Cancellation by Participants

Participants wishing to cancel their registration must submit their request to our helpdesk support. Full refunds are granted for cancellations made at least three days before the event. A 20% fee applies to cancellations requested between two days before and six days after the event. Cancellation requests that are submitted seven or more days after the event start date are non-refundable.

Cancellation by Organization

We reserve the right to cancel an event or session due to unforeseen circumstances such as adverse weather conditions, low enrollment, uncontrollable situations, or other similar events.

1. Uncontrollable Circumstances:
   In the event of a cancellation due to an unforeseen and uncontrollable circumstance (e.g., severe weather), we aim to find the best possible solutions for our participants. We will apply our makeup policy, which is limited to two makeups per season. However, if makeup days are already exhausted, these cancellations are unfortunately non-refundable as unforeseen situations are beyond our control.

2. Low Enrollment:
   If an event is canceled due to low enrollment, we will strive to offer an alternative option to transfer your enrollment to another local event hosted by our program, if available. If the alternative option does not work for you, you are eligible for a full refund, or you can apply your credit for a future registration.

3. Organizational Faults:
   In the unlikely event of a cancellation due to an oversight or fault on our part, such as an instructor not showing up on site, we will apply our makeup policy. If rescheduling for a makeup session is no longer an option due to the makeup policy limitations, you will be eligible for a prorated credit, which can be applied to future registrations.

We value your understanding and flexibility in these situations, and our goal is always to minimize any disruptions to your experience.

At KAFK Soccer, the safety and well-being of our participants are our top priorities. We closely monitor weather conditions to ensure a safe environment for all our youth soccer events.

Weather monitoring and notifications

To ensure the safety of our participants, we reserve the right to cancel any session if weather conditions are deemed unsafe or unsuitable for play. We monitor weather forecasts and conditions leading up to each session. Due to the unpredictable nature of weather, we aim to inform all members of any cancellations no later than 1.5 hours before the scheduled session time. Notifications of cancellations will be sent via email to ensure timely communication. If a cancellation notification is not sent out, it means that the session is still on as scheduled. We strongly advise members to always check their email before heading out.

During session weather changes

In the event that the weather changes during a session, the instructor on-site will determine whether the session should continue or be canceled. The safety of our participants is the primary concern in making this decision. If the session is canceled within the first 20 minutes, it is eligible to be rescheduled for a makeup session, following our makeup limits and policy. However, if the session is canceled after more than 20 minutes have passed, it will be considered a completed session and will not be eligible for a makeup.

Our decision-making on weather conditions

Our sessions typically proceed during mild weather, light rain, drizzling, and temperatures ranging from no lower than 30 degrees to no higher than 90 degrees Fahrenheit. However, sessions will be canceled if there is severe weather, heavy rain resulting in poor field conditions, extreme wind, heavy snow, or other hazardous conditions.

To accommodate any sessions canceled due to weather, we reserve two weeks every season specifically for makeup classes. For more detailed information on our makeup policy, please refer to our Makeup Policy.

Our program follows a non-carry over policy to maintain an organized and fair schedule for all participants. This means that any class cancelations, make-up sessions, or participant session transfers will not carry over to the following season. All activities and adjustments must be resolved within the current season, as we aim to provide a structured and consistent experience for everyone involved.

Session Make-Up Plan

Each season, we set aside two weeks for make-up sessions in the event of class cancelations due to weather or other factors beyond our control. The number of make-up sessions is capped at two per season, with no additional make-up sessions for cancelations exceeding this limit.

Participant Absentee Make-Up

Participants who miss a session may request to attend another local session as a make-up for their unattended class. Make-up requests are not guaranteed to be granted and depend on several factors, such as space availability. A make-up request can only be granted once per season for each participant. Make-ups for participants cannot be granted on the last session of the season. Participants wishing to request a make-up for their unattended session must submit their request at our helpdesk support.

We are committed to providing a fair and flexible make-up policy to accommodate all participants while ensuring a smooth and organized schedule.

Transfer Request Procedures

Participants in our youth soccer program have the option to request a transfer to another session. To do so, please contact our Helpdesk Support team for assistance. The following conditions apply:

Request Timing

Transfer requests must be made within the first three weeks from the start date of the participant's current session. Requests made after this period will not be considered.

Availability

Transferring to another session is subject to availability. We cannot guarantee a spot in the desired session until the request is reviewed and confirmed by our support team.

How to Request a Transfer

To request a transfer, please contact our Helpdesk Support team and provide the participant's name, current session details, and the desired session for the transfer. Our team will review your request and check the availability of the desired session. You will be notified of the transfer status via your preferred contact method.

Important Considerations

Transfer requests are processed on a first-come, first-served basis. Once a transfer is approved, further transfer requests may not be accommodated. If a transfer is not possible due to unavailability, the participant will remain in their current session..

Participant Expectations

All participants are expected to behave respectfully and adhere to the principles of sportsmanship, including listening to coaches, following their instructions, and treating peers with kindness.

Parent/Guardian Expectations

Parents and guardians must model respectful behavior, support their children positively, and communicate with coaches and staff respectfully.

Disciplinary Actions

Any instances of bullying, disrespectful behavior, or non-compliance with the code of conduct may result in warnings, temporary suspension, or expulsion from the program, depending on the severity of the infraction.

Participants' Medical Conditions

Participants with medical conditions must disclose any relevant information at the time of registration. Our staff will ensure necessary precautions and care are taken.

Emergency Contacts

All participants must have up-to-date emergency contact information on file.

Injury Protocol

In case of an injury, staff trained in first aid will assess and provide initial care. Parents/guardians will be notified immediately of any significant injury or health concern.

Required Gear

Participants must wear appropriate soccer attire, including shin guards, soccer cleats, and the camp/clinic uniform. A list of required gear will be provided before the program starts.

Loaned Equipment

Any equipment loaned by the organization such as soccer balls must be returned in the same condition. Parents/guardians will be responsible for the cost of any lost or damaged equipment.

Mandatory Presence

For the safety and well-being of all participants, it is required that a parent or guardian be present and supervise their child at all times during our soccer sessions. This ensures immediate availability in case of emergencies or any other needs that may arise.

Responsibilities of Guardians

Active Engagement

Guardians are expected to actively monitor their child’s participation, ensuring they adhere to the program’s rules and guidelines.

Prompt Assistance

In the event of any issues, such as injuries or behavioral concerns, guardians should be readily available to assist and support their child as needed.

Behavioral and Conduct

We invite all participants to uphold a spirit of respect, sportsmanship, and teamwork. We appreciate everyone's effort to create a positive environment, and we will address any disruptive or inappropriate behaviors to ensure fair and consistent action to foster a supportive atmosphere for all.

Communication

Guardians should maintain open communication with coaches and staff, addressing any concerns or questions promptly to ensure a smooth and enjoyable experience for their child.

Emergency Protocol

Immediate Contact

In case of an emergency, guardians must be immediately reachable. It is essential that guardians remain on-site or within close proximity to respond quickly if needed.

Non-Compliance

Policy Enforcement

Failure to comply with the supervision policy may result in the participant being unable to continue in the program. This policy is strictly enforced to ensure the safety and well-being of all children involved.

Participants Development

Skill Development and Progression

Our training programs are age-appropriate and developmentally suitable, focusing on individual skill development and team dynamics. Mentors monitor progress, and guardians are encouraged to receive feedback to support their child's growth.

Photography and Media Consent Policy

Photography and Media

By participating in our program, participants and their guardians consent to being photographed and videotaped during activities, with the understanding that these images will be used solely for promotional purposes. To opt out of this consent, please contact our Helpdesk Support team via email, including the participant's name and session details. This will ensure that you or your child are not included in any promotional materials.

Confidentiality

Confidentiality and Privacy

The privacy of our participants and their families is critical. We ensure that all personal information is kept confidential and used only for purposes directly related to our program, in compliance with relevant privacy laws.