Booking & Attendance Policy

This Booking & Attendance Policy outlines the rules governing participation in sessions organised by Bossley Bears Volleyball Club.

These rules are designed to ensure fair access to sessions and allow the Club to operate safely and efficiently.

All members and guests agree to comply with this policy when booking or attending any activity organised by the Club.

1. Booking Requirement

All participants must book sessions through the Club’s official booking platform before attending.

Walk-ins are not guaranteed entry and may be refused if a session is full.

Sessions include but are not limited to:

Volleyball classes
Social games
Social Leagues
Drop-In
Clinics
Events and tournaments

Bookings operate on a first-come, first-served basis.

2. Booking Window

Session bookings open 7 days (1 week) before the scheduled start time of the session.

Members may only book sessions once they become available in the system.

This system ensures fair access to bookings and prevents individuals from reserving large numbers of sessions too far in advance.

3. Session Capacity

All sessions operate with a maximum participant capacity to ensure safe and effective participation.

Typical session capacities may range between 18–21 players per court, depending on the session format.

Once a session reaches capacity, additional participants cannot join unless a spot becomes available due to a cancellation.

4. Unlimited Membership Access

Certain memberships include unlimited attendance.

Unlimited attendance means members may attend as many sessions as they wish within available capacity.

Unlimited access does not guarantee placement in any specific session.

Members are responsible for booking early if they wish to secure a place in popular sessions.

5. Booking Cancellation Rules

Members must cancel bookings if they are unable to attend.

Cancellations must occur at least 6 hours before the session start time.

This allows other members the opportunity to take the available place.

Members who repeatedly fail to cancel bookings may lose booking privileges.

6. No-Show Policy

A no-show occurs when a participant books a session but does not attend and fails to cancel within the required timeframe.

The Club operates a strike system to maintain fair access.

Strike System

Late Cancellation = 1 strike

No-Show = 2 strikes

Strike Consequences

3 strikes within 30 days
→ 7 day booking suspension

6 strikes within 60 days
→ 14 day booking suspension

Repeated abuse of the booking system may result in:

temporary booking suspension
membership downgrade
membership cancellation.

The Club reserves the right to enforce these measures at its discretion.

7. No Waitlist System

The Club does not operate a waitlist system.

If a session becomes full, members must monitor the booking system themselves to see if a spot becomes available due to a cancellation.

Spots that become available will be released back into the booking system on a first-come, first-served basis.

8. Drop-In Sessions

Drop-in sessions give members the flexibility to organise their own volleyball play.

The club provides the court, volleyballs, and equipment, and players are free to organise games or drills themselves.

Some players use these sessions to play casual games, while others use them to practice specific skills with friends.

During drop-in sessions:

Courts are shared among participants
Individuals cannot reserve or control courts.

Drop-in sessions operate as structured group sessions, not private court bookings.

9. Private Court Hire

Bossley Bears Volleyball Club does not offer private court hire.

All courts operate under organised sessions run by the Club.

Members and guests may only participate in sessions that are scheduled and managed by the Club.

10. Guest Participation

Members may bring guests to certain sessions where permitted.

Guests must register using the Club’s Introductory Short-Term Trial Membership before participating.

This introductory membership is intended for guest participation and trial attendance.

Guests must:

Complete registration with the Club
Accept all waivers and policies
Comply with Club rules during participation.

Guest access may be restricted depending on session capacity.

Guests cannot book sessions directly through the booking system.

To bring a guest, the registered member must email the Club requesting the booking. Guest attendance will be manually added by the Club and is subject to session availability.

11. Member Conduct During Sessions

Participants must:

Follow instructions from coaches or staff
Treat other participants with respect
Maintain safe behaviour during activities.

Unsafe behaviour, harassment, or disruption may result in:

Removal from a session
Suspension from future sessions
Disciplinary action by the Club.

12. Late Arrival

Participants are expected to arrive on time for sessions.

Members arriving late may:

Be refused entry to a session
Lose their booking spot if the session has already started.

Late arrival may disrupt the session and impact other participants.

13. Session Changes and Cancellations

The Club reserves the right to modify or cancel sessions where necessary.

Reasons may include but are not limited to:

Venue availability
Safety concerns
Weather conditions
Operational requirements
Coach availability.

Where possible, members will be notified of changes in advance.

14. Venue Rules

Members must comply with any venue rules imposed by facility operators.

These may include:

Footwear requirements
Facility access restrictions
Venue operating hours.

Failure to follow venue rules may result in removal from the venue.

15. Policy Updates

Bossley Bears Volleyball Club may update this Booking & Attendance Policy from time to time.

The most current version will always be available on the Club’s website.

Continued participation in Club activities constitutes acceptance of the updated policy.