KGF Softball Payments, Refund & Inclement Weather Policy

At KGF Softball, we work hard to provide a first-class tournament experience. Tournament directors incur significant expenses months before an event, including facility rentals, field preparation, officials, insurance, awards, staffing, equipment, and scheduling. Because of these upfront commitments, all KGF events are prepaid, and our refund policy is strictly enforced.

Thank you for understanding and respecting these policies.

Registration & Payment

• All KGF tournaments, camps, and showcases are PREPAY ONLY.
• No sanctioning fees are required for any KGF event.
• Team spots are reserved in the order payment is received.
• Please do not wait until the last minute to submit payment, as divisions may fill and your team could be placed on a waiting list.

Payment Options

Venmo: @softballcamps

Check

• Checks must be received at least 10 days prior to the event.
• Make checks payable to:

Shawn Hendrickson
2409 Danby Woods Circle
Lexington, KY 40509

General Refund Policy

If a division or event does not receive enough teams to be held, registered teams will be notified approximately one week prior to the event so they have sufficient time to register elsewhere.

Team Withdrawals

10 or more days before the tournament begins OR (before schedules are released):

• Teams may choose either
  
  
  • a full refund, or
  • 100% event credit toward any KGF tournament during the same calendar year.

Within 10 days of the tournament OR after schedules have been released:

• No refunds.
• No event credit.

Processing Fees

Any convenience fees, credit card processing fees, PayPal fees, Venmo fees, or other third-party transaction fees are non-refundable under any circumstances.

Gate Fees

Gate fees are non-refundable, regardless of weather, withdrawal, schedule changes, or tournament completion.

Inclement Weather Policy

We will make every reasonable effort to provide safe, playable fields and complete the tournament as scheduled. Unfortunately, weather is beyond our control.

The Tournament Director reserves the right to modify game formats, time limits, schedules, pool play, bracket play, or other tournament formats in an effort to complete the event safely.

While we intend to follow the refund policy below, extraordinary circumstances may require adjustments. If changes become necessary, head coaches will be notified along with an explanation.

Weather Refund Schedule

0 games played

• 100% refund of the tournament entry fee.

1 game played

• 50% event credit toward a future KGF event held within the same calendar year.
• No cash refund.

2 or more games started

• No refund or event credit.

Please Note: Any game that has begun, including games stopped due to weather before completion, will be considered a completed game for purposes of determining weather credits.

Once tournament play has begun, the majority of tournament expenses have already been incurred. As a result, refunds become limited after the first game begins.

We appreciate your support of KGF Softball and look forward to providing a competitive, organized, and enjoyable experience for every team.