Policy
Payment & Cancellation Policies
The Geology Field School LLC, d/b/a Geology Field School | Texas
These policies apply to Geology Field School field courses and workshops.
These policies apply to Geology Field School field courses and workshops.
Please read these policies before you register. Refunds are calculated from the published fee on that course's page.
Payment Policy
- Non-refundable deposit: A $500 non-refundable deposit per participant is required at registration, and it is not refunded in any case, including a course that Geology Field School cancels or reschedules. Hotel and logistics fees are also non-refundable. Why we keep it: as soon as you register, we pay out deposits and hotel and logistics commitments to hold your place. When someone cancels, we lose more than the deposit.
- Payment schedule: 50% of the published course fee is due at sign-up (the $500 deposit counts toward it). The remaining 50% is due no later than the first day of the course. You may also pay in full at sign-up.
- Late payments: A $50 late fee applies. Failure to pay by the due date may result in registration cancellation and forfeiture of all payments, including the deposit.
- Returned payments: A $35 fee applies for returned checks or declined credit/debit cards.
Cancellation Policy
All cancellations must be submitted in writing. The initial $500 deposit is non-refundable.
Refunds are based on how many days before the trip start you cancel. Refund percentages are calculated on the full published course fee per person (after the $500 deposit), not on the amount you have paid so far:
| When you cancel | Refund of balance beyond deposit |
|---|---|
| 36+ days before start | 90% |
| 29-35 days before start | 75% |
| 22-28 days before start | 50% |
| 15-21 days before start | 10% |
| 0-14 days before start | 0% (no refund beyond deposit) |
Worked examples below use the standard published course fee of $9,995. Your course page controls the published fee used for your refund math.
Example (published fee $9,995; deposit $500; balance beyond deposit = $9,495):
- 36+ days: 90% of $9,495 = $8,545.50
- 29-35 days: 75% of $9,495 = $7,121.25
- 22-28 days: 50% of $9,495 = $4,747.50
- 15-21 days: 10% of $9,495 = $949.50
- 0-14 days: $0 beyond the deposit
Why late cancellations refund little or nothing: By then, vendor payments are typically finalized, and it is often not possible to recover costs or fill the spot.
Special circumstances & exceptions
- Medical emergencies / bereavement: Documented cases (for example, a doctor's note or death certificate) may be eligible for a credit toward a future trip or a partial refund at Geology Field School's discretion.
- Trip cancellation by Geology Field School: If we cancel due to unforeseen circumstances (unsafe conditions, low enrollment, force majeure, or similar), we keep the $500 deposit and refund payments beyond the deposit, or offer a reschedule. Hotel and vendor bookings are often non-refundable.
- Participant replacement: You may transfer registration to another eligible person up to 5 days before the course starts for a $100 fee per swap.
Refund processing
- Refunds are processed within 30 days of the confirmed cancellation date.
- Refunds are issued via the original payment method when possible; otherwise by company check.
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