Refund Policy

Last Updated: January 15, 2025

At Wolfgulch LLC, we strive to provide exceptional arts and crafts instruction and want you to be completely satisfied with your experience. This Refund Policy outlines the terms and conditions for refunds on classes, workshops, and services.

General Refund Policy

We understand that life circumstances can change, and we've designed our refund policy to be fair to both students and our studio operations. Refunds are processed based on the timing of your cancellation request and the type of service purchased.

Class and Workshop Refunds

Standard Refund Schedule

For all regular classes and workshops, the following refund schedule applies:

Multi-Session Class Series

For classes that span multiple sessions (4+ weeks):

• Before series starts: Standard refund schedule applies
• After first session: Prorated refund available for unused sessions (minus 10% administrative fee)
• After 50% completion: No refund available
• Medical withdrawal: Special consideration available (see Medical Emergency Policy)

Private Lessons and Consultations

Private instruction sessions have different refund terms:

• 24+ hours notice: Full refund or reschedule at no charge
• 12-23 hours notice: 50% refund or reschedule with 50% fee
• Less than 12 hours notice: No refund, full payment required
• No-show: Full payment required, no refund

Special Circumstances

Medical Emergency Policy

We understand that serious medical issues can prevent class attendance. In cases of documented medical emergencies or serious illness:

• Students may request a full refund with proper medical documentation
• Alternative arrangements such as makeup classes or future credit may be offered
• Each case is reviewed individually with compassion and flexibility
• Documentation from a licensed healthcare provider may be required

Family Emergency Policy

We recognize that family emergencies can require immediate attention:

• Death in immediate family: Full refund regardless of timing
• Serious family illness: Prorated refund or credit toward future classes
• Documentation may be required for refund processing
• Alternative arrangements will be considered case-by-case

Military Deployment or Transfer

For military personnel and their families:

• Unexpected deployment: Full refund with military orders documentation
• PCS (Permanent Change of Station): Prorated refund for unused classes
• Training assignments: Case-by-case consideration
• Family members affected by military orders: Same consideration as service member

Studio-Initiated Cancellations

Class Cancellations by Wolfgulch LLC

When we must cancel a class due to circumstances beyond our control:

• Insufficient enrollment: Full refund or credit toward other classes
• Instructor illness/emergency: Reschedule or full refund
• Equipment failure: Reschedule when possible, otherwise full refund
• Facility issues: Alternative arrangements or full refund
• Weather emergencies: Reschedule when safe to do so

Schedule Changes

If we need to change class schedules:

• Students will be notified as soon as possible
• Alternative time slots will be offered when available
• If new schedule doesn't work, full refund will be provided
• No penalty or administrative fee for studio-initiated changes

No-Refund Situations

Refunds will not be provided in the following circumstances:

Student Absence

• Missing individual class sessions due to personal schedule conflicts
• Vacation or travel plans made after registration
• Work schedule changes (unless qualifying emergency)
• Transportation issues or minor delays

Dissatisfaction After Participation

• Deciding the class isn't what was expected after attending
• Difficulty with class material or techniques
• Personality conflicts with other students
• Unrealistic expectations about skill development timeline

Materials and Supplies

• Materials used or consumed during attended classes
• Specialty supplies ordered specifically for your projects
• Take-home materials from completed sessions

Refund Processing

How to Request a Refund

To request a refund, please follow these steps:

1. Contact us as soon as you know you need to cancel
2. Provide your registration information and reason for cancellation
3. Submit any required documentation for special circumstances
4. Allow 5-10 business days for refund processing

Refund Methods

Refunds will be processed using the same payment method used for the original purchase:

• Credit Card: 3-5 business days to appear on statement
• Debit Card: 3-5 business days to appear in account
• Cash Payment: Cash refund available during business hours
• Check Payment: Refund check mailed within 10 business days

Alternative to Refunds

In many cases, we can offer alternatives to cash refunds:

• Class Credits: Use your payment toward future classes (credits don't expire)
• Class Transfer: Move to a different class that fits your schedule
• Makeup Sessions: Attend individual makeup sessions when possible
• Gift Certificates: Convert payment to gift certificate for yourself or others

Workshop and Special Event Policies

Weekend Workshops

Intensive weekend workshops have specific policies:

• 14+ days notice: 80% refund (higher materials cost)
• 7-13 days notice: 50% refund
• Less than 7 days: No refund due to specialized preparation
• Same-day cancellation: No refund, full payment required

Special Events and Guest Instructors

Events featuring guest artists or special programs:

• Limited refund availability due to contracted instructors
• Transfer to future similar events when possible
• Credit toward regular classes always available
• Special consideration for documented emergencies

Gift Certificates and Class Credits

Gift Certificate Refunds

Gift certificates purchased but not yet used:

• Within 30 days of purchase: Full refund available
• After 30 days: No cash refund, but can be transferred to another person
• Unused portion: Remains as credit (no expiration date)

Class Credits

Class credits issued for various reasons:

• No expiration date - use when convenient
• Transferable to family members
• Can be combined with cash payment for higher-value classes
• Convertible to gift certificates for others

Dispute Resolution

Refund Disputes

If you disagree with a refund decision:

1. Speak directly with our studio manager
2. Provide additional documentation if available
3. We'll review your case within 5 business days
4. Final decisions will be made by studio ownership
5. All decisions aim for fairness to both student and studio

Appeals Process

For complex situations:

• Written appeals can be submitted to studio management
• Appeals should include full documentation and explanation
• Response will be provided within 10 business days
• Studio owner will make final determination on appeals

Class Transfer Policy

As an alternative to refunds, we offer flexible class transfer options:

Transfer Conditions

• Transfers must be requested before the original class begins
• New class must be of equal or lesser value (or pay difference)
• Subject to space availability in desired class
• One free transfer per registration; additional transfers incur $10 fee

Transfer Timeline

• 7+ days before class: Free transfer to any available class
• 3-6 days before class: Transfer with $10 administrative fee
• Less than 3 days: Transfer not available

Contact Information for Refund Requests

To request a refund or discuss your options:

Policy Updates

This refund policy may be updated periodically to reflect:

• Changes in business operations
• Seasonal class offerings
• Student feedback and suggestions
• Legal or regulatory requirements

Updated policies apply to new registrations after the change date. Existing registrations remain under the policy in effect at the time of registration.

Our Commitment

While we have established clear policies, we recognize that each situation is unique. Our goal is to:

• Treat every student fairly and with compassion
• Consider individual circumstances thoughtfully
• Provide alternatives when refunds aren't possible
• Maintain the financial stability of our studio
• Continue offering high-quality instruction to our community