Westhampton Beach Tennis and Sport Cancellation & No Show Policy

WHBTS is committed to high level customer service and programming. To that end, the following policies are in place to ensure quality staffing and programming for all members and guests.

1. Cancellation Procedure

  • To cancel a court reservation, lesson, clinic, junior development program or any other event, please contact us via phone at 631-288-6060 or cancel yourself through the Court Reserve App. Cancellations are only confirmed when you receive a confirmation email or text from the club.

2. Court Reservation Cancellations

  • 24-Hour Cancellation Policy: Court reservations (tennis, padel and pickleball) must be canceled at least 24 hours before the scheduled time. Failure to do so will result in a 100% charge of the court fee.
  • No-Show Policy: If you do not show up for your reservation without prior notice, a full charge of the court fee will be applied.
  • Weather-Related Cancellations: In the event of inclement weather, where the club determines conditions are unsafe, cancellations made by the club or member will not incur a fee. Please contact the front desk for confirmation.

3. Lesson and Clinic Cancellations

  • 24-Hour Cancellation Policy: Cancellations for private lessons and clinics must be made at least 24 hours in advance. Any cancellations after this window will result in a 100% charge of the lesson or clinic fee.
  • No-Show Policy: If you do not show up for your reservation without prior notice, it will result in a 100% charge of the lesson or clinic fee.

4. Summer Membership and Event Cancellations

  • Summer Membership Cancellation: Memberships are eligible for a refund if requested by May 15th for tennis and April 1st for pickleball. After these dates, refunds will no longer be available.
  • Events & Tournaments: For any special events, programs, or tournaments, cancellations must be made 48 hours in advance for a refund.

5. Junior Development Program Cancellations

  • Fixed Schedule: The Junior Development Program operates on a fixed schedule, with dates and times set in advance for the duration of the program. Due to this structure, if your child is unable to attend any of the scheduled sessions, we do not offer refunds or make-up classes for missed dates.
    • No Refunds for Missed Classes: Please plan accordingly, as there are no refunds or credits for any classes missed during the session, regardless of the reason for absence.
  • Non-Refundable After First Week: The group program is non-refundable after the first week’s session. If you choose to withdraw your child from the program, you must notify us before the first session to receive a refund. After the first week, no refunds or credits will be issued for any reason.

6. Tennis Game Arranging Cancellations

  • Members:
    • Late Cancellations (Within 24 Hours): A $25 fee will be charged to your account for cancellations made within 24 hours of the scheduled match.
  • Non-Members/Guests:
    • Late Cancellations (Within 24 Hours): Non-members or guests who cancel within 24 hours of the scheduled match will be charged the full amount.

7. Pickleball Open Play Cancellations

  • Members:
    • Late Cancellations (Within 24 Hours): A $10 fee will be charged to your account for cancellations made within 24 hours.
  • Non-Members/Guests:
    • Late Cancellations (Within 24 Hours): Non-members or guests who cancel within 24 hours will be charged the full amount.

8. Tennis Mixers and Midday Game Cancellations

  • 24-Hour Cancellation Policy: Cancellations for tennis mixers and midday games must be made at least 24 hours in advance. Any cancellations after this window will result in a 100% charge.
  • No-Show Policy: If you do not show up for your reservation without prior notice, it will result in a 100% charge.

9. Singles Flex League Participation Requirements

  • Minimum Matches Per Month: Participants are required to play at least 4 matches per month. It is the responsibility of each player to schedule and complete these matches within the monthly period.
  • Missed Match Penalty:
    • For each of the 4 required matches that you fail to play in a given month, you will be charged a $40 penalty per missed match.
  • 24-Hour Cancellation Policy: Court reservations must be canceled at least 24 hours before the scheduled time. Failure to do so will result in a 100% charge of the court fee.
  • No-Show Policy: If you do not show up for your reservation without prior notice, a full charge of the court fee will be applied.

10. Seasonal Winter Groups

  • Non-Refundable: All registrations for seasonal winter groups are non-refundable. Once you have committed to the group, no refunds or credits will be issued for any missed sessions, withdrawals, or scheduling conflicts.

11. Summer Camp Cancellations

  • Cancellations for our summer camp can be made up to two weeks before the start date of the camp for a full refund. If a cancellation is made within less than two weeks before the camp begins, no refund will be issued.

12. Canasta Cancellations

  • 24-Hour Cancellation Policy: Cancellations for canasta must be made at least 24 hours in advance. Any cancellations after this window will result in a $10 charge.
  • No-Show Policy: If you do not show up for your reservation without prior notice, it will result in a 100% charge.

13. Waitlist Policy

  • Auto-Registration: After joining the waitlist, if a spot becomes available you will be automatically registered for the event, clinic, or game. You will be notified via the Court Reserve App and email.
    • Timing: Auto-registration may occur up to 2 hours before the start of the event. Please keep an eye on your notifications and be prepared to attend if a spot becomes available.
  • Responsibility to Attend: If you are auto-registered from the waitlist, you are responsible for attending the event. If you fail to show up without notifying the club:
    • No-Show Fee: You will be charged the no-show fee associated with the event you signed up for. *See policies above
  • Opting Out: If you no longer wish to remain on the waitlist, you must remove yourself or call the club to do so.

14. Extenuating Circumstances

We understand that emergencies happen. If you need to cancel due to an extenuating circumstance (such as a medical emergency), please reach out to management. Exceptions may be made on a case-by-case basis.

Thank you for your understanding and cooperation. We look forward to providing you with the best possible experience at Westhampton Beach Tennis and Sport.