View the Retreat Deadline Calendar (PDF)
POLICY OVERVIEW
Button Farm Club would truly not thrive without you, our retreat attendees. The past few retreats have sold out immediately and our waitlist fills each time. We cannot thank you enough for supporting our small business and for choosing to join us for a weekend full of crafting and making memories!
In order for these retreats to continue, we ask that you read this policy document and help us implement these changes moving forward.
We understand that your plans may change, and we understand that emergencies occur. However, we pay and plan for everything in advance so your retreat experience meets your expectations. This includes commitments for lodging, meals, instructors, supplies, gifts and, event services.
The following policies within this document apply to all Button Farm Club retreat unless otherwise stated on the official event registration page on our website.
POLICY 1: REGISTRATION & PAYMENTS
Policy 1, Section 1: Deposits
Once we release official retreat registration and deposits available for purchase, a deposit is required to reserve your retreat spot. If the deposit is not paid in-full, you will not have your spot reserved. All retreat deposits are non-refundable and non-transferable, meaning you will not receive your deposit money back or be able to push it to a future retreat.
What does the deposit cover? Your deposit covers the administrative costs and financial commitments made by Button Farm Club when your reservation is placed.
By paying your retreat deposit, you agree to pay any remaining balances by the stated due dates, and Button Farm Club agrees to hold your spot subject to the payment terms below.
Policy 1, Section 2: Remaining Balances
I paid my retreat deposit in-full, now what? Next is the remaining retreat balances. You can find all information and payment deadlines for these balances on your invoice or the official event registration page on our website. Unless otherwise stated, all balances are due 60 days before the retreat begins.
You can find your invoices and payment reminders at the email address you provided during registration (when you make your deposit). It is the responsibility of the person registering to ensure that payments are completed by the stated deadline.
If the balance is not paid by the due date, the reservation may be cancelled and the reserved seat will be released to another guest beginning the following day.
POLICY 2: CANCELLATIONS & CREDITS
Policy 2, Section 1: Cancellations
Button Farm Club does not offer cash refunds for cancelled retreat reservations.
If you are unable to attend the retreat and notify Button Farm Club via email laura@buttonfarmclub.com or by phone 918-207-9515 more than 45 days before the retreat begins, the amount is paid in-full (deposit and remaining balances), then you may be issued a retreat credit (refer to Policy 2, Section 3 for retreat credit information).
Cancellations received after the 45 day cancellation notice are not eligible for any refund, transfer or retreat credit.
Policy 2, Section 2: Cancellation Requests
All cancellations must be submitted in writing by email to Button Farm Club, laura@buttonfarmclub.com.
The cancellation date will be based on the date the written request is received.
Messages sent through social media, text messages, Facebook Messenger, comments or verbal conversations are not considered official cancellation notices.
Policy 2, Section 3: Retreat Credits
The retreat credit:
- Must be used toward another Button Farm Club retreat
- Must be used within one year of the original cancellation date
- Is subject to availability
- May be transferred to one future retreat only
How does the Retreat Credit process work?
Retreat credits do not automatically reserve a seat at a future retreat.
Guests who have a retreat credit must register for the new retreat when registration opens and follow the instructions provided by Button Farm Club for applying the credit.
All retreat seats are subject to availability. Button Farm Club cannot hold seats for guests with unused credits.
Credits have no cash value and cannot be used toward products, shipping, subscriptions, classes, apparel, or other non-retreat purchases.
If you choose our retreat credit system and cancel the replacement retreat, your credit will be forfeited.
Policy 2, Section 4: Cancellations or Event Changes made by Button Farm Club
Button Farm Club reserves the right to change event details or cancel and event when necessary due to severe weather, facility problems, safety concerns, low enrollment, instructor emergencies, government restrictions, or other circumstances beyond our reasonable control.
If Button Farm Club cancels a retreat, guests will receive either:
- A transfer of eligible registration payments to a rescheduled or future Button Farm Club retreat. OR
- A refund of eligible registration payments, as determined by Button Farm Club based on the circumstances.
Button Farm Club is not responsible for airfare, hotel changes, transportation costs, lost wages, or other personal expenses incurred by attendees.
POLICY 3: TRANSFER OR SELL RETREAT SEAT
Policy 3, Section 1: Transferring a Fully Paid Retreat Seat
Retreat seat payments are nonrefundable. If your seat is paid in full and you can’t attend, you may give or sell it to another attendee with written approval from Button Farm Club.
If you already have someone taking your seat, email laura@buttonfarmclub.com with the retreat name and the replacement attendee’s name and email address. Please wait for written confirmation before exchanging payment or treating the transfer as final.
Policy 3, Section 2: Selling a Fully Paid Retreat Seat
If you need help finding someone, email us before listing your seat publicly. If we have a waitlist, we’ll do our best to connect you with someone who’s looking for a spot. The original attendee is responsible for arranging the sale and collecting payment directly from the replacement attendee. The resale price may not exceed the amount originally paid for the seat.
Please get written permission before posting or promoting a seat for sale on Button Farm Club’s social media pages or groups.
Policy 3, Section 3: Seating Arrangements
The replacement attendee takes over the original guest’s seat, including any table assignment already in place. Button Farm Club will update the name on the registration and keep the existing seating chart in place. Please share this with your replacement attendee before finalizing the transfer.
POLICY 4: RETREAT-RELATED EXPENSES
Policy 4, Section 1: Lodging and Travel
Guests are responsible for making their own hotel, transportation, and travel arrangements unless lodging is specifically included in the Button Farm Club retreat package. If you are not attending a retreat and book a room, it is your responsibility to cancel that room with the lodge.
Button Farm Club is not responsible for hotel cancellation fees, airfare, mileage, rental cars, transportation costs, missed travel connections, or other expenses related to attending the retreat.
Guests should review the cancellation policies of the hotel and transportation providers before booking.
Travel insurance is recommended, but not required.
Policy 4, Section 2 : Classes, Apparel, Add-Ons, and Event Merchandise
Classes, apparel, personalized merchandise, event-exclusive products, and retreat add-ons are non-refundable.
If you are unable to attend a paid class, you may transfer your class seat to another person eligible to attend that class. The original purchaser is responsible for arranging the transfer and payment. Button Farm Club must be notified of the transfer before the class begins.
Class kits and event materials are intended to be picked up during the retreat. Mailing materials after an event is not guaranteed and will only be approved in limited circumstances. The guest will be responsible for all packing and shipping charges.
Policy 4, Section 3: Personal Belongings
Button Farm Club is not responsible for personal items that are lost, stolen, misplaced or damaged during a retreat.
Guests are encouraged to label their belongings and keep valuables secure.
POLICY 5: VISITORS DURING A RETREAT
Policy 5, Section 1: Visitors, Classes, and Guest Meals
Retreat cropping and activities. A paid retreat registration is required for a cropping seat, open cropping time, attendee gifts, and activities reserved for retreat attendees.
Come shop with us! We welcome the public to shop with Button Farm Club and participating vendors during posted shopping hours. You’re welcome to stop by even if you’re attending only to shop. Check the event listing for shopping hours and location.
Classes open to the public. When a class is open to the public, anyone can purchase a class ticket, subject to availability. Your ticket covers the class you sign up for. A separate retreat registration is required if you’d also like a seat for open cropping.
Guest Meal Packages. When offered, spouses, partners, and other non-crafting guests may purchase a Guest Meal Package to join a registered attendee for the meals listed in the package. Please arrange your package in advance by emailing laura@buttonfarmclub.com for availability, pricing, and the purchase deadline.
Children. Children under 14 may attend the retreat only when the event listing specifically allows it. Children visiting the vendor shopping area must be supervised by an adult at all times.
AGREEMENT TO RETREAT POLICIES
By paying your Button Farm Club retreat deposit, you agree to the retreat policies in effect at the time of payment. Please review the policies before paying your deposit.