Refund, Donation, and Event Policy

Effective date: July 21, 2026

This policy applies to online and in-person donations, event tickets, registrations, merchandise, and other payments made to or for Short Gap Volunteer Fire Company unless a specific event or transaction displays different terms.

1. Donations

Donations are generally final and nonrefundable because funds may be committed to department operations, equipment, training, facilities, public safety programs, or fundraising costs. The Company may correct a duplicate donation, clear processing error, unauthorized transaction, or other documented mistake when promptly reported and verified.

2. Event tickets and registrations

Tickets and registrations are generally nonrefundable unless the event page or checkout states otherwise. Before purchasing, review the event date, time, location, quantity, eligibility, age restrictions, drawing rules, and other terms.

3. Canceled events

If Short Gap VFC cancels an event and does not offer a replacement date, the Company may issue a refund, account credit, transfer, or other remedy appropriate to the transaction. The available remedy may exclude separately disclosed nonrefundable service, delivery, or processing charges where permitted by law.

4. Postponed, rescheduled, or relocated events

Tickets ordinarily remain valid for a postponed, rescheduled, or relocated event. A limited refund or exchange window may be announced when circumstances allow. Failure to attend the new date does not automatically create a right to a refund.

5. Weather and emergency changes

Outdoor and community events may be affected by weather, public-safety conditions, emergency operations, government restrictions, facility issues, or circumstances beyond the Company’s control. The Company may delay, modify, shorten, relocate, reschedule, or cancel an activity to protect participants and operations.

6. Panovents and platform fees

Transactions may be offered through Panovents or another event platform. Any separately disclosed platform, service, delivery, or convenience fee may be nonrefundable to the extent permitted by law, including when the underlying ticket price is refunded. Platform terms displayed at checkout also apply.

7. Stripe and payment processing

Card payments may be processed by Stripe or another approved processor. Refunds, when approved, are normally returned to the original payment method. Financial institutions may take several business days to post a refund. Short Gap VFC cannot control bank posting time, expired-card handling, card-network rules, or currency conversion.

8. Duplicate or erroneous charges

Contact the Company promptly if you believe you were charged twice, entered the wrong amount, purchased the wrong quantity, or experienced a checkout error. Include the purchaser name, email, approximate transaction date, amount, and order or receipt number. Do not send complete card numbers by email.

9. Merchandise and fulfillment

Merchandise return or exchange eligibility, fulfillment timing, pickup requirements, shipping charges, and condition standards may be stated on the product or event page. Customized, dated, worn, used, or perishable items may be nonreturnable.

10. Raffles and games of chance

When separately authorized and offered, raffle or game-of-chance purchases are governed by applicable law and event-specific official rules. Entries are generally final once accepted. No purchase will be refunded merely because an entry did not win. Eligibility, geographic restrictions, drawing methods, claim deadlines, and prize conditions will be stated in the official rules.

11. Chargebacks and disputes

Please contact the Company before initiating a payment dispute so we can review the transaction. Filing a knowingly false or improper chargeback may result in cancellation of related orders, denial of admission, collection activity, or submission of accurate documentation to the payment processor and financial institution.

12. Requesting review

Send payment questions to [email protected] or call (304) 726-4388. Requests should normally be made within 14 days of the transaction or before the event, whichever occurs first. Approval is not guaranteed and depends on the transaction, event rules, documentation, and applicable law.