Cancellation & Refund Policy

General Policy Statement

The City of Leander hosts many programs, activities, events, and rental facilities and encourages its residents to engage with these opportunities that enhance the quality of life, provide entertainment, promote health, and contribute to the dynamic atmosphere of the community.

It is the purpose of this policy and related procedures to regulate the process in which refunds are given so as to not impact the overall outcome of the program while also allowing flexibility for the public when unplanned circumstances arise.

Refund processes have been divided into several categories in order to accommodate the public, the City of Leander, contracted instructors, and established timelines for various programs. The following policies are to be followed for patron-initiated refund requests. Cancelations made internally will be fully refunded.

Refund Processing

Refund request timelines are based on the date that the Refund Request Form is received by the Parks and Recreation Department. Requests not using the Refund Request Form will not be accepted.

Once a request has been approved by the Parks and Recreation Department, refunds will be processed to the same account and payment type that was originally registered. In the event of a dispute regarding the non-issuance or amount of refund issued under this policy, the dispute will be reviewed by the City of Leander Parks and Recreation Director. Determinations made by the Parks and Recreation Director shall be final.

Credit card refunds are typically issued within 3 - 4 business days of acceptance and processing. Refunds made by check will be mailed within 30 business days of acceptance and processing.

Refunds will not be issued after the event, program, or reservation date. Refunds of less than $10, convenience fees, and credit card fees will not be processed.

Active Adult Program Membership

• Refunds will not be offered for the Active Adult Program annual membership fees or fees associated with trips.
• Due to lower fees associated with active adult enrichment classes and programs, a 100% refund will only be offered if a refund request is submitted more than 15 days prior to the program date. Refunds will not be offered within 14 days of the class or program date.

Aquatics

• Refunds will not be offered for annual pool passes or day pass admission.
• The Recreation/Aquatic Coordinator may offer rain check cards for use later in the same season on days when inclement weather, accidents, or chemical adjustments cause the pool to close unexpectedly.

Athletics

• 15 days or more prior to the registration deadline 50% refund of the base fee
• 14 or less days prior to the registration deadline Refunds will not be offered

Camps (Athletic or Other)

• 15 days or more prior to the registration deadline 50% refund of the base fee
• 14 or less days prior to the registration deadline Refunds will not be offered

Recreation Programs

• 15 days or more prior to the registration deadline 50% refund of the base fee
• 14 or less days prior to the registration deadline Refunds will not be offered

Rentals

For locations with a deposit:

• More than 15 days prior to the rental date 50% of deposit, 100% rental fee refund
• 14 days or less prior through the day of rental Deposit kept, 100% rental fee refund

For locations without a deposit:

• More than 15 days prior to the rental date 50% refund of the base fee
• 14 days or less through the day of rental Refunds will not be offered

Vendor Fees (Special Event or Programs)

• Vendor fee refunds will not be offered in the case of a no call/no show, late arrival, dismissal due to vendor rule infractions, or permitting issues.
• 15 days or more before the scheduled event or program, vendor fees may receive a refund of 50%. Vendor fee refunds will not be offered within 14 days of the scheduled program or event.