Cancellation Policy

Last Updated: April 2026

Overview

This Cancellation Policy outlines the terms and conditions for cancellations of events, competitions, entries, and registrations within the FEDSA Dance Sport Registration System ("the System").

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Competition Cancellations

Cancellation by FEDSA

#### Notification Timeline
If FEDSA decides to cancel a competition, all registered participants and spectators will be notified within 48 hours of the decision.

#### Automatic Refunds

  • • Full Refunds: All entry fees, ticket purchases, and related charges will be automatically refunded

  • • Processing Time: Refunds will be processed within 7 business days

  • • No Action Required: Refunds are automatic; no cancellation request is needed

    • #### Communication
    Cancellation notices will be sent via:

  • • Email to all registered participants

  • • SMS to registered phone numbers

  • • Notice on the System dashboard

  • • Social media announcements (if applicable)

    • Cancellation by External Factors

    FEDSA may cancel competitions due to circumstances beyond our control:

  • • Venue Issues: Unavailability of the venue

  • • Weather Conditions: Severe weather making participation unsafe

  • • Health Risks: Pandemics, epidemics, or health advisories

  • • Government Regulations: Lockdowns, restrictions, or prohibitions

  • • Force Majeure: War, civil unrest, natural disasters

    • In such cases, the standard cancellation policy applies (full refunds within 7 business days).

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    Studio/Participant Cancellations

    Entry Withdrawal Deadlines

    #### Competition Entries

  • • 30+ days before competition: Full refund available (see Refund Policy)

  • • 14-29 days before competition: 50% refund available

  • • Less than 14 days before competition: No refund

    • #### Spectator Tickets

  • • 7+ days before event: Full refund available

  • • 3-6 days before event: 50% refund available

  • • Less than 3 days before event: No refund

    • Late Cancellation Penalties

    Late cancellations (within the no-refund period) may incur:

  • • Forfeiture of entry fees: No refund of registration fees

  • • Future Restrictions: Repeated late cancellations may affect future registration eligibility

  • • Studio Impact: Clubheads may be notified of late cancellations by their dancers

    • How to Cancel Your Entry

    1. Log In: Access your account on the System
    2. Navigate to Entries: Go to "Competition Entries"
    3. Select Entry: Choose the entry you wish to cancel
    4. Request Cancellation: Click "Request Cancellation" and provide a reason
    5. Confirmation: You will receive email confirmation of the cancellation

    Note: Cancellations are not automatically processed. They are reviewed and may be subject to approval.

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    Partial Cancellations

    Individual Dancer Withdrawal

    When one dancer withdraws from a partnership:

  • • Partnership Dissolution: The partnership is marked as dissolved

  • • Refund Eligibility: The withdrawing dancer may be eligible for a refund (per Refund Policy)

  • • Partner Impact: The remaining dancer may need to find a new partner

  • • Entry Status: The entry may be withdrawn entirely if no replacement partner is found

    • Event Category Withdrawal

    If a dancer/partnership wishes to withdraw from specific events only:

  • • Partial Refund: Refunds are calculated based on the events being withdrawn

  • • Remaining Events: Participation in other events continues as normal

  • • Administrative Fee: A R50 administrative fee may apply for partial withdrawals

    • Multiple Entry Cancellations

    For studios with multiple dancer entries:

  • • Bulk Cancellation: Contact FEDSA administration directly for bulk cancellations

  • • Documentation: Written explanation for bulk cancellations may be required

  • • Refund Processing: Bulk refunds may take longer to process (up to 21 business days)

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    Spectator Ticket Cancellations

    Ticket Refund Policy

    See the Refund Policy for detailed refund eligibility based on timing.

    Ticket Transfers


  • • Non-Transferable: Tickets are non-transferable unless approved by FEDSA

  • • Name Changes: Name changes on tickets may incur a R25 administrative fee

  • • Resale: Resale of tickets is not permitted through the System

    • Event Attendance


  • • No Shows: Failure to attend an event does not entitle the ticket holder to a refund

  • • Late Arrival: No refund for late arrival or early departure

  • • Weather: Events proceed rain or shine unless cancelled by FEDSA

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    Rescheduled Events

    Event Date Changes

    When an event is rescheduled (postponed):

  • • Option 1: Keep your entry/ticket for the new date (no action required)

  • • Option 2: Request a refund based on the original event date

  • • Notification: Participants will be notified of the new date at least 7 days in advance

    • Refund Eligibility for Rescheduled Events

    If you cannot attend the rescheduled date:

  • • Refund eligibility is based on the original event date

  • • Standard refund policy timelines apply

  • • Refund requests must be submitted within 7 days of notification of rescheduling

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    No-Show Policy

    Competition Participants


  • • No Refund: No refund for participants who do not attend ("no-show")

  • • Forfeiture: Entry fees are forfeited

  • • Impact: Repeated no-shows may affect future registration eligibility

    • Spectators


  • • No Refund: No refund for spectators who do not attend

  • • Ticket Validity: Tickets are only valid for the specific event/date

  • • Reissuance: Tickets cannot be reissued for future events

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    Cancellation Due to Misconduct

    FEDSA reserves the right to cancel entries and registrations due to:

  • • Code of Conduct Violations: Behaviour that violates the FEDSA Code of Conduct

  • • Disqualification: Disqualification from competition by officials or adjudicators

  • • Fraud: Submission of false information or documentation

  • • Non-Payment: Failure to pay required fees

    • In such cases:

  • • No Refund: No refund of entry fees or related charges

  • • Notification: The affected party will be notified in writing

  • • Appeals: A formal appeals process may be available

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    Medical Cancellations

    Short-Notice Medical Cancellations

    Dancers unable to compete due to medical reasons:

  • • Documentation Required: Valid medical certificate or doctor's letter

  • • Full Refund: May be available regardless of timing (subject to approval)

  • • Submission: Medical documentation must be submitted within 7 days of the medical event

    • Chronic Conditions


  • • Pre-existing Conditions: Not eligible for short-notice refunds

  • • Recurring Injuries: May require prior disclosure during registration

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    Cancellation Communication

    Required Information

    All cancellation requests must include:

  • • Invoice/Entry Number

  • • Competition/Event Name

  • • Name of Registered Participant(s)

  • • Reason for Cancellation

  • • Supporting Documentation (if applicable)

    • Cancellation Channels

    1. Online System: Submit cancellation through your account dashboard
    2. Email: Send to cancellations@danceinsportsa.co.za
    3. Phone: Call +27 67 996 3631 during office hours (8:00 - 16:00 SAST)

    Confirmation


    All cancellations will be confirmed via email within 48 hours of submission. If you do not receive confirmation, please follow up.

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    Contact Information

    For cancellation-related queries:

  • • Email: cancellations@danceinsportsa.co.za

  • • Phone: +27 67 996 3631

  • • Address: Suite 246, P/Bag X0001, Ballito, 4420

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    Policy Updates

    This Cancellation Policy is subject to change at any time. Changes will be:

  • • Posted on this page

  • • Effective immediately upon posting

  • • Communicated via email for significant policy changes

    • Please review this policy periodically for updates.

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    Federation of Dance Sport South Africa
    A subsidiary of Flokraft Ultimate DanceSport System

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    Last Updated: April 2026 | Federation of Dance Sport South Africa