Section 1: Registration Terms and Conditions

These Terms and Conditions govern participation in programs, leagues, events, and activities organized by the Royal Ottawa Sports Club (“ROS”), including its affiliated clubs and programs (collectively referred to as ROS).

By registering as a member, guest, drop-in participant, tournament participant, volunteer, or spectator, you acknowledge that you have read, understood, and agree to comply with these Terms and Conditions, as well as all applicable ROS rules, policies, procedures, and codes of conduct.

Participation in any ROS activity constitutes acceptance of these Terms and Conditions. ROS reserves the right to amend its rules, policies, procedures, and Terms and Conditions from time to time. Any updates will take effect upon publication or notification to members.

Failure to comply with these Terms and Conditions may result in disciplinary action, including suspension or termination of membership or participation privileges, without refund where applicable.

 

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Section 2: Medical Information and Severe Allergies

Participants are responsible for ensuring that they are medically fit to participate in ROS activities.

Members, guests, or the parent/legal guardian of a minor participant must notify ROS of any severe allergies, medical conditions, or other health concerns that could affect safe participation. This includes participants who require emergency medication, such as an EpiPen® or other prescribed emergency treatment.

Participants are responsible for bringing and maintaining their own required medication during all club activities. ROS volunteers, organizers, and staff are not responsible for administering medication unless required by applicable law.

In the event of a medical emergency, ROS may contact emergency services and, where appropriate, notify the participant’s designated emergency contact.

 

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Section 3: Code of Conduct

ROS is committed to providing a safe, welcoming, inclusive, and respectful environment for all members, guests, volunteers, officials, spectators, and organizers.

All participants are expected to conduct themselves with honesty, integrity, fairness, and good sportsmanship at all times.

The following behaviour will not be tolerated:

• Physical violence or threats of violence.

• Harassment, bullying, intimidation, or discrimination of any kind.

• Verbal abuse, offensive language, or abusive conduct.

• Damage to ROS property, facility property, or the property of other participants.

• Unsafe conduct that places others at risk.

• Any behaviour that disrupts club activities or negatively affects the experience of other participants.

Participants are expected to:

• Treat fellow participants, organizers, volunteers, facility staff, officials, and spectators with courtesy and respect.

• Follow all ROS rules, policies, and instructions provided by organizers or facility representatives.

• Respect the facilities, equipment, and property used during ROS activities.

• Promote fair play, teamwork, and a positive sporting environment.

ROS reserves the right to investigate any incident involving misconduct and to take appropriate disciplinary action, including verbal or written warnings, removal from an event, suspension, termination of membership, or, where necessary, contacting law enforcement or emergency services.

All decisions made by ROS regarding disciplinary matters are final.

 

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Section 4: Assumption of Risk, Release of Liability, and Indemnification

Participation in sports and recreational activities involves inherent risks that cannot be completely eliminated. These risks include, but are not limited to, slips, falls, collisions, equipment failure, physical exertion, and injuries that may result in serious bodily harm, permanent disability, or, in rare circumstances, death.

By registering for and participating in any ROS program or event, each participant acknowledges and voluntarily accepts these risks.

Participants are responsible for ensuring that they are physically and medically fit to participate. If a participant has any medical condition that may affect their ability to participate safely, they should consult a qualified healthcare professional before participating.

To the fullest extent permitted by applicable law, each participant agrees to:

• Assume all risks associated with participation in ROS activities.

• Release and discharge the Royal Ottawa Sports Club (ROS), its affiliated clubs, directors, officers, volunteers, organizers, instructors, officials, sponsors, facility partners, and representatives from any liability for injury, illness, death, loss, damage, or expense arising from participation in ROS activities.

• Indemnify and hold harmless ROS and its affiliates from any claims, demands, actions, damages, losses, costs, or legal expenses arising from the participant’s actions, negligence, misconduct, or violation of these Terms and Conditions.

• Accept responsibility for any damage they cause to facilities, equipment, or the property of others while participating in ROS activities.

This release and indemnification extends to the participant’s heirs, executors, administrators, personal representatives, and assigns.

 

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Section 5: Player Code of Conduct

ROS promotes an environment built on respect, fairness, inclusion, and good sportsmanship. Every participant is expected to contribute to a positive experience for all members and guests.

Participants are expected to:

• Treat all players, organizers, volunteers, officials, and facility staff with courtesy and respect.

• Welcome new members and help foster a friendly and inclusive club environment.

• Demonstrate good sportsmanship, regardless of the outcome of a game or match.

• Respect players of all skill levels and encourage fair and enjoyable competition.

• Assist with setup and cleanup of equipment when requested.

• Rotate fairly and allow others an equal opportunity to participate.

• Leave the playing area promptly after completing a game or when taking a break to allow the next participants to play.

• No hats allowed while you are on court or field. No chewing gum/candy or similar allowed on court or on the field, at all times.

• Keep accurate scores and resolve disagreements respectfully.

• Shake hands or acknowledge opponents and teammates at the conclusion of each match.

• Recognize and compliment good play by teammates and opponents.

The following conduct is strictly prohibited:

• Physical aggression or threatening behaviour.

• Harassment, intimidation, discrimination, or bullying.

• Loud, abusive, offensive, or profane language.

• Deliberately damaging club, facility, or personal property.

• Unsportsmanlike conduct that negatively impacts other participants.

Equipment and Attire

Participants must:

• Wear appropriate sport-specific clothing and footwear.

• Wear clean, non-marking indoor athletic shoes when participating in indoor activities.

• Never wear outdoor footwear on gymnasium playing surfaces.

• Follow any equipment requirements established by ROS or the hosting facility.

• Inspect personal equipment before use and ensure it is safe and in good condition.

Participants who fail to comply with facility footwear or equipment requirements may be denied participation.

Safety

To promote a safe playing environment:

• Keep courts, fields, and surrounding areas clean and free of hazards.

• Ensure shoelaces are securely tied before participating.

• Protective eyewear that meets recognized sports safety standards is strongly recommended for all racquet sports participants and may be mandatory for certain junior or tournament events.

• Mobile phones should not be used while actively participating except in the case of an emergency or urgent circumstance.

In the event of any dispute during league play, tournaments, or organized events, the decision of the designated ROS organizer or tournament official shall be final.

Members are expected to represent ROS positively both during club activities and within the community.

 

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Section 6: Club Rules and Facility Regulations

All members, guests, participants, volunteers, and spectators must comply with all rules established by ROS and by the facilities in which ROS programs are conducted.

Participants agree to comply with the following requirements:

Facility Access

• Access is limited to areas designated for ROS activities, including the gymnasium, playing areas, change rooms, washrooms, and other authorized spaces.

• Participants must follow all directions provided by facility staff, school representatives, and ROS organizers.

• Members and guests must enter and exit the facility through designated entrances.

Parking

Participants operating motor vehicles must comply with all posted parking regulations and any parking instructions provided by the hosting facility.

Footwear and Playing Surfaces

• Outdoor footwear is prohibited on indoor playing surfaces.

• Only clean, non-marking athletic shoes are permitted inside gymnasiums.

• Spectators entering the gymnasium must remove wet or dirty footwear when required by the facility.

Facility Conduct

The following are strictly prohibited on facility property:

• Smoking or vaping.

• Alcoholic beverages.

• Illegal drugs or controlled substances not prescribed to the participant.

• Gambling.

• Any activity prohibited by the hosting facility.

Participants must not obstruct hallways, entrances, exits, stairways, fire routes, emergency equipment, or other common areas.

Participants are responsible for disposing of garbage and keeping facilities clean.

Property Damage

Members and guests are responsible for any damage they cause to school, facility, ROS, or third-party property.

ROS reserves the right to recover the cost of repairing or replacing damaged property from the responsible participant.

Personal Property

Participants are solely responsible for their personal belongings.

ROS, its affiliates, organizers, volunteers, and hosting facilities are not responsible for any lost, stolen, or damaged personal property.

Safety and Equipment

Participants must use only safe, sport-appropriate, and properly maintained equipment.

ROS reserves the right to prohibit the use of any equipment that is considered unsafe, damaged, or inconsistent with facility policies.

Photography and Media

ROS may take photographs or video recordings during programs, tournaments, and events for promotional, educational, or marketing purposes.

By participating in ROS activities, members and guests consent to the use of their image for these purposes unless they notify ROS in writing before participating.

Guests and Drop-In Participants

Guests are welcome only with prior approval from ROS.

Walk-in guests are not permitted unless specifically authorized by ROS.

Applicable guest or drop-in fees must be paid before participating. Drop-in fees are determined by ROS and may vary by program or event.

Disciplinary Action

ROS reserves the right to suspend, remove, or permanently revoke the participation privileges of any member or guest whose conduct violates these Terms and Conditions, jeopardizes the safety of others, damages club or facility property, or negatively affects the operation or reputation of the club.

Where appropriate, such action may be taken without refund.

Section 7: Program Placement and Minimum Performance Expectations

ROS offers programs designed for participants of varying skill levels to promote fair, safe, and enjoyable play.

Following the more than one scheduled session, ROS organizers may assess whether a participant’s skill level is appropriate for the registered program. If ROS determines that a participant does not meet the minimum skill level or program requirements, ROS may, at its sole discretion:

• Recommend a more suitable program or skill level;

• Transfer the participant to another available program, subject to availability; or

• Cancel the participant’s registration and issue a full or partial refund, less any applicable administrative fees or fees for sessions already attended.

This assessment is intended solely to maintain balanced and enjoyable play for all participants and is not intended to discourage or offend any individual.

The following skill levels are provided as general guidelines only and may vary depending on the specific sport or program:

• 3.5+ – Advanced / Competitive

• 3.0–3.5 – Intermediate

• 2.0–2.75 – Beginner

The decision of ROS regarding player placement and program suitability is final.

 

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Section 8: Refund Policy

Members who wish to withdraw from a program must submit a written request by email to info@royalottawasports.com and notify the applicable program organizer.

To be eligible for a refund, the request must be received before the third scheduled session of the program.

Approved refunds may be subject to:

• Administrative fees;

• Fees for any sessions already attended, calculated at the applicable drop-in rate; and

• Any other non-recoverable costs incurred by ROS.

• Refund will be issued only if the vacated spot is filled by a new member in the same category

After the second scheduled session, refunds will generally not be issued except in exceptional circumstances and at the sole discretion of ROS.

Drop-in fees are non-refundable. However, ROS may, at its discretion, issue a credit that may be applied toward future eligible programs or events.

Refunds for payments processed through third-party payment providers may be subject to applicable processing fees.

 

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Section 9: Program Schedule, Facility Closures, and Membership Transfers

Program schedules will be distributed to participants by email and or whatsapp group messages before or shortly after the start of each season.

From time to time, scheduled sessions may be cancelled due to circumstances beyond the control of ROS, including but not limited to:

• School or facility closures;

• Inclement weather;

• Public health restrictions;

• Government or municipal directives;

• Emergency situations; or

• Other unforeseen events.

• ROS Tournaments

Where a session is cancelled by the hosting facility or public authority, ROS is not obligated to provide a make-up session unless alternative arrangements are reasonably available.

Programs may pause during holidays or observances, including Ramadan, depending on attendance levels and facility availability. Any schedule adjustments will be communicated to members in advance whenever possible.

Memberships and program registrations are personal to the registered participant and are non-transferable. Members may not transfer their registration to another individual, another program, or another day unless expressly approved in writing by ROS.

If multiple sessions are cancelled due to circumstances beyond ROS’s control, ROS reserves the right to determine an appropriate resolution, which may include schedule adjustments, credits, alternative programming, or other reasonable accommodations based on available resources.

 

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Section 10: Member Acknowledgement and Agreement

Unless otherwise stated in the program registration information, ROS programs are intended for participants who are 18 years of age or older.

By registering for any ROS program or event, submitting payment, or participating in any ROS activity, each participant confirms and agrees that they:

• Have read and understood these Terms and Conditions in their entirety;

• Agree to comply with all ROS rules, policies, procedures, and codes of conduct;

• Understand and voluntarily accept the risks associated with participation in recreational and competitive sports;

• Accept the Release of Liability and Indemnification provisions contained in these Terms and Conditions;

• Confirm that the information provided during registration is accurate and complete; and

• Agree to conduct themselves in a respectful and sportsmanlike manner at all times.

Failure to comply with these Terms and Conditions may result in disciplinary action, including suspension or permanent revocation of membership or participation privileges, without refund where applicable.

ROS reserves the right to interpret, amend, modify, or update these Terms and Conditions, club policies, rules, and procedures at any time. The most current version shall apply to all participants upon publication or notification.

By participating in any ROS program or activity, members and guests acknowledge their acceptance of these Terms and Conditions.