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 week will not take place in its originally planned form. For the participants that bought a physical ticket, this means that they will only be able to attend physical activities insofar ESN Groningen can organise these. Buying a physical 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 29th of August 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.
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 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 until 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 after signups for an event close, 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 except those where a participant has symptoms of COVID-19. In that case, participants can get a partial refund equal to 50% of the participation fee upon cancellation at least 15 minutes before the start of the event. For all of the above-mentioned rules, the participants have to contact the responsible committee members. As a last resort, participants can contact Executive Board members.
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.