1. User Cancellation Policy
o All user initiated cancellations must be submitted in writing. Emails with a follow-up confirmation are acceptable, however, verbal cancellations will not be accepted
o To receive a full refund, reservations must be cancelled 45 days prior to the agreed date of the scheduled activity.
o If a reservation is cancelled less than 45 days but at least 30 days prior to the agreed date of the scheduled activity then the user will forfeit 25% of the rental fee.
o If a reservation is cancelled less than 30 days prior to the agreed date of the scheduled activity then the user will forfeit its entire rental fee.
o If ESP is able to resell the cancelled space then 75% of the forfeited user rental fee will be reimbursed to the user.
2. Inclement Weather Cancellation Policy
o If inclement weather makes outdoor field conditions unsafe for facility users or creates the possibility for damage to the facility, Evergreen SportsPlex (ESP) management will decide to close some or all of the ESP scheduled activities.
o As soon as a decision is made to close the facility, ESP management will immediately attempt to contact the designated Point of Contact for each facility user scheduled to use the facility during the period in which it will be closed.
o If ESP management elects to close the facility due to inclement weather, ESP will attempt to reschedule each facility user to a mutually acceptable future date and time.
o Facility user payments for scheduled activities that are cancelled by ESP management and cannot be rescheduled due to inclement weather will be refunded to the facility user.
o For scheduled activities which must be cancelled by ESP management due to inclement weather while the activity is in progress, refunds (if the activity cannot be rescheduled), if any, will be prorated based on the actual time and space used.
o No refunds will be given if a facility user chooses not to use the time they reserved if the park is open.
o ESP management reserves the right to not reschedule single Evergreen Adult Sports league regular season games if they are cancelled due to inclement weather.
o Lightning Interruption: If lightning is identified in the area of the Evergreen SportsPlex, the outdoor fields will be cleared for a period of at least 30 minutes from the last visible lightning strike