Cancellation & Refund Policy

1. Event Cancellation Windows

Tournament logistics require significant upfront commitments. Therefore, our cancellation policy operates on a sliding scale based on notice provided. Organizers may cancel an event with 14 or more days' written notice to receive a full refund of any deposits paid, minus a nominal administrative fee. Cancellations made between 7 and 13 days before the event will incur a 50% penalty on the total event cost to cover non-refundable venue and staffing retainers. Cancellations within 7 days of the event are non-refundable.

2. Deposit Structures

To secure a venue and operational staff for a specific date, a 30% non-refundable deposit (if booking within the 14-day window) or a standard holding deposit is required upon signing the Event Order. The remaining balance is typically invoiced and due 7 days prior to the tournament start date. Failure to remit the final balance may result in the forfeiture of the event slot and initial deposit.

3. Weather Contingency Plans

Outdoor tournaments are subject to weather. Light rain will not constitute grounds for cancellation or refund. If the Agency's Event Director deems conditions unsafe (e.g., severe electrical storms, flooded surfaces), the event will be postponed. If postponed due to weather, organizers will be offered an alternative date at the same venue within 60 days at no additional cost. Refunds are not issued for weather postponements unless a 'Weather Guarantee' add-on was specifically purchased.

4. Refund Processing Times

Approved refunds for eligible cancellations will be processed back to the original method of payment (corporate card or bank transfer) within 10-14 business days from the date of the formal cancellation acknowledgment by our operations team.

5. Force Majeure Clauses

Zeus Athletics shall not be held liable for failure to deliver an event due to circumstances beyond reasonable control, including but not limited to acts of God, pandemics, government lockdowns, or sudden venue closures beyond our purview. In such Force Majeure events, the primary remedy shall be the rescheduling of the tournament to a mutually agreeable future date, rather than a direct financial refund.

6. Dispute Resolution

If an organizer believes an event was not delivered to the operational standards outlined in the Event Order, formal complaints must be submitted in writing to [email protected] within 48 hours of the event's conclusion. Our management team will review referee logs, digital scoring records, and venue reports to determine if partial restitution or credit for future events is warranted.