<b>WITHDRAWALS & REFUNDS<b/>
Please read this policy carefully before registering.
Life happens. We get it.
But late withdrawals affect more than just one player. There's the doubles partner left without a teammate, the player on the waitlist who missed their chance, and the club that's already committed courts, medals and resources.
That's why we have a clear withdrawal policy. Same rules for everyone, with room for compassion when circumstances genuinely warrant it.
<i>1. Withdrawals before registration closes<i/>
Players who withdraw before the official registration closing date will receive a refund of their registration and event fees, less a 10% administration fee.
<i>2. Withdrawals after registration closes<i/>
Once registration closes, registration and event fees are non-refundable for player-initiated withdrawals, regardless of the reason for withdrawal.
Exceptions may apply where:
- The withdrawing player arranges an eligible replacement who has been approved and has paid the applicable entry fees.
- Central Highlands Pickleball Club grants special consideration for extenuating circumstances.
All requests for special consideration and refund decisions are managed solely by Central Highlands Pickleball Club or the Tournament Director.
<i>3. Replacement players<i/>
Players withdrawing after registration closes are responsible for sourcing their own replacement.
All replacements must:
- Meet the original division's age, gender, DUPR and other eligibility requirements.
- Compete in the same division as the withdrawing player.
- Be approved by tournament organisers before the replacement is confirmed.
- Register and pay their applicable fees independently. Registration fees and credits cannot be transferred between players.
If the replacement is not already registered for the tournament: They must pay the applicable Fashionably Late registration fee plus the event fee.
If the replacement is already registered for the tournament: They pay only the additional event fee.
Once the replacement has registered, paid and been approved:
- The withdrawing player may receive a refund of the affected event fee, less 10%.
If the withdrawing player is leaving the tournament entirely and the replacement has paid a new tournament registration fee, the original registration fee may also be refunded, less 10%.
If the replacement was already registered, the withdrawing player's original tournament registration fee is not refundable.
Refunds are calculated using the withdrawing player's original fees, not the replacement's fees.
No refund will be processed until the replacement's registration and payment have been confirmed.
<i>4. Extenuating circumstances<i/>
Central Highlands Pickleball Club recognises that serious, unforeseen circumstances may prevent a player from participating.
Requests for special consideration may include serious medical emergencies, hospitalisation, bereavement, critical family emergencies or other extraordinary circumstances.
All requests for special consideration are assessed solely at the discretion of Central Highlands Pickleball Club, subject to applicable consumer rights.
Medical certificates are not routinely required. The club may request reasonable supporting information where necessary.
The club may approve a full refund, partial refund or another appropriate arrangement on a case-by-case basis.
<i>5. DUPR eligibility and division changes<i/>
Player eligibility will be assessed using DUPR ratings at the official close of registration. For doubles, the higher-rated partner determines division eligibility.
Players whose ratings change before registration closes may be required to enter an eligible division.
A player who chooses to withdraw rather than compete in an eligible division will be subject to the standard withdrawal and refund conditions.
Where the organisers cancel an event or make a material change to a division, the club will determine the appropriate remedy in accordance with applicable consumer rights.
<i>6. Event cancellation<i/>
If the entire tournament is cancelled before commencement, registration and event fees will be refunded in full.
If an individual event is cancelled before commencement, the affected event fee will be refunded in full.
Where an event is interrupted, abandoned or materially changed after commencement, refunds or other remedies will be assessed according to the circumstances and applicable consumer rights.
<i>7. Refund requests and administration<i/>
All withdrawal and refund requests must be submitted in writing through the "Contact Tournament" button through PT. The date and time the request is received will determine whether it falls before or after registration closes.
Central Highlands Pickleball Club is responsible for all refund decisions, approvals, processing and disputes.
