CONTRACTUAL AGREEMENT

This Agreement ("Agreement") is entered into by and between Suncoast Pickleball Association, LLC ("the Organization") and the undersigned participant ("Participant") regarding the participation in the pickleball camp ("Camp") to be held at the Montreat Conference Center. By registering for the Camp and paying the deposit, the Participant agrees to the terms and conditions outlined in this Agreement.

  1. Mandatory Deposit & Payments

1.1 Upon acceptance of the Participant’s registration, a payment link will be emailed to the Participant. A mandatory deposit of $629 per person is required to be paid within 48 hours of receiving the payment notification.

1.2 Failure to pay the deposit within the specified time frame will result in the Participant being moved to the Wait List. Checks are not accepted for the mandatory deposit. The deposit must be paid through the payment link provided, using either PayPal or a credit card.

  1. Participation Waiver

2.1 The Participant acknowledges that pickleball involves physical activity and assumes all risks associated with participation, including but not limited to property damage and bodily injury. The Participant affirms that they are physically fit and have the ability to participate in the Camp.

2.2 The Participant, for themselves and their heirs, executors, and administrators, releases and discharges Suncoast Pickleball Association, Montreat Conference Center, all involved venues, their respective administrators, directors, agents, officials, and other sponsoring agencies and advertisers, from any and all liability arising from participation in the Camp, to the extent permitted by law.

2.3 The Participant consents to the use of their image or likeness in any official documentary, sponsor advertisement, or exclusive media coverage incidental to their participation in the Camp, without compensation.

  1. Check-In/Check-Out Policy

3.1 Check-in at The Assembly Inn at the Montreat Conference Center is available from 3:00 pm ET on the day of arrival. Check-out is required by 11:00 am ET on the day of departure.

3.2 A late check-out fee of $105 will be charged if the Participant fails to check out by the designated time.

  1. Cancellation / Fees / Refund Policy

4.1 Travel insurance is highly recommended to protect the Participant’s camp fees and travel investment.

4.2 Players who register and cancel without paying the deposit are subject to a $105 administrative fee per person. Players who pay and do not register are subject to a $105 administrative fee per person.

4.3 Additional fees apply as follows:

  • $11 for duplicate registration submissions per submission.
  • $26 for failing to pay the mandatory camp deposit after receiving the payment link.
  • $53 for returned checks.
  • $53 for changing the camp fee type.
  • $105 per person to transfer to another camp after registration, subject to availability and certain conditions.

4.4 Deposits and balances are not transferable to another camp unless meeting specific criteria, subject to a $50 per person transfer fee.

4.5 Overpayments are subject to a $53 administrative fee. Participants are advised to pay the correct amount.

4.6 Late payment of the balance by the Final Payment Deadline incurs a $53 late fee, and the Participant may be removed from the Camp. If there is no other player to take their place, the Participant is liable for the full amount.

4.7 If a group reservation is canceled due to one or more members canceling, each canceling member is subject to a $210 fee in addition to other applicable fees.

4.8 The Organization does not assign roommates for double occupancy. If a Participant registers for Double Occupancy without a roommate, they are subject to the Private Room rate.

4.9 Participants commuting from within 50 miles of Montreat, NC, are limited to four (4) per camp.

4.10 All guests must be registered with the Organization. Unregistered guests staying in a Participant’s room will result in the Participant being subject to the applicable camp fees or removal from the Camp.

4.11 Substitutions of participants for reservations are not permitted. Unregistered individuals will not be allowed to participate in the Camp.

4.12 In the event of inclement weather, the Organization is not liable for refunds, compensations, or rescheduling. If rain occurs, indoor courts at Creekside Racquet may be used if available, or alternative training will be provided. The Organization reserves the right to make decisions regarding the continuation, postponement, or cancellation of the event.

4.13 No refunds will be provided if a Participant contracts COVID-19 while at Camp or within 10 days of attending Camp. Participants are advised to obtain travel insurance to cover such contingencies.

4.14 The Cancellation Fee Schedule for May and September camps is outlined in the attached Schedule A. No refunds will be given after the specified deadlines.

4.15 Cancellations must be processed using the Camp Cancellation Form. Failure to complete the cancellation process properly results in liability for the full camp charges.

4.16 Refunds may take up to 14 business days and are processed by check or PayPal.

4.17 Suncoast Pickleball Association reserves the right to make policy changes, which will be displayed on the website. Participants are responsible for periodically reviewing these policies.

  1. Deadlines for Full Payment

5.1 Full payment deadlines are specified in Schedule B. Failure to pay the balance by the deadline may result in a $53 late fee and possible cancellation of the reservation, subject to the terms outlined in the Cancellation / Refund Policy.

  1. Travel Insurance

6.1 Participants are highly recommended to obtain travel insurance to protect against unforeseen circumstances, including injuries, illnesses, and other emergencies.

  1. Camp Communications

7.1 By providing contact information, the Participant agrees to receive communications related to the Camp, including updates, invoices, and other important information. Participants may unsubscribe from these communications at any time.

  1. Notices and Other Policies

8.1 The schedule and Camp Pros are subject to change due to unforeseen circumstances.

8.2 Alcohol Policy: All alcoholic beverages must be kept in designated areas. Public intoxication is not permitted.

8.3 Camp Transfer Fee: A $105 fee applies to transfers to another camp, subject to certain conditions. No fee is charged for players on the waiting list.

8.4 Recommended items to bring include a lawn chair, cooler, hiking shoes, sunscreen, playing cards, and other outside gear.

  1. COVID-19 Liability Release and Waiver

9.1 The Participant acknowledges the risks associated with COVID-19 and assumes full responsibility for their safety and actions during the Camp. The Participant releases and discharges the Organization, Montreat Conference Center, and their respective affiliates from any claims related to COVID-19 exposure or infection.

9.2 The Participant agrees to indemnify and hold harmless the Released Parties from any claims arising from or related to COVID-19.

  1. COVID-19 Mandates

10.1 The Organization and Montreat Conference Center will adhere to all federal, local, and Montreat Conference Center mandates for COVID-19. Participants will be notified of any significant updates prior to the Camp.

  1. Electronic Submission of Application

11.1 The parties agree that this Agreement and related documents may be electronically submitted, and such submissions will have the same validity and enforceability as handwritten signatures.

  1. Governing Law and Jurisdiction

12.1 This Agreement shall be governed by and construed in accordance with the laws of the State of North Carolina, without regard to its conflict of law principles. Any disputes arising under or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts located in Buncombe County, North Carolina.

  1. Entire Agreement

13.1 This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements, understandings, and representations, whether written or oral.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date of the Participant’s registration.

Suncoast Pickleball Association, LLC
By: ________________________________
Name:
Title:
Date:

Participant
By: ________________________________
Name:
Date:

Schedule A – Cancellation Fee Schedule and Dates
Schedule B – Full Payment Deadlines