Club Policies

PAYMENT AND REFUND POLICY

Registration is accepted on a "first paid, first served basis", and due at the time of registration. If you have not provided for method of payment online, YOUR REGISTRATION WILL BE PUT ON HOLD and is considered INCOMPLETE. It is your responsibility to contact the club and communicate how you will be providing payment. If we do not hear from you within three (3) business days, the registration will be deleted from the system. Competitive programs have specific policies in place with regards to withdrawal.

Payment via alternative funding should be arranged within the same time frame and should be arranged in advance. Attendance in class is not permitted without payment arrangements in place.

All overdue accounts as at July 15th of the current season, with no payment plan in place, will be sent to collections.

There are no refunds after the 2nd week of classes except for medical reasons and with a doctor's note. The following are non-refundable:
- pro rated amount for classes attended
- $25 admin fee
- Annual Registration Fees

There is a $25 charge for all NSF cheques.

ANNUAL MEMBERSHIP FEE POLICY

Trail Gymnastics Society (TGS) is a registered not-for-profit society. Participation in the programs operated by TGS require:
a) adult participants to be a registered member of the Society, or
b) in the case of child participants; a parent/guardian must be a registered member of the Society.

Each fiscal year (Sept-Aug), payment of Annual Membership Dues is required and payable upon each participant's first gymnastics program registration.

Participation in the programs operated by TGC, also require each participant to be registered with Gymnastics BC (GBC) on an annual basis (Sept - Aug). Gymnastics BC is the governing body of gymnastics in BC; membership provides (among other things), important liability coverage for participants, coaches and clubs. More details on their services and your membership can be found on their website, www.gymbc.org. Registration with GBC is done through Trail Gymnastics. The fee amount depends upon the GBC Membership category, which is determined by the type of program being participated in.

These fees are NOT included in the list prices, and are due upon each participants first enrollment each season. Your statement will reflect these fees as ONE AMOUNT listed as "Annual Membership Fees".

2025-2026:

Annual Membership Fees WAG Xcel & CCP: $230

Annual Membership Fees Interclub: $115

Annual Membership Fees Recreational/Preschool: $110

MISSED CLASS POLICY

We do not offer credits or refunds for missed classes during the regular season for any reason other than documented physician ordered leave, or planned vacations exceeding two weeks in duration with a minimum of two weeks notice to the club regarding such absences.

See PAYMENT AND REFUND POLICY for further information.

SPRING BREAK POLICY

All weekday advanced girls recreational and competitive classes run through spring break as scheduled. If you will be absent due to an out of town vacation ONLY, you will be credited in April for missed classes. We must have a minimum of two weeks' notice of said vacation. Individual missed classes over spring break will not be credited.

These classes are:

ALL Competitive Classes

Advanced Rec 6+
Advanced Rec 9+
HS Recreational

PRIVATE LESSON CANCELLATION POLICY

In order to be respectful of our coach's time, notice of cancellation must be made at least 24 hours prior to a private lesson. Cancellations made less than 24 hours in advance will be subject to a $25 charge and will count as one lesson when a series of lessons on specified dates has been committed to (i.e. a series of 4 lessons over 4 weeks). Please contact our office at info@trailgymnastics.ca if you need to cancel or change your booked private lessons.

GENERAL GYM RULES

(see www.gymbc.org for COMPLETE list of rules)

Think "safety first" in gymnastics
- Coaching supervision is always required in the gym
- Coach permission is required to: enter gym ; go on equipment ; try new skills ; perform aerial inversions or flips ; leave the gym
- Be prepared to participate: be healthy and not tired ; wear proper clothing and footwear ; have long hair tied back
- Stop unsafe and careless acts which could cause injury by: listening ; following instructions ; controlling your actions
- Participate cooperatively within the limits set by the coach
- Keep your body under control
- Follow equipment and safety procedures
- Be alert and safety conscious watch where you are going ' walk don't run ' watch for obstacles or uneven surfaces
- Respect others' performances ; no distractions

Parents and spectators must stay in their designated area. No filming or flash photography is permitted.

CLASS CANCELLATION POLICY

In the event that a class has to be cancelled due to circumstances beyond our control, we will be notifying parents individually through email and collectively through Facebook with as much notice as possible.

You will receive a credit for the class on your account.

Unfortunately, under no circumstances are we able to allow your child to join another class, which is not their assigned class, in lieu of the cancelled class.

MEDIA RELEASE

I hereby grant to The Trail Gymnastics Club the right to use, without payment of any fee or charge, any written information (excluding information contained on the Medical Form), photograph, video tape or other visual media of my son/daughter taken during the Trail Gymnastics Club Programs for the purpose of furthering the Trail Gymnastics club’s objectives.

Let it be known that we rarely take photos of the classes, and only for promotional posts on our website, lobby television or social media. We do not use full names or tags on posts as per Gymnastics BC Social Media regulations.

Policy on photography/filming at Trail Gymnastics Club

In order to respect the safety, privacy and wishes of Trail Gymnastics Club members and coaches, we ask that the following procedures be followed in regards to the taking of photos/videos at the gymnastics club:

• Filming or flash photography of classes is not permitted. Flashes are a safety concern.

• Photographing your child at gymnastics classes is regarded as a privilege and not a right. PHONES ARE NOT PERMITTED ON THE FLOOR DURING CLASS TIME

• Parents should try as far as is reasonably possible to restrict photography to their own child only.

• Non-parents, i.e. childminders, relatives etc. must obtain permission from the parent of the child prior to photography.

• Permission should be obtained from any Trail Gymnastics Staff members prior to photographing them.

• Parents may not enter the training area for the purpose of filming or photography, unless expressly invited to do so by the coach.

• You may not publish any images taken at Trail Gymnastics Club in any way and more particularly on the internet for any purpose unless they contain only your child.

• You must not use the photographs for any reason that could be derogatory to the gymnasts, coaches, and other gymnast’s abilities or to discredit the Club.

• Parents of Gymnasts should accept that their child may be videoed or photographed by their coach for the purposes of training only. The video or photographs obtained are used strictly in accordance with our child protection policy and no publishing or showing of these videos is allowed except with the written express permission of the parent/guardian. These videos may be provided to parents when applicable for practice of routines outside of class.

Parents who agree upon registration that their child’s photograph may be used on the club notice board or website/ social media are agreeing to this for the duration of their membership unless they inform us otherwise in writing.

Any breach of the above conditions can result in the person committing the breach being asked to leave, and their film/images confiscated or deleted.

Serious breaches may result in the person committing the breach being barred from attending training sessions, or from the club facility entirely, and could result in legal action being taken.

Competitive Program Withdrawal Policy

Commitment:

It is expected that there will be a full 10 month (September through June) commitment when accepting the invitation to join our competitive team. This program does not allow for additions to the teams mid season, as selections are made in May for the September start. We do not have a waitlist for teams, and cannot fill spaces after the season starts.

Registration Fees:

Non refundable.

Program Tuition Fees:

All withdrawals, except for medical reasons with proper medical documentation, require 31 days written notice. All tuition fees are due on the 1st of the month, so it is expected that the following month’s fees will be paid. All of our groups and classes rely on scheduling that happens in the summer, and class changes are not possible during the season. As such, regardless of when in the month you withdraw, you will owe that month and the next. After the first month, fees will not be prorated if you are absent the second month.

Medical:

In the event of injury or serious medical issues, refunds may be available with Dr’s note. Injured gymnasts are encouraged to attend classes and participate according to their ability to keep up conditioning, morale, and assist in rehabilitation. Coaches are happy to work within rehabilitation plans alongside guidance from medical professionals, physiotherapists etc, to help ensure a safe return to sport..

Competitive Fundraising Fees:

Competitive fundraising fees are set based on how many team members there are, how many competitions planned and how many coaches will be travelling to each meet. Each fee is due in full by August 31st and will be refunded to the family by way of account credits during the year as fundraising activities take place. As these fees are set in August, they are non refundable and must be covered in full. You will be required to pay the fee in full or continue to volunteer at our events or participate in our fundraisers to cover this fee.

Competition Attire Fees:

Non refundable once order is confirmed.

Competition Fees:

Non refundable once entered into K-Score.

The collection, use, disclosure and security of your personal information are all regulated by law in British Columbia. Gymnastics BC (GBC) collects and uses your personal information to provide you with the programs, services, products and information you require as a member of GBC. To enable GBC to manage and develop its operations from local to international levels, GBC may share your personal information with its members (club to club transfers and cross registrations) and Gymnastics Canada Gymnastique.

A copy of our Privacy Policy is available at https://gymbc.org/public/uploads/privacy-policy.pdf