Refund & Returns Policy

Last Updated: July 2025

Thank you for registering for the ArugamBay Half Marathon. We understand that plans can change, so we’ve outlined our detailed policy below—covering cancellations, refunds, deferrals, transfers, and any associated fees. Please read carefully, and feel free to contact us with any questions.

1. Definitions

  • Race Day: Sunday, 31 August 2025
  • Cancellation: Your request to withdraw your entry before Race Day.
  • Deferral: Postponing your entry to the next year’s ArugamBay Half Marathon.
  • Transfer: Assigning your bib & entry to another runner.
  • No‑Show: Failure to participate after Race Day registration closes.

2. Eligibility & Timeframes

Request Type Deadline Refund / Fee
Full Refund Cancellation By 17 August 2025 (14 days before Race Day) 100 % of entry fee
Partial Refund Cancellation 18–24 August 2025 (7–13 days before Race Day) 50 % of entry fee
No Refunds After 24 August 2025 (within 7 days) & Race Day 0 %
Deferral to Next Year By 24 August 2025 (7 days before Race Day) LKR 500  / USD 1.35  / EUR 1.25  / GBP 1.10
(administration fee)
Transfer to Another Runner By 29 August 2025, 12 PM (48 hrs before Race Start) LKR 300  / USD 0.81  / EUR 0.75  / GBP 0.66
(administration fee)

3. How to Request a Cancellation or Refund

  1. Log in to your account at My Account.
  2. In “Orders,” locate your registration and click “View.”
  3. Click “Request Refund” and complete the form with:
      • Your full name & order number
      • Race category (5K, 10K, Half Marathon)
      • Reason for cancellation
      • (If different) bank or payment details for refund
  4. Submit your request—you’ll receive an email confirmation within 2 business days.
  5. Approved refunds are processed within 7 business days to your original payment method.

4. Deferrals & Transfers

4.1 Deferral to Next Year

  • Email info@arugambayhalfmarathon.com by 24 August 2025 with your Name, Order Number, and requested year.
  • Pay a non‑refundable administration fee of LKR 500 (≈ USD 1.35 / EUR 1.25 / GBP 1.10).
  • We’ll confirm your deferral and issue you a discount code valid for next year’s registration.

4.2 Transfer to Another Runner

  • Email transfers@arugambayhalfmarathon.com by 29 August 2025, 12 PM, with:
      • Your Name & Order Number
      • New Runner’s Full Name, Email & Date of Birth
  • Pay a one‑time fee of LKR 300 (≈ USD 0.81 / EUR 0.75 / GBP 0.66).
  • We’ll send the new runner a confirmation email with their race packet details.

5. Race Packet Returns

If you received a physical race packet in advance:

  • Return it unused within 7 days of cancellation approval.
  • Return shipping costs are your responsibility unless the error was ours.
  • Once we receive and inspect the packet, your refund will be released.

6. Fees & Deductions

All refunds exclude:

  • Payment gateway fees (credit card, PayHere, Stripe, etc.)
  • Bank conversion or processing charges

7. Exceptions & Force Majeure

In extraordinary circumstances (natural disasters, government restrictions, etc.), we reserve the right to:

  • Postpone or cancel the event
  • Offer full or partial refunds, deferrals, or credits at our discretion

8. Contact Us

We appreciate your understanding and look forward to welcoming you at the start line. Thank you for being part of the ArugamBay Half Marathon community!