Part 1: Liability Waiver & Release

Weekend in the Smokies: Assumption of Risk & Release of Liability

In consideration of being permitted to participate in the "Weekend in the Smokies" event (the "Event") organized by BLK Hiking Club from January 16-18, 2026, I, the undersigned, acknowledge and agree to the following:

  1. Assumption of Inherent Risks: I understand that participating in outdoor activities such as hiking, camping, and related events carries inherent risks. These risks include, but are not limited to: dangers posed by weather (cold, ice, snow, rain), terrain (steep or slippery trails), wildlife, falling objects, physical overexertion, and potential for personal injury, illness, property damage, or death. I acknowledge the risks of overnight stays, including activities around campfires and in communal lodging.

  2. Release and Waiver of Liability: I hereby release, waive, and discharge BLK Hiking Club, its organizers, volunteers, leaders, and agents (the "Released Parties") from any and all liability, claims, demands, or causes of action whatsoever arising out of or related to any loss, damage, or injury, including death, that may be sustained by me, or to any property belonging to me, while participating in the Event.

  3. Medical Treatment: I consent to receive medical treatment which may be deemed advisable in the event of injury, accident, and/or illness during this event. I understand that the Released Parties are not responsible for the costs of any medical treatment I may require.

  4. Physical Fitness: I affirm that I am physically fit and have not been advised to not participate by a qualified medical professional. I accept full responsibility for my own health, safety, and well-being.

  5. Photo & Video Release: I grant the Released Parties the right to use any photographs, videos, or other likenesses of me captured during the Event for promotional and marketing purposes without compensation.

  6. Personal Property: I understand that I am responsible for my own personal property and that the Released Parties are not liable for any lost, stolen, or damaged items.

Part 2: Event Terms & Conditions

  1. Code of Conduct: All attendees are expected to conduct themselves in a respectful, inclusive, and safe manner. Harassment, discrimination, and any form of disrespectful behavior will not be tolerated. All attendees must adhere to Leave No Trace principles and follow the instructions of event leaders.

  2. Right to Remove: BLK Hiking Club reserves the right to remove any attendee from the Event, without refund, if their behavior is deemed unsafe, disruptive, or in violation of this Code of Conduct.

  3. Itinerary Changes: The event itinerary is subject to change due to weather, trail conditions, or other unforeseen circumstances. The safety of our attendees is our top priority, and we will make decisions accordingly.

  4. Eligibility: All attendees must be 21 years of age or older to participate in this event.

Part 3: Cancellation & Refund Policy

We understand that plans can change. However, as a small organization, we have to make non-refundable financial commitments to our vendors far in advance. Therefore, our cancellation policy is as follows:

  • Full Refund Period: Cancellations received on or before October 17, 2025 (90 days prior) are eligible for a full refund, minus a 5% processing fee.

  • Partial Refund Period: Cancellations received between October 18, 2025, and December 17, 2025 (31-90 days prior) are eligible for a 50% refund.

  • No Refund Period: Cancellations received on or after December 18, 2025 (within 30 days of the event) are not eligible for a refund.

Spot Transfers: While we cannot offer refunds within 30 days of the event, you are welcome to sell or transfer your spot to another person. It is the attendee's responsibility to find a replacement and handle the financial exchange. Once found, you must simply notify the BLK Hiking Club organizers with the new attendee's name and contact information so we can update our records. This ensures your spot is filled and does not affect your roommates.

Event Cancellation by Organizer: In the unlikely event that BLK Hiking Club must cancel the "Weekend in the Smokies" due to extreme weather, park closures, or other unforeseen circumstances, all attendees will receive a full 100% refund.

Travel Insurance: We strongly recommend that all attendees purchase their own travel insurance to protect their investment from last-minute cancellations due to personal illness, travel delays, or other personal emergencies.