Refund Policy

At Flare Events, we understand that life happens. However, organizing high-quality events requires extensive time, preparation, and upfront investment. This policy ensures fairness to both participants and organizers.

For Athletes

Cancellation More Than 14 Days Before the Event

If you cancel your entry more than 14 days before the event, you are eligible for one of the following:

A 50% refund, or
A 80% entry transfer to another participant

Requests must be submitted in writing to registrations@flareevents.net before the 14-day cutoff.

Non-Refundable Period

Unfortunately, no refunds will be issued for cancellations made less than 14 days before the event.

This includes:

Personal schedule conflicts
Illness or injury
Weather-related changes (unless the event is canceled entirely)

Event Postponement or Cancellation

If an event is postponed, your entry will automatically carry over to the new date.
Can’t make the new date?
You may request:
- A 100% entry transfer to another participant (no admin fee)
- Or a 50% refund if the new date does not work for you
- Requests must be submitted within 7 days of the new date announcement
If an event is cancelled due to circumstances outside our control (e.g., severe weather, local restrictions), a partial refund or entry credit will be offered at our discretion

Entry Transfers

If you can no longer attend, you may transfer your entry to another participant up to 5 days before the event at 20% of the entry fee.
Please contact us at registrations@flareevents.net with the new participant’s full details.

For Companies & Event Clients

Standard Refund Window

Before quote sourcing and event planning begins, we require a non-refundable Planning Kick-Off Fee.
This fee covers:

Supplier quote requests
Venue checks or availability coordination
Route scoping and safety considerations
Basic timeline or event flow design
Custom budgeting preparation

The Planning Kick-Off Fee is credited toward your total event cost if you proceed.
However, if the project is cancelled by the client before confirmation, this fee remains non-refundable.

Third-Party Supplier Terms

Some of our suppliers (e.g., timing, sound, medics, venue) require up to 75% deposit upon booking.

If a third-party supplier’s terms require advance payment or strict cancellation rules, these will be communicated in writing before booking.
Once approved and paid, these amounts are non-refundable, and the supplier’s own policy will apply in the event of cancellation.

Flare Events will not be responsible for refunding third-party payments that are non-refundable by the supplier.

Client-Initiated Cancellations

More than 30 days before the event:
Deposit retained
No further payment required
14–30 days before the event:
50% of total quoted amount payable
Supplier deposits already paid are non-refundable
Less than 14 days before the event:
100% of the total cost is payable due to staff booking, logistical arrangements, and supplier commitments

Postponements

More than 21 days before event:
Deposit carries over
New date is subject to availability
Supplier rebooking charges may apply
Less than 21 days before event:
20% rescheduling fee applies
Supplier costs may not transfer and may need to be re-paid

Cancellation by Flare Events

In the unlikely event that Flare Events must cancel due to unforeseen circumstances (e.g., force majeure, illness, or restrictions):
You will receive a refund for any payments not yet spent or committed to third-party vendors
The Planning Kick-Off Fee remains non-refundable
We will offer a no-fee rescheduling if applicable and possible

All cancellations, postponements, or requests must be submitted in writing to janus@flareevents.net

By registering for or booking with Flare Events, you acknowledge and agree to the terms outlined in this refund policy.