North Surrey FC Refund & Withdrawal Policy

Policy Statement

North Surrey Mustangs Football Club (NSMFC) is a non-profit organization. To maintain seasonal operations, the Club commits to field permits, insurance through BC Soccer and Canada Soccer, equipment, league registration fees, and staffing well in advance of the first scheduled activity.

These costs are fixed and non-recoverable. As such, this policy is strictly enforced to ensure the Club’s financial sustainability, program delivery, and team stability.

Registration with NSMFC constitutes acknowledgement and acceptance of this policy.

1. Critical Seasonal Deadlines

Refund requests for standard divisional play must be submitted in writing before the following hard deadlines:

  • Spring Season:March 1st
    • Fall Season: August 1st

No refunds will be issued after these dates, except under the limited exceptions outlined in Section 4.

2. Elite Performance Teams (Division 1 & 2)

Placement on an Elite team is a competitive and selective process.

Registration constitutes:

  • Formal acceptance of a roster position
    • Commitment to team participation
    • Acknowledgement that roster spots are limited

Because registration results in:

  • Finalized team rosters
    • Turned-away players
    • Locked competitive structures

No refunds are provided for players in these divisions once registration is complete.

Exceptions apply only under “Extenuating Circumstances” (Section 4).

3. Camps & Training Programs

Withdrawal requests for club-hosted camps and training programs must be submitted in writing.

  • No refunds will be issued within 5 full days prior to the start date
    (Example: For a Monday start, the deadline is the preceding Monday)

Additional clarification:

  • Partial attendance or missed sessions do not qualify for refunds
    • Transfers between camps may be considered at the club’s discretion

4. Limited Exceptions (Extenuating Circumstances)

Refund requests submitted after deadlines or for Elite teams will only be considered under the following conditions:

Medical

  • A signed physician’s note confirming the player is unable to participate for the remainder of the season

Relocation

  • Proof of residency change (minimum 30km from NSMFC primary training location)

Club Discretion

  • Exceptional or unforeseen hardship evaluated on a case-by-case basis

Additional Conditions

  • Refunds under this section are not guaranteed
    • Supporting documentation is required
    • Approved refunds may be pro-ratedbased on the portion of the season completed

 

5. Transfers & Team Viability

In accordance with regulations from BC Soccer and Canada Soccer, the Club’s primary responsibility is to the collective viability of its teams.

Mid-Season Transfers

  • Transfers may be processed at the Club’s discretion
    • No refunds of NSMFC registration fees will be provided upon transfer

Right of Refusal

NSMFC reserves the right to:

  • Deny a transfer or withdrawal request
    • Maintain roster stability

If a withdrawal would:

  • Reduce roster numbers below viable limits
    • Cause a team to fold

The request will not be authorized and no fees will be returned.

6. Administrative Fees

All approved refunds are subject to:

  • An administrative fee of up to $75

This fee covers:

  • Registration processing
    • Insurance allocation
    • Banking and administrative costs

Pro-Rated Refunds

Where applicable, refunds may be:

  • Adjusted based on time elapsed in the season
    • Reduced based on services already rendered

 

7. Non-Refundable Components

The following are strictly non-refundable once incurred:

  • Insurance fees (BC Soccer / Canada Soccer)
    • League registration fees
    • Uniforms or equipment (if issued)
    • Third-party processing fees

8. Program Cancellation by Club

In the rare event that NSMFC cancels a program:

  • A full or partial refund will be issued
    • Or a credit may be offered for future programming

9. Force Majeure

NSMFC is not responsible for cancellations or disruptions caused by circumstances beyond its control, including but not limited to:

  • Weather conditions
    • Public health directives
    • Facility closures
    • Government restrictions

Refunds or credits in such cases will be determined at the Club’s discretion.

10. Conduct-Related Removal

No refunds will be issued if a player is:

  • Suspended or removed due to misconduct
    • In violation of club policies or Code of Conduct

11. Payment Plans & Outstanding Balances

  • Refunds will not be processed if accounts have outstanding balances
    • Any approved refund will be applied after outstanding amounts are settled



12. Submission Process

All refund and withdrawal requests must be:

  • Submitted in writing
    • Clearly stating reason for request
    • Accompanied by required documentation (if applicable)

 

Submission Contact

Requests must be submitted via email to:

Director of Operations
North Surrey Mustangs Football Club
NSFCdesk@gmail.com



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