AAW Policy Guide - Reference
Individuals have different deposit requirements than organizations/partners reserving equipment so please review.
Reservations - All reservation deposits are sent into AAW directly via Debit, Credit, PayPal
No Cash or Checks. Venmo is used only for NON-Refundable deposits and donations. (AAW’s username is @AccessAbilityWI).
Reservation Request | Description of Status |
Tentative | An individual or organization has submitted a reservation request to any location. The deposit must be received within 7 calendar days. Only ONE reservation request can be in “Tentative” status per client. |
Reserved | The client has provided the deposit but all required documents* have not been submitted to the proper host location and/or AAW office. |
see | The client has completed the reservation by supplying the deposit and required documents to the proper host location and/or AAW office. |
Canceled | All client cancellation requests for any “Reserved” or “Confirmed” reservations must be communicated to the appropriate host location and/or AAW office within 5 days before the reservation checkout date for the deposit to be returned by mail to the address on the reservation.
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Expedited Requests: Any reservation requests in which checkout is within seven days or sooner will be charged a $10 processing fee.
Example: Today is 1/2/2022 and the request is for 1/5/2022. This request is not within the seven day minimum.
Cancellations:
Individuals: For any reservations that are canceled within 10-days, deposits reservations are non-refundable.
Example: The cancellation was communicated on 12/15/2023 and the reservation checkout date is for 12/18/2023. The cancellation is not within the 10-day minimum. The deposit is kept.
Organizations: For any reservations that are canceled within 21-days, reservation deposits are non-refundable.
Late for Check-in: The deposit is forfeited and an additional $50 late fee per chair may be charged. In the event you cancel or change your reservation, $25 may be kept for processing your reservation change.
Surveys are required for all AAW Outdoor Wheelchair usage and awareness.
Survey results are used to report back to our grantors. Grantors and sponsors want to see your stories and return on investment. This is the way AAW is awarded grants and is able to make this valuable resource available at no cost. Please turn in your surveys and pictures/videos!
Survey Clause | Description of Clause |
At Check-In | A client submitting a completed survey (online or paper form) after equipment usage and/or at check-in, the deposit will be processed per client request either donated back to AAW or returned by mail to the address on the reservation. |
Within 3 days | A client submits a completed online survey within 3 days of check-in, the deposit will be processed per client's request either donated back to AAW or returned by mail to the address on the reservation. |
4 days+ | The client has chosen not to complete an AAW survey within 3 days and has chosen to transfer the reservation deposit to the “AAW General Purpose” fund. Note: Surveys are always welcomed as this is a requirement from our grantors since AAW is a nonprofit organization. |
Organizations / Partners
We encourage partnering on marketing materials. Surveys are required for all individual use and for events. (See Organizations / Partners - AAW Policies.)
Reservation Requests | Description |
Nonprofits without Event or Activity Fees | Access Ability WI is a non-profit providing equipment that exceeds $26,500 per chair/trailer. Reservation requests require a sponsorship event deposit of $500 per outdoor wheelchair when YOU are picking up the AAW equipment/trailer(s) and no AAW staffing resources are required. It is $1000 for each event trailer, $750 for each mid-size trailer and $500 for a single trailer. A deposit is required.[1] We hope that your organization realizes that the value of our partnership far exceeds this. It is required that usage is FREE for individuals. Please review our policies for all profit and non-profit organizations. |
Nonprofit with Event Fees or Fundraising Events | A non-refundable deposit per chair is required by the organization. As AAW is a nonprofit, users cannot be charged and the organization’s deposit is non-refundable and will be transferred to “AAW General Purpose” fund. We hope that the value of increasing access to your community far outweighs the minimum deposit. |
ALL For-profits/Companies | Please reach out for pricing. A deposit per chair and trailer are required for each event from the organization or business. As AAW is a non-profit, users cannot be charged and the organization’s deposit is non-refundable and will be transferred to “AAW General Purpose” fund. |
This is an infographic example that can be modified by AAW to include in marketing materials.
Surveys are required for all organizational use and events including hosts.
Survey results are used to report back to our grantors. Grantors and sponsors want to see your stories and return on investment. This is the way AAW is awarded grants and is able to make this valuable resource available at no cost. Please turn in your surveys and pictures/videos!
Survey Clause | Description of Clause |
At Check-In | A client submitting a completed survey (online or paper form) after equipment usage and/or at check-in, the deposit will be processed per client request either donated back to AAW or returned by mail to the address on the reservation. |
Within 3 days | A client submitting a completed online survey within 3 days of check-in, the deposit will be processed per client request either donated back to AAW or returned by mail to the address on the reservation. |
4 days+ | The client has chosen not to complete an AAW survey within 3 days and has chosen to transfer the reservation deposit to the “AAW General Purpose” fund. Note: Surveys are always welcomed as this is a requirement from our grantors since AAW is a nonprofit organization. |
Ways to support “Outdoors Access 4 All!”™
Access Ability WI - Give
These policies can change at Access Ability Wisconsin’s discretion at any time, without notice.
www.AccessAbilityWI.org October 1 2024 -
[1] A $500 deposit is required for organizations. The organization must contact AAW to discuss equipment resources, marketing, mileage, and staffing resources prior to your reservation.