Effective Date: May 1st 2025

Welcome to Arcane Athletics. By registering for classes, programs, or events, and by using our facilities or services, you agree to the following terms and conditions.
 

1. Registration & Parent Portal

All participants must be fully registered through the Gym Nest Parent Portal and enrolled in their designated cheer class, including payment of the $25 registration fee. In addition, they must complete registration with Arcane Athletics prior to attending any class, trial, or event. This includes signing all required waivers and submitting emergency contact information. Athletes who are dropped off without a completed registration will not be allowed to participate until all forms are submitted.
 

2. Payment Policies

• We accept Visa, MasterCard, Discover, American Express, cash, and checks.

• All accounts are required to have a valid, updated payment method on file.
  This allows us to process payment if you forget or are unable to submit it manually.

• A 4% card processing fee is applied to all credit card transactions.
  This fee is waived for cash payments.

• Returned (bounced) checks will incur a $35 returned check fee.

• If payment is not received by the due date, athletes may be asked to sit out until balance is cleared.

• Arcane Athletics is not responsible for financial disputes between separated families. Please manage your account internally.
   

3. Missed Classes & Make-Up Policy

We offer 1 Make-Up Tokens per month, which can be used within 31 days of a missed class. Tokens are automatically generated after an athlete is marked absent and can be scheduled via the Parent Portal. Make-up options are subject to availability and may not be available for all classes.
 

4. Class Placement & Evaluations

Class placement is determined through staff evaluations to ensure safety, progress, and proper skill matching. Standard requirements must be met for each class level. Athletes not meeting class standards may be recommended for a more suitable class. Trial classes or private evaluations are encouraged for new athletes.
 

5. Refund & Withdrawal Policy

All sales are final; we do not offer refunds on any services. If you decide to withdraw from a program, you must drop the class in the Parent Portal no later than 14 days before the end of your current billing cycle. Athletes are welcome to complete the remainder of the month. Please note that fees for uniforms, competitions, and other pass-through expenses are non-refundable once paid.
 

6. Conduct & Behavioral Expectations

Arcane Athletics is committed to creating a safe, respectful, and empowering environment for all athletes, families, and staff. To support this, we have clear behavior expectations for both athletes and parents:

• Athletes are expected to participate positively, respectfully, and safely. Disruptive behavior that interferes with the class or endangers others may result in the athlete being removed from class temporarily. Continued issues may lead to removal from the program.

• Parents and guardians are also held to a high standard of conduct. Disruptive, disrespectful, or negative behavior toward staff, athletes, or other families may result in removal from the facility for the day. In more serious or repeated cases, permanent banning from Arcane Athletics may be enforced.

• Aggression, threats, or intimidation will not be tolerated under any circumstances. If such behavior is perceived or reported, Arcane Athletics reserves the right to involve the proper authorities to ensure a safe environment for all.
   

7. Bullying Policy

• Arcane Athletics maintains a zero-tolerance policy for bullying of any kind. This includes verbal, physical, social, or cyberbullying behaviors that target other athletes, coaches, or members of our community.

• We are committed to providing a safe and uplifting environment where every athlete can learn, grow, and thrive without fear of exclusion, intimidation, or harm. Any athlete found engaging in bullying—whether during class, events, online interactions, or elsewhere—may be subject to disciplinary action, up to and including removal from the program without refund.

• We encourage all athletes and parents to report any concerns promptly and trust that our staff will handle them with care and confidentiality.
   

8. Facility Guidelines

• Parents must remain in the designated viewing areas (if available) during class times.

• No interruptions or coaching from the sidelines.

• Coaches are available for questions after class. Please ask a receptionist for assistance if needed.
   

9. Closures, Reschedules & Communication

Please ensure your email notifications are enabled in the Parent Portal to receive updates on closures, cancellations, or schedule changes. Sudden weather closures or emergencies will be communicated by email or posted on our social media.
 

10. Media Release

By participating in any Arcane Athletics program, you grant Arcane Athletics, its representatives, and affiliated entities the irrevocable right and permission to capture, use, reproduce, and publish photographs and/or video recordings of your athlete. This includes, but is not limited to, use in promotional materials, social media content, the Arcane Athletics website, newsletters, advertisements, and other marketing or educational platforms.

These images or videos may be used without compensation and will be used in a manner that upholds the integrity and values of Arcane Athletics. If you do not wish for your child to be included in any media, you must submit a written request opting out before participation begins.

Arcane Athletics will make reasonable efforts to honor such requests, but cannot guarantee exclusion from group photos or videos taken in public or large group settings.

11. Liability Waiver

Cheerleading, tumbling, and related physical activities carry inherent risks. All participants are required to have a signed liability waiver on file prior to participation. While we prioritize safety and proper training techniques, Arcane Athletics is not liable for any injuries that may occur during classes, practices, or events.
 

12. Pricing & Promotions

Arcane Athletics reserves the right to change class pricing, promotions, discounts, and membership offerings at any time without prior notice. We are committed to transparency, but please understand that adjustments may be made to ensure the continued quality and sustainability of our programs.