1. Cancellation Policy

Our cancellation policy is: “Pay the cost unless we can re-fill your spot.”

If a player cancels after the final tee-time commitment has been made to the golf course, the player is responsible for the cost of their tee time unless we are able to re-fill that spot with another player. If the spot is re-filled, the cancelling player will be reimbursed.

2. Background

Our tournaments have a limited field sizes, and we are financially responsible for the tee times we commit to the golf course.  In general:

• 14 days before a tournament: We provide the golf course with our expected tee-time count. This is our best estimate of how many tee times we will need and establishes our initial financial commitment.  For away events this is generally done months ahead of the tournament.
• 7 days before a tournament: We provide the golf course with our final tee-time count and become responsible for those tee times and any tee times the golf course we reserved in advance and the golf course cannot sell.  This date can vary for away events.

This creates two challenges when a player cancels:

Direct Financial Loss: If we cannot fill the cancelled player's spot, the club may still have to pay the golf course for that unused tee time.

Opportunity Loss: Because our tournament has a limited field size, a late cancellation may also mean that another player who wanted to participate was unable to do so. By the time of a late cancellation, it may be too late to offer the spot to someone on the waiting list or otherwise find a replacement.

3. Why the Policy Is “Pay The Cost Unless We Can Re-Fill Your Spot”

The policy is intended to make the cancelling player responsible for the actual cost created by the cancellation, rather than impose a punitive cancellation fee.

If we can re-fill the player's spot, there is no financial loss to the club, and the cancelling player receives a full reimbursement.

If we cannot re-fill the spot, the club remains responsible for the cost of the tee time. In that case, the cancelling player is responsible for that cost.

This approach recognizes both the club's financial commitment to the golf course and the limited availability of spots in the tournament, while ensuring that players are not charged when their cancellation can be accommodated without cost to the club.