Weather Warning, Event Cancellation & Entry Management Policy
1. Transfer of Entries
We will no longer transfer entries to other dates or events. If a rider is unable to attend on the date they have booked, the entry will be treated as a withdrawal, and the payment will be forfeited.
You may, however, transfer your space to another member, or to a non-member (the non-member will be required to pay the difference in entry fees). If a member replaces a non-member entry, FDRC will retain the fee difference.
• It is the rider’s responsibility to find a replacement – the club will help advertise the place on Facebook or those on a waiting list will be notified.
• All financial arrangements between the original rider and replacement rider must be managed privately.
• FDRC must be informed of the replacement rider’s details prior to the event.
• We will allow changes to levels if the space allows but it must be on the same day.
• Transfers or refunds may be considered in extenuating circumstances at the discretion of FDRC/trainer/venue.
2. Carried Over Entries
If an event is cancelled and entries are carried forward, the rider will have six (6) months to use the carried-over entry. After six months, unused entries will expire. Carried-over entries may only be used for similar training or events of the same value as the carried over event, unless otherwise stated by FDRC.
3. Event Cancellations
Events may be cancelled due to:
Frozen or flooded arenas
Severe or unsafe weather (see above Weather Warning Levels)
Any unforeseen circumstances that mean we are unable to run.
Timing of Cancellation Decisions
Due to unpredictable UK weather, cancellation decisions will be made on the day of the event. (min of two hours prior to the event start date)
How Cancellations Are Communicated
If an event is cancelled:
A notice will be posted on our Facebook page, and an email will be sent to all riders via My Riding Life. Please ensure you have full access to the registered email address.
Every effort will be made to notify riders of the cancellation, but the club cannot be held responsible if the rider does not see notification prior to leaving for the venue. We cannot be held responsible for spectators or others attending who are not active participants in the training/event.
Rescheduling
If training is rescheduled, all originally booked riders will receive first refusal for the new date. Riders unable to attend the new date may request a full refund or for the entry to be carried over.
Refunds
Full refunds will be issued for any training/event cancelled by FDRC.
No refunds will be given if a rider chooses not to attend an event that is still running.
4. Weather Warning Levels – following the BRC Guidelines
Weather Location Rule
All weather decisions are based on the venue’s location, not the location of rider or
surrounding areas.
Yellow Weather Warning
Clinics/competitions may continue as planned if FDRC and the trainers both agree conditions are safe.
Amber Weather Warning
FDRC and the trainers will review conditions following BRC guidelines. If deemed safe, the event will continue. If deemed unsafe, the event will be cancelled and rescheduled where possible.
Red Weather Warning
All clinics/competitions will be cancelled automatically.
Other activities eg. Non-Ridden Social events, dog walks etc are not subject to the above and any decisions will be at the committee’s discretion unless laid out in the event schedule.