Terms and Conditions Registered and Drop-in Programming

During the COVID-19 pandemic, all program and course cancellations are subject to a 24-hour hour cancellation policy. If less than 24-hours notice is provided, no refund will be issued.

Terms and conditions

Loyalist Township [herein referred to as the Township] offers a wide variety of programs and services to encourage a healthy lifestyle and personal wellness. Through the participation in these opportunities, customers are to be aware of the following expectations and administrative guidelines.

General requirements

Participants acknowledge that part of the risk associated with participating in a program is relative to one’s own state of fitness and health including the awareness, care, and skill with which they conduct themselves when undertaking activities in a program. It is recommended that the participant’s physician be consulted prior to the start of any physical activity.
All programs have limited space and are accepted on a first come, first served basis. Please register early to avoid cancellation of a program due to low enrollment.
Payment MUST be made at the time of registration.
The Township reserves the right to cancel or alter any sessions, times, cost or locations for programs without notice as required due to low enrolment, change of policy, availability of facilities or instructors, or inclement weather. Full refunds will be issued for course cancellations only. Applicable exclusion dates that occur during a registered program (holidays, facility tournaments/events, etc.) have been identified in the program details.
Township facilities are not supervised at all times and as such, the use of these facilities is done so at the participant’s own risk.
A parent/guardian/caregiver must accompany children under ten (10) years of age to the program area for drop-off and pick-up.
Parents/guardians/caregivers of children under ten (10) years of age participating in a registered program will remain responsible for supervising the child outside of the direct program area (inclusion programs, care programs, and those programs in excess of two (2) consecutive hours excluded unless otherwise stated).
Participants are required to comply with all applicable provincial orders and directives, guidelines of public health authorities for the Province of Ontario and Kingston, Frontenac and Lennox & Addington Public Health.
Participants having open cuts, abrasions, open sores, infections, or illnesses are not to participate in Township programs/services or use Township facilities until such conditions have resolved and recovery has been achieved.
Participants having physical impairments that could be aggravated by the participation in Township programs/services or the use of Township facilities should refrain from participating.
To ensure the privacy of others, filming or photography is not permitted during registered programs and/or drop-in programming without the consent of the subjects.
The Township is committed to providing a safe and harassment-free environment. All participants are expected to act in ways that demonstrate kindness, respect, inclusivity, and safety. Coarse language, physical, aggressive, disrespectful, or uncooperative behaviour will not be tolerated. Participants engaging in such behaviour will be required to leave the program/facility and may be precluded from future participation.

Registered and drop-in programs

Payment

Cheque payments resulting in NSF (non-sufficient funds) will be subject to an administrative fee
Dishonoured/missed payments may result in the participant being withdrawn from the registered program; any outstanding balance will be invoiced with applicable interest charges

Withdrawals and refunds

Programs (except leadership and aquatic certification courses/day camps)

Program Withdrawals
Withdrawal timing	Conditions
Before the program start date	Withdrawals may be made before a program starts and a full credit will be placed on your account. All refund requests are subject to an administration fee.
On or after program start, before the third session	Withdrawal/refund requests received on or after the start date of the program, regardless of session start time, will be pro-rated as of the date of notification and cannot be backdated. Withdrawal/refund requests may be made no later than one Business Day prior to the third session. A pro-rated credit for the remaining sessions can be left on your account for future program registration use. Refund requests will be pro-rated as of date of notification and subject to an administration fee.
On or after the third session of the program	Withdrawal/refund requests made on or after the day of the third session of the program, regardless of the class start time, will be processed for medical reasons only for the remaining sessions of the program and must be accompanied by a doctor’s note. Requests will be processed as of the date of notification and cannot be backdated. Medical requests are not subject to an administration fee.

Leadership and aquatic certification courses/day camps

No refunds will be approved within 5 Business Days of the first day of the course/camp except for medical reasons when accompanied by a doctor’s note.

Additional conditions

In the event an individual is unable to attend a session (including private lessons and semi-private lessons), make-up sessions, refunds or credits for missed sessions will not be offered.
Withdrawal requests that result in a refund are subject to a cancellation fee.
Refunds can be applied without penalty as an account credit and remain available for a period of up to one (1) year from the date of processing.
Processing time for refunds can take up to four (4) weeks.
Participants that need to withdraw from a registered program must complete our Refund Request Form.

Virtual programming

Virtual programming requirements

Programs, activities, and services facilitated by the Township in an online format with virtual participants are referred to as virtual programs. By choosing to participate and agreeing to the additional terms and conditions contained herein, the participant and/or their parent/guardian/caregiver assumes the risk of participating in a virtual program. Additionally, participants are responsible for providing all hardware and software technology or devices capable of audio and video conferencing in accordance with requirements contained on the Township’s website or program description.

Virtual program participants will:

Acknowledge and agree that the Township will utilize third-party video conferencing software platforms to communicate and conduct virtual programs and that they accept the security limitations of the software platform being used.
Acknowledge and accept that the Township cannot provide hardware or software support for any computers, internet, or other software used by a participant to participate in a virtual program. It is the participant’s responsibility to ensure that all required computer hardware, software and/or internet connections required to participate in a virtual program are installed and working prior to the program commencing.
Acknowledge and accept that some virtual programming will require the participant’s audio/video functions to be turned off through the session.
Use a space with a neutral background where details of the location and other individuals does not appear on camera.
Wear appropriate attire (e.g. active wear) and footwear (e.g. shoes versus socks) that is conducive to the program and that is appropriate for online video sessions, if applicable.
Use personal equipment or common household supplies (where the Township has not provided program materials) that are safe and in good working condition, exercising care and due diligence in its use.
Stop participating and take frequent breaks if they experience any pain, discomfort, dizziness, fatigue or they feel uncomfortable continuing.
Acknowledge and agree that they will be participating in a program involving live sounds and visuals and that the Township will take commercially reasonable efforts to ensure that appropriate language and visuals are used during the broadcast.
Agree that by participating in virtual programming, their likeness and image may be captured and streamed through live audio and video feeds to other program participants or for the purpose of recording for quality purposes. Personal screen shots or recording of visual and/or audio feeds including images is strictly prohibited.
Not share their private login information with others.
Use the video-conferencing platform instant messaging application only if technical assistance is required.

Release and indemnification

In consideration of being permitted to participate in Loyalist Township programs/activities which may include drop in programs, workshops, or virtual programming I, for myself or my child(ren), if applicable, hereby agree:

Participation is voluntary and it is my responsibility to consult a physician prior to any physical activity;
To assume full responsibility for any risks, damages or injuries, including death, known or unknown, which I or my child(ren), if applicable, might incur as a result of participation;
To warrant and represent that I, or my child(ren), if applicable, am in appropriate physical condition and have no disability or impairment which would prevent participation, or that will be detrimental or injurious to my or, if applicable, my child(ren)’s, health, safety and physical condition or that of others;
To certify and represent that I have legal authority to authorize medical care and consent for myself or my child(ren), if applicable;
To authorize the Township to provide such medical care to me or my child(ren), if applicable, as the Township may deem necessary in the event of injury or otherwise, and I agree to pay for all expenses incurred by the Township in the provision of such medical care;
To hereby waive, release and discharge The Corporation of Loyalist Township as well as anyone employed or volunteering with that entity, individually or otherwise, from any and all claims of liability for personal/bodily injury, illness, loss of life or property damage of any kind or nature, arising out of or sustained in the course of my participation in programs/activities or use of facilities; and
To indemnify, defend and hold harmless The Corporation of Loyalist Township from any and all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, due to any personal injury or property damage to any third party arising from my participation in programs/activities or use of facilities.