ABOUT US

Policies, Rules & Procedures

These Policies govern the use of the tennis and pickleball facilities operated by South Towns Tennis & Pickleball and Village Glen Tennis & Pickleball (collectively, the “Club”). Use of the Facility constitutes acknowledgment and acceptance of these Policies.

1. Purpose and Scope

These Policies are established to promote safe, fair, orderly, and enjoyable use of the Facility. They apply to all members, guests, visitors, spectators, staff, instructors, league participants, event participants, tenants and any other persons entering or using the Facility.

The Club reserves the right to interpret and enforce these Policies at its sole discretion.

2. Membership & Facility Access

2.1 Membership Agreement & Waiver

  • All members must sign a Membership Agreement and Club Waiver prior to participation.
  • Unless you have an auto-renewal membership, a new Membership Agreement is required at the start of each indoor season.
  • No person may use the Facility without a signed waiver on file.

2.2 Authorized Users

  • Facility use is limited to registered members, approved guests, tenants or individuals who have paid applicable fees.
  • All members and guests must check in at the front desk upon entry.
  • The Club reserves the right to verify membership or payment status at any time.
  • The Club may deny entry or suspend privileges for unpaid balances or policy violations.

2.3 Membership Categories

  • Individual Membership: Age 18+
  • Student Membership: Full-time college students (valid ID required; not exceeding age 26)
  • Family Membership: Spouses and children under 18 residing in the same household
  • Junior Membership: Age 17 and under

Children under age 12 may use courts only if accompanied by an adult or enrolled in a supervised program.

Junior and Student memberships require parental or guardian guarantees for all charges.

2.4 Hours of Operation

  • Courts are available during posted hours.
  • Hours of Operation are subject to change.
  • Management may close courts or the Facility due to weather, maintenance, mechanical failure, tournaments, emergencies, or safety concerns.
  • All persons must exit within 30 minutes of closing time.
  • The Club is not responsible for lost playing time due to closures.

3. Billing, Payments & Account Policies

3.1 Invoices & Payment Terms

  • Opening invoices are issued in August, closing statements in June.
  • No monthly paper statements will be mailed.
  • Members may access account balances online at any time.
  • All balances must be paid in full by the 5th of each month.
  • On the 6th of each month, the Club will process EFT charges for all outstanding balances.

3.2 Declined Payments & Fees

  • A 2% finance charge will be assessed on accounts with declined EFTs.
  • Returned check fees and declined credit card fees may be assessed.
  • Accounts may be suspended if balances exceed $700 at any time. Nonpayment notices may be issued at sixty (60) days and ninety (90) days after a payment becomes due and remains unpaid. Failure to cure the delinquency following notice shall result in termination of membership.
  • Reinstatement may require full payment plus applicable fees.

3.3 Financial Responsibility

Members are responsible for all charges incurred by themselves, their children, and their guests.

4. Court Reservations & Use

4.1 Reservations

  • Members must reserve Courts through the approved reservation system.
  • Pickleball reservations must be made through the Club app (no phone reservations).
  • Tennis reservations may be made up to one week in advance.
  • Reservations are limited to posted time blocks.
  • All Pickleball members may sign up for Open Play 7 days in advance.

4.2 Cancellations & No-Shows

  • Open court time must be canceled at least 24 hours in advance.
  • Drill Clinics and Match Plays must be canceled at least 24 hours in advance.
  • Late cancellations and no-shows will incur full charges.
  • Pickleball Open Play must be cancelled at least 4 hours before scheduled start time.

4.3 Court Priority

Tennis Court priority is as follows:

  1. Reserved Court Time
  2. Club Programs
  3. Clinics
  4. Tournaments
  5. Recurring Private Lessons
  6. Open Court Time

PB Court priority is as follows:

  1. Reserved Court Time
  2. Open Play
  3. Club Programming
  4. Clinics
  5. Tournaments
  6. Recurring Private Lessons
  7. Open Court Time

4.4 Court Time Enforcement

Players must vacate courts promptly at the end of their reserved time. Overtime play may result in additional charges or suspension of reservation privileges.

4.5 Guest Policy

  • Guests must register and sign a Waiver and Release Form.
  • Guests are limited to four (4) visits per season (September–August).
  • Tennis Court Time Guest fees:
    • Indoor: $10 per guest (plus court time fee)
    • VG Outdoor: $10 per guest (no court time fee)
  • PB Court Time Guest fee: $5 per guest (plus court time fee)
  • Guest fees and limits are subject to change.

5. Instruction, Programs & Makeups

  • Only Club-approved instructors may provide lessons.
  • Unauthorized private instruction is strictly prohibited.
  • Program fees are charged per session, not per visit.
  • No drop-ins, refunds, credits, or prorating for missed sessions.
  • Makeups are not guaranteed and must occur during the registered session. See specific club for restrictions.

6. Leagues & Tournaments

  • League-specific rules will be communicated separately.
  • Failure to appear for scheduled league matches may result in forfeiture.
  • The Club reserves final authority on scoring disputes and scheduling.

7. Player Conduct & Discipline

7.1 Code of Conduct

All users must:

  • Act respectfully and courteously
  • Follow staff instructions immediately
  • Maintain appropriate sportsmanship
  • Ensure children behave appropriately

7.2 Prohibited Conduct

The following may result in suspension or termination:

  • Abusive, threatening, or discriminatory behavior
  • Repeated rule violations
  • Alcohol or drug impairment
  • Gambling or illegal activity
  • Harassment of staff or other patrons

7.3 Progressive Discipline

Discipline may include:

  • Verbal warning
  • Written warning
  • Suspension
  • Termination of membership

Management decisions are final.

8. Attire & Equipment

  • Proper athletic attire required at all times.
  • Court-specific tennis shoes and shirts are mandatory.
  • No street shoes, sandals, or bare feet on courts.
  • Protective eyewear is highly recommended for pickleball.
  • Personal ball machines require prior approval.

9. Safety Rules

  • Warm up before play.
  • Do not enter occupied courts without permission.
  • Remain aware of adjacent courts and stray balls.
  • VG: Parents and guests may not enter indoor courts during lessons & programming.
  • Spectators must remain in designated viewing areas.
  • Report injuries immediately.
  • Emergency exits and safety equipment must remain accessible.
  • The Facility does not supervise minors outside scheduled programs.
  • Participation is at the user’s own risk.

10. Health & Illness

Individuals who are ill, experiencing symptoms of communicable illness, or advised to isolate should not enter the Facility.

The Club may implement health-related policies consistent with public health guidance.

11. Food, Beverages & Alcohol

  • No food or beverages (except water) permitted on courts.
  • No outside alcohol allowed.
  • Beer and wine may be sold to persons age 21+ with valid ID.
  • The Club reserves the right to refuse alcohol service.
  • Intoxicated individuals may be removed from the premises.
  • Food may be served or purchased which may contain peanuts and/or dairy. Please be aware and take necessary precautions.

12. Facility Care & Property

  • Dispose of trash properly.
  • Return all borrowed and/or rented equipment after each use.
  • Members are financially responsible for damage beyond normal wear and tear caused by themselves or their guests.
  • Lockers are provided as a convenience only and are not secure storage.
  • The Club is not responsible for lost, stolen, or damaged property.
  • Lost and found items are retained for 30 days before donation.

13. Liability & Assumption of Risk

Participation in tennis, pickleball, and related activities involves inherent risks, including risk of serious injury.

By entering the Facility, users:

  • Assume all risks associated with participation
  • Release and hold harmless the Club, its owners, employees, and agents
  • Agree that participation is voluntary

14. Refunds, Cancellations & Force Majeure

  • Memberships and program fees are non-refundable unless otherwise determined by management in cases of documented medical hardship.
  • No refunds or credits will be issued for weather closures, mechanical failures, power outages, government restrictions, public health orders, or events beyond the Club’s control.
  • The Club may suspend operations without liability due to force majeure events.

15. Photography & Media

Participation in programs or events may result in photographs or video recordings for promotional purposes. Written notice must be provided if a member does not consent.

16. Policy Modifications

The Club reserves the right to modify these Policies, fees, hours, or procedures at any time without prior notice.

Continued membership or use of the Facility constitutes acceptance of any modifications.

17. Dispute Resolution

Any disputes arising from Facility use shall be governed by the laws of the State in which the Facility operates. Management decisions regarding policy enforcement are final.

18. Acceptance

Membership and continued use of the Facility constitute acknowledgment and acceptance of these Policies.