Disclaimer 2025

Contractual Agreement between the Organization and the Participant

 Contractual Agreement between Suncoast Pickleball Association, LLC ("the Organization") and the participant ("Participant")

Mandatory Deposit & Payments

You will be notified by email when your registration is accepted and a payment link will be emailed to you.  When the payment notification is sent, a mandatory deposit of $629 per person is required to be paid within 48 hours.  If you do not pay within 48 hours, you will be moved to the Wait List.  Checks are not accepted for the mandatory deposit.  Your deposit may be paid by clicking the pay link provided using either PayPal or your credit card.

For the PicklePlex Camp or Pre-Registrations, payments are due in full.  Pre-registrations include a $100 VIP Pre-registraion fee in addition to the camp fees, and the $100 Pre-registration fee is non-refundable.

Participation Waiver

Participation Waiver: I understand that pickleball is a game that involves physicality and risk to myself and others.  I agree that I am physically fit and have sufficient abilities to participate in this event.   I agree to assume responsibility for all risk, property damage, or bodily injury to myself, or that I cause, or partially cause, as a participant.  I release and discharge, for myself, my heirs, executors, and administrators, Suncoast Pickleball Association, Montreat Conference Center, all involved venues, their respective administrators, directors, agents, officials, and other sponsoring agencies and advertisers used to conduct the event, from any and all liability, present and/or future, which may arise in conjunction with my participation in this program, to the extent allowed by law.

Also, I consent to the use of my picture, or likeness, in any official documentary, sponsor advertisement, or exclusive media coverage in any manner incidental to my participation in this program, and without compensation to me.

CHECK-IN/CHECK-OUT POLICY

Check-In/Check-Out Policy: I understand that check-in to The Assembly Inn at the Montreat Conference Center is not available until 3:00 pm ET on the day of my arrival.  I understand that check-out of The Assembly Inn at the Montreat Conference Center is at 11:00 am ET on the day of my departure.  The Assembly Inn charges a late check-out fee of $125, and I agree to pay this amount if I am not checked out of the hotel by the check-out time.

PicklePlex lodging check-in and check-out times are to be determined by the Four Points by Sheraton Punta Gorda Harbor if you select this hotel for lodging.

Lake Junaluska check-in and check-out times are to be determined and will be posted in this disclaimer when we are notified of this information.

CANCELLATION / FEES / REFUND POLICY

  • Travel insurance is HIGHLY RECOMMENDED to protect your camp fees and travel investment, and should be purchased at the time of your first payment.
  • Cancellations must be done by using the Camp Cancellation Form (click here). The form must be from the person who is canceling stating notification of the cancellation and the reason for cancellation. Players who do not properly complete the cancellation process are liable for the full amount of their camp charges.
  • Players who register then cancel and do not pay their deposit are subject to a $105 administrative fee per person.
  • Players who pay and do not register are subject to a per person $105 administrative fee.
  • There is a $11 fee for duplicate registration submissions per submission.
  • There is a $26 fee for not paying the mandatory camp deposit after receiving your payment link.
  • There is a $53 fee for returned checks.
  • There is a $53 fee to change your camp fee type.
  • There is a $105 fee per person to transfer to another camp once you sign up. Players may not transfer to another camp within 45 days of their initial camp unless there is an opening in the other camp and a player who can take their place in the original camp. The camp being transferred to must be open for registration at the time of transfer. There is NO FEE for Players on the waiting list and they can go into any camp.
  • Deposits and balances are not transferable to another camp unless they meet the criteria above and are subject to a $50 per person transfer fee.
  • Overpayments are subject to a $53 admin fee. Please ensure you are paying the correct amount, and DO NOT OVERPAY.
  • Players who do not pay their balance by the Final Payment Deadline are subject to a $53 late fee and may be removed from the camp on the day after the Final Payment Deadline date and the amount paid is subject to the cancellation and refund fees outlined in this disclaimer. If there is not another player to take their reservation, then the player is liable for the full amount of their charge.
  • If you are part of a group and someone in the group cancels causing the rest of the group to cancel, or if multiple people in your group cancel, you and all the players in the group who cancel are subject to a $210 fee in addition to the cancellation and refund fees outlined in this disclaimer.

  • We do not assign roommates for double occupancy. If you sign up for Double Occupancy without a roommate, then you are subject to the Private Room rate.

  • If you are signed up for Double Occupancy and your roommate cancels, then you are subject to the Private Room rate.

  • Only a limited number of commuter participants, four (4), will be accepted per camp. A commuter is considered someone who lives or owns lodging property within 50 miles of Montreat, NC, and will be commuting from their home or owned property to the camp.

  • All guests staying at the camp must be registered with Suncoast PIckleball Assocation. If you allow an unregistered guest to stay in your room, even for one night, then you are subject to the applicable camp fees associated with having the person as a registered guest. If there is no camp fee associated with having the extra person, then you may be removed from the camp.

  • You may not substitute a player for your reservation, your spouse's reservation, your roommate's reservation, or any other reservation if you cancel or another person in your party cannot come to camp. If you or anyone shows up without a confirmed reservation, you will not be allowed in the camp.
  • In the event of inclement weather, including but not limited to rain, storms, or adverse weather conditions, Suncoast Pickleball Association, LLC shall not be liable to provide any refunds, compensations, or rescheduling options to the client or participants. It is understood that outdoor events are subject to weather conditions beyond the control of Suncoast Pickleball Association, LLC, and the client acknowledges and accepts this risk. Suncoast Pickleball Association, LLC reserves the right to make decisions regarding the continuation, postponement, or cancellation of the event in consideration of participant safety and overall feasibility.
  • If it rains, we have the option of using the indoor courts at Creekside Racquet, only if they are available. Otherwise, we will go to the barn for video, training, and Q&A sessions. If we go to Creekside, the available courts could be limited. Inclement weather policy notices will be sent via text and email to the phone and email address you provided at registration. Unfortunately, we have no control of the weather, and do the best we can to be adaptive in providing training that is conducive for the camp.

  • If you get Covid while at camp, you will have to leave the camp and there will be no refund. Anyone who is directly exposed to you, such as a roommate or spouse will have to leave the camp with no refund. If you get Covid within 10 days of attending camp, then you or anyone exposed to you will not be allowed to participate in the camp and there will be no refund. This policy applies to all camp participants.

  • If you have Covid symptoms while at camp, you will be required to leave the camp and get a Covid test from a medical provider or health facility. If your test is positive for Covid, it is your responsibility to contact the Suncoast Pickleball Staff by email, phone, or text with your test results. To return to camp, you must have proof of a negative test from a medical or health facility in addition to a recommendation from a doctor that you can return to camp and are not contagious with Covid.

  • Anyone who had close contact to you for more than 15 minutes, such as a room mate or spouse, will be required to leave camp and get a Covid test from a medical provider or health facility. Even if they test negative and you test positive, the person with close contact will not be allowed to return to camp and should isolate themselves according to CDC Guidelines. There are no refunds for these Covid related situations, so we HIGHLY RECOMMEND that you get travel insuranceto cover any losses caused by this unforeseen incident.

Cancellation FEE SCHEDULE AND Dates for PicklePlex in Punta Gorda, FL (Feb 23-28, 2025)

We HIGHLY RECOMMENDED getting Travel Insurance to protect your camp fees and travel investment.

  • Up to January 31, 2025– Per person refund of the amount you paid minus $525 administrative fee, plus a 4% processing fee.
  • After January 31, 2025 - NO REFUNDS will be given. We are unable to issue refunds for any cancellation, although you might be entitled to reimbursement by the travel insurance company, depending on the circumstances, if you purchased trip insurance.

Cancellation FEE SCHEDULE AND Dates for May camps

  • Lake Junaluska Camp #1 (May 4-9, 2025)
  • Montreat Camp #1 (May 11-16, 2025)
  • Montreat Camp #2 (May 18-23, 2025)

We HIGHLY RECOMMENDED getting Travel Insurance to protect your camp fees and travel investment.

  • Up to January 31, 2025– Per person refund of the amount you paid minus $105 administrative fee, plus a 4% processing fee.
  • February 1, 2025 to February 8, 2025 – Per person refund of the amount you paid minus $525 administrative fee, plus a 4% processing fee.
  • After February 8, 2025 - NO REFUNDS will be given. We are unable to issue refunds for any cancellation, although you might be entitled to reimbursement by the travel insurance company, depending on the circumstances, if you purchased trip insurance.

Cancellation FEE SCHEDULE AND Dates for SEPTEMBER & OCTOBER Camps

  • Montreat Camp #3 (Sept 7-12, 2025)
  • Montreat Camp #4 (Sept 14-19, 2025)
  • Lake Junaluska Camp #2 (Oct 5-10, 2025)

We HIGHLY RECOMMENDED getting Travel Insurance to protect your camp fees and travel investment.

  • Up to April 14, 2025– Per person refund of the amount you paid minus $105 administrative fee, plus a 4% processing fee.
  • April 15, 2025 to May 1, 2025 – Per person refund of the amount you paid minus $225 administrative fee, plus a 4% processing fee.
  • May 2, 2025 to May 30, 2025 - Per person refund of the amount you paid minus $525 administrative fee, plus a 4% processing fee.
  • After May 30, 2025 - NO REFUNDS will be given. We are unable to issue refunds for any cancellation, although you might be entitled to reimbursement by the travel insurance company, depending on the circumstances, if you purchased trip insurance.
  • Cancellations within forty-five (45) days of the start of a camp are subject to an additional $300 cancellation fee.
  • Cancellations must be done by using the Camp Cancellation Form (click here). The form must be from the person who is canceling stating notification of the cancellation and the reason for cancellation. Players who do not properly complete the cancellation process are liable for the full amount of their camp charges.
  • Refunds are processed by check or PayPal and may take up to 14 business days.
  • Suncoast Pickleball Association reserves the right to make policy changes now or hereafter. These changes will be displayed on the website in the Disclaimer. Participants are responsible for periodically reviewing the policies for changes.

Deadlines for Full Payment

Full payments are due on the date specified below by 5 pm ET.  If full payment is not received by the deadline, then your reservation in camp is subject to a $53 late fee and may be canceled.  If your reservation is canceled, then your payment is subject to the terms outlined in the Cancellation / Refund Policy.

May Camps: February 17, 2025
Sept & Oct Camps: April 21, 2025

In case of a hurricane, damaging weather, or other catastrophic emergencies that cancel the camp entirely, you will get Full Credit to any one of our future Suncoast Camps!

TRAVEL INSURANCE INFORMATION

IMPORTANT TO PROTECT YOUR INVESTMENT!!!!!

We HIGHLY RECOMMEND ACQUIRING Travel Insurance to protect your travel expenses which could include prepaid items like camp costs, airfare, rental car, or lodging. From past camps generally, 10% of all campers have to cancel for unforeseen injuries, surgeries, illnesses, family emergencies, and/or other circumstances.

Click the banner below to find out more about Travel Insurance

CAMP COMMUNICATIONS

By providing your contact information and consenting to receive communications, you agree to receive updates, statements, invoices, and any other information related to the pickleball camps. You understand that these communications may include important information about schedules, payments, and other camp-related matters. You consent to receive these communications via email, text message, or other electronic means. You also acknowledge that you have the right to unsubscribe or opt-out of these communications at any time.

NOTICES AND OTHER POLICIES

Schedule: The schedule is subject to change due to unforeseen circumstances.

Camp Pros: Due to unforeseen circumstances, the Pros in a camp may change.

Alcohol Policy: All Alcoholic beverages are to be kept in designated areas. Open containers are not permitted (place in your personal cup). Guests must maintain a responsible demeanor. Public intoxication is not permitted.

Camp Transfer Fee: There is a $105 fee to transfer to another camp once you sign up. Players may not transfer to another camp within 45 days of their initial camp unless there is an opening in the other camp and a player can take their place in the original camp. There is NO FEE for Players on the waiting list, and they can go into any camp.

Things To Bring: Recommended items to bring include a Lawn chair, cooler, hiking shoes, sunscreen, playing cards or board games, water bottle, plenty of clothes, and other outside gear as determined.

COVID-19 LIABILITY RELEASE AND WAIVER

The World Health Organization has declared the novel Coronavirus (COVID-19) a worldwide pandemic. Due to its capacity to transmit from person-to-person through respiratory droplets, the government has set recommendations, guidelines, and some prohibitions which Suncoast Pickleball Association (the "Organization") adheres to comply.

I hereby declare the following:

I am fully and personally responsible for my own safety and actions for and during my participation in the Montreat Camp, and I recognize that I may be at risk of contracting COVID-19.

With full knowledge of the risks involved, I, for myself and on behalf of my heirs, assigns, personal representatives, and next of kin, hereby release, waive, discharge the Organization, the Montreat Conference Center, their respective boards, officers, independent contractors, affiliates, employees, agents, representatives, successors, and assigns (collectively the “Released Parties”) from any and all costs, attorneys’ fees, liabilities, claims, demands, actions, and causes of action whatsoever, directly or indirectly arising out of or related to any loss, damage, injury, or death, that may be sustained by me related to COVID-19 while participating in any activity relating to the Montreat Camp that may lead to unintentional exposure or harm due to COVID-19 (collectively “Claims”). I understand and agree that this release includes any Claims based on the actions, omissions, or negligence of the Organization whether a Claim arises before, during, or after participation in or attendance at the Montreat Camp.

I further agree to indemnify, defend, and hold harmless the Released Parties from and against any and all Claims arising whether directly or indirectly from or related to any and all claims made by or against the Released Parties due to injury, loss, or death from or related to COVID-19.

I acknowledge that I have read the foregoing Liability Release and Waiver and understand its contents; that I am at least eighteen (18) years old and fully competent to give my consent; I am aware of the existence of the risks associated with my participation in the Suncoast Pickleball Camp that may cause injury, illness, or death; that I have been sufficiently informed of the risks involved and give my voluntary consent in agreeing to it as my own free act and deed; that I give my voluntary consent in agreeing to this Liability Release and Waiver as my own free act and deed with full intention to be bound by the same, and free from any inducement or representation.

COVID mandates to attend camp

In an effort to enable a safer live experience for all, Suncoast Pickleball Association and the Montreat Conference Center will adhere to all Federal, local, Buncombe County, and Montreat Conference Center mandates for COVID-19.  If there are any significant announcements or updates to COVID-19 protocols, they will be sent to you via email prior to camp and will be subject to any condition changes.  All protocols are subject to change pending local conditions at the time of the event and the discretion of the event organizer or governmental mandates.

 

Electronic submission of application

Electronic Submission: Each party agrees that the Registration Application and any other documents to be delivered in connection herewith may be electronically submitted and that any electronic submissions appearing on this website or such other documents are the same as handwritten signatures for the purposes of validity, enforceability, and admissibility.