hours before the private lesson date, a refund or credit will not be provided.
• If VCS cancels the private lesson, you will receive a credit for the full cost of the lesson.

Drop-In Program Booking Policies

• Drop-in program (class) purchases are non-refundable once the payment is made.
• If Vancouver Circus School cancels the program (class) due to unforeseen circumstances, a full refund will be provided, or a credit can be applied toward a future drop-in class.
• Drop-in class passes are non-transferable to another program (class) or participant. Once purchased, the pass is valid only for the specific program (class) and time selected.
• Payment must be made in full at the time of booking the drop-in class.

Birthday Party Booking Policies

• Birthday Party bookings require a $100 (plus GST) deposit at the time of the booking. This deposit is not refundable or transferable to a different date.
• The deposit will be deducted from the overall cost of the Birthday Party booking.
• The final payment will be collected automatically two weeks (14 days) before the party, and will be charged to the credit card on file.
• After the final payment has been processed, the booking is considered confirmed, and no changes can be made, including changes to the date, time, or number of participants.
• If the party is booked less than two weeks (14 days) before the scheduled date, full payment is required at the time of booking. The booking is then considered confirmed, and no changes can be made.
• If the final payment is not received at least one week (7 days) before the party, the booking will be considered cancelled, and no refund will be provided.
• If the customer cancels for any reason, the deposit and any other monies paid will be forfeited, and no refunds or credits will be provided.
• In the unlikely event that Vancouver Circus School cancels the birthday party for any reason, the customer will receive a credit equal to all monies paid. This credit can be applied toward a future booking within one year from the original booking date, subject to availability.
• There will be a charge of $25 for any failed payments or NSF (non-sufficient funds) incurred.
• The Birthday Party may enter the space 15 minutes before their scheduled start time. 
•  The Birthday Party must promptly conclude and vacate the space at the end of the booked time.
• If the party exceeds the scheduled end time, a $100 late fee may be charged to cover staffing and facility use.
• Birthday guests are expected to arrive on time. Late arrivals may result in a shortened visit duration, and no refunds or discounts will be provided for time lost due to late arrival.
• The number of participants included in the birthday party must be confirmed at the time of booking. Additional participants may be accommodated subject to availability and may incur additional charges.
• All participants and guests are expected to follow the Vancouver Circus School’s safety guidelines and show respectful behavior towards instructors and other participants.  
• All participants (or their legal guardians) are required to sign a liability waiver before participating in any activities at Vancouver Circus School.
• Photography and videography during the Birthday Party is allowed, but please respect the privacy of other participants and seek permission before capturing images or videos of anyone other than your own participants.
• For our school-age parties (ages 5-14), we require parental supervision if you have younger children attending.
• Due to space limitations, we ask that the number of adults be limited to:
  • up to 21 participants = 15 adults
  • up to 28 participants = 20 adults

Group Visit Policies

• Group Visit bookings require a $100 (plus GST) deposit at the time of the booking. This deposit is not refundable or transferable to a different date or group. 
• The deposit is paid in addition to the individual price per participant.
• The final payment will be collected automatically two weeks (14 days) before the booking, and be charged to the credit card on file.
• There will be a charge of $25 for any failed payments or NSF (non-sufficient funds) incurred.
• No changes can be made to the booking within two weeks before the scheduled booking. This includes changes to the date, time, or number of participants.
• Group Visit Cancellation:
  • If the customer cancels two weeks before the scheduled date, their deposit can be transferred to a future booking within one year from the original booking date, subject to availability.
  • If the customer cancels less than two weeks before the scheduled group visit, the deposit and any other monies paid will be forfeited, and no refunds or credits will be provided.
• In the unlikely event that Vancouver Circus School cancels a group visit for any reason, the customer will receive a credit equal to all monies paid. This credit can be applied toward a future booking within one year from the original booking date, subject to availability.
• Group Visits are expected to arrive on time. Late arrivals may result in a shortened visit duration, and no refunds or discounts will be provided for time lost due to late arrival.
• The number of participants included in the group visit must be confirmed at the time of booking. Additional participants may be accommodated, subject to availability, and may incur additional charges.
• All participants and guests are expected to follow the Vancouver Circus School’s safety guidelines and show respectful behavior towards instructors and other participants.  
• All participants (or their legal guardians) are required to sign a liability waiver before participating in any activities at Vancouver Circus School.
• Photography and videography during the group visit are allowed, but please respect the privacy of other participants and seek permission before capturing images or videos of anyone other than your own participants.

Circus Camp (Spring, Summer, Winter) Policies

• Circus Camp (Spring, Summer, Winter) requires a $95 (plus GST) deposit at the time of the booking. This deposit is not refundable or transferable to a different date.
• The deposit will be deducted from the overall cost of the Circus Camp.
• The final payment will be collected automatically two weeks (14 days) before the party, and be charged to the credit card on file.
• There will be a charge of $25 for any failed payments or NSF (non-sufficient funds) incurred.
• If a withdrawal request is received up to 15 days before the camp start date, no other fees will be charged. The deposit is not refundable.
• If a withdrawal request is received less than 2 weeks (14 days) from the camp start date, the deposit and any other monies paid will be forfeited, and no refunds or credits will be provided.
• Camp aftercare may be cancelled due to low registration. Parents will be notified if we need to cancel the aftercare program.
• A refund will be provided if the facility cancels aftercare and prorated as applicable.

Custom Class Booking Policies

• Custom classes created for a group are exclusively reserved for participants affiliated with that group.
• Individuals outside the group will not be allowed to register or participate in the custom class.
• All participants in the custom class must hold valid Vancouver Circus School (VCS) insurance.
• A group may cancel the entire booking with a minimum of 15 days written notice before the first scheduled class to receive a full refund.
• Cancellations made less than two weeks (14 days) before the start of the program are non-refundable.
• Individual participants who withdraw from the class after registration will not receive a refund or credit.
• Rescheduling requests must be made in writing at least two weeks in advance and are subject to availability.
• Rescheduled classes must occur within the original program timeframe (e.g., within the same term or booking period).
• The group must maintain a minimum number of four (4) participants, agreed upon at the time of booking. If the group falls below this number, additional fees may apply, or the class may be canceled without a refund.
• All participants must adhere to Vancouver Circus School’s Code of Conduct. Disruptive or unsafe behavior may result in removal from the class without a refund.
• The group’s designated organizer is responsible for coordinating registration, communicating with participants, and serving as the main point of contact with Vancouver Circus School staff. 
• Changes to the custom class booking can only be made by the group’s designated organizer.
• Payment terms, including deposits and payment schedules, are determined individually for each custom class at the time of booking and will be confirmed in writing with the designated group organizer.
• Any failed payments or NSF (non-sufficient funds) payment will incur a $25 fee and may result in cancellation of the booking.
   

A full list of Vancouver Circus School Policies can be found on our website.