Membership: All players must have membership and most are involved in one or more programs. Only Club members are allowed to sub. Costs for individual and families are detailed on the Season Court or General information sheet. Non Club members taking private lessons should be entered in the computer and payment made at time of lesson.
Court Reservations & Cancellations:
Courts can be reserved by members up to one week in advance during the Winter Indoor Season and up to two days in advance during the Summer Season. Open time and lesson reservations must be canceled at least 24 hours in advance to avoid paying for unused court time. Pros should remind members of this policy when booking lessons. Any late cancellations will be charged at the discretion of the Pro.
Court Time Policies: It is important for the members to respect the start and end times of their reserved court times, regardless of availability and will be charged for any additional time used. Please see the Annual Fee Sheet Schedule in this manual for the current fees.
Guests: Club Members may bring individual guests twice during the Indoor Season and four times in the Summer. Guest names should be registered with the Front Desk. The fee is $10. This fee allows Total Club daily guests pool and outdoor court access. Player’s Club guests may play on the outdoor courts free of charge. All guests pay for their portion of indoor court fees (at prevailing rate) during the Winter and Summer seasons, in addition to the guest fee.
Instructional Policy: Junior programs require a 50% non-refundable deposit at the time of signing up. There are no credits or guaranteed make-ups for missed lessons. The participant is responsible for attending, or providing a sub, if required by the program. See junior flyers for junior playing privileges.
Clinic Open Spots: If you split a spot, and the other half is not filled, please ONLY come when you are scheduled (every other week in most cases). If you need to know what weeks you are scheduled, please email Sarah or Beth. If you are not paying to be in a group, you may only come as a sub of a paying member, not as a sub for an open spot. You may play in a group one time to try it out, when asked by a pro, compliments of the Club. If there are only 2 or 3 of you at a clinic, the pro will adjust the lesson plan to accommodate this. If you would rather not have match play with a pro playing, please say so, and other strategies will be implemented to ensure enjoyment
Adult Programs run for 32 weeks Please remember that your Season Courts, Leagues and Clinics all run from September through May, with a hiatus for the holidays.
Lessons: Only members with current accounts have charge privileges.
Leagues & League Clinics:
League players are responsible for providing subs. League Clinic players must also provide a sub. The Front Desk can find subs, for a small fee. No-showing when you are expected to play in a League or League Clinic will result in a $15 no show fee.
Injury Policy: In case of an injury, you may be excused from the date you notify the Club from financial responsibility and attendance. You will receive a pro-rated refund from the date of notification forward, and the Club may now sell your spot to someone else. If you do not wish to forfeit your spot, you are still responsible financially but the Club can help find subs at no charge. In either case, we need a Doctor's note for our files. Often, injured parties will find another member of commensurate playing level to take over play, and to also pay for the course of rehabilitation time: you can notify the Club of this arrangement and we can make billing adjustments, where necessary. Contact Chris for clinics and Sarah for leagues and season courts. Season court players must notify their court captain as well as the Club, and must make arrangements for a replacement player, or have the other season court players absorb their share of the total court cost. In all programs, adult and junior, the participant is responsible for their space in the program from its inception to its conclusion. If they drop out, they will be credited from the date of replacement not the drop out date.
Timeliness - We would like to offer a gentle reminder to please arrive in good time for your scheduled programs ~ ready to play at your appointed start time. The other players (and pros in the case of instructional programs) count on your timely attendance for full enjoyment of the allotted time and program (lesson plan or match play).
League Lateness: Standard Leagues - If a member is chronically 10 minutes late (as noted more than once by Front desk Staff of other players), they will be penalized 3 games for that day’s match. Progressive Leagues - If a member is chronically 10 minutes late (as noted more than once by Front Desk Staff or other players), and there is a tie as to who moves down on court, they will move down, regardless of the prior week’s scores.
Deposits: In the Spring, deposits will be collected from returning players wishing to hold their spot in programs scheduled for the Fall. Players have until a specified date in June to withdraw from a program without penalty. If they withdraw after that date, they will forfeit their deposit for that program.
Season Courts: The season court captain is responsible for the court reservation and the names of all players participating in their group and must notify the Club. Any changes to the roster must be completed by the August 1st billing. If players change during the season, the court must settle the financial obligation and transfer among themselves, through the court captain and must notify the Club. New court rotations will be emailed to players.
Tennis Attire: Shirts, bottoms and tennis shoes must be worn while playing. Proper tennis attire includes tennis shoes (designed for tennis with flatter, non-tredded, non-marking soles). This does NOT include sandals, flip flops, running shoes, etc. We ask that no bathing suits be worn to play tennis and that men do not wear tank tops. Thank you for your cooperation.
Playroom Policy: Cold and flu season is upon us and as much as we love having you bring your children or grandchildren to the playroom so that you can play tennis, we kindly request that you leave sick children at home —this is only fair to yourself, your child, other families that use the playroom and our staff. Thanks for your understanding!
Credit Cards All major credit cards are accepted at the Club and on our secure website with a minimum charge of $25.
Inclement Weather: If we have to close the Club or suspend programs due to inclement weather we will post the information on our website homepage. We do not automatically follow Guilford school closings, so please check. Make ups for Junior programs will be scheduled at the end of the current session. Make-ups for adult programs will be scheduled for the end of the season.
Club Seating The Club lobby and seating areas are for everyone to enjoy and there are enough seating areas to accommodate everyone. Please do not reserve seats or areas of the lobby. We ask that everyone share the space.
Moderate Drinking At the urging of our insurance company, we must ask that when you socialize at the Club, any alcoholic drinking is merely social. We would like to suggest that only beer & wine be brought and that individuals be mindful of their personal consumption. Thank you! Please remember to bring only non-alcoholic beverages in plastic containers down on to the courts.
USTA Matches The Club will stay open 1/2 hour after the official ending time of evening USTA matches for teams to socialize. Any additional time is at the discretion of the staff person.
USTA/Open Court Policy: As a courtesy to both GRSC’s USTA players and those on visiting teams, players in the match (home and away teams) may go on any available indoor courts 30 minutes before a match for 15 minutes of complimentary warm up time. These complimentary courts may be reserved ahead of time, but the players may be bumped for other members wanting to pay for the whole 30 minute court time. If desired, additional 15 minute or more increments may be reserved prior to the complimentary time, at the going rate. Members have priority over non-members and guest fees do not apply to the visiting team under these circumstances. Once players are down on the courts, they will not be bumped off. These courts should be marked in purple pencil on the court sheets. It is the policy of Guilford Racquet and Swim Club that all USTA players shall be off the courts 15 minutes before match time and that all players will go down to their designated courts with their opponents at the match starting time. The ball machine should not be booked during USTA matches.
Private Lessons POLICY: We have had some difficulty with the scheduling and policies regarding private lessons. In order to give all members the opportunity to book lessons, but also not be charged the full amount for a late cancellation, we have adopted the following policy, effective 1/1/10.
Privates with one person: With 24 hours notice, cancellation incurs no charge. Changes to lesson formats are acceptable with 24 hours notice (i.e. from 1 hour to ½ hour lesson) but original charges may apply if club is given less than 24 hours notice of format change. Less than 24 hours notice or a no show means a 50% charge. There will be no exceptions unless expressly approved by Sarah or Chris.
Semi-Privates with 2 people: With 24 hours notice, cancellation incurs no charge. However, if one of the two lesson participants cancels with adequate notice with the pro, it is the pro’s responsibility to contact the other party and let them know that they can change the format and what the new charges would be (i/e. for a private vs. a semi-private or for a switch from 1 hour to a ½ hour.) Less than 24 hours notice or a no show means a 50% charge. There will be no exceptions unless expressly approved by Sarah or Chris.
Recurring lessons on the courtsheets will be limited to 1-person privates and 2 person semi-privates. Cancellation policies above apply. Recurring lessons with 3 or more people are considered a group lesson, billed by Beth for the remaining current junior program session in one lump sum. There are no guaranteed make ups or refunds.
All recurring lessons are booked for the dates of the current junior session.
We hope this policy is clear and appreciate everyone’s cooperation.
