Change of Date / Cancellations / Wait List

Please Contact Us With Any Questions 803.327.6932

Change of Date / Cancellations / Wait List

SUMMER CAMP TERMS & CONDITIONS –

 

During registration, each parent completes a Terms and Conditions Form, which contains the following policies regarding Change-of-Date requests and Cancellations and Withdrawal from summer camp. 

 

Change-of-Date Requests: Change of date requests are a formal way for you to request to switch your registration from one given week to another; such requests may only be made while availability lasts. Requests must be made in written form (via email to info@campcanaan.org) to be valid (not over the phone). Pending that your inquiry is made while there’s availability in your current and preferred session, we will accept and process the changes. Once a session is fully booked, it’s not eligible to be switched. Prior to camp starting, our office hours are Monday-Friday. We’re generally able to review and process account changes within two business days. If a change of date is not possible and you’re not able to attend your currently registered session, the session would need to be canceled and is subject to the cancellation policy.

 

info@campcanaan.org 

 

Session & Option Cancellations: All cancellations must be submitted in written form via email to info@campcanaan.org (not over the phone) to be valid. Nothing is final until said email has been received. Cancellations for medical reasons must be accompanied by a letter from the attending physician. All sessions’ deposits are non-refundable. In the case of medical cancellations prior to May 7, Canaan will refund tuition minus the non-refundable deposit(s); however, after May 7 medically related cancellations will be refunded half the tuition. Cancellations made for any other reason, from the date of registration to May 7, will result in the loss of each session’s non-refundable deposit. Furthermore, cancellations made from May 7 onward will result in the loss of the full tuition of each canceled session. Likewise, Session Options, such as paintball, wakeboard/wakesurf, etc. are non-refundable if canceled on or after May 7, 2023.

 

info@campcanaan.org

 

Wait List Process for Summer Camp: When a session or option reaches capacity, an online registrant will see that the session is full and they will have the option of adding themselves to the waitlist. The waitlist keeps a list of campers ordered by the date and time they were added. To be waitlisted you don’t have to make any payments, but you’ll need to fill out your Household Form. Should a spot become available and you accept the opening, you will be required to complete the remaining mandatory forms and payment in accordance with our Terms of Agreement. Wait-listed sessions should be considered as “in addition” to any current registrations for the camper. They cannot be exchanged for a current registration. This is primarily because as we get closer to summer our focus shifts to managing programs and caring for the campers here leaving less bandwidth for administrative changes. 

 

If we receive a cancellation for a week, we will consult the waitlist. Based on the proximity of the sessions’ start date (or by how recently you were added to the list), we’ll either call or email the first person in line to offer the opening. That party will be given a time frame to respond within, which will vary based on the proximity of the sessions’ start date. If they accept, they’ll go through the payment and registration process. If the spot is declined or forfeited, we’ll move to the next family in line. As we get closer to the start of summer, our strategy changes; when a cancellation is received, we’ll email everyone on that week’s waiting list giving them a specific time to “reply” with their interest (assuming they’d want to accept the opening if awarded). After that time frame ends, we tally who responded noting their original number in line on the wait-list. Then the open spot(s) is awarded in that order. For example, if only families number 24 and 40 reply, the open spot would go to family 24 first. 

 

To check the status of the waitlist or for any other waitlist questions, you may contact our office at (803) 327-6932. Then proceed to our registration system to hold your spot in line.

 

WINTER CAMP TERMS & CONDITIONS: 

 

Cancellations and Withdrawals: We urge you to carefully consider your registration before you check-out; because of the close proximity to the date of registration and the start of the sessions, a withdrawal or cancellation for any reason other than a family emergency or medical illness (with doctor note) will result in the full loss of tuition paid. Furthermore, because this is a specialty program with limited capacity, rescheduling and/or tuition transfers aren’t available. Emergency and medical cancellations will be reviewed by a manager and based on all the factors involved (time, notification, rebookability, etc.) a fair response will be determined minus credit card fees on the transaction.

 

All cancellation and withdrawals must be put in writing to be accepted by sending an email to info@campcanaan.org.