Policy Overview:
“Cancellation Policy – Once penciled in, teams that withdraw at any time will be charged a $100.00 cancellation fee.”

Why This Policy Exists:

When a team is penciled in, it signals to our staff, parks, and other participating teams that your attendance is expected. Canceling—especially last-minute—has ripple effects that go beyond a single roster slot. Here’s why this policy is necessary:

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1. Resource Waste and Operational Disruption

Every time a team commits, we begin allocating significant resources to accommodate that commitment. This includes:

• Staff scheduling (umpires, gate workers, field crew)

• Game schedule balancing to ensure fair matchups

• Ordering awards, supplies, and preparing event materials

When a team withdraws after penciling in, those resources often go unused or have to be rapidly restructured, which wastes time and money—and reduces the quality of the experience for others.

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2. Venue Costs & Lost Capacity

To support demand, we often secure additional park space based on the number of teams that have committed. These parks come at a cost—especially when booked in advance to ensure availability.

When a team backs out:

• We may have unnecessary park rentals that cannot be refunded or reallocated.

• We may lose out on revenue that could have improved prizes, giveaways, and other event enhancements.

In short: Every spot matters when it comes to budgeting a great event.

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3. Impact on Other Teams

Tournament dynamics depend on accurate team counts. When teams drop:

• Other teams may not get the expected number of games.

• Divisions might become unbalanced, leading to awkward bracket configurations.

• Opponents may travel expecting to face certain teams, and last-minute changes hurt their experience too.

It’s not just about us—it’s about fairness and integrity for the teams who commit and follow through.

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Repeat Offender Policy

To promote accountability across the season:

If a team backs out of 3 or more events in a single season (Spring, Summer, or Fall), they will be required to pay the full entry fee at the time of sign-up for all future events in that season.

Seasons Defined:

• Spring: February – May

• Summer: June – August

• Fall: September – December

This policy ensures teams are respectful of our planning process and enables us to maintain a fair and consistent tournament environment for all participants.

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Our Philosophy: Transparency & Integrity

We’re aware that many other directors apply similar penalties behind the scenes, but few explicitly state them. We believe in being upfront.

This policy:

• Sets clear expectations

• Protects the experience for all participants

• Reflects our commitment to running high-quality, well-organized events

We welcome feedback from our community and are always open to reviewing policies to better serve our teams. Our goal is never to penalize, but to ensure accountability, consistency, and fairness across the board.

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If you have any questions or concerns about this policy, we encourage open dialogue. We’re here to support you and your athletes.