Booking Payment and Cancellations Policy (2026)

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 released one week in advance.
  • 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.
  • 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.

Payments

  • Payment must be made by bank transfer to the Club’s account at the time of booking.
  • Include your name and session date in the payment reference so the Treasurer can match your payment to the correct session (e.g. J Smith 14 Mar).
  • If a payment for a session cannot be identified in the club bank account by close of play on the day after booking the session, then you will be removed from the attendee list for the session (even if there is no waiting list). You may add yourself back to the session if space is available, but you must pay at the time of re-booking or you will be removed again.

Cancellations

  • Decline the event in Spond, including a reason for your cancellation.
  • Cancellations made more than 24 hours before a session are eligible for a credit toward a future session.
  • Cancellations made less than 24 hours before a session are not eligible for a credit, except under mitigating circumstances approved by the Committee.
  • A credit will not be given unless a request, by Spond message, is made to the Treasurer more than 24 hours before the session starts.
  • To request a credit, message the Treasurer in Spond at the time of cancellation. Credits will not be applied retrospectively.
  • To redeem a credit, message the Treasurer in Spond specifying the session you wish to applied it to.  Credits will only be applied upon request.
  • Credits are non-transferable between members.
  • Persistent late cancellations or no-shows may result in disciplinary action.