Terms & Conditions

4.1 Medical Release and Emergency Authorization

Parent/Guardian certifies that they are the parent or legal guardian of the Participant(s) and that all information provided to Westlake Hoops is complete and accurate. Parent/Guardian authorizes any coach, manager, staff member, or representative of Westlake Hoops to act on their behalf in seeking emergency medical care, first aid, or treatment deemed necessary by a licensed medical professional if Parent/Guardian cannot be reached in a timely manner.

Parent/Guardian further authorizes any medical facility, hospital, or licensed physician to render such medical treatment as may be deemed necessary for the health and safety of the child(ren), and agrees to assume full financial responsibility for any medical expenses incurred as a result of such emergency treatment.

Westlake Hoops, its directors, officers, employees, volunteers, coaches, and agents shall not be responsible for any costs, damages, or losses incurred in connection with any medical treatment or transportation provided. Parent/Guardian certifies that the child(ren) is/are physically fit, have no medical conditions that would endanger them during participation, and have been cleared by a licensed physician for athletic activity.

4.2 Liability Release, Assumption of Risk, and Indemnification

In consideration of the Participant(s) being permitted to take part in Activities conducted or sponsored by Westlake Hoops, Parent/Guardian, on behalf of themselves, their child(ren), and their heirs, executors, administrators, and assigns, hereby fully and forever waives, releases, discharges, and holds harmless Westlake Hoops, its owners, officers, directors, coaches, agents, employees, volunteers, affiliates, sponsors, successors, and assigns (collectively, "Released Parties") from any and all liability, claims, causes of action, or demands of any kind or nature, known or unknown, which may arise from or relate to participation in the Activities, whether caused by negligence, carelessness, or otherwise.

Parent/Guardian understands that participation in basketball and related athletic activities involves inherent risks, including but not limited to: physical contact, collisions, slips, falls, overexertion, heat-related illness, transportation accidents, property loss, and other risks not specifically listed. Parent/Guardian voluntarily assumes all such risks, known and unknown, associated with participation.

Parent/Guardian further agrees to indemnify, defend, and hold harmless the Released Parties from any and all claims, demands, losses, damages, liabilities, judgments, costs, and expenses (including reasonable attorney's fees) arising out of or related to the participation of themselves, their child(ren), or their guests in any Westlake Hoops Activities or the use of any facility, equipment, or property in connection therewith.

This waiver and release extends to injuries or losses sustained before, during, or after participation and includes travel to and from all related events. This release is intended to be as broad and inclusive as permitted under Texas law, and if any portion is held invalid, the remainder shall continue in full legal effect.

4.3 Facility Use, Conduct, and Damage Agreement

All Participants, parents, and guests agree to follow the rules and policies established by Westlake Hoops and any facility owner or contracted gym location.

Facility Access and Restrictions:

• Access is limited to the gymnasium, restrooms, and the corridor connecting those areas.
• Classrooms, kitchen, offices, stairwells, courtyards, and other amenities are off limits at all times.
• Entry is permitted only through designated doors.
• Emergency exits are for emergency use only and may not be used for regular access.
• Parking is confined to designated areas as directed by the facilities, observing one-way circulation.

Behavior and Responsibility:

• Participants and spectators shall treat all staff, equipment, and property with respect.
• No profanity, vandalism, or disruptive behavior is permitted.
• No food, drinks (other than water), or gum is allowed on the playing surface.
• All trash, chairs, and tables must be properly returned and cleaned up after each session.
• Only authorized owners or coaches with issued keys may unlock or secure facility access.

Facility Damage:

Parent/Guardian agrees to be financially responsible for any damage caused by themselves, their child(ren), or any associated guests to the property, facility, or equipment used by Westlake Hoops. Failure to comply with these rules may result in suspension or termination of participation privileges without refund.

4.4 Refunds and Cancellations

Participant (and Parent/Guardian, if applicable) authorizes Westlake Hoops to charge the card on file for all participation fees associated with registration in Westlake Hoops classes, clinics, or other pay-per-session activities. Payment for these programs is due at the time of registration or as otherwise scheduled by Westlake Hoops.

Westlake Hoops accepts payment through a variety of processors, which may include Venmo, Stripe, SportsEngine, and other similar third-party payment processors. By submitting payment, you agree to the terms and privacy policies of the processor used for your transaction. Westlake Hoops does not store full credit card or bank account information; that data is collected and held by the applicable payment processor. Any processing or transaction fees charged by these providers are non-refundable.

Payments for team programs and tournament registrations will not be automatically charged by Westlake Hoops. Participants will receive separate communication regarding these fees, and payment will be required upon acceptance to a team or confirmation of tournament participation.

All payments are considered final once a player is accepted into a program or registers for a class or clinic. Refunds will only be issued in the event of a documented medical condition, family relocation, or other special circumstance approved by Westlake Hoops administration. Any refund, if granted, may be prorated based on participation to date and non-recoverable costs already incurred. Processing or transaction fees are non-refundable.

Withdrawals made prior to the start of a program may be eligible for a partial refund or credit toward a future program, at the discretion of Westlake Hoops. Once a program has begun, no refunds or credits will be issued except in extraordinary circumstances.

Westlake Hoops reserves the right to adjust, reschedule, or cancel sessions due to weather, facility availability, or other unforeseen events. In such cases, every effort will be made to provide a makeup session or credit toward future activities.

4.5 Governing Law and Entire Agreement

This Agreement shall be governed by and construed under the laws of the State of Texas, without regard to conflict-of-law principles. Any dispute arising from or relating to this Agreement shall be brought exclusively in Travis County, Texas.

This document, together with these Terms & Conditions, constitutes the entire agreement between the parties regarding participation in Westlake Hoops Activities and supersedes all prior discussions or representations. No oral statements shall modify this Agreement.

4.6 Code of Conduct and Removal

All Participants, parents, guardians, and spectators are expected to conduct themselves in a respectful and sportsmanlike manner at all Westlake Hoops Activities. Westlake Hoops reserves the right, in its sole discretion, to issue a warning, suspend, or permanently remove any Participant, parent, guardian, or guest from any Activity for conduct that includes, but is not limited to: harassment, abuse, or threats directed at coaches, officials, staff, players, or spectators; verbal or physical altercations; repeated disregard of facility or program rules; or any behavior that endangers the safety or well-being of others.

Removal from a program for conduct violations is without refund, and Westlake Hoops may refuse future registration at its discretion.

4.7 Anti-Bullying and Harassment Policy

Westlake Hoops maintains a zero-tolerance policy for bullying, hazing, harassment, discrimination, or intimidation of any kind, whether between players, from spectators, or directed at staff. This includes physical, verbal, written, and electronic conduct (including social media). Reported incidents will be investigated promptly, and confirmed violations may result in immediate removal from Activities without refund.

Concerns should be reported to Kullen@westlakehoopsbasketball.com.

4.8 Drop-Off, Pickup and Supervision

Westlake Hoops supervises Participants only during the scheduled start and end times of each session. Players who arrive before a session begins or remain after a session ends are the sole responsibility of their Parent/Guardian. Westlake Hoops staff are not responsible for supervising Participants outside scheduled session times or outside the designated gymnasium area.

Parents/Guardians are expected to pick up their child(ren) promptly at the end of each session. Repeated late pickups may result in suspension from the program. If a child is not picked up within a reasonable time after a session, Westlake Hoops may contact emergency contacts on file and/or local authorities as appropriate.

4.9 Lost or Stolen Property

Westlake Hoops is not responsible for any lost, damaged, or stolen personal property, including but not limited to clothing, basketballs, shoes, bags, electronics, water bottles, or other belongings brought to any Activity or facility. Participants are encouraged to clearly label personal items and to leave valuables at home.

4.10 Illness and Health Policy

Participants who are sick, contagious, running a fever, or otherwise feeling unwell must not attend any Westlake Hoops Activity. Parents/Guardians agree to keep their child(ren) home until they are symptom-free and cleared to participate. Westlake Hoops reserves the right to ask a Participant to leave a session if they appear ill, injured, or unfit to safely participate.

Consistent with Section 4.4, missed sessions due to illness, injury, or absence are generally non-refundable; exceptions may be considered for documented medical conditions at the discretion of Westlake Hoops administration.

4.11 Coach Vetting and Reporting Concerns

Westlake Hoops takes the safety of its Participants seriously. Coaches and staff are selected based on their experience, character, and commitment to player development, and are expected to follow our code of conduct at all times. Any concerns about coach or staff conduct should be reported directly to Westlake Hoops leadership at Kullen@westlakehoopsbasketball.com so they can be promptly reviewed and addressed.

4.12 Age and Eligibility

Participants must meet the age, grade, and eligibility requirements posted for each program, class, or team. Westlake Hoops reserves the right to verify a Participant's age, grade, or skill level and to move, reassign, or remove a Participant from a program if they do not meet the stated requirements. Knowingly misrepresenting a Participant's age, grade, or eligibility may result in removal from the program without refund.