2026 Seattle MQG Cancellation and Refund Policy
The Seattle Modern Quilt Guild is a not-for-profit organization, and we price events as close to cost as we can. Any net extra funds go straight back into things like programming, supplies, and events. Because our margins are small, refunds can have a noticeable impact on the resources we have available for future member activities. We share this openly, so members understand how our cancellation policies help keep the guild strong, sustainable, and able to provide the activities and benefits our community enjoys.
Cancellation requests must be made in writing by emailing programs@seattlemqg.com.
Programs will determine and communicate next steps based on waitlist status.
IN PERSON EVENTS (e.g. Overnight Retreats and In-Person Classes):
Because in person events involve significant overhead and financial risk, no cost cancellations are not possible.
Refund Rules
If someone takes your spot: refundable minus processing fees.
If no one can take your spot:
- 50% refundable up to 15 days prior to the event
- Nonrefundable within 14 days of the event
- No‑shows are nonrefundable
Example:
Event date: July 15
Cancel on or before July 1: 50% refund
Cancel July 2 or later: nonrefundable
No‑show: nonrefundable
Cancel anytime with a replacement: refundable minus processing fees
ONLINE EVENTS (e.g., Zoom workshops):
Note: Instructors do not allow Seattle MQG to record classes. Members must attend live to access class content.
Refund Rules
- Fully refundable up to 7 days before the event, minus processing fees.
- Nonrefundable within 6 days of the event unless someone takes your spot
- No‑shows are nonrefundable
Example:
Event date: July 15
Cancel on or before July 8: full refund
Cancel July 9 or later: nonrefundable unless replaced
No‑show: nonrefundable
Cancel anytime with a replacement: refundable minus processing fees
REFUNDS & TRANSFERS
Processing Fees
Refunds issued back to the original payment method incur fees:
- $5 — Workshops
- $15 — Retreats
- Credit option with SeaMQG is under review
Replacements/Transfers
Members may transfer their registration to another member to receive a refund (processing fee still applies).
Programs maintains a waitlist and will contact the next eligible person.
If no one on the waitlist accepts, the member is responsible for finding a replacement.
Once a replacement is found, the member must notify Programs so class/event information can be sent to the new attendee.
Nonmembers may be approved as replacements by Presidents and Programs; additional fees may apply (including nonmember pricing).
If the Guild Cancels
If the guild cancels an event and it cannot be rescheduled, members receive a full refund or full credit.
If the event is rescheduled and a member cannot attend the new date, they may receive a refund minus processing fees.
Possible reasons for cancellation include:
- Low enrollment
- Presenter/instructor cancellation
- Loss of venue
- Other unforeseen circumstances
Waitlist Policy
HOW IT WORKS
When an event fills, we recommend signing up for the waitlist. Cancellations do occur, and it’s common for spots to open up. Being on the list ensures you’re next in line when they do. Waitlist numbers also help us understand member interest and guide future planning, including whether we should adjust capacity, offer repeat sessions, or explore larger venues.
- When a participant cancels, Programs contacts waitlisted individuals in timestamp order.
- Waitlist order cannot be rearranged.
- Programs will update canceling member when spot is taken or if replacement was not found.
- Members are contacted via the email used at registration.
Response Window
Waitlisted members will receive a notification that a spot is available. They will have 24–48 hours (unless otherwise stated) to complete registration and payment.
If they do not register within the timeframe:
- The offer is considered declined
- They remain on the waitlist (unless they request removal)
- Programs moves to the next person.
Declined Spot/No Response
If a waitlisted member declines, Programs immediately contacts the next waitlist person.
Special Circumstances
Programs may adjust timelines or procedures for last‑minute cancellations or other unusual situations. Any changes will be communicated clearly to affected members.
Special Note About Retreats/High-Cost Events
Members who are concerned about the possibility of cancelling are encouraged to purchase personal travel insurance to help cover any potential losses.
Cancel For Any Reason (CFAR) coverage example quotes
Please understand that overnight retreats come with significant fixed costs for the guild. We know these events are important to members and that cancellations, especially due to illness and not wanting to expose others, can be disappointing and stressful. Unfortunately, our expenses remain the same even if someone cancels, and retreat spots are challenging to fill within a week of the event. We encourage members who are weighing whether to attend while ill to make the decision that’s right for their health and the community, while keeping in mind that refunds are not possible inside the 14-day cancellation period, unless someone is able to fill the spot.
Extreme Circumstances
Members experiencing substantial hardship may request a refund exception by contacting hello@seattlemqg.com to explain their circumstances.
Requests will be reviewed by the board at the next board meeting. Board decisions are final.
Qualifying unexpected circumstances include:
- Hospitalization
- Extreme illness or injury (self or immediate family)
- Unexpected bereavement
- Substantial financial hardship
Requests outside these categories may be considered only if the situation presents a similarly significant, unexpected disruption that prevents participation.
These exceptions are intended to be rare.
Cancellation policy was approved by the board on 6/24/26.
Effective for all events occurring on or after 7/1/2026.