Arts + Rec Registration Policies

Class Withdrawals/Refunds/Transfers

If you wish to withdraw or transfer, request this at least fourteen (14) calendar days before the start date for a credit or refund. A $12 fee per person, per program will be charged. No refunds or credits after this time. Refunds are processed within three (3) weeks. No refunds for non-attendance or lack of student participation. Withdrawals may be done online. 

Read instructions for withdrawing online

If you wish to transfer to another course within the same session, call us at least fourteen (14) calendar days before the start date for a transfer to be processed. We will charge a $12 transfer fee per person, per class. Transfers must be done in person or over the phone.

Camp Withdrawals/Refunds/Transfers

If you wish to withdraw, request this at least fourteen (14) calendar days before the start date for a credit or refund. A 5% fee per person, per program will be charged. No refunds or credits after this time. Refunds are processed within three (3) weeks. No refunds for non-attendance or lack of student participation. Withdrawals may be done online. 

Read instructions for withdrawing online

If you wish to transfer to another course within the same session, call us at least fourteen (14) calendar days before the start date for a transfer to be processed. We will charge a $12 transfer fee per person, per class. Transfers must be done in person or over the phone.

If, after attending the first class, you are not happy with the quality of the program, call us right away. Tell us what was wrong so we can make it right.

A class may be canceled if minimum enrollment is not met. A full refund is available.

If a session is canceled due to weather and no make-up class is offered, a refund will be provided; but no refunds are offered for weather related concerns if the program is running as scheduled.

Make-up dates for missed classes will only be granted for class cancellations resulting from inclement weather or from direction of the Arts + Recreation Department. No refunds are offered for make-up class sessions that are available for a cancelled class session. 

Fees must be paid in full at time of registration by cash, credit card (VISA, MasterCard, AMEX, Discover), or check payable to the City of Walnut Creek, unless otherwise stated in program description.

All payments are processed upon receipt.

Supply fees are payable to the instructor at the first class. Please do not include supply fees with your registration fees. Supply fees are non-refundable.

If payment plans are offered, customers must provide a credit card (VISA, MasterCard, AMEX, Discover) for automatic payment processing.

All credits on account are valid for a maximum of one year.

Due to having to pay for invoices months in advance, we have a strict no refund policy.

However, if a registered patron has a person who can take their place on the trip, they must contact our office by phone at (925) 295-1490 or email artsrec@walnutcreek.org, to register for the trip in their place. Once the substituted guest registers for the trip, we are only then able to withdraw the original patron and provide them with a full refund for that particular trip.

Refunds are processed within three weeks.

A $75 withdrawal fee per person, per class will be charged for all withdrawals for school year classes over $1,000. Withdrawal requests must be received in writing before the 15th of the month prior to the month you wish to withdraw. Class fees will be charged for the next full month for withdrawal requests that are received after the 15th of the month in addition to the withdrawal fee. No refunds for non-attendance or lack of student participation.

If you wish to withdraw from a summer preschool class, please complete the Preschool Withdrawal Form at least fourteen (14) calendar days prior to the start of class. No refunds or credits will be offered after this time. Refunds are processed within three (3) weeks. No refunds for non-attendance or lack of student participation. 

If you wish to withdraw, please complete the Preschool Withdrawal Form at least fourteen (14) calendar days prior to your next monthly payment (payments are processed on the 1st of each month). Your registration will be valid through the last day of the month in which you intend to withdraw and you will not be charged for the following month. We cannot provide a refund or credit for non-attendance or lack of student participation. 

Please note: No refunds or credits will be offered for partial enrollment in a month; fees will not be pro-rated based on the student’s actual final day. (Example: Payment for October is due October 1 and is non-refundable. Student’s final day must be on or prior to October 31.)

Quality Assurance

If you are not satisfied with the quality of our classes, please first discuss with your Lead Preschool Teacher or Ms. Rosie Lopez, Preschool Coordinator.

Class Cancellations

A class may be canceled if minimum enrollment is not met. A full refund will be made available. If a class is canceled by Community Arts Preschool and no make-up class is offered, a refund will be provided.

If you wish to withdraw, call (925) 295-1490 before the start date for a refund.

No refunds or credits will be given after the program starts unless a specific sport is canceled. Refunds are processed within three weeks. No refunds for non-attendance or lack of student participation.

Enrollment in competitive programs does not serve as a confirmation that the student has been selected for the team. Parents and students will be notified if the student has been selected for the team after tryouts have been completed. Any students who do not make the team will be refunded in full. If there is an opportunity to enroll in an intramural team, an account credit may be given.

Uniforms must be returned within two weeks from the end of the program to receive a uniform deposit refund.

Cancellations will be handled as follows:

• 90 days or more prior to use date - forfeit Security Deposit.
• Fewer than 90 days prior to date of use - forfeit all rental fees paid.

A request to reschedule a date will be treated as a cancellation. 

Occasionally, it may be necessary to re-schedule, relocate or deny a request previously approved. In this event, the group or individual will be given as much advance notice as possible.

We do not provide refunds for no shows or for cancellations less than 30 calendar days in advance of your use date.

$25 service fee for cancellations or changes made more than 30 days prior to event date. Refunds of any remaining balance may take up to three weeks to process.

Permits are not transferable.

A credit valid for one year (no refunds) will be issued upon request if facility is not used due to rain on day of reservation (request must be placed within seven days after the scheduled event).

Tournaments and Camps

All cancellations of permitted tournaments/camps must be in writing and received by the City at least 60 days prior to the event; otherwise court/field fees and/or security deposit may be forfeited.

All cancellations of permitted multiple bookings (i.e., continuous use) for practice and/or games must be in writing and received by the City at least 30 days prior to the event; otherwise court/field fees may be forfeited. A $25.00 transaction fee may also apply.

Gym Rentals

No refunds less than 30 days from the rental date. Full refund 30 days or more from the rental date. A $25.00 transaction fee will apply.

Field Rentals

No refunds or cancellations unless a rainout is declared by the City of Walnut Creek. Please check the fields hotline number (925) 256-3574 for field conditions.