Late Cancellations - No Shows - Priority

Sole Mates has a very strict policy on Late Cancellations and No Shows. No exceptions are made.

The Sole Mates Hiking Group strives to organize a wide variety of venues without repeating a location excessively during the entire calendar year. Our venues are not on auto-repeat so each hike was organized with personal attention, researched by the volunteer organisers, posted on Meetup and WhatsApp groups were created to facilitate communication between participants. In short, a lot of work goes into delivering a new adventure every week and on each holiday.

Many of the venues Sole Mates books have limited permits. The venues are more exclusive and are not interested in a mass number of hikers. This means that there are only a limited number of spots available on many hikes so it is important that when a hiker signs up for a hike, they are committed to showing up at the trail.

When a participant signs up but cancels after the registration deadline it is considered a Late Cancellation, it is the same as not showing – they have prevented another hiker from taking a spot on the hike. When a participant does not show up, however, it is worse than a Late Cancellation because the organisers are left wondering if something has happened to the hiker en route to the trail.

We understand that circumstances do arise and that last minute cancellations are sometimes unavoidable. This is why we forgive a single late cancellations in a 2 months period. A single No Show, however, results in being black listed from hikes for the rest of that month as well as the 2 following months.

Policies
Late Arrivals
The African heat does not wait, so neither do we smile
The arrival time is shared via WhatsApp. We expect you to be there by that time. If you are late and we have already stopped taking registrations you will not get credit for the hike. But if we can confirm you were there, you will also not be penalised with a late cancellation or no show.

Single Late Cancellation
Members with a single Late Cancellation on their record will be forgiven. Late Cancellations are tracked for the rest of that month as well as the following month.

Multiple Late Cancellations
Members that have more than 1 Late Cancellations on record will be blacklisted from all complex hikes, they will be restricted to local hikes. If the member signs up for a complex hike, they will be automatically moved to the Not Going list. Late Cancellations are tracked for the rest of that month as well as the following month.

Single No Show
Members that do not show up for a hike will be blacklisted from signing up from hikes for the rest of that month and the following 2 months. If the member signs up for a hike, they will be automatically moved to the Not Going list.

Multiple No Shows
A no show stays on your record for 24 months. A second No Show will result in the same black listing as the first. A third No Show will result in removal from the Sole Mates Meetup group and a permanent blacklisting from all Sole Mates activities.

Guest Late Cancellations or No Shows
Please note, if you have guests that cancel or do not show, you will be marked with a Late Cancellation. Make sure your guest count is accurate and kept up to date. You are responsible for all of the spots you reserve for a hike.


Sole Mates reserves the right to adjust the above at any time as it deems necessary.