Our cancellation and refund policy is designed to be fair to both participants and Nerds Giving Tours. Please read carefully before booking.
"Rain or Shine" Weather Policy
Tours Operate in All Weather
Nerds Giving Tours operates on a "Rain or Shine" basis. Tours proceed in:
- Light to moderate rain
- Wind (under 25 mph)
- Temperatures above 32°F and below 95°F
- Wet pavement or muddy ground
- Overcast or cloudy skies
- Light snow or sleet
- All other normal weather conditions
No Refund For Normal Weather
If the tour proceeds in rain, wind, cold, or other unfavorable weather:
- ❌ No Refund — you cannot get your money back
- ❌ No Rescheduling — weather is part of the tour experience
- ❌ No Credit — normal weather is non-refundable
When you book, you are accepting that weather may be unfavorable and committing to participate anyway.
Tours Cancelled Only For Unsafe Conditions
Tours will be cancelled (with full refund) only if conditions are unsafe:
- Thunderstorms or lightning within 10 miles
- Heavy rain (>1 inch/hour) making conditions unsafe
- Flash flooding or standing water on route
- Extreme heat (>95°F) or extreme cold (<32°F)
- High winds (>25 mph sustained gusts)
- Hail or severe precipitation
- Tornado warnings or severe weather alerts
- Other unsafe conditions per guide's judgment
Your Responsibility
When you book a tour, you are responsible for:
- Dressing appropriately for weather
- Bringing a rain jacket/raincoat
- Bringing a water bottle and sunscreen
- Wearing weather-appropriate shoes
- Being prepared to get wet and muddy
- Following guide's weather safety instructions
How We Handle Unsafe Weather
- Guide will monitor conditions continuously
- We'll notify you ASAP (email and phone)
- Typically 48+ hours advance notice if known in advance
- May be 1–2 hours before if weather changes suddenly
- If we cancel: full refund or free reschedule
1. Cancellation by Participant
1.1 Cancellation Timeline & Refunds
1.2 How to Cancel
Via Email (Recommended): Email hello@nerdsgivingtours.com with subject line "CANCELLATION REQUEST". Include your booking confirmation number, tour name and date, and your full name.
Cancellation is effective when we receive your request. We will send confirmation within 2 business hours.
1.3 Refund Processing
- Refunds are processed within 2–5 business days
- Refunds are sent to the original payment method
- Your bank may take an additional 3–5 business days to show the refund
- Total time: 5–10 business days typical
1.4 Rescheduling Instead of Cancelling
- No cancellation fee for rescheduling
- You have 12 months to use your booking
- Must select an available tour date
- You can reschedule multiple times (no limit), subject to availability
- Email hello@nerdsgivingtours.com with subject "RESCHEDULE REQUEST"
2. Cancellation by Nerds Giving Tours
2.1 When We May Cancel
We may cancel a tour for the following reasons: unsafe weather conditions, safety concerns, insufficient bookings (typically fewer than 2 participants), guide illness or emergency, equipment failure, or extraordinary circumstances such as natural disasters or government orders.
2.2 Cancellation Notification
We provide as much notice as possible — typically 48+ hours in advance. For sudden weather changes, notice may come 1–2 hours before the tour. We'll notify you by email and phone.
2.3 Your Options if We Cancel
- Option 1: Full refund (100%) to original payment method within 2–5 business days
- Option 2: Free reschedule to any available tour date within 12 months
- Option 3: Store credit valid for 12 months, transferable to another person
You choose your option within 7 days by emailing us. If we hear nothing, we'll issue a full refund.
3. Special Circumstances
3.1 Medical Reasons
If you need to cancel for medical reasons, contact us immediately. A doctor's note may be required, but a refund will be provided regardless of the cancellation timeline.
3.2 Death or Emergency
In case of death or major emergency in your family, contact us immediately. A full refund will be provided with no documentation required.
3.3 Force Majeure
In the case of extraordinary events beyond reasonable control (natural disasters, pandemics, civil unrest, government orders), contact us and we will work with you to reschedule, provide a full refund, or issue store credit.
4. Payment & Processing Fees
Stripe charges a processing fee (2.9% + $0.30) at the time of booking. This fee is not refunded if you cancel.
Example: $100 tour = $102.90 charged. Cancel 7+ days later = $100 refund (processing fee retained).
We do not charge any additional refund processing fees.
5. Disputes & Appeals
If you disagree with a refund decision, email hello@nerdsgivingtours.com with subject "REFUND DISPUTE". We'll review within 5 business days and provide a written response. You also have the right to dispute with your credit card company — we cooperate fully with all card company investigations.
6. Contact Us
For cancellation or refund questions, email hello@nerdsgivingtours.com with subject "CANCELLATION" or "REFUND".