Cancellation and Refund Policy

Version: CP-2026-08-v1 Effective date: 08 August 2026 Event dates: 30 September – 4 October 2026

This Policy forms part of the Terms and Conditions. Please read it before completing your registration — the participation fee is not fully refundable after the deadlines set out below.

1. Why this Policy exists

The participation fee is used to secure, in advance and in your name, a hotel room, meals and activity places. The host hotel bills OKFR for these commitments according to a fixed schedule, whether or not you attend. Once that schedule is triggered, the money is no longer available to OKFR to return.

This Policy sets out, in advance and in fixed amounts, what happens if you cannot attend — so that you know your exposure before you pay, rather than after.

2. If you cancel: refund schedule

These commissions and fees are not fixed. They do vary with the individual amounts invoiced by the hotel or by other suppliers.

Payment processing fees charged by Stripe are non-refundable in all cases where the cancellation originates with the participant, and are deducted in addition to the percentages above. This is a cost incurred at the moment of payment which is not returned to OKFR when a refund is issued.

3. Transfer of your registration — the alternative to cancelling

If you cannot attend, you do not have to lose your place.

Until 23 September 2026, you may transfer your registration in full to another eligible person — a member or invited guest of an affiliated Great Priory — regardless of which refund band you fall into.

• Notify us at synod@ofcr.club with the full name and contact details of the person taking your place.
• Any difference in room category or optional activities is settled directly between you and the person taking your place.
• Once we confirm the transfer in writing, your obligations under the registration end.

We encourage you to use this option before requesting a cancellation. It costs you almost nothing, it keeps your Priory represented, and it allows another brother to attend.

4. How to cancel

Cancellations must be sent in writing to synod@ofcr.club, from the email address used at registration, stating the participant’s full name and registration number.

The date that determines your refund band is the date we receive your email, not the date of postmark or of a telephone conversation. We will acknowledge every cancellation in writing within [3] working days; if you do not receive an acknowledgement, please assume we have not received your message and contact us again.

Approved refunds are processed within 14 days of confirmation, to the original payment method.

5. If OKFR cancels or significantly changes the Event

If OKFR cancels the Event, you receive a full refund, including processing fees, within 30 days.

If OKFR makes a significant change — a change of hotel to a lower category, a change of dates, or the removal of a substantial part of the programme — you may terminate and receive a full refund, as set out in Section 9 of the Terms and Conditions.

6. Personal circumstances

We understand that illness, bereavement, visa refusal and family emergencies happen, and we are sorry when they do. These circumstances do not change the schedule in Section 2, because the costs they trigger are the same. We strongly recommend that you take out travel and cancellation insurance, which normally covers exactly these situations. The transfer option in Section 3 remains available to you in all cases.

7. Registrations completed before 8 August 2026

This Policy applies to registrations completed on or after its Effective Date.

If you registered earlier, the terms in force at the time of your payment continue to apply to you unless you expressly accept this Policy. Participants in this position have been contacted separately.

8. Force majeure

If the Event cannot take place for reasons beyond OKFR’s reasonable control, Section 11 of the Terms and Conditions applies.

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