Sorry to know this happened. The best way to prevent having to refund these fees in future events is to state on the registration form that the fees are a non-refundable [tax deductible]donation. And then perhaps state something to the effect of: in the event of cancellation an effort to re-schedule or host an alternative program/event in place of the cancelled one may be considered.
 
I would think, that since you are holding the event (albeit an alternative one), that you are not obligated to refund these fees. The registrants will still be getting the t-shirts, etc., if they are not able to make the re-scheduled event...you can still send them the t-shirt (or have them stop by to pick one up). Especially for this current situation...you may want to consult with the Charitables Division of your State Attorney Generals' Office.
 
Pam
 
In a message dated 9/27/2006 1:48:42 PM Eastern Standard Time, [log in to unmask] writes:
I have a situation that I'm not sure how to deal with so I'm putting it out
there in case some of you have been in the same boat...
Our Museum scheduled a first time 5K race and festival as a fundraiser for
last Saturday, a rain or shine event. Runners paid a registration fee of $18
(earlybird) or $25 in advance which bought them entrance to the race, free
admission to the festival, a t-shirt and a beer. Of course as our luck would
have it we had the worst rain in nine years the day before and day of the
event. We decided to cancel at the last minute because roads were closed,
basements were flooded, part of the race course was flooded and more
dangerous storms and rain predicted to pour down during the exact 4 hours of
the event. Heartbroken, our committee tried to reschedule the race but
learned that it was a logistical nightmare of permits and barricades and new
licenses that would put us in a financial hole. A local store that sells
running gear and specializes in sanctioned races advised us not to
reschedule and stated that most runners know when entering a race that they
are making a donation to a cause and that races are almost never
rescheduled. Our solution is to have a party for the registrants in the
hopes of turning them into our friends and repeat participants (as we'd like
this to be an annual event), give them free food/drink, their t-shirts and
offer that they run the course for fun but not as a sanctioned race with
closed streets, etc. However, I've had a few requests for refunds. Has
anyone ever dealt with this problem? Did you refund the money? We want
everyone to like us. If we have to refund money and go in the hole on this
fundraiser, does anyone have advice on how to avoid this problem in the
future?

Thanks for your help!

Erin Gerrity
Visitors Services
Portland Museum
2308 Portland Avenue
Louisville, KY  40212
502 776-7678

 
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