cancellations, refunds & change of name
Cancellation of shuttles/clinics/race by GV MTB Club:
Greenvalleys Mountain Bike Club reserves the right to cancel or postpone the event at any time. This includes up to and after commencement of the event, if the conditions are deemed unsafe to run, or for reasons beyond GV MTB Club’s control.
GV MTB Club will provide full refunds for the cancellation (not including postponement) of a RACE, if this call is made prior to the commencement of first practice/shuttle.
GV MTB Club will issue a credit voucher for any shuttle days or clinics cancelled due to weather, which is fully transferrable (in accordance with relative membership status) and valid for 12 months.
If conditions do warrant the postponement of the event, Greenvalleys Mountain Bike Club will endeavour to set an alternative date, where entry fees and registration details will be transferred to the new date.
If a rider is unable to participate on the alternative race date, there is a 48 hour notice period to inform us and receive a full refund, after that, standard cancellation fees apply in relation to the new date (as below).
Clinic & Shuttle refunds/alterations (excludes private/on demand bookings):
If you are unable to attend a social gravity day or clinic booking, you can:
request a full refund up to 5 days prior to the booking
request a credit up to 48 hours prior to the booking (voucher has a 12 month expiry)
Greenvalleys Mountain Bike Club cannot accept responsibility for changes to work commitments or personal circumstances (including illness and injury) within these time frames and therefore will not be offering any other forms of credits, due to our very limited spots and pre-booking required for all sessions, as well as organisation and logistics for the event.
Race Fee Refunds:
GVMTBC are only able to offer refunds and registration transfers to another rider, in the event you are unable to attend, with the following T's & C's applied:
All refund requests must be made via email prior to the scheduled refund cut-off dates as outlined below.
up to 14 days before the event: 80% of fees paid
up to 7 days before the event 50% of fees paid
less than 7 days before the event: 0% of fees paid
For example: if the race is scheduled on a Sunday, you must submit your request on the Saturday 1 week PRIOR to the event to qualify for a partial refund.
Greenvalleys Mountain Bike Club cannot accept responsibility for changes to work commitments or personal circumstances (including illness and injury) within this 14-day period. GV MTB Club will not provide refunds/credits or transfers if a rider injures themselves at the event and are unable to race.
GV MTB Club will accept a transfer of the registration to another member, provided the event registration change of name procedure is adhered to:
Registration transfer/change of name procedure:
Change of name can be initiated no later than 3 days prior to the race (i.e. if the race is on the Sunday, the request must be initiated by 6pm Thursday prior), with the following 24hrs to complete the request in full.
Once you notify us of your inability to attend, you must also stipulate if you will be requiring a refund (as per the above time frames and rates), or if you intend on transferring your registration to another rider.
You then have 24 hours to provide us with the following information for the transfer:
(please copy and paste this section to make sure no details are left out)
Subject heading: <RACE EVENT NAME> NAME CHANGE OF RIDER REQUEST
Withdrawing rider’s name:
Withdrawing rider’s category:
Withdrawing riders paid entry fee cost:
Replacing rider’s full name:
Replacing rider’s DOB:
Replacing rider’s category:
Attach replacing rider’s completed & signed waiver:
Attach replacing rider’s AusCycling race license:
The replacing rider MUST have:
Adequate and compliant gear to complete the race
A current AusCycling RACE licence (provide proof by attaching a screenshot)
Replacing rider must complete & sign the waiver, and attach all documents in the one email.
If the name change is submitted within 7 days of the race, a $20 CASH ON THE DAY admin fee is required to be paid.
If the withdrawing rider received a GV club member discount, and the replacing rider is not a GV Club member, the discount difference is required to be paid in CASH ON THE DAY, including any other fees incurred (such as the prior mentioned).
All requests are treated as final, and once initiated, are unable to be altered due to change of mind.
late registration entry for shuttles and events fees:
If you have managed to arrange a late entry for shuttles or an event directly through Greenvalleys Mountain Bike Club, the fee will be charged at the FULL PRICE and not include member discounts.