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TGC Athletics – Booking & Scheduling Policies (2026)

  • estacarcompanies
  • 7 days ago
  • 3 min read
These booking policies exist to support fair access, high-quality programming, accurate scheduling, and respect for our athletes, families, and professional staff.

1. Booking Platform Requirement

  • All bookings are handled through Court Reserve.

  • Court Reserve accounts are free and required for:

    • Lessons

    • Groups

    • Events

    • Camps

    • Court reservations

  • Phone, text, or verbal bookings are not considered confirmed unless entered into Court Reserve.

Why: Ensures accuracy, fairness, and equal access for all participants.

2. Cancellation Policies

Private Lessons & Private Groups

  • 24-hour advance notice required for non-emergent cancellations.

  • Cancellations within 24 hours will be charged in full.

  • No refunds will be issued for late cancellations.

  • Player substitutions are permitted if the participant finds a suitable replacement.

Open Groups & Classes

  • 4-hour cancellation notice required.

  • If you are registered and do not cancel or remove yourself in time, the session will be treated as a no-show and charged in full.

Camps, Tournaments & Multi-Day Events

  • Some events require a 72-hour cancellation notice for a full refund.

  • Event-specific cancellation policies will always be listed and must be reviewed prior to registration.

  • Camps or events with limited capacity that are more than 60% full may require advance payment to hold a spot.

3. Late Arrival & No-Show Policy

  • Arrivals more than 15 minutes late will be charged in full.

  • Late arrivals may receive reduced instruction time with no price adjustment.

  • Repeated late arrivals or no-shows may result in:

    • Loss of a recurring lesson time

    • Removal from group or event eligibility

Why: Late arrivals disrupt sessions and impact coaches and other participants.

4. Minimum Participation Requirements

  • All groups and events require a minimum number of participants to run.

  • If minimum enrollment is not met:

    • The system will automatically cancel the session at least 1 hour in advance.

    • No charges will be applied for system-cancelled events.

  • Participants are encouraged to register early to support program viability.

5. Drop-In & Registration Cutoff Policy

  • Drop-in registration for groups and events closes 2 hours prior to start time.

  • Additions within 2 hours require approval from the professional running the session.

  • Walk-ins are not guaranteed and are subject to availability.

6. Player Leveling & Profile Accuracy

  • Court Reserve uses built-in leveling for groups, events, and camps.

  • Profiles must include:

    • Accurate date of birth

    • Accurate UTR / NTRP / DUPR ratings where applicable

  • If profile information is inaccurate:

    • Certain events may not appear

    • Players may not be eligible to join

Members and families may update profiles directly or request assistance from the Pro Shop team.

7. Recurring Lesson Policy

  • Recurring lessons are limited to a maximum of 90 days.

  • This allows for:

    • Seasonal scheduling resets

    • Fair access for new participants

    • Adjustments based on availability and program demand

Recurring lessons must be re-requested at the end of each cycle.

8. Professional Assignment & Substitution Policy

  • Booking a lesson, group, or event does not guarantee a specific professional.

  • Instructor substitutions may occur due to:

    • Scheduling needs

    • Health considerations

    • Business or program requirements

  • TGC Athletics will:

    • Communicate substitutions clearly

    • Ensure substitute professionals are prepared

    • Adjust pricing if applicable

  • We aim to avoid changes within 24 hours whenever possible, unless there is an emergent need.

9. Non-Member Booking Policy

  • Non-member fee: $20 per person, per day.

  • Non-member fees apply to:

    • Groups

    • Events

    • Training sessions

    • Court reservations

  • Promotional discounts may apply during select periods (e.g., January FRIEND pro ).

10. Outdoor Court Reservation Policy

  • Outdoor court reservations are required.

  • Drop-in play is permitted only if space is available.

  • All players must be listed on the reservation.

  • Pro Shop check-in is required prior to outdoor play.

11. Communication & Scheduling Policy

  • All scheduling communication is centralized through 806-412-4206.

  • This number is used by all TGC Athletics Fitness and Racquets staff.

  • Please do not text professionals directly, as it can lead to scheduling errors.

  • Each department and professional has:

    • An extension

    • Voicemail access

  • Front desk contact numbers:

    • Fitness: 806-342-3051 ext. 7

    • Tennis & Pickleball / Fire & Ice Studio: 806-342-3051 ext. 8

12. Policy Enforcement

  • Policies are enforced consistently to ensure fairness and sustainability.

  • While we aim to remain compassionate and flexible, exceptions are limited.

  • Repeated violations may result in restricted booking privileges.

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