Guidelines and Policies -

Cockle Bay Tennis Club – Guidelines and Policies – 2025

Introduction

At Cockle Bay Tennis Club, transparency is important to us. We will never charge members without a valid and clearly outlined reason. This is why it is essential for all members to become familiar with the Hello Club system, where you can view all expenses, charges, bookings, and registrations directly. The system ensures clarity, accuracy, and gives you full visibility over your own activity.

If anything is unclear or you need assistance with using Hello Club, please contact the office — our team will be happy to assist.

1. Court Booking Policy

To ensure fair access and smooth court usage for all members:

1.1 Court Reservations

All courts must be booked in advance through the club’s official booking system.
Players must tag on before play to confirm their booking and court usage.
Members who have not tagged on may be asked to vacate the court if another member has a valid reservation.

1.2 Membership and Booking Integrity

Members must book and play under the correct membership category for the times and courts they reserve.
Fraudulent bookings, including using another member’s name, are strictly prohibited.
If a member books a court with another member, both individuals must be present and playing together.

2. Interclub Fees Policy

To ensure accurate club budgeting and equitable participation:

2.1 Payment Requirements

All interclub fees must be paid in full before the competition begins.
Fees cover team entry costs, match balls, and other required expenses.

2.2 Team Participation Conditions

Each player must pay their share of interclub costs to ensure fairness and consistency across all teams.
Payment at registration (upfront) to sure you are committed to play in the teams.
Players competing in two teams will be charged accordingly.
No pay, no play – a valid annual tennis membership is required to participate in interclub.

2.3 Adjustments and Refunds

If unused balls are returned or player withdrawals occur, fees may be revised and credits issued.
Any changes that occur during the season will be reviewed and reconciled after the interclub competition concludes.
Despite potential adjustments, full upfront payment is required.

3. Visitor Fees Policy

To maintain facility standards and fairness:

Members must ensure all visitors pay the applicable visitor fee before play.
It is recommended to book the court and make payment for visitors through Hello Club for ease and accuracy.
Visitor fees contribute to:
- Court maintenance and equipment,
- Club facility upkeep,
- Keeping membership fees fair and sustainable.

4. Membership Fees Policy

4.1 Renewal Notifications

Hello Club will notify Members in advance when their membership is nearing expiry.
Renewals must be completed on time. If you plan to cancel, please notify the office before your membership lapses.

4.2 Late Renewal Fee as from January 2026

A $25 late fee applies to any membership renewed after expiry
This policy supports efficient club administration and reduces issues caused by delayed payments.

4.3 Cancellation of membership

Inform office of your decision and return access tag to office or place in drop box infront of the office.

4.4 Club Operations and Fairness

Timely renewals help the club:

Maintain accurate membership records,
Plan and budget for coaching, facilities, and maintenance,
Manage administrative workloads effectively.

5. Tennis Etiquette Guidelines

To promote a safe, enjoyable, and respectful playing environment:

Arrive on time and vacate courts promptly at the end of your session.
Keep noise to a minimum and avoid disruptive behaviour.
Return balls safely and only between points.
Respect all line calls and uphold good sportsmanship.
Wear appropriate footwear and tennis attire; ensure shoes are suitable for the club’s court surfaces.

Thank You

Your cooperation and adherence to these policies ensure Cockle Bay Tennis Club remains a fair, well-maintained, and enjoyable environment for all members.