REFUND POLICY:

GENERAL:
Approved cancellation requests by patrons will be refunded by credit card or check only. No household credits will be issued. All check refunds will be mailed within three weeks after the request has been processed. Prorated values are calculated based on the remaining classes at the time that the request is received by the department. Additional details below.

PROGRAM/LEAGUE/TRIP REFUND POLICY:
• For refund requests submitted less than 14 calendar days prior to the day the program begins, there is a 50% penalty ($100 max) per program.
• No refunds will be given on or after the day of the first class or the flag football start date without a doctor’s note.
• With a doctor’s note, medical refunds are only granted if they require a full withdrawal from the remainder of the session. Refunds will be prorated from the last class prior to the injury/illness and before the mid-point of the program.
• Even with a doctor’s note, there will be no refunds from the day of the mid-point of the program or after for any reason.
• No refunds will be issued for programs/sessions that have ended.
• No make-ups or refunds are given for missed classes.
• If a program or trip meets only one time, no refunds will be given. Full refunds will be issued if the program/trip is cancelled.

CONTRACTED CLASS:
• Contracted classes may impose different refund standards for payments made directly to the provider.
• Payments to the Town of Leesburg for contracted classes follow the refund policies as stated above.
• Paid supply fees are non-refundable.

CAMPS/ACADEMIES:
• The camp registration fee is non-refundable.
• To obtain a full refund, refund requests must be submitted 30 calendar days prior to the day camps begin. A refund requested less than
30 calendar days prior to the day camps begin, will incur a 50% penalty ($150 max) per camp session.  No refunds will be given on or after the first day of the camp session.  
• Full refunds will be issued if a camp program is cancelled. Field trips are non-refundable.
• With a doctor’s note, medical refunds are only granted if they require a full withdrawal from the remainder of the session. Refunds will be prorated from the last class prior to the injury/illness and before the mid-point of the program.
• Even with a doctor’s note, there will be no refunds from the day of the mid-point of the program or after for any reason.
• For academies, inclement weather refunds will not be given unless two or more days per session are cancelled.

PASSES:
• For passes paid in full, refunds may vary based upon the date of refund request.
• No retro-dated refunds will be honored for any pass type.

AUTOMATIC DEDUCTION PASSES:
• Cancellations will be permitted for medical reasons (accompanied with a doctor’s note) and for patron’s moving out of the area.
• A 30 day written notice is required.
• Cancellations prior to the initial 12 months will be charged a 25% cancellation penalty for the remaining value of the pass which will be billed to the credit card or bank card.

BIRTHDAY PACKAGES & MULTIPURPOSE ROOM RENTAL:
Refunds will not be issued with less than 14 calendar days notice. Please contact the rental coordinator for the detailed refund policy.

PERSONAL TRAINING SESSIONS AND ALL PRIVATE LESSONS:
• All individual sessions and packages are non-refundable and non-transferable.  No modifications to training packages is permitted.
• Sessions are good for 1 year from date of purchase.  Any remaining training sessions after expiration date will be forfeited with no refund available.
• You must notify your trainer 24 hours in advance of cancellations.  If you fail to give 24 hours notice, you will be charged for your full session.
• Regardless of the arrival time, session will end at the scheduled time.
• Trainers may not be available immediately.  You will be contacted within 1 week of Personal Training Request.
• For documented long term illness or injury, a refund may be considered.

FINANCIAL AID/SCHOLARSHIPS: Only Leesburg residents qualify. Forms are available at the front desk of the Recreation Center or for more information, call 703-777-1368.

WAITLIST: If you have been placed on a waitlist for a class, you will not be charged to remain on the waitlist. If space becomes available, you will be notified by phone and given direction on how to pay for enrollment.

RECEIPTS: Receipts will be emailed unless you specifically ask to have one mailed.

INCLEMENT WEATHER POLICY: In the event of inclement weather, please call our information line at 703-737-7166 for class cancellations. If classes are cancelled due to inclement weather, attempts will be made to make up missed classes at the end of the session.

CANCELLATIONS: The Parks and Recreation Department reserves the right to cancel a class/special event due to insufficient enrollment. It requires a certain number of participants to justify offering a course and if that minimum is not reached, the course is cancelled. Classes are normally cancelled one week before each session begins. Please REGISTER EARLY!

MODIFICATIONS: The Town of Leesburg Parks and Recreation Department is committed to providing recreation for all persons. Every reasonable effort will be made to provide accommodations based on individual need. Please contact us two weeks in advance for assistance. If transportation assistance is needed, please call Virginia Regional Transit at 703-777-2708. If assistance is needed for the hearing impaired, please call us through the Virginia Relay Center at 1-800-828-1140.

PHOTOGRAPHIC RELEASE: By participating in programs and using our facilities, you are granting the Town of Leesburg and the Parks and Recreation Department permission to use photographic images and videos of you and/or your minors for marketing purposes.

WAIVER: Participants in programs and activities offered by Leesburg Parks and Recreation agree to indemnify and hold harmless the Town of Leesburg, its employees, and agents from and against any and all liability for any injury which may be suffered by the individual arising out of or in any way connected with participation in the activity(ies).

LOCATION:  All classes will be held at Ida Lee Park Recreation Center unless otherwise noted in the class description.