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Terms & Conditions

At Ace Tennis Victoria, we aim to provide a fun, professional and consistent coaching experience for every player. The policies below help ensure fairness for all families and allow us to deliver high-quality programs throughout the year.

School Programs

Absence & Weather Policy

Student Absences
If a student has a legitimate absence and is unable to attend a scheduled tennis session, Ace Tennis Victoria will allow one absence per term to be credited against the cost of the following term.

Any additional missed sessions during the same term will not be credited.


Weather Cancellations / Washouts
If a session cannot go ahead due to rain, unsafe court conditions or other unsuitable weather, Ace Tennis Victoria will aim to make up the missed time by extending the length of subsequent sessions during the term.
 

Where it is not reasonably possible to make up the missed time within the term, the value of the outstanding session will be credited towards the following term.

Our aim is to ensure students receive the full value of their tennis program, while providing a practical approach to unavoidable absences and weather interruptions.
 

Group Lesson Attendance

Missed Classes

If you are unable to attend a scheduled group lesson, please let us know as soon as possible.

As our group programs operate with limited class sizes, missed lessons cannot generally be refunded or credited.

Where space is available, we may offer a make-up lesson during the same term. Make-up lessons are:

  • Subject to availability

  • Not guaranteed

  • Must be completed within the current term

  • Cannot be carried over into future terms
     

Please contact us before the missed lesson to discuss available options.
 

Private Lesson Cancellation Policy

Private lessons require dedicated court and coach bookings.

More than 12 hours' notice:

Lessons cancelled with at least 12 hours' notice may be:

  • Rescheduled, or

  • Credited towards another lesson

Less than 12 hours' notice:

Lessons cancelled within 12 hours are charged in full.

Exceptions may be considered for genuine emergencies or illness at our discretion.
 

Semi-Private Lesson Policy

Semi-private lessons are booked for specific players.

If one player cannot attend:

  • The remaining player may continue with the lesson.

  • Lesson duration or structure may be adjusted at the coach's discretion.

If the lesson is cancelled with less than 12 hours' notice, the normal cancellation policy applies.
 

Wet Weather & Extreme Heat Policy

Player safety is our priority.

Lessons may be cancelled or postponed due to:

  • Heavy rain

  • Unsafe court conditions

  • Lightning

  • Extreme heat

  • Other unsafe weather conditions

Where possible, we will notify families/players via SMS or email before the lesson.

If a lesson is cancelled by us due to weather:

  • A make-up lesson will be arranged where possible, or

  • A lesson credit will be issued.

Refunds are generally not provided for weather-related cancellations.
 

Late Arrivals

Please arrive a few minutes before your lesson.

If you arrive late:

  • Your lesson will still finish at the scheduled time.

  • Additional coaching time cannot be provided afterwards.

If you expect to be late, please notify your coach.
 

Parent & Player Responsibilities

We ask all players and families to:

  • Treat coaches and other players with respect.

  • Follow all court and venue rules.

  • Wear appropriate tennis footwear.

  • Bring a drink bottle and suitable sun protection.

  • Advise coaches of any injuries or medical conditions.

We reserve the right to refuse participation where behaviour is unsafe or disruptive.
 

Coaching During Extreme Conditions

Player safety always comes first.

Coaches may modify sessions to reduce physical load during hot weather, poor air quality or other challenging conditions.

This may include:

  • Additional drink breaks

  • Reduced intensity

  • More shaded activities

  • Earlier finish if required
     

Photography & Social Media

From time to time we may take photos or videos during coaching sessions for use on our website or social media.

If you do not wish for you or your child to appear in promotional material, please notify us in writing and we will ensure this preference is respected.


Payment Policy

Unless otherwise agreed:

  • Group programs are paid by term.

  • Private lessons are invoiced in advance or as agreed.

  • Payment is required by the due date to secure your place.

  • Outstanding accounts may result in suspension of lessons until payment is received.


Refund Policy

Refunds are generally only available where:

  • A program is cancelled by us and cannot be rescheduled.

  • Exceptional circumstances apply.

Change of mind after a term has commenced does not normally qualify for a refund.


Health & Safety

Players should not attend coaching if they are unwell or have symptoms of a contagious illness.

We are committed to providing a safe, inclusive and welcoming environment for players of all ages and abilities.

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Questions

If you have any questions regarding these policies, please contact us. We're always happy to discuss individual circumstances and will do our best to find a fair outcome for everyone.

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