Cancellation & Refund Policy

This Cancellation and Refund Policy (“Cancellation Policy”) is incorporated into the Services Agreement applicable to use of the space and the website. Please read this policy carefully. You may not use the services if you do not agree to this Cancellation Policy.

The Training Room at Colony Park is designed to help Clients host exceptional continuing education events. This Cancellation Policy covers all cancellations and refunds on rentals and services. Clients are subject to and must comply with this Cancellation Policy when cancelling a Booking.

We reserve the right to amend this Cancellation Policy for any reason and at any time by posting an updated version to our website as provided in the Services Agreement. In the event of conflict between this Cancellation Policy and the Services Agreement, the Services Agreement controls.

Please note, All Bookings are subject to The Training Room at Colony Park’s Grace Period policy which provides a full refund for Bookings cancelled within 24 hours from receipt of a Booking Confirmation but no later than 48 hours prior to the Event start time. Management shall have final say in any dispute between Client regarding the application of cancellation policies. 

Cancellation Policy:

Clients will receive a full refund if they cancel a Booking within 48 hours after the Booking is confirmed by Management, provided the cancellation is made no later than 1 week (168 hours) before the scheduled start time of the Booking (“Start Time”). Otherwise, Clients will incur a cancellation charge that includes Management’s Processing Fee and a portion of the Booking Price (collectively a “Cancellation Fee”) All cancellations must be submitted through to Management in order to be deemed effective as follows:

Refunds to Clients will be applied after the cancellation is finalized. Where Clients cancel a portion of a multi-day Booking, the Fees and refunds will only apply to the specific dates cancelled. Clients may be able to update a Booking time without penalty where a Management agrees to the new timing.

Additional Terms:

Cancellation Confirmation

A Booking is only officially cancelled once the Client has received confirmation of the cancellation from Management. See “How to Cancel A Booking” section below for more information.

Taxes

Management will refund any taxes we collect that are related to amounts refunded to Clients. Any taxes due on the non-refundable portion of canceled Booking will be submitted to the appropriate tax authority.

Add-Ons

Service Add-Ons (excluding food or beverage services) are subject to the same cancellation policy as the Space. Food and Beverage cancellations are subject to the cancellation policy set by the Management at the time of confirmation of the Add-On.

Multi-Day Bookings

For multi-day and nonconsecutive-day Bookings, the deadline for cancellation set forth in the applicable cancellation policy shall apply to Event start time for each day in which the Space is Booked.

Calculating Cancellation Deadlines

All cancellation periods are calculated based upon local time for the Space.

Excused Cancellations:

Management may allow a Client to cancel a confirmed Booking due to extenuating circumstances and with short notice (an “Excused Cancellation”). Management may require Clients to provide evidence to support the Excused Cancellation. Where approved, Fees will be refunded in full to the Client without Cancellation Fees or Fines. The following circumstances may be considered grounds for an Excused Cancellation:

• Unexpected death or serious illness of a Client, or immediate family member of either;

• Serious injury that directly restricts a Client’s ability to travel or a Management’s ability to provide the Booked Space;

• Significant natural disasters or severe weather incidents triggering a state of emergency that directly impact use of a Space or the Client’s ability to travel to the Space;

• Urgent travel restrictions or severe security advisories issued after the time of Booking, by an appropriate government office or agency;

• Severe property damage or unforeseen maintenance issues that directly impact the safe use of the Space; or

• Legal, municipality, or utility injunction or order that directly restricts use of or access to a Space.

Management-Initiated Cancellations:

Management may decide, in its sole discretion, that it is necessary or appropriate to cancel a confirmed Booking. Management may cancel a Booking at any time prior to the Event start time and issue a full or partial refund to Client. When Management initiates a cancellation, any refunds or payouts will vary depending on the circumstances that prompted the cancellation. Neither Management nor any of the other parties to the cancelled Booking shall have any liability or obligation for any such Management-initiated cancellations. The following are circumstances in which Management may initiate a cancellation:

• An Excused Cancellation;

• Any actual or potential illegal or unauthorized activity;

• Risk of harm or safety concerns;

• Any violations of the Services Agreement; or

• Any other reason.

  
  
  

How to Cancel a Booking:

Cancellation requests can be submitted through messages, phone calls, chats, or emails to Management. If you experience any issues canceling your booking, please Contact Management. For calculating refunds, submitted cancellation will be confirmed upon proper submission of a cancellation request to Management. After submission, Management may allow or require up to 48 hours to finalize the cancellation.

Rescheduled Bookings:

When approved by Management, a Client may have an opportunity to reschedule that Booking. Any rescheduled Bookings must be:

• For substantially the same duration as the original Booking, according to the Management’s approval;

• Confirmed prior to the original Start Time;

• Rescheduled for a time within 180 days of the original Start Time; and

• Only rescheduled once.

Rescheduled Bookings are non-refundable once confirmed. Any successive rescheduling attempts or failure to successfully reschedule a Booking within the conditions above will result in a cancellation of the Booking, subject to the Cancellation Fees or Fines identified in this Policy, depending on the initiating party. Rescheduling by Clients may result in additional Management Service Fees.