Booking Payment and Cancellations Policy

Introduction

This policy outlines the procedures for booking sessions, making payments, and managing cancellations at East Lothian Pickleball Club. It is designed to ensure fairness, clarity, and smooth operation of all club activities. By making a booking, members agree to adhere to the terms set out below.

Bookings

• All bookings are made through Spond. Sessions are usually released one week in advance. Payment is made through Spond at the time of booking.
• Payment consists of the ELPC session fee and a non-refundable Spond administration charge.
• As of 1st June 2026 the Spond administration charge is 2.5% of ELPC session fee + 20p.
• If a session is full, join the waiting list. Places will be offered to those on the list in order of sign-up.
• Enable Spond notifications to stay informed of posts, messages, and invites.

Waiting List

• Respond promptly when offered a place; otherwise, it will be passed to the next person on the list.
• Payment is made through Spond at the time of accepting a waiting list place.
• Decline sessions you no longer wish to attend or if you would be unable to attend if offered a place from the waiting list.
• Members who are offered a place from the waiting list are expected to accept.

Cancellations

• Decline the event in Spond, as soon as you know you cannot attend a session.
• If cancelling on the day of the session, you must use the “Send a message to the host” option on the event to notify them. Failure to do so will result in being recorded as a no-show.
• Cancellations made more than 48 hours before a session start time are eligible for a refund of the ELPC session fee.
• Cancellations made less than 48 hours before a session are not eligible for a refund, except in mitigating circumstances approved by the Committee.
• Refunds will be made for any sessions cancelled by the club.
• Persistent late cancellations or no-shows at sessions will result in disciplinary action.

Refunds

• To request a refund, complete the form on the club website at elpc.org.uk/refunds at the time of cancellation. Select the date and time of the session and give a reason for the request.
• Refunds will be made to your bank account. For the first refund please include your bank details so the club can set up a payment. Refunds will not be applied retrospectively.
• A refund will only be issued if the request is submitted before the session start time.
• It may take up to 5 days for the refund to reach the bank account.
• We reserve the right to remove the ability to request refunds for those who persistently cancel.