TVCC Refund Policy

Last Updated:  January 10, 2023


TVCC is a tax-exempt 501(c)7 organization incorporated in the state of Tennessee.  Our membership fees and event sales help support our mission and maintain a high level of quality in all our programs.  We pay Sales and Use Taxes to the State of Tennessee for certain goods and services we offer or procure.  Every credit card transaction, including refunds, costs the organization a percentage of the sale in bank transaction fees. Therefore, we have established this refund policy.

Membership Dues

Membership dues are non-refundable except in the event of overpayment.  A member can choose to have an overpayment applied to future membership renewals.  

Event Registration Cancellation by Participant

Unless specifically stated on event registration materials, the deadline to notify the club of your cancellation and request a refund is five (5) business days before the event specified deadline. A full refund will be provided.

Unless specifically stated on event registration materials, cancellations and refund requests received prior to the deadline but past the 5-business day cutoff date, may be eligible to receive a refund less a 10% service fee if original payment was by credit card or ACH transaction.  Original payments made by cash or check will be refunded in full.

Cancellations received after the stated deadline will not be eligible for a refund.

Refunds will not be available for registrants who choose not to attend an event.

Cancellations will be accepted via phone, text, or e-mail, and must be received by the stated cancellation deadline.  Send your cancellation request to the event organizer, trip leader, and TVCC Treasurer.

Refund Requests

All refund requests must be made by the Registrant or credit card holder.

Refund requests must include the name of the attendee, event name, and date of the event.  Providing the amount of the original charge will help expedite the refund process.

Refund Method

Refunds will be credited back to the original credit card used for payment.  A cash refund is only possible if cash was used to pay for the original registration. If a cash refund is requested, TVCC will provide the refund by cash, check, PayPal, or Venmo at the Member’s request.  

Refunds will be provided within five (5) business days of the agreement that a refund is properly validated.

Refund of Deposits

For certain events, TVCC requires a refundable deposit at the time of registration.  The deposit is held in non-interest-bearing escrow until completion of the event.

Deposits will be refunded in full upon completion of the event and verification by the event organizer that the member attended the event. Verification is completed when the event organizer notifies the TVCC Treasurer to issue the refunds to specific members. Refunds will be provided in accordance with the policy described above under Refund Method.