Terms and Participation Agreement

PICKLEBILLY TRAVEL


Participant Agreement

Release of Liability, Assumption of Risk, and Participation Terms

Version 7

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:


1. Assumption of Risk

Participant understands that participation in Retreat activities involves inherent and significant risks, including but not limited to:

  • Physical injury from athletic activities, including pickleball (e.g., falls, collisions, overuse injuries, strains, cardiac events).
  • Slips, falls, or accidents on courts, accommodations, or surrounding property.
  • Illness, dehydration, or medical emergencies.
  • Transportation-related incidents (including vans, shuttles, or third-party drivers).
  • Travel-related risks, including delays, cancellations, and disruptions.
  • Weather conditions, environmental hazards, and natural events.
  • Activities operated by third-party vendors, including excursions and tours.
  • Risks associated with travel in foreign countries, including differing safety standards, medical care, and legal systems.

Participant voluntarily and knowingly assumes all risks associated with participation, whether known or unknown, inherent or otherwise.

Participant affirms that they are physically able to participate and assumes full responsibility for determining their fitness for all activities.


2. Release of Liability

To the fullest extent permitted by law, Participant hereby releases, waives, and discharges Picklebilly HH LLC, its owners, officers, employees, contractors, coaches, agents, affiliates, and partners from any and all claims, demands, damages, losses, liabilities, or expenses of any kind arising out of or related to participation in a Retreat.

This release includes, without limitation, claims arising from:

  • Personal injury or death.
  • Illness or medical conditions.
  • Property loss or damage.
  • Sports-related injuries.
  • Travel delays or disruptions.
  • Accidents occurring during Retreat activities, transportation, or excursions.

This release expressly includes claims arising from the negligence (whether active or passive) of the Organizer, to the fullest extent permitted by law.


3. Third Party Providers

Organizer acts solely as a coordinator and facilitator of Retreat experiences. Accommodations, transportation providers, pickleball facilities, excursion operators, and other vendors are independent third-party providers.

Organizer does not own, operate, or control these providers and is not responsible for their acts, omissions, negligence, or performance.

Participant understands that any services provided by third parties are subject to the terms and conditions of those providers.


4. Transportation Disclaimer

Organizer does not own, operate, or control any vehicles or transportation services used in connection with the Retreat. All transportation is provided by independent third-party providers.

Participant assumes all risks associated with transportation and agrees that Organizer is not liable for any transportation-related incidents or injuries, to the fullest extent permitted by law.


5. Medical Responsibility

Participant confirms that they are in appropriate physical condition to participate in Retreat activities.

Participant is solely responsible for:

  • Their personal health and medical decisions.
  • Consulting with a physician prior to participation if necessary.
  • Any medical care, treatment, or expenses incurred.

Organizer does not provide medical supervision or services. Participant authorizes Organizer to seek emergency medical care on their behalf if necessary and agrees to be financially responsible for such care.


6. Indemnification

Participant agrees to indemnify, defend, and hold harmless Picklebilly HH LLC from and against any and all claims, liabilities, damages, costs, or expenses (including legal fees) arising out of or related to:

  • Participant's actions or omissions.
  • Participant's violation of this Agreement.
  • Claims brought by third parties arising from Participant's conduct.

7. Payment and Cancellation Policy


Nonrefundable Deposit

A $500 deposit is required to reserve a place in a Retreat. THE DEPOSIT IS NON-REFUNDABLE FROM THE TIME IT IS PAID, INCLUDING BEFORE ORGANIZER CONFIRMS THAT THE RETREAT WILL MOVE FORWARD. Participant cancellation before confirmation does not create a right to a refund.

All payments made to Organizer are non-refundable from the time they are paid, except if Organizer cancels the Retreat or the Retreat does not move forward, as provided in Section 12, or a refund is required by applicable law. Written confirmation that the Retreat will move forward does not change the non-refundable status of payments already made.


Final Payment

Final payment is due 90 days prior to the Retreat start date, unless a different due date is specified in the booking terms provided before payment. Failure to make final payment by the applicable due date may result in cancellation of the reservation. Payments already made will be handled under this section, including any applicable refund exception.


Participant Cancellation

Participant cancellations at any time are non-refundable due to limited capacity and advance commitments made by Organizer, subject only to Section 12 and applicable law. This policy applies before and after trip confirmation and regardless of the reason for cancellation, including illness, injury, personal emergencies, or changes in travel plans.

Participant must submit cancellation requests in writing to jan@picklebilly.com. The date Organizer receives the written request is the cancellation date.


Replacement Participants

Filling a canceled space from a waitlist or with a replacement participant does not entitle the canceling Participant to a refund from Organizer. This Agreement does not promise a transfer, credit, or replacement arrangement.


Late Cancellations

Cancellations within 30 days of the Retreat start date are subject to the same non-refundable policy. There is no separate refund window before that date.


Travel Insurance

Participant is strongly encouraged to purchase travel insurance to protect against illness, cancellations, delays, or personal emergencies. Coverage and exclusions depend on the policy purchased.


Payment Disputes

By submitting payment, Participant acknowledges the payment and cancellation policies in this Agreement and agrees not to submit a knowingly false or misleading payment dispute. Participant is encouraged to contact Organizer promptly about any billing concern. Nothing in this Agreement limits any non-waivable statutory right to dispute a charge or seek a remedy under applicable law.


8. Rooming Policy

Retreats may involve shared accommodations. Participant agrees that Organizer may assign roommates if none is designated. Additional fees may apply for single occupancy, subject to availability.

If Organizer is unable to match Participant with a roommate, Organizer will offer Participant the single occupancy rate. Participant must accept the single occupancy rate or arrange their own roommate within the timeframe specified by Organizer at the time of the offer.

If Participant does not accept the single occupancy rate and does not arrange a roommate within that timeframe, the reservation will be treated as a Participant Cancellation under Section 7, and payments made will be handled according to that section.


9. Participant Conduct

Participant agrees to act respectfully toward fellow participants, coaches, staff, and property.

Organizer reserves the right to remove any participant whose behavior is unsafe, disruptive, or detrimental to the group experience. No refunds will be issued in such cases, except as required by applicable law.

Participant is responsible for any damage caused to retreat property or facilities.


10. Photography and Media Release

Participant grants Organizer permission to use photographs or video taken during the Retreat for marketing and promotional purposes unless Participant provides written notice prior to the Retreat.


11. Retreat Changes and Coach Substitutions

Reasonable Changes

Organizer may make reasonable changes to schedules, instructors, activities, accommodations, or excursions due to weather, operational needs, or circumstances beyond its reasonable control. Organizer will use reasonable efforts to preserve the overall quality and principal features of the advertised Retreat.

Accommodations substituted by Organizer will be of reasonably comparable quality, subject to availability and circumstances.


Coach Substitutions

Organizer may substitute a featured coach, instructor, host, or other trip leader when that individual becomes unavailable due to illness, injury, emergency, death, travel disruption, or other circumstances beyond Organizer's reasonable control.

For a coaching role, Organizer will use reasonable efforts to provide a replacement with comparable qualifications and experience suited to the advertised program and participant skill levels, and to preserve the advertised amount and general scope of instruction.

Organizer will notify Participant in writing as soon as reasonably practicable after confirming a substitution or other significant change. A change in the identity of a coach or trip leader, by itself, does not automatically entitle Participant to a refund if the replacement and program remain reasonably comparable.


Significant Changes Before Departure

If a significant change becomes necessary before departure, Organizer will explain the change in writing as soon as reasonably practicable and use reasonable efforts to preserve the overall quality and principal features of the advertised Retreat.

This Agreement does not provide a separate contractual refund option for a change or substitution while the Retreat moves forward. Section 12 applies if Organizer cancels the Retreat or the Retreat does not move forward. Nothing in this section limits a refund or other remedy required by applicable law.


Changes During the Retreat

During the Retreat, Organizer may make reasonable adjustments to protect safety or respond to operational disruptions. Organizer will communicate significant changes as soon as reasonably practicable and seek reasonably comparable alternatives.

A substantial reduction in undelivered services will be addressed under applicable law and any written resolution agreed with Participant.

Reasonable changes and reasonably comparable substitutions do not, by themselves, create a right to a refund. The non-refundable policy in Section 7 applies, subject to Section 12 and applicable law.


12. Organizer Cancellation

If Organizer cancels a Retreat before it begins, or the Retreat does not move forward, Participant will receive a full refund of all payments made to Organizer for that Retreat, including the deposit. No administrative fee will be deducted.

This obligation applies even if cancellation results from an event described in Section 13. A credit or transfer to another Retreat may be offered, but will replace the refund only if Participant affirmatively agrees in writing.

Organizer is not responsible for airfare or other personal travel expenses purchased separately by Participant, except as required by applicable law.

If a Retreat is interrupted after it begins, the provisions concerning changes during the Retreat in Section 11 apply, together with applicable law.


13. Force Majeure

Events beyond Organizer's reasonable control may cause delays, changes, interruptions, or cancellation. These events include, but are not limited to:

  • Natural disasters or severe weather.
  • Pandemics or public health emergencies.
  • Government restrictions or actions.
  • Transportation disruptions.
  • Political instability or acts of God.

To the fullest extent permitted by law, Organizer is not liable for additional losses or expenses caused by these events. This section does not eliminate or reduce the full-refund obligation in Section 12 or any refund required by applicable law.


14. Governing Law

This Agreement shall be governed by and interpreted under the laws of the State of Florida. Any disputes shall be resolved exclusively in Florida, except to the extent applicable law requires otherwise.



15. Acknowledgment

Participant acknowledges that they have read, understood, and voluntarily agree to all terms of this Agreement, including the assumption of risk, release of liability, and payment and cancellation provisions.

Participant agrees that electronic signatures are legally binding. Failure to complete required documentation may result in cancellation. Any refund or forfeiture of payments in that circumstance remains subject to Section 7, the other express refund provisions of this Agreement, and applicable law.

This signature indicates I have read and agree to all terms of this Picklebilly Travel Participant Agreement.

Participant Name: ________________________________________________

Signature: _______________________________________________________

Date: _______________________________________________________