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.

Your contract is an agreement to participate on the dates and times stated within. 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. Outdoor activities at Five Pines continue even when the weather is not ideal. Almost always, 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

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 ends
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 credited for a future services 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: The deposit is refundable.
If the event is cancelled 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 60 days of the original event date
  - Once rescheduled, the event planning process will continue as normal
- If the event cannot be rescheduled
  - The deposit is forfeited to Five Pines
  - All future planning of the event is cancelled

Five Pines Considers the Following for Rescheduling/Cancellations

School closings and policies: Five Pines will accept the cancellation of school events for the following reasons
- Your school has been cancelled the day of the event
- Documentation of pre-existing school policies for the cancellation of outdoor activities are provided, and conditions at Five Pines meet those conditions during the time of the event.
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
  - Not more than two business days before the contracted event
- Weather consideration examples:
  - 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.

5Pines Approved Reasons