The club has 300+ members and limited spaces available during club times. Therefore, we need to have processes in place to ensure fairness for all members. We appreciate member feedback and will continue to improve the club’s processes based on that feedback.
Club Play Registration and Waitlists
Club sessions are very popular with members and we often see very long waitlists. Waitlists can change very quickly the closer it gets to the actual session start time and this has resulted in those who are waitlisted not having sufficient notice to get to a session. Also, Sign Up Genius does not always send notifications to members in a timely manner when they have been taken off the waitlist and registered for a session.
- Members can register for a maximum of 2 sessions in a 7 day rolling period. If a session has no waitlist 24 hours before the session, members may register for a 3rd session.
- If you are registered for 2 sessions, please remove any additional waitlisted sessions.
- Limit the number of waitlisted sessions to a maximum of 3 sessions. This can be either 2 waitlisted and 1 registered OR 3 waitlisted).
- Monitor the sessions you are waitlisted for, especially close to the start time of the sessions as you may not be notified by Sign Up Genius that you have been moved from waitlisted status to registered in a timely manner.
The goal of these guidelines/rules is to get as many club members onto the courts as possible. We appreciate members self monitoring their club play sessions and waitlists.
Club Time Check-In Process
- Please arrive 15 minutes before club play starts to allow for the check in process. Please check in with the Ambassador upon arrival. If applicable, it may be helpful to line up for check in.
- If you are playing prior to club time, please ensure you check in with the ambassador to receive your wristband well in advance of the start time.
- Ambassadors will print off a list of registered players 1 hour before the start of the session. This will be the cut off point for Signup Genius, after this no players will be added from the Signup Genius waitlist. If you receive a notification in the last hour before a session, i.e. after the cut off, please ignore it because it is not valid.
- The Ambassador will start a paper based waitlist at the courts 15 minutes before the event starts. Members will be added on a first to arrive, first on the list basis by the Ambassador. Members on this waitlist will be able to take the space of players who do not arrive on time.
- Members will receive a wrist band when they check in. The first 24 to check in will receive a blue coloured wristband. The remaining members will receive a different colour for outdoor sessions only. For Competitive Play sessions the Ambassador will assign you to a group/court.
- After the first 24 are checked in they may proceed to the courts. Please ensure you are ready to go onto the courts with your foursome at the start time.
- If you are late to arrive you may be replaced with another club member. So please plan to arrive 15 minutes before the session starts. For social play sessions there will be a 15-minute grace period. For structured play sessions (e.g. Round Robin, Champs Court) there will not be any grace period. Players not arriving on time will be replaced to avoid the session starting late for all players. Once you have been replaced, you will not be able to play. Arriving beyond the Grace Period may be considered a no show.
- Please return your wristband to the Ambassador.
Note
- Only club members may play during club time for liability and insurance reasons.
- Club play is in demand with most sessions having a waitlist. We ask members who are unable to attend a session, to cancel as far in advance as possible. Cancelling less than an hour before the session is considered a ‘no show’.
- Members who are on the Signup Genius waitlist can check one hour before the start time to see if they are on the playing list.
- If you are hoping to play on a day where the session is full, please approach the Club Ambassador to let them know you are there and to be added to the paper based list.
- If, prior to the end of the session, players leave and there is space, other club members may replace leaving players during the remaining time.
No Shows
- Upon 2 no shows, you will be contacted by the GEPBC Executive and advised of the dates you will not be permitted to register or play in club play sessions.
- No shows are considered:
- Cancelling an hour before a session starts. For example, cancelling at 9am for a 10am session.
- Not attending a club play session when you are registered for it.
- Arriving beyond the grace period of a session you are registered for.