REFUND & CANCELLATION POLICY

At RAY Life Coaching, LLC, I aim to create offerings that are thoughtful, well-prepared, and respectful of everyone’s time, energy, and resources—including participants, clients, host organizations, venues, and facilitators.

Many offerings require advance planning, preparation time, travel, materials, room rental, and limited-capacity scheduling. This policy is intended to balance compassion and flexibility with the practical realities of running events, workshops, coaching services, presentations, and educational programs.

If you need to cancel or reschedule, please contact info@raylifecoaching.com as soon as possible.
 
1. General Policy

• All cancellation and rescheduling requests must be made in writing by email to info@raylifecoaching.com.

• The date and time your email is received will determine eligibility for a refund, credit, or reschedule.

• Unless otherwise stated in writing, this policy applies to services, events, workshops, coaching, presentations, and educational offerings provided directly by RAY Life Coaching, LLC.

• Events, workshops, or services hosted, sold, or ticketed through another venue, business, organization, or platform may be subject to that host’s cancellation and refund policy instead of or in addition to this one.

• Downloaded digital products, self-paced resources, and instantly accessible materials are non-refundable.

 
2. RAY-Hosted Workshops, Classes, Circles, and Public Events
This section applies to workshops, classes, support circles, processing circles, webinars, lunch-and-learns, and similar public educational offerings that are organized and paid through RAY Life Coaching, LLC.

If a Participant Cancels

• 14 or more days before the event: eligible for a full refund minus any non-refundable processing fees, if applicable.

  • 7–13 days before the event: eligible for either:

  • a 50% refund, or

  • a full credit toward another RAY Life Coaching event of equal or lesser value, to be used within 6 months.

• Less than 7 days before the event: no refund, but RAY Life Coaching may offer a 50% credit toward a future event if the spot can reasonably be refilled or if significant event expenses have not yet been incurred.

• Within 24 hours of the event, same-day cancellation, or no-show: no refund or credit, except as approved under the Emergency, Illness, and Force Majeure Policy below.
   

Registration Transfers
If appropriate for the specific event, a participant may request to transfer their registration to another person up to 24 hours before the event, provided:

• the event is not restricted to a screened or limited audience,

• the substitute participant agrees to all relevant event policies and group agreements,

• and the transfer is approved by RAY Life Coaching in writing.

If a Participant Cannot Attend Live
If the event includes a recording, handout, replay, or alternate access option, RAY Life Coaching may choose to provide access to that material instead of issuing a refund.
 
3. 1:1 Coaching Sessions, Private Consultations, and Individual Support Sessions
This section applies to one-on-one coaching sessions, consultation calls, and other private services reserved specifically for one client.

Rescheduling or Cancelling a 1:1 Session

• 48+ hours’ notice: the client may reschedule once at no charge or request that the payment be applied as a credit toward a future session.

• 24–47 hours’ notice: the client may reschedule, but RAY Life Coaching may charge a $25 late rescheduling fee or apply the session as a 75% credit toward a future session.

• Less than 24 hours’ notice: the session is generally forfeited and non-refundable.

• No-show: the session is considered used and is non-refundable.
   

Late Arrival to a 1:1 Session
If a client arrives late, the session will still end at the originally scheduled time unless otherwise agreed. If a client is more than 15 minutes late without communication, the session may be treated as a missed appointment.

Grace Option
RAY Life Coaching may, at its sole discretion, offer one courtesy late cancellation or reschedule per client within a 12-month period for circumstances such as sudden illness, childcare emergencies, transportation issues, or other unexpected life events. This courtesy is intended as a grace-based exception, not an ongoing expectation.
 
4. Coaching Packages, Group Programs, and Multi-Session Offerings
This section applies to coaching packages, private coaching containers, workshop series, group coaching programs, and other multi-session paid offerings.

Deposits and Payment Plans

• Any deposit, first payment, or payment made to reserve a place in a program or package is non-refundable, unless RAY Life Coaching cancels the offering.

• Payment plans are commitments to the full reserved offering and are not pay-as-you-go attendance unless otherwise stated in writing.
   

If a Client Withdraws Before the Start of a Program

• 14+ days before the start date: any amount paid beyond a non-refundable deposit may be refunded.

• 7–13 days before the start date: amounts paid may be converted into a credit toward another eligible RAY Life Coaching offering, minus any non-refundable deposit and any costs already incurred.

• Less than 7 days before the start date: payments are generally non-refundable.
   

If a Client Withdraws After a Program Begins
Once a coaching package, group program, or workshop series has begun, refunds are generally not provided for missed sessions, partial attendance, scheduling conflicts, or change of mind.
RAY Life Coaching may consider a partial credit in rare cases involving documented emergency, severe illness, or another significant circumstance, particularly if only a small portion of the program has been used and substantial delivery costs have not yet been incurred.

Missed Group Sessions
Missed sessions in a group program or workshop series are generally not refundable and may not be rescheduled individually. If recordings, notes, or alternate materials are included in the offering, those may be provided instead when available.
 
5. Speaking Engagements, Trainings, Presentations, and Contracted Workshops for Organizations
This section applies to services booked by businesses, nonprofits, schools, libraries, therapy practices, conferences, community organizations, healthcare organizations, and other hosts for presentations, workshops, facilitation, panels, trainings, or consulting.

Booking and Deposit
A signed agreement and/or deposit may be required to reserve the event date. Unless otherwise stated in writing:

• A non-refundable retainer of 25%–50% is due to hold the event date.

• The remaining balance is due according to the contract, invoice, or signed proposal.
   

Cancellation by the Hiring Organization / Host
If the hiring organization, venue, or host cancels a booked engagement:

• 30+ days before the event: any payments made beyond the non-refundable retainer will be refunded.

• 15–29 days before the event: 50% of the total contracted fee remains due, or previously paid amounts may be retained up to that amount.

• 14 days or fewer before the event: 100% of the total contracted fee is due and non-refundable, especially where preparation, travel, materials, scheduling blocks, or custom presentation work have already been committed.
   

Rescheduling by the Hiring Organization
One reschedule may be permitted without penalty if:

• the request is made 21+ days in advance, and

• a mutually agreeable new date is available within 90 days of the original event date.

Otherwise, a requested reschedule may be treated as a cancellation and rebooking.

Travel, Lodging, Venue, and Materials Costs
Any approved travel, lodging, printing, shipping, venue, or materials costs already purchased or committed are non-refundable and remain the responsibility of the hiring organization unless otherwise agreed in writing.
 
6. Digital Products, Downloads, and Self-Paced Materials

• Downloaded digital products, PDFs, worksheets, recordings, templates, and self-paced materials are non-refundable.

• If you experience a technical issue accessing a digital purchase, please contact info@raylifecoaching.com and RAY Life Coaching will make reasonable efforts to restore access or resolve the issue.

 
7. Emergency, Illness, Severe Weather, and Force Majeure
RAY Life Coaching understands that emergencies happen. This section is intended to provide room for compassion while also honoring the real costs of reserved time, labor, travel, and event preparation.

Emergencies Affecting a Participant, Client, Student, or Attendee
If a participant, coaching client, student, or attendee experiences a genuine emergency—such as serious illness, injury, hospitalization, family emergency, unsafe weather/travel conditions, or another major unexpected event—they should contact info@raylifecoaching.com as soon as reasonably possible.

In such cases, RAY Life Coaching may, at its sole discretion, offer one of the following:

• a reschedule,

• a credit toward a future offering,

• a partial refund, or

• another reasonable accommodation depending on timing, service type, and expenses already incurred.
   

Documentation is not typically required for routine situations, but RAY Life Coaching reserves the right to request supporting information in rare cases involving significant refunds or contracted services.

Emergencies Affecting a Hiring Organization or Host
If a hiring organization, company, venue, or host experiences an emergency that materially impacts the event—such as building closure, severe weather, safety concerns, public emergency, major staffing crisis, or another unavoidable disruption—RAY Life Coaching will make reasonable efforts to reschedule the service rather than cancel it outright.
If rescheduling is not possible, RAY Life Coaching may, at its discretion:

• apply payments to a future date,

• refund amounts not already committed to preparation, travel, or materials,

• or retain a portion of the fee to cover work already completed and non-recoverable expenses.
   

Emergencies Affecting RAY Life Coaching
If RAY Life Coaching must cancel or interrupt an event, workshop, session, or presentation due to facilitator illness, family emergency, venue failure, technology failure, unsafe travel, severe weather, or another circumstance beyond reasonable control, RAY Life Coaching will make reasonable efforts to offer one of the following:

• a full refund,

• a rescheduled date,

• a credit toward a future service, or

• an alternative format such as virtual delivery, recording, or make-up session, where appropriate.

Force Majeure
RAY Life Coaching shall not be held liable for failure to perform services as scheduled when such failure is caused by circumstances beyond reasonable control, including but not limited to severe weather, natural disaster, public health emergency, venue closure, power or internet outage, government action, travel disruption, civil emergency, or sudden illness/injury.

In such cases, the preferred remedy will generally be good-faith rescheduling, credit, or alternative delivery, rather than an automatic full refund, unless RAY Life Coaching is unable to provide the service in any reasonable alternative form.
 
8. Refund Method
Approved refunds will generally be returned through the original payment method within a reasonable processing period. Credits are non-cash, have no cash value, and must be used within the stated timeframe unless otherwise approved in writing.
 
9. Questions or Requests
To cancel, reschedule, or request support related to an emergency, please contact:
RAY Life Coaching, LLC
info@raylifecoaching.com
 
Appendix A: Short Event / Registration Version
RAY Life Coaching Event Cancellation & Refund Policy
Please review before registering:

• All cancellation requests must be made in writing to info@raylifecoaching.com.

• 14+ days before the event: full refund

• 7–13 days before the event: 50% refund or full credit toward a future RAY Life Coaching event

• Less than 7 days before the event: no refund; a partial credit may be offered at RAY Life Coaching’s discretion

• Within 24 hours of the event, same-day cancellation, or no-show: no refund or credit
   

If a true emergency, illness, or unsafe travel situation arises, please reach out as soon as possible. RAY Life Coaching may offer a reschedule, a partial refund, or a credit at its discretion, depending on the situation and any event expenses already incurred.

Events hosted, sold, or ticketed through another venue or organization may be subject to that host’s policies instead of this one.

Downloaded digital products and instantly accessible resources are non-refundable.
 
Appendix B: Speaker / Presentation Contract Clause
Cancellation, Rescheduling & Emergency Policy for Speaking Engagements, Trainings, Workshops, and Contracted Presentations

The following policy applies to speaking engagements, trainings, presentations, workshops, facilitation, and consulting services booked through RAY Life Coaching, LLC by a hiring organization, venue, school, business, nonprofit, conference, or host.

Booking and Reservation
A signed agreement and/or invoice acceptance is required to confirm the engagement. Unless otherwise stated in writing, a non-refundable retainer of 25%–50% is required to reserve the event date. The remaining balance is due according to the payment terms listed in the agreement or invoice.

Cancellation by Hiring Organization / Host
If the hiring organization, venue, or host cancels the engagement:

• 30 or more days before the event date: any payments made beyond the non-refundable retainer will be refunded.

• 15–29 days before the event date: 50% of the total contracted fee remains due, or any payments already made may be retained up to that amount.

• 14 days or fewer before the event date: 100% of the total contracted fee is due and non-refundable.
   

This policy reflects the time reserved for the engagement as well as preparation, planning, custom content development, travel scheduling, material purchases, and the loss of other work that may have been declined in order to hold the date.

Rescheduling by Hiring Organization / Host
One reschedule may be permitted without penalty if:

• the request is made at least 21 days before the event, and

• a mutually agreeable replacement date is scheduled within 90 days of the original event date.
   

If those conditions are not met, RAY Life Coaching may treat the change as a cancellation and rebooking.

Travel, Lodging, Materials, and Other Approved Expenses
Any approved travel, lodging, venue, shipping, printing, or materials expenses already purchased or committed in connection with the engagement are non-refundable and remain the responsibility of the hiring organization unless otherwise agreed in writing.

Emergency, Illness, Severe Weather, or Other Unavoidable Circumstances
If either party experiences a genuine emergency, severe weather issue, public safety concern, venue closure, sudden illness, family emergency, or another circumstance beyond reasonable control that materially impacts the event, both parties agree to make a good-faith effort to reschedule the engagement before pursuing cancellation.

If rescheduling is not possible:

• RAY Life Coaching may retain the non-refundable retainer and any non-recoverable travel, material, or preparation expenses already incurred;

• amounts paid beyond those costs may be applied to a future event or refunded at RAY Life Coaching’s discretion depending on the work already completed and the nature of the disruption.
   

Cancellation by RAY Life Coaching
If RAY Life Coaching must cancel due to facilitator illness, family emergency, unsafe travel conditions, technology failure, venue issue, or another circumstance beyond reasonable control, RAY Life Coaching will make reasonable efforts to provide one of the following:

• a rescheduled date,

• a virtual delivery alternative,

• a substitute format where appropriate,

• or a refund of any fees paid for services not delivered.
   

Force Majeure
Neither party shall be held liable for delay or failure to perform due to circumstances beyond reasonable control, including but not limited to natural disaster, severe weather, public health emergency, government action, power outage, internet failure, venue closure, travel disruption, civil emergency, or sudden illness or injury. In such cases, both parties agree to work in good faith toward rescheduling or another reasonable solution whenever possible.