Cancellations and Refunds

Please read our non-negotiable Cancellation / Refund Policy carefully.

  • Prior to November 30, 2025 (11:59 pm central time):  Any team which has registered and made payment to the tournament will be entitled to a full refund minus a $100 per team cancellation fee. See cancellation process below.
  • After December 1, 2025 (12:01 am central time), but prior to December 14, 2025 (11:59pm central time):  Any team which has registered and made payment to the tournament will be entitled to a 50% refund. See cancellation process below.
  • After December 15, 2025 (12:01 am central time), if any team that is not on a wait list decides to drop out for any reason, the team will forfeit the entire entry fee regardless of whether the drop happens before or after the official entry deadline date and regardless of your hotel status with THS.  This includes all drops that may pertain to acts or threats of war, acts or threats of terrorism, a health risk alert, or weather conditions. See cancellation process below.
  • A team which enters the tournament then cancels from the tournament and is found to have entered another event which runs over any of the same dates, will receive no refund.

Cancellation Process: 

  • Login into your club VBSchedule account
    • Click on “My Clubs” in the menu on the left
    • Click on “Teams”
    • Click on “Dashboard” in the menu on the top
    • Find the team you want to cancel from the event
    • Click on the drop arrow next to the current entry status
    • In the team box revealed, choose “Request Cancellation” in red lettering

Northern Lights will respond within 48 hours to your cancellation request.

All requests for refund may take up to 45 days to be processed.

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Denied Entry/Wait Lists

If a team is denied entry into the Northern Lights Qualifier, the team may:

  • Elect to cancel its application and receive a full refund of its entry fee or
  • Elect to go onto a wait list.  To be put on a wait list, the entry requirements of registration, payment and hotel requirements must have been met.

A team on a wait list may drop out and obtain a full refund of its entry fee as long as we have not yet accepted the team into the tournament from the wait list.  To do this, a team on a wait list must have notified us in writing (in other words, an e-mail) of their desire to drop before they receive notification of being accepted from the wait list.

Stay and Play Compliance

A team that previously met the Stay and Play requirements and was accepted, but then fell out of compliance with the Stay and Play housing requirements and was  removed from the event will not be eligible for any refund even if they subsequently met the Stay and Play housing requirements but were not re-accepted due to the event or division being full.  In general, any attempt to bypass or use the Stay and Play housing requirements and/or wait list to obtain a refund will not be honored.

Tournament Cancellation

If the tournament is cancelled or interrupted due to weather, acts or threats of war, acts or threats of terrorism or a health risk alert, event entry refunds will be made to individuals or teams on a prorated basis once all Northern Lights out-of-pocket expenditures for the cancelled or interrupted event have been settled from such a fee.

Entry fees are non-transferable to another team, even from the same club.

Some divisions may fill before the deadline.