Common Refund Document
Due to the constantly evolving developments in the COVID-19 pandemic, government COVID-19 restrictions change frequently. As a result, it can occur that the ESN Introduction Week will not take place in its originally planned form. For the participants that bought a ticket, this means that they will only be able to attend activities insofar ESN Groningen can organise these. Buying a ticket is at your own risk and ESN Groningen reserves the right to refuse to refund a physical ticket in case certain physical activities cannot take place. However, ESN will always try to accommodate participants to the extent where this is financially possible. Moreover, participants have until Sunday the 28th of August 2022 23:59 to cancel their tickets to be eligible for a refund. This is to prevent participants from cancelling after the week groups have already been formed in the week of the Introduction Week. Introduction Week party tickets are personal, non-transferable and non-refundable.
ESN Groningen organises events for some of which it charges a participation fee. Participants have the possibility to cancel from an event and get a full refund on the condition that this is done before the refund deadline. This deadline is dependent on the height of the initial participation fee. Events that have a participation fee lower than 20€ have a cancellation deadline of 48 hours before the start of the event. This means that participants can cancel up to 48 hours in advance and get a full refund. For events that have a participation fee of €20 or higher, the deadline for getting a full refund is equal to the sign-up date for the event itself. This means that participants cannot get a full refund later than a full day after the ticket was purchased, even if this is a week before the event is set to take place. This distinction in participation fees has been put in place as often more expensive events involve multiple parties, which bring more sunk costs, like a bus ride, with them. In turn, this would give way to ESN Groningen running a higher financial risk for larger events as it becomes more difficult to adjust to lower participant numbers. The aforementioned deadlines apply in all circumstances.
In addition to the aforementioned rules, in the event that ESN Groningen has to change the nature of the activity due to circumstances beyond its control, the participants are unable to receive a refund. This applies in all circumstances.
Committee members of ESN Groningen do not have to pay the participation fee for the events they are organising. However, any expenses on top of the ticket price that ‘regular’ participants have to make, e.g. extra consumptions, do need to be paid for by the committee members. The costs for organising an event will either be paid directly by an EB member using the ESN debit card or indirectly via a committee member. The committee member can request a refund for expenses made for ESN Groningen. To get access to the declaration form, committee members can contact their committee treasurers. It should be noted, however, that a refund can only be granted if a receipt of the purchase is provided. Bank withdrawals do not constitute a valid proof of a payment. The treasurer should reimburse committee members as soon as possible and has a maximum of five working days to refund the money.