Terms & Conditions
Our Policies, Terms, & Conditions
Cancellation & Refund Policy
Camp registrations can be cancelled within 7 days of payment for a full refund (minus a 5% processing fee), provided the camp has not yet started. Once the camp has begun, all payments become final and non-refundable, as instructor scheduling, facility bookings, and participant placements are confirmed in advance to maintain proper supervision ratios and smooth operations.
Exceptions: If a participant must withdraw due to medical reasons, a valid physician’s note is required. An administrative fee of $20 will apply, and the refund will be pro-rated based on the remaining camp days.
Missed Days: For any missed days, Chess Minds Calgary does not offer refunds, credits, or make-up days. Camp activities are conducted in person and cannot be replicated through online materials.
Health & Safety Policy
Parents are required to disclose any allergies, medical conditions, or special needs during registration to ensure appropriate care and supervision. Chess Minds Calgary is a nut-free environment. Please refrain from sending snacks or lunches containing nuts or nut products. Participants showing symptoms of illness may be asked to stay home or be picked up early to maintain a safe environment for all campers.
Drop-Off & Pick-Up Policy
Parents or guardians are responsible for ensuring their child’s safe drop-off and pick-up each day at the designated times. Chess Minds Calgary staff will supervise participants only during official camp hours, including before and after care for those who have registered and paid for these extended supervision options. Supervision is not available outside of these hours. If a child must be picked up early, parents are asked to notify staff in advance.
Late Pick-Up Policy
Chess Minds Calgary is committed to ensuring a safe and organized environment for all participants. Please ensure your child is picked up on time at the end of the camp day (or the end of their scheduled after-care session, if applicable). Our programs are not a daycare, and staff are scheduled to conclude their duties promptly after official hours.
A $25 late fee will apply if a child is picked up after 4:10 PM without being signed up for after-care. An additional $25 will be charged for every half hour beyond that. This policy is in place out of respect for our staff’s time and operational commitments, not as a penalty. All outstanding late fees must be paid before the participant can return to camp the following day.
Personal Info/ Photo Release
Personal information provided during registration will be collected and protected under the Freedom of Information and Protection of Privacy Act (FOIP). This information is used to maintain enrollment records, communicate with registrants and parents, and support operational requirements in compliance with applicable federal and provincial legislation. A participant’s name or photograph may appear on the Chess Minds Calgary website (www.chessmindscalgary.ca) or official social media pages as part of general event highlights or recognition.
Medical Treatment Permission
If a participant requires immediate medical attention, the parent or guardian listed on the emergency contact form will be contacted. If the parent or guardian cannot be reached, the participant will be transported to the nearest emergency facility. All medical expenses incurred will be the responsibility of the parent or guardian.
Claim Release
Chess Minds Calgary is not liable for any personal injuries, property damage, or lost/stolen items while participating in any chess activity, including classes, tournaments, camps, or other events, whether on-site or off-site.
Photography and Media Consent
By enrolling in and participating in any programs, events, or activities organized by Chess Minds Calgary, you grant Chess Minds Calgary the right to take photographs and/or video recording of your child during these activities. These images and recordings may be used by Chess Minds Calgary for promotional and marketing purposes, including but not limited to posting on our website, social media platforms, and other promotional materials. By participating, you acknowledge that these images and recordings are the property of Chess Minds Calgary and may be used without any compensation to your or your child. If you wish to opt out of this consent, please contact us in writing prior to the start of the program or event.
Code of Conduct & Dismissal Policy
At Chess Minds Calgary, we strive to create a positive, respectful, and inclusive learning environment for all participants. Campers are expected to treat instructors, classmates, equipment, and the facility with respect and to conduct themselves in a manner that supports a focused and enjoyable experience for everyone. If a participant repeatedly engages in behavior that is disruptive, disrespectful, inappropriate, or unsafe, despite several warnings, Chess Minds Calgary reserves the right to dismiss the participant from the camp without a refund. This policy ensures that all students can benefit from a safe and productive learning environment.
General Terms
Chess Minds Calgary reserves the right to update or modify these terms and conditions at any time to ensure the safety and integrity of our programs. Any updates will be communicated to enrolled families as needed.
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