Cancellation & Refund Policy

This policy covers Pride team registration, including the team-related portion of facility access at The Dugout, our training facility.

It does not automatically apply to standalone Dugout memberships, individual lessons, rentals, camps, or Wear-it purchases. Those may have separate terms.

The policy accepted at registration governs that registration. Updates apply to later registrations, unless the family agrees otherwise or an applicable requirement calls for a different result.

What the Season Cost Includes

• Facility access at The Dugout.
• Coaching, where applicable.
• Shared team expenses, such as tournaments, umpires, insurance, and other team costs disclosed at registration.

Individual uniforms and gear are separate purchases, where applicable.

Payment Options

• Full payment: the season cost is paid up front.
• Installment plan: the same season cost is divided into scheduled payments. Installments are not a month-to-month subscription, and stopping payments does not end the commitment.

Payment Methods

• ACH (bank) payments: no processing fee.
• Card payments: 3% processing fee.

Joining After the Season Starts

A player who joins after the season begins pays a prorated price for the rest of the season, disclosed at registration. The player is then covered by this same policy.

Registration commits the family to the full season cost. This applies equally to paid-in-full and installment families.

Why We Ask for a Full Season

Roster spots are limited. When a family accepts one, the coach builds the roster around that player and may turn other players away. The team budget is set from every registered family's share. When a player leaves, the team's costs usually stay the same, and some costs are committed before invoices arrive. The full-season commitment keeps those costs from shifting to the families who stay.

Situations That Do Not Change the Commitment

• Voluntary withdrawal or loss of interest.
• Schedule conflicts.
• Choosing to play for another team.
• Ordinary disagreement with playing time, position, strategy, or coaching style.
• Missing activities or no longer attending.

Options for a Family That Wants to Leave

A family may suggest a replacement player (Section 10). A family facing relocation, hardship, or a serious emergency may ask for review (Section 5).

Requests Do Not Pause Payments

Submitting a request does not cancel or pause payments. Keep paying on schedule until administration confirms any adjustment in writing.

Who Qualifies

A player qualifies for medical relief when a licensed medical provider verifies that the player cannot participate for at least eight consecutive weeks, or for the rest of the current season, because of injury or serious illness.

A restriction expected to last less than eight consecutive weeks does not qualify, and neither do ordinary illness or occasional absences. The full season commitment continues through shorter recoveries.

What the Provider's Note Must Confirm

• The date participation became medically restricted.
• The participation restrictions.
• The expected duration, or that the restriction lasts through the end of the season.

We do not need medical records or diagnosis details.

When to Notify Us

Please notify administration within 14 days of learning the expected duration. For a timely request, relief is based on the full documented restricted period.

A later request is still reviewed. Delays can limit how far back an adjustment reaches. Administration will consider reasonable exceptions, such as a delayed diagnosis or a delay in getting the provider's note.

What Relief Covers

• Unused facility and coaching charges for the medically restricted period are adjusted, as described in Section 14.
• Shared team costs remain due. They may be reduced by an approved replacement player (Section 10) or by recovered costs, such as an operator refund.

Overdue Balances

An overdue balance does not by itself prevent relief for the restricted period going forward. Earlier unpaid charges remain owed and are reconciled in the written determination.

Dugout Access During Relief

Team-related Dugout access and its membership benefits stop on the effective date in the written determination. For a temporary restriction, they resume when the player returns. For a restriction that lasts the rest of the season, they end. Access does not continue for any period that has been credited or refunded.

Returning to Play

When the player is cleared to return, participation, access, and charges resume on the date stated in the written determination.

Circumstances We Review

• A verified move of the player's primary residence to more than 50 miles from The Dugout, made after registration.
• Substantial financial hardship that began or became much worse after registration, such as a job loss, a major drop in household income, or a large uninsured medical expense.
• A serious or prolonged family emergency.

Possible Outcomes

• A modified payment schedule or other individual payment arrangement.
• Fundraising opportunities or available assistance.
• Partial release of unused facility and coaching charges.

Shared team costs are not automatically removed. A review does not guarantee approval.

Information We May Ask For

We ask only for reasonable information needed to verify the situation, such as a new address for a move, or a short description of what changed for a hardship. We do not need tax returns or detailed financial records. Administration applies the same criteria to every family and handles this information privately.

Not Covered by This Section

Ordinary schedule changes, a move of 50 miles or less from The Dugout, and loss of interest are handled under the full-season commitment (Section 3).

Routine Concerns

Please raise routine concerns with the coach first. If a concern is not resolved, contact administration. Ordinary disagreement with coaching decisions does not qualify for financial relief.

Safety, Misconduct, or Fear of Retaliation

Families may contact administration directly about safety, misconduct, or fear of retaliation. A good-faith report or complaint is never grounds for retaliation or dismissal. Criticizing a coach or administration in good faith is not misconduct.

When Pride Does Not Deliver the Program

Some problems go beyond disagreement. Examples include repeated coaching absences that are not addressed, a material reduction in the programming promised at registration, or serious misconduct by staff. If a failure like this is confirmed and we cannot reasonably fix it, administration may approve appropriate relief.

We do not promise wins, positions, playing time, or performance outcomes.

Decisions about participation and decisions about money are made separately.

How Conduct Is Handled

• For ordinary misconduct, we document the issue, communicate clear expectations, and use appropriate warnings or consequences.
• Serious threats, violence, or immediate safety concerns may lead to an immediate temporary restriction while administration reviews the facts.
• Before a permanent dismissal, administration considers the available evidence and gives the family a reasonable chance to respond. Immediate safety measures do not wait for that response.
• Coaches may report concerns and recommend action. Only administration can authorize a permanent dismissal or a financial adjustment.
• When a parent's conduct is the issue, we first consider whether limiting the parent's involvement would let the player safely continue.

Financial Treatment

• Short suspension: no automatic adjustment.
• Permanent dismissal: unused facility and coaching charges are adjusted from the date services and access end.
• Earlier unpaid charges and legitimate shared team costs remain due, subject to reconciliation and replacement-player relief.
• No additional penalty is charged.

We commit to developing accepted players for the entire season. Removing a player midseason for performance or roster fit is not our normal practice.

In a rare case where Pride ends a player's participation for administrative reasons unrelated to misconduct or nonpayment:

• We offer a suitable reassignment where possible, if the family agrees.
• If no suitable arrangement is available, unused facility and coaching charges are refunded or canceled.
• Remaining team costs are reviewed fairly. Pride absorbs avoidable future costs caused by its own decision.

Not offering a roster spot for a future season is not a removal and is not covered by this section.

A move to another Pride team requires administrative approval. Teams can have different prices and services, so the original price does not automatically carry over.

Before the transfer takes effect, administration will explain in writing:

• The new team's price and services.
• Payments already made.
• Any resulting balance or credit.

A departing family may suggest a replacement player. The player must meet the team's roster requirements and be approved by the coach and administration.

How Replacement Accounting Works

• A replacement is confirmed only after the new player registers and makes the required initial payment.
• The replacement family pays a disclosed price for the rest of the program. They do not take on the departing family's balance.
• Administration determines which replacement payments cover costs the departing family would otherwise owe. The departing family's obligation is reduced by that amount.
• Earlier unpaid charges are reviewed separately.
• The same expense is never collected twice.

We may help find a replacement, but we cannot guarantee one or an immediate release. Keep paying on schedule until administration confirms the change in writing.

If a team dissolves or cannot continue, we first look for a suitable placement on another Pride team, with the family's agreement. We will explain any material difference in cost, location, schedule, or services. A family is not required to accept an unsuitable transfer to avoid losing unused payments.

If no suitable arrangement is available, we will:

• Refund or cancel unused facility and coaching charges.
• Reconcile the team ledger.
• Return each family's share of unused team funds that can be recovered.
• Stop charging for future team expenses that will no longer occur.

Legitimate team expenses already paid or committed that cannot be recovered are accounted for in the reconciliation. They are not used to keep all remaining payments.

Normal Interruptions

Rainouts, weather delays, and reasonable schedule changes do not create an automatic refund. We make reasonable efforts to reschedule or provide comparable programming.

Tournament Cancellations

When a tournament operator cancels an event, any refund or credit is recorded on that team's ledger.

• Cash refund from the operator: returned to the team ledger and applied to that team's costs or reconciliation.
• Operator credit: can only be used for future events. We usually apply it to a replacement event or to lower that team's dues the following season.

An operator credit is not cash, so it does not lead to an immediate cash refund. A credit belongs to the team. An individual player cannot cash it out or transfer it. If a team disbands, or a credit cannot reasonably benefit that team, administration will review how it can be used and tell the affected families.

Extended Closures

If we cannot provide substantial programming for an extended period, administration will review reasonable alternatives, credits, or refunds for the services lost.

Fees

• ACH payments: no processing fee.
• Card payments: 3% processing fee.
• Late fee: a one-time $25 fee for each installment more than 30 days overdue. The fee does not repeat or grow.

If a Payment Is Late

1. We send reminders and contact the family privately.
2. Before tournament participation is withheld, we give written notice and a reasonable chance to pay the balance or set up an approved payment arrangement.
3. A family following an approved arrangement is treated as current.

Billing Questions and Disputes

• Please contact administration promptly about any billing concern. We investigate quickly and correct confirmed duplicate or incorrect charges.
• Contacting us first does not affect any rights you have with your bank or card issuer.
• A player is not suspended because a parent questions or disputes a charge.
• A dispute does not by itself cancel a legitimate amount owed. Any remaining balance is handled under this section.

Paid-in-full and installment families receive the same financial treatment. For every approved adjustment, administration determines:

1. The revised total season obligation after the adjustment.
2. The payments already received.
3. The difference: a refund, a credit, or a remaining balance.

Future installments are not simply deleted. Earlier payments may have covered costs that come later in the season, or the reverse, so the full season is reconciled.

Calculation Rules

• Calculations use the actual price paid, including any discount.
• A refund never exceeds the amount paid toward the eligible charge.
• Facility and coaching adjustments follow the applicable service period, calculated from that team's cost structure and season schedule.
• Refunds are returned to the original payment method where possible.

Items Not Usually Refunded

• Uniforms and custom gear, once ordered. Defective items and incorrect orders will be corrected.
• Card processing fees and properly charged late fees.

How to Make a Request

Submit the Player Withdrawal & Financial Review Request form on this page. Choose the reason that fits your situation and answer the follow-up questions. If you cannot use the form, email admin@cflpride.com with the player's name, team, the reason for the request, and any supporting information.

Who Decides

Only administration can approve a financial change. Coaches cannot promise refunds, cancel balances, or waive fees. Each request is reviewed on its own facts, using the same criteria for every family.

Response Targets

We aim to respond within 10 business days of receiving a complete request, and to issue approved refunds within 30 days of the written determination.

Written Determination

Every decision is confirmed in writing. It states:

• The effective date.
• Charges kept and adjustments made.
• Any change to Dugout access.
• The remaining balance, credit, or refund.

Reconsideration

If you have information we did not consider, you may send a short written reconsideration request to admin@cflpride.com.

Season

From the first team practice through the final scheduled tournament or game.

Unused Facility and Coaching Charges

The part of the facility and coaching cost that applies to the portion of the season the player will not receive.

Shared Team Costs

Costs the team carries together, such as tournaments, umpires, insurance, and other disclosed team costs.

Recovered Cost

Money that comes back to the team and covers a cost a family would otherwise owe, such as an operator refund or a replacement player's payment.

Team Ledger

The record of each team's shared income, expenses, refunds, and credits.

Written Determination

Administration's written decision on a request, as described in Section 15.