Refund, Cancel and Privacy Policies

Refund Policy

No refunds. Non-transferable.

Cancellation Information

What will lead to the decision to cancel due to weather or course conditions?

The Canadian Birkie Ski Festival takes place during winter in a remote wilderness location encompassing a large area. Climate and snow conditions are unpredictable, which can sometimes lead to unsafe conditions for skiers or volunteers. If poor weather or trail conditions are dangerous to participants, the Canadian Birkebeiner Society will cancel all or part of the event.

Canadian Birkie Ski Festival is sanctioned by Cross Country Alberta and must be organized and operated in accordance with the rules and regulations of Nordiq Canada (formerly Cross Country Canada). The Competition Jury, established under Nordiq Canada rules, makes the final determination as to whether the event will go ahead and if so, whether the course and/or distances will be modified.

The Canadian Birkie Ski Festival will only proceed if weather and course conditions are safe for participants and volunteers. While cancellations are relatively infrequent and result in great disappointment to everyone, we want skiers and volunteers to understand the vital reasons behind the decision.

Why not reschedule the event to another date or location?

The Canadian Birkie is always scheduled for the second Saturday in February. We are not able to reschedule or relocate our event due to calendar conflicts with other loppets and races, financial commitments, and the schedules of rental equipment, suppliers and about 550 volunteers.

Will I receive a refund if the event is cancelled?

The Canadian Birkie Ski Festival is based on a No Refund, Non-Transferable basis. The Canadian Birkebeiner Society (CBS) is a non-profit organization, operated on a break-even basis and is a volunteer-run event. The expenses we incur in putting on the Canadian Birkie Ski Festival are considerable and include: staffing, online registration, advertising, registration package pick-up fair, electronic chip timing, photography, food and beverages for participants and volunteers, security services, ambulances, rentals of trailers, tents, buses and shuttle van fleet, tables and chairs, portable toilets, heating equipment and much more. Most of this must be arranged weeks and even months in advance. CBS offers long distance skiers the opportunity to purchase Secure Your Spot Insurance.

How will I be informed of a cancellation?

The Canadian Birkebeiner Society will inform registered participants, officials, and volunteers by e-mail, social media, and on the event website.

Why would I register early?

The Canadian Birkebeiner Society always encourages our skiers to register well in advance of the event. This gives skiers an early bird discount and helps us to plan and organize a unique experience for all participants and volunteers.

The above cancellation information is intended to be within the objective of the Cross-Country Skiing Rules and Regulations, issued by Nordiq Canada (formerly Cross Country Canada).

Privacy Statement

Personal Information

The Canadian Birkebeiner Society (CBS) collects personal information from participants and volunteers for purposes directly related only to the Canadian Birkebeiner Ski Festival. This includes information on the participant entry form including contact information, age, medical conditions, and emergency contact numbers.

Participants

Contact Information:
Mailing address for confirmation and to mail awards if required
E-mail address for registration confirmation, important news broadcasts and feedback surveys
Phone numbers to enable us to contact you if necessary regarding your entry form

Age:
Your age as of the day of the event is requested for age class results for timed events (all but Ole’s Tour). In our website and in printed materials, only your age class is disclosed; your actual age or birthday will not be disclosed. You are given an “Age Opt Out” option on the entry form if you do not want to provide your age nor be included in age class results.

Medical and Emergency:
Medical and emergency contact information supplied by you is for your safety and is available only to the medical crew on race day.

Volunteers
We ask you to provide your e-mail address and your phone numbers. This will enable our employees and volunteers to contact you and provide information regarding your assignment.

Photography
Local media and a photography crew attend the annual event. Your completed entry form authorizes the use of photos taken by media or photographers in subsequent publications for Canadian Birkebeiner marketing purposes.

Safeguards
CBS uses appropriate safeguards to protect the privacy of your personal information. These safeguards are intended to prevent unauthorized access, disclosure, copying, use or modification. CBS does not share your personal information with other organizations or third parties, with the exception of the companies contracted to provide online registration and timing services to us, for our use only. Zone4 provides online registration, secure payment service and e-mail confirmation. They also provide timing chips, time the events, and produce results.