Event Cancellation Policy

"What happens when it comes to cancelling our event?"

"What happens if I need to cancel our event?"

This question comes up quite often when scheduling an event at Five Pines. We recognize cancellations and rescheduling are necessary on rare occasions and want to work with you kindly if the situation arises. 

Cancellations and rescheduling are not options within your contract. You agree to participate at the dates and times stated in your agreement with us, and your guaranteed minimum purchases those specific dates. When you complete your contract, other groups are not allowed to schedule events over your activity.

It is impossible to predict weather when signing contracts for outdoor events. Concerts, weddings, family gatherings, and outdoor activities at Five Pines continue even when the weather is not good. We recommend keeping your original dates and allowing individual participants to opt out if they feel it is necessary. It is likely you will have as many or more participants on the original contracted date than a rescheduled date. Remember, weather cannot be predicted on a rescheduled date either.

See below for Rescheduling/Cancellations Considerations

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Retreats

  • If the retreat is cancelled without Five Pines’ approval:

    • The guaranteed minimum is immediately due and is non-transferrable and non-refundable

    • All planning for the cancelled retreat end

  • If the retreat is cancelled by Five Pines: The guaranteed minimum with deposit is refundable.

  • ​If the retreat is cancelled with Five Pines’ approval: 

    • The guaranteed minimum with deposit is refundable

    • The group contact person will faithfully attempt to reschedule the event with Five Pines.

      • The date must be mutually agreed upon by both Five Pines and the group contact person

      • The rescheduled event needs be within 60 days of the initial contracted retreat date

      • Once rescheduled, the event planning process will continue as normal

    • If the event cannot be rescheduled:

      • The deposit is non-refundable and the guaranteed minimum is immediately due

      • The guaranteed minimum (less the deposit) can be refunded credited for a future retreat within 1 year of the contracted retreat date.

Day Groups: (MAX Programs, Tubing Groups, & Facility Rentals)

  • If the event is cancelled without Five Pines’ approval:

    • The guaranteed minimum is immediately due, non-transferrable and non-refundable

    • All event planning is cancelled

  • If the event is cancelled by Five Pines or with Five Pines’ approval: 

    • The group contact person will attempt to reschedule the event at a mutually agreeable day/time.

      • The rescheduled event needs occur within 30 days of the original event date

      • Once rescheduled, the event planning process will continue as normal

    • If the event cannot be rescheduled, and Five Pines approves that the guaranteed minimum (if already paid less the deposit) is refundable, all future planning of the event is cancelled

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Five Pines Considers the Following for Rescheduling/Cancellations

  • School closings and policies: If the group contracting with Five Pines is a school, weather cancellation exceptions per school policy is approved by Five Pines if documentation of school weather policies are provided at the time of the contract.

  • Weather considerations are often a combination of several factors. The following are just considerations by Five Pines, not guarantees, of rescheduling or cancellation.

    • Cancellation due to weather will be determined by Five Pines Ministries at the latest convenience of the group contact person and no sooner than 48 hours before the contracted event.

    • Weather:

      • Sustained, heavy rain and/or lightning, and rain in winter.

      • Temperature average of less than 10°F ("feels like" not a factor)

  • FORCE MAJEURE: If an Act of God, nature, war, riots, epidemics, strikes, an act (or order) of public authority, or on-site mechanical difficulties (e.g., a power failure) should render the performance contemplated by the Agreement impossible, the parties shall not be liable to one another for any damages they sustain. Written notification must include documents from the highest relevant third-party authority to prove cause. In such an event, neither party shall have any other or further obligation to the other arising out of Agreement.