March 19

2024 Policy Updates: Refunds, Transfers & Deferrals


At Vacation Races, we're constantly striving to improve our services and policies to better serve you. With that in mind, here are some updates to our policies that will streamline our administrative processes and therefore, your interactions with our support team.

These changes, effective as of the specified dates, reflect our commitment to aligning with industry standards while maintaining our dedication to providing unforgettable events and global adventures.

Domestic Group Event Updates

  • Events Included: all half marathons, ultramarathons, and Trailfest events.
  • Updates effective:  Friday, May 3, 2024  

New! Launch Weekend Pricing Tier

If you’ve been with us for a while, you know that the best time to sign up for one of our large group events is during the Early Bird Registration Period. This time period has always guaranteed you the best price and the security of knowing that your name will be printed on your bib, we’ll have your shirt size, and more. Regular and Late Registration Periods follow.

We understand the importance of offering our customers the best possible value, which is why we're thrilled to introduce a fourth pricing tier specifically for launch weekends.

When one of our large group events goes on sale on a Friday, you can register for the event at a reduced rate. This rate is available on launch weekends only (Friday through Sunday).

Updated Event Transfer Policies

In addition to our pricing adjustments, we're also updating our policies regarding event transfers. We believe these changes will not only simplify the process for participants but also ensure fairness and efficiency in managing registrations. Here's a breakdown:

  • Refund, Transfer, and Deferral Timeline: To facilitate smoother operations and better serve our participants, we've adjusted our policies regarding refunds, transfers, and deferrals for race registration and registration add-ons (campground, merchandise, etc.). Once an event enters it's Late Registration period*, approximately three months before the event date, we'll be unable to process refunds, transfers, or deferrals so as to properly prepare our event team and local partners in our race destinations. This includes transfers between participants as well. We appreciate your understanding and cooperation as we work to ensure the success of our events.
  • Processing Fees: Processing fees will continue to apply to all registrations. At the time of registration and whenever changes are made to your registration, a small nominal fee is applied. The registration platform receives this fee, while the rest of your registration costs go toward Vacation Races so that we can provide you with world-class event experiences.

*5/2/24 Updated to add the Late Registration period as a more precise date for refunds, deferrals, and transfers to close for each event.

Global Adventures Updates

  • Events Included: all Global Adventures trips
  • Updates effective:  Friday, April 5, 2024 

Updated Payments, Refunds, and Transfers

Our Global Adventures are world-class, multi-day vacations that give you a backstage pass to some of the most desirable destinations in the world. As part of our ongoing efforts to further enhance these trips, we're implementing updates to our policies that will better align with industry standards while ensuring the smooth operation of our trips. Here's what you need to know:

  • Deposit and Payment Schedule: To streamline the booking process and ensure the success of our Global Adventures, we will continue to require a minimum $500 deposit at the time of booking. Final payments are due 6 months before the event date, providing participants with ample time to plan and prepare for the adventure of a lifetime.
    Bookings made within 6 months or less from the start of the event will require full payment at the time of booking. These timing adjustments will ensure that our event directors and partners are prepared for the customers who will be joining us and allow them to focus on creating the best experience.
  • Refund Policy: Following the initial transaction, refunds will no longer be available. This adjustment will allow our customer service team to more accurately fulfill requests in a timely manner while ensuring the viability of our trips.
  • No Transfers or Deferrals Within Six Months: As part of our commitment to ensure the smooth operation of our Global Adventures, we will be unable to process event transfers or deferrals within six months of the event date. Additionally, we are unable to process transfers between participants within six months of the event date. This policy is designed to minimize disruptions and ensure the success of our trips for all involved.

Policy Update FAQ

general policy questions

I am already registered. Do these updates affect me?

Yes! To minimize confusion and to ensure a clean transition to the new policies, all updated policies are applicable to every registered participant once the policies take effect:

Global Adventures policy updates: Effective as of Friday, April 5, 2024

Domestic group event policy updates: Effective as of Friday, May 3, 2024

How can I request a refund?

Global Adventures refunds:
Reach out to to have a refund processed.

Domestic group event refunds: 
Before May 3, 2024 - You may process a refund in your account up until your event enters its Late Registration period. Check the price jumps info in the registration section of your event page.

May 3, 2024 and beyond - You may process a refund in your account up until 3 months before your event date.

I requested a refund. How will I receive it?

Payment completed in Runsignup:
You will receive your refund to the original form of payment less any fees. Once the refund is processed, you can expect to see it in your account in 3-5 business days.

Payment completed in Quickbooks (Global Adventures only): 
You will receive a refund in the form of a physical check, mailed to the shipping address on file. Once mailed, you will receive an email with tracking information. 

Can I have a refund? My registration was transferred from another event.

We do not offer refunds on previously transferred or deferred credits.

You are able to defer the credits again and apply them to other events on The Vacation Races Calendar.

Can I have a refund? My registration has a coupon applied.

You will receive a refund based on your payment contributions less any fees. If a volunteer coupon was applied we will reactivate the coupon and include it in your refund confirmation.

I want a refund but the card I used to pay has been canceled, now what?

If your card was canceled but your account number stayed the same, your refund will still be routed to your account. If your account number has changed, please contact customer service at for assistance.

I deferred my registration. What do I do next?

Credits will remain active with the original expiration dates. Credits can be drawn from to register for anay event with open registration on the Vacation Races calendar until the entire credit is used or expired.

To apply your credits, you will follow the instructions here

How can I find my voucher credits from a deferral?

You can locate your voucher credits by completing the steps here. If you are still not able to locate your credits, reach out to for assistance.

What if I can't use my voucher credit before the expiration date?

If for any reason you are unable to register for an event before your credit expires, you have the option to defer again by emailing Once you defer again, the expiration date will be extended by one year.

Please note that credits will be reduced by $20 to account for the deferral fee. 

gLOBAL ADVENTURES specific questions

I planned to transfer my registration when a new event opens up. What do I do next?

You can defer your credits by reaching out to to be provided a voucher credit code to be applied to your next registration. Based on our previous policy, you will have until December 31st of the year following your original trip.

How do I request a payment arrangement for my final balance?

We now collect the remaining balance due using the platform. Unfortunately, we are not able to accommodate payment arrangements at this time. 

How can I complete payment for my Global Adventure?

Payments are due 6 months before your Global Adventure trip date.

You can complete your payment by:

1. Login to
2. Select "Manage Registration" next to the race
3. Select "Add Ons" at the top of the page
4. Update the selection for "Do you want to pay the remaining balance today?"
5. Select "Continue" and complete payment.

What if I need to cancel due to extenuating circumstances?

We understand that unexpected events can happen leaving you unable to join us. We always suggest getting set up with travel insurance at the time of registration to ensure you are covered in case of an emergency.


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