Refund Policy

Route 66 Relay Oklahoma City to Tulsa, Oklahoma · December 11–13, 2026

 

Effective Date: August 2, 2026 Last Updated: August 2, 2026

 

PLEASE READ THIS POLICY BEFORE YOU PAY.

 

This Refund Policy is part of the Terms and Conditions and is legally binding. By registering or paying any amount, you accept it in full.

 

Registration for this Event is a commitment. We incur permitting, insurance, traffic control, medical, staffing, timing, and production costs well in advance based on registration counts. The deadlines below are firm.

 

We strongly encourage every Participant to purchase travel insurance covering trip cancellation and interruption. We do not sell insurance and we are not an insurer.

 

1. ENTRY FEES AND DEPOSITS

Entry Type

Total Entry Fee

Deposit at Registration

Balance

Balance Due

Team (roster of 10)

$1,000.00 per Team ($100.00 per runner)

$250.00 per Team

$750.00

October 2, 2026

Individual runner (assigned to a Team)

$100.00 per runner

$30.00 per runner

$70.00

October 2, 2026

 

All amounts are in U.S. Dollars.

 

Your registration is not confirmed and no slot is held until the deposit is received in full.

 

2. THE THREE REFUND WINDOWS

Your refund entitlement is determined solely by the date on which we receive your written cancellation request at route66relayrace@gmail.com — not by the date you decided to cancel, not by the date of the event that caused you to cancel, and not by the postmark of any other communication.

🟢 WINDOW 1 — On or before September 4, 2026

FULL REFUND OF YOUR DEPOSIT

Cancel on or before 11:59 p.m. Central Time on Friday, September 4, 2026 and we will refund 100% of all amounts you have paid, including your full deposit.

 

• Team cancelling: full $250.00 deposit refunded (plus any balance already paid).

• Individual cancelling: full $30.00 deposit refunded (plus any balance already paid).

• Non-refundable in all cases: third-party payment processing fees, platform service fees, and any optional add-on purchases marked non-refundable at the time of sale.

 

🟡 WINDOW 2 — September 5, 2026 through October 30, 2026

50% REFUND OF TOTAL AMOUNTS PAID

Cancel between September 5, 2026 and 11:59 p.m. Central Time on Friday, October 30, 2026 and we will refund fifty percent (50%) of the total amount you have paid to date. The remaining fifty percent (50%) is retained by the Organizer as liquidated damages for costs already incurred in reliance on your registration.

 

Worked examples:

 

Scenario

Paid to date

Refund

Retained

Team cancels Sept 20 (deposit only paid)

$250.00

$125.00

$125.00

Team cancels Oct 15 (paid in full)

$1,000.00

$500.00

$500.00

Individual cancels Sept 20 (deposit only paid)

$30.00

$15.00

$15.00

Individual cancels Oct 15 (paid in full)

$100.00

$50.00

$50.00

 

Important: cancelling in Window 2 does not relieve you of the October 2, 2026 balance obligation up to the moment you cancel. If you cancel after October 2 having failed to pay the balance, Section 3 applies and no refund is due.

 

🔴 WINDOW 3 — After October 30, 2026

NO REFUNDS. NONE. NO EXCEPTIONS.

All entry fees, deposits, and balances become fully non-refundable and non-transferable at 11:59 p.m. Central Time on Friday, October 30, 2026.

 

After that date and time, no refund, credit, deferral, rollover, or transfer will be issued for any reason whatsoever, including — without limitation:

 

• injury, illness, surgery, or medical condition of any kind, whether or not related to training;

• pregnancy;

• death or illness in the family;

• family, personal, or business emergency;

• job loss, job change, work conflict, or inability to obtain time off;

• military deployment or reassignment;

• travel disruption, flight cancellation, missed connection, road closure, or vehicle breakdown;

• weather, at the Event or at your point of origin;

• visa, passport, or immigration issues;

• inability to field a full Team, or teammates dropping out;

• failure to receive Event communications;

• failure to appear, late arrival, or missing the start;

• disqualification, expulsion, or removal from the course;

• dissatisfaction with the course, weather, conditions, results, amenities, or any aspect of the Event;

• change of mind.

 

This policy is in effect regardless of the circumstances. Please plan accordingly and purchase travel insurance.

 

3. BALANCE DUE — OCTOBER 2, 2026

The full balance of your entry fee must be received on or before 11:59 p.m. Central Time on Friday, October 2, 2026.

 

If the balance is not received by that deadline, the Organizer may, in its sole discretion and without further notice:

 

• (a) cancel the registration;

• (b) release the Team slot or roster position to another Participant or Team; and

• (c) retain the deposit in full as liquidated damages.

 

You acknowledge that the retained deposit is a reasonable pre-estimate of the Organizer's costs incurred in reliance on your registration — including permitting, insurance, course planning, medical and traffic-control staffing commitments, and lost opportunity to sell the slot — and is not a penalty.

 

A registration cancelled for non-payment is not eligible for any refund, including under Window 2, and is not eligible for reinstatement except at the Organizer's sole discretion and subject to availability and any then-current pricing.

 

4. TRANSFERS

4.1 No automatic right of transfer

Entries, bibs, timing devices, and roster positions are personal and are not transferable as of right. All transfers require the Organizer's prior written approval and are granted or denied at the Organizer's sole discretion.

4.2 Roster substitutions within a Team (no fee)

A Team captain may substitute runners on the Team roster at no charge until 11:59 p.m. Central Time on the Sunday immediately preceding the Event, provided that:

 

• the incoming runner is at least 18 years of age;

• the incoming runner personally accepts the Terms and Conditions in their own name before taking part; and

• the Team roster does not exceed ten (10) runners.

 

After that deadline, roster additions may be made at check-in subject to a $25.00 per-runner administrative fee, at the Organizer's discretion and subject to operational feasibility.

 

Roster substitution is not a refund mechanism. The Team's entry fee remains payable in full and no money moves between the outgoing and incoming runner — any settlement between them is a private matter in which the Organizer takes no part.

4.3 Team-to-team captain transfer

In genuine emergency circumstances, a Team captain may request to transfer the entire Team entry to a new captain. Such a request must be submitted in writing, is subject to the Organizer's written approval, and is available only before October 30, 2026.

4.4 Individual-to-individual transfer

Requests to transfer an individual entry to a named replacement runner must be submitted in writing before October 30, 2026, are subject to the Organizer's written approval, and carry a $25.00 administrative transfer fee. The replacement runner must satisfy all eligibility requirements and must personally accept the Terms and Conditions.

4.5 No transfer to a future event

Entries are not deferrable or transferable to any future edition of the Event or to any other event.

4.6 Unauthorized transfer

Any person who participates under a bib not issued to them, and the Participant who permitted it, will both be disqualified, removed from the course, and permanently banned from future Events, without refund. Unauthorized bib use voids all timing results and any medical or insurance coverage that might otherwise apply.

 

5. EXCEPTION REQUESTS

5.1 Any request for an exception to this Refund Policy — including any request for a refund outside the applicable window, a deferral, a credit, or a transfer not expressly permitted above — must be submitted individually and in writing to route66relayrace@gmail.com.

 

5.2 Each request must include:

 

• the Participant's full name and the Team name;

• the registration confirmation number and date of registration;

• a clear statement of the relief requested;

• a full explanation of the circumstances; and

• any supporting documentation the Participant wishes to be considered.

 

5.3 Every exception request is reviewed individually and is subject to approval or denial at the Organizer's sole and absolute discretion.

 

5.4 The Organizer is under no obligation to grant any exception. No exception is available as of right. The grant of an exception in one case does not create a precedent, a course of dealing, an expectation, or any entitlement in any other case, and does not waive or modify this Policy in any respect.

 

5.5 The Organizer's decision on any exception request is final and not subject to appeal.

 

5.6 Please allow up to fourteen (14) business days for a response. Requests submitted within seven (7) days of the Event may not be reviewed before the Event.

 

6. EVENT CANCELLATION, POSTPONEMENT, OR MODIFICATION BY THE ORGANIZER

6.1 The Organizer's rights. As set out in Section 14 of the Terms and Conditions, the Organizer reserves the absolute right to cancel, postpone, reschedule, shorten, reroute, relocate, suspend, or otherwise modify the Event, in whole or in part, at any time and for any reason.

 

6.2 Force majeure — no refund. If the Event is cancelled, postponed, shortened, rerouted, relocated, suspended, or converted to a modified or virtual format due to any force majeure event, entry fees are NON-REFUNDABLE. Force majeure events include, without limitation: severe or extreme weather, including ice, sleet, snow, freezing rain, dangerous wind chill, flooding, thunderstorms, and tornado or severe-storm warnings; wildfire; poor air quality; act of God; epidemic, pandemic, quarantine, public health emergency or order; war, terrorism, civil unrest, or credible threat; loss, denial, or revocation of any permit or of law-enforcement or traffic-control support; road or bridge closure or action by ODOT, any county, or any municipality; withdrawal of a landowner's permission; loss of a venue or exchange zone; unavailability of medical or EMS support; act or order of any governmental authority; and any other cause beyond the Organizer's reasonable control.

 

6.3 Discretionary alternatives. In a force majeure cancellation the Organizer may, entirely at its own discretion and without obligation, offer a partial refund, a credit toward a future edition, a deferral, or conversion to a modified or virtual format. Any such offer is a gesture of goodwill, not an entitlement, and the Organizer's election of one alternative for some Participants does not obligate it to offer the same to others.

 

6.4 Course changes are not grounds for refund. A change to the course, route, distance, leg assignments, start time, exchange zones, cut-off times, amenities, merchandise, or any other aspect of the Event does not entitle any Participant to a refund, credit, or transfer.

 

6.5 Your expenses are yours. The Organizer has NO obligation and NO liability to you for any expense you incur in connection with the Event, whether or not it takes place — including airfare, hotel, lodging, van or vehicle rental, fuel, tolls, meals, gear, equipment, apparel, training costs, childcare, lost wages, or time off work. This is why we strongly encourage travel insurance.

 

7. NO REFUND ON REMOVAL, WITHDRAWAL, OR NON-COMPLETION

No refund, credit, deferral, or transfer of any kind will be issued where a Participant or Team:

 

• is disqualified for any reason;

• is expelled or removed from the course, including for a Code of Conduct violation, three safety violations, or a single serious violation;

• is removed for safety reasons at the Organizer's discretion, with or without any rule violation;

• withdraws before or during the Event;

• fails to start, arrives late, or misses the assigned start time;

• fails to finish or misses a published cut-off time;

• is unable to field the minimum roster of eight (8) runners;

• fails to comply with mandatory night-visibility gear, vehicle, or driver requirements; or

• is found to have provided false or misleading registration information.

 

8. HOW TO REQUEST A REFUND

8.1 All cancellation and refund requests must be submitted in writing by email to:

route66relayrace@gmail.com

8.2 Please include in the subject line: "REFUND REQUEST — [Team Name] — [Participant Name]"

 

8.3 Include in the body: full name, Team name, registration confirmation number, date of registration, amount paid, and the reason for cancellation.

 

8.4 The effective date of your request is the date and time we receive your email, as recorded by our email system. Requests received after 11:59 p.m. Central Time on a deadline date fall into the next window. We are not responsible for emails that are undelivered, delayed, filtered, or misaddressed. If you do not receive an acknowledgment within five (5) business days, assume we did not receive it and resend.

 

8.5 Refund requests submitted by telephone, social media direct message, comment, in person, or through any channel other than the email address above are not valid and will not be processed.

 

9. HOW REFUNDS ARE PROCESSED

9.1 Approved refunds are issued to the original method of payment only. We cannot refund to a different card, account, or person.

 

9.2 Please allow fourteen (14) to thirty (30) business days from approval for the refund to appear. Timing after we release the refund is controlled by your payment processor and your bank, not by us.

 

9.3 Third-party payment processing fees, platform service fees, and transaction fees are non-refundable in every circumstance, including full-refund cancellations in Window 1. These fees are retained by the payment processor and are not ours to return.

 

9.4 Any optional add-on purchase — merchandise, apparel, extra meals, parking passes, photo packages, or similar — is non-refundable once ordered unless expressly stated otherwise at the point of sale.

 

9.5 Refunds are calculated on amounts actually received by the Organizer. Discounts, promotional codes, comped entries, and sponsor entries have no cash value and are not refundable.

 

10. CHARGEBACKS AND PAYMENT DISPUTES

10.1 If you dispute a charge, contact us first at route66relayrace@gmail.com. We will respond to every good-faith inquiry.

 

10.2 You agree not to initiate a chargeback, payment dispute, or reversal for any amount properly charged under this Policy. Initiating a chargeback in circumstances where no refund is due under this Policy is a breach of the Terms and Conditions.

 

10.3 If you initiate an improper chargeback, the Organizer may: cancel your registration and that of your Team without refund; disqualify you and permanently ban you from future Events; contest the dispute with this Policy and your recorded acceptance of it as evidence; and recover from you all chargeback fees, administrative costs, collection costs, and reasonable attorneys' fees incurred as a result.

 

11. RELATIONSHIP TO THE TERMS AND CONDITIONS

11.1 This Refund Policy forms part of, and is incorporated into, the Terms and Conditions. Terms defined there have the same meaning here.

 

11.2 This Policy is governed by the laws of the State of Oklahoma and is subject to the dispute resolution, arbitration, class action waiver, jury waiver, and limitation of liability provisions in Section 17 and Section 16 of the Terms and Conditions.

 

11.3 The Organizer may amend this Policy at any time by posting a revised version at route66relayrace.com/refund-policy. The version in effect on the date of your registration governs your registration, except where an amendment is more favorable to you or is required by law.

 

11.4 If any provision of this Policy is held unenforceable, it shall be reformed to the maximum extent enforceable and the remainder shall continue in full force.

 

12. SUMMARY — THE DATES THAT MATTER

Date

What happens

September 4, 2026 — 11:59 p.m. CT

Last day for a FULL refund of your deposit.

October 2, 2026 — 11:59 p.m. CT

Full balance due. Non-payment forfeits your deposit and releases your slot.

October 30, 2026 — 11:59 p.m. CT

Last day for a 50% refund. Also the last day for approved transfers.

After October 30, 2026

No refunds. No credits. No deferrals. No exceptions.

December 11–13, 2026

Race weekend.

 

All deadlines are 11:59 p.m. Central Time on the date stated.

 

13. CONTACT

Route 66 Relay Operated by Flight Effect, a California limited liability company Refunds, transfers, and exception requests: route66relayrace@gmail.com Web: route66relayrace.com

 

© 2026 Flight Effect. All rights reserved.