Picklebilly Retreat Participant Agreement
Release of Liability, Assumption of Risk, and Participation Terms
This Participant Agreement (“Agreement”) is entered into by the undersigned participant (“Participant”) and Picklebilly HH LLC, a Florida limited liability company (“Organizer”).
This Agreement applies to participation in any retreat, tour, clinic, or travel experience organized or facilitated by Picklebilly HH LLC (“Retreat”).
By registering for a retreat and submitting payment, Participant acknowledges that they have read, understood, and agree to the following terms.
1. Assumption of Risk
Participant understands that participation in pickleball activities, athletic instruction, recreational sports, travel, excursions, and group events involves inherent risks.
These risks may include but are not limited to:
• sports-related injuries
• slips, falls, or accidents on courts or property
• illness or medical emergencies
• travel-related incidents or transportation accidents
• weather conditions or environmental hazards
• activities operated by third-party vendors or excursion providers
Participant voluntarily assumes all risks associated with participation in any retreat organized by Picklebilly HH LLC.
Participant acknowledges that pickleball and athletic activities are physically demanding and accepts responsibility for determining their own fitness to participate.
2. Release of Liability
Participant agrees to release, waive, and hold harmless Picklebilly HH LLC, its owners, hosts, coaches, employees, contractors, affiliates, and partners from any and all claims, damages, losses, liabilities, or expenses arising from participation in a retreat.
This includes but is not limited to claims relating to:
• personal injury
• illness or medical conditions
• property loss or damage
• sports-related injuries
• travel delays or disruptions
• accidents occurring during retreat activities or excursions
Participant understands that participation is voluntary and assumes full responsibility for their involvement.
3. Third-Party Providers
Picklebilly HH LLC acts solely as the organizer and facilitator of retreat experiences.
Accommodations, transportation providers, pickleball facilities, excursion operators, and other vendors are independent third-party providers.
Picklebilly HH LLC is not responsible for the acts, omissions, negligence, or performance of these third-party providers.
4. Medical Responsibility
Participant confirms they are physically able to participate in pickleball and retreat activities.
Participant is responsible for all personal medical decisions and expenses that may arise during travel or participation.
Picklebilly HH LLC does not provide medical supervision or medical services.
Participant authorizes retreat organizers to seek emergency medical care if necessary.
5. Payment and Cancellation Policy
A $500 deposit is required to reserve a place in a retreat.
Deposit
• The deposit secures the participant’s place in the retreat.
• If a retreat does not move forward, the deposit will be fully refunded.
• Once a retreat is confirmed, deposits are non-refundable.
Final Payment
• Final payment is due 90 days prior to the retreat start date, unless otherwise specified.
Failure to make final payment by the due date may result in loss of reservation and forfeiture of payments made.
Participant Cancellation
Payments made toward the retreat are non-refundable, as participant spaces are limited and commitments are made to accommodations, coaches, and retreat partners.
If a participant cancels and Picklebilly HH LLC fills the space from the waitlist, payments made may be refunded less a $150 administrative and processing fee.
Refunds under these circumstances are not guaranteed and remain at the discretion of Picklebilly HH LLC.
Participant Transfers
Participant registrations are non-transferable without the express written permission of Picklebilly HH LLC.
Late Cancellations
Cancellations made within 30 days of the retreat start date are non-refundable.
Administrative Fee
A $150 administrative and processing fee will apply to any approved refund.
Travel Insurance
Participants are strongly encouraged to purchase travel insurance to protect against unexpected circumstances including illness, travel delays, trip interruption, or personal emergencies.
Chargeback Agreement
By submitting payment, Participant acknowledges and agrees to the payment and cancellation policies outlined in this Agreement and agrees not to initiate a credit card chargeback or payment dispute inconsistent with these policies.
6. Rooming Policy
Many retreats are structured for double occupancy accommodations.
Participants registering without a designated roommate agree that Picklebilly HH LLC may assign a roommate.
If a roommate arrangement cannot be accommodated, additional single-occupancy fees may apply or participation may be subject to availability.
7. Participant Conduct
Participants agree to conduct themselves respectfully toward fellow participants, coaches, staff, and property.
Picklebilly HH LLC reserves the right to remove any participant whose behavior is disruptive, unsafe, or detrimental to the group experience.
No refunds will be issued in such cases.
Participants are responsible for any damage caused to retreat property or facilities.
8. Photography and Media Release
Participant grants Picklebilly HH LLC permission to use photographs or video taken during a retreat for marketing, promotional, and social media purposes unless Participant provides written notice prior to the retreat.
9. Retreat Changes
Picklebilly HH LLC reserves the right to make reasonable adjustments to retreat schedules, instructors, activities, accommodations, or excursions when necessary due to weather, operational needs, or circumstances beyond the organizer’s control.
Such changes do not constitute grounds for refunds.
10. Organizer Cancellation
If Picklebilly HH LLC cancels a retreat due to insufficient enrollment or unforeseen operational circumstances, participants will receive a full refund of payments made to Picklebilly HH LLC.
Picklebilly HH LLC is not responsible for participant airfare or other personal travel expenses.
11. Force Majeure
Picklebilly HH LLC shall not be liable for delays, cancellations, or changes caused by events beyond its control including:
• natural disasters
• severe weather
• pandemics
• government restrictions
• transportation disruptions
• political instability
• acts of God
12. Governing Law
This Agreement shall be governed by and interpreted under the laws of the State of Florida.
Any disputes arising from participation in a retreat organized by Picklebilly HH LLC shall be resolved in Florida.
13. Acknowledgment
By registering for a retreat and submitting payment, Participant acknowledges that they have read and agree to the terms of this Participant Agreement.
Participant further agrees to complete a formal electronic signature of this agreement when requested by Picklebilly HH LLC.
Participant Name____________________
Signature__________________________
Date_____________________