Elena's Rhythmic Gymnastics Club

By registering in ERGC’s Recreational Programs, families acknowledge that they have read, understood, and agree to the following Terms & Conditions.

1. Annual Membership Fees

All athletes must pay an Annual Membership Fee at the time of their first registration each Season (August 1 – July 31). This fee includes:

Recreational Athletes

• Rhythmic Gymnastics Alberta (RGA) Fee: $33
• ERGC Club Portion: $25
• Total Annual Recreational Membership Fee: $58

The Annual Membership Fee covers mandatory insurance, provincial membership, platform fees (Amilia), payment processing costs, and administrative overhead.

The Annual Membership Fee is non-refundable once registration has been completed, regardless of attendance.

2. Cancellations & Refunds

2.1 Cancellations Before the Session Begins

Cancellations received at least 24 hours before the first scheduled class will receive:

• A refund of the Session Fee
• A $35 Administration Fee applies

2.2 Cancellations After the Session Begins

If cancellation is received after the first scheduled class:

• No refunds will be issued
• A pro-rated class credit for remaining classes will be applied to the family account
• A $35 Administration Fee applies

Credits must be used within the same Season (August 1 – July 31) and expire thereafter.

2.3 Medical Withdrawal

If an athlete is unable to continue due to a medical condition or injury:

• A pro-rated refund will be issued
• A $35 Administration Fee applies
• A note from a medical professional is required, confirming the period during which the athlete cannot participate

2.4 Non-Refundable Fees

• Annual Membership Fees are non-refundable.
• Credit card and platform processing fees are non-recoverable and may be deducted from refunds

2.5 Refund Method

• All approved refunds are subject to a $35 Administration Fee.
• Refunds can only be processed back to the original method of payment.
• Please allow up to 10 business days for processing.

3. Transfers Between Classes

• Parent-initiated transfers are subject to a $35 Administration Fee
• Transfers initiated by the coaching team incur no fee
• Families are responsible for paying the difference if transferring to a higher-priced class.
• A prorated account credit will be issued if the transfer is to a lower priced class

Transfers are subject to availability and class capacity.

4. Make-Up Class Policy (Recreational Programs)

ERGC offers Make-Up Classes as a courtesy only. Make-ups are not guaranteed and are subject to availability and program constraints.

4.1 Limitations

• Make-Up Classes have no monetary value and cannot be refunded, credited, or applied toward future Sessions or fees
• Cannot be shared between siblings or transferred to another athlete
• Make-Ups earned between August 1 – July 31 must be used within the same Season.
• Unused make-ups expire and do not carry forward.

4.2 Availability

Make-Ups are subject to:

• Available space in the receiving class
• Coach-to-athlete ratios
• Safety requirements
• Not available during special events or showcases

Availability may vary week to week and by program level.

4.3 Eligibility

To be eligible for a make-up:

• The absence must be reported by email to info@ergclub.org at least 24 hours in advance
• The athlete must be actively registered and fully paid in the Session in which the make-up is used
• Late notifications or no-shows are not eligible for make-ups.

4.4 Booking a Make-Up

• Make-Ups must be requested and scheduled in advance by emailing info@ergclub.org.
• Drop-ins are not permitted.

5. Missed Classes

Classes missed by the participant (including illness, travel, or scheduling conflicts):

• Are not refundable
• Are not creditable
• May only qualify for a make-up if all Make-Up Class Policy conditions are met

6. Weather, Facility, or Authority-Mandated Cancellations

Refunds or credits are not available for classes temporarily suspended or cancelled due to:

• Severe weather
• Power outages
• Facility issues
• Municipal, provincial, or federal authority directives

ERGC will strive to offer a make-up class when possible, but this cannot be guaranteed.

7. Minimum Class Enrollment

ERGC reserves the right to:

• Combine classes
• Adjust class times
• Cancel or reassign classes with low enrollment

Families will be notified as soon as possible.

If ERGC cancels an entire class and cannot provide an alternative, families will receive a refund or pro-rated credit for cancelled classes.

8. Gym Etiquette & Participation Expectations

Spectators
The gym is a focused training environment where gymnasts are encouraged to participate without distraction. Parents, friends, and family members are asked not to remain inside the gym during class time. Viewing areas are available in most facilities for parents/guardians.

From time to time, ERGC will host Open Classes or Bring-a-Parent/Friend classes, which will be clearly announced in advance.

Being Ready for Class
Proper attire is mandatory. Gymnasts must arrive ready to participate, including:

• Hair pulled back and secured away from the face
• Bare feet, grippy socks, or rhythmic gymnastics half-slippers
• No dangling jewelry
• No gum
• No outdoor shoes in the gym

Detailed attire guidelines are shared with families and may be updated periodically.

9. Fundraising

There is NO FUNDRAISING OBLIGATION in the Recreational Program. However, the bi-annual Casino is the Club's most important fundraiser to keep class costs down. For Casino years:

• Any shifts that are filled by recreational families are awarded a $50 credit per shift towards the gymnast's upcoming session fees. Contact info@ergclub.org if you would like to volunteer for the Casino.
• Participation by recreational families is entirely voluntary.

By registering in ERGC’s Competitive and Gymnaestrada Programs, families acknowledge that they have read, understood, and agreed to these Terms & Conditions.

The Competitive Program at ERGC is a full-season commitment (August–July). When an athlete registers, ERGC secures coaching hours, facility rentals, choreography planning, and competition scheduling based on the expected participation of each gymnast. This policy ensures clarity, fairness, and alignment with our club’s operational standards.

Noncompliance with the Terms & Conditions by parents and/or gymnasts may lead to the gymnast's withdrawal from the program. Full Program outlines & information will be available in the Program Handbook, provided at the start of the Season.

1. Program Commitment

Participation in the Competitive Program is a full Season commitment, from September to June. Participation in the Gymnaestrada team extends the Season until the end of the Gymnaestrada event (typically July). Administrative, planning, and membership obligations extend from August to July.

2. Annual Membership Fees

All athletes must pay an Annual Membership Fee at the time of their first registration each Season (August 1 – July 31). This fee includes:

Competitive Athletes

• RGA Fee: $65
• ERGC Club Portion: $50
• Total Annual Competitive Membership Fee: $115

The Annual Registration Fee covers mandatory insurance, provincial membership, platform fees (Amilia), payment processing costs, and administrative overhead.

The Annual Membership Fee is non-refundable once registration has been completed.

3. Annual Program / Training Fees

• Base Tuition fees for the full Season
• Choreography & Music
• Group costumes for the Winter and Year End Shows (if applicable)
• Ballet instruction fees (if applicable)

4. Additional Program Costs

Additional costs not included in the “Annual Program Fee” are:

• Individual Training Attire & Equipment
• Individual Apparatus for Training & Competition
• Competition/Performance Attire
• Team Uniform
• Competition/Performance Entry Fees

These are the individual responsibility of the athlete and their family. All Apparatus and Competition/Performance Attire must first be approved by the Coach. Assistance will be provided in sourcing Apparatus and Competition/Performance Suits. Second-hand Apparatus and rental Suits are available.

5. Cancellation & Withdrawal Policy

5.1 How to Withdraw

Families must submit a written notice of cancellation to info@ergclub.org a minimum of 30 days before the intended withdrawal date.

• The 30-day period begins on the day ERGC receives written notice, not the date the athlete stops attending.
• Families remain responsible for all tuition fees during the 30-day notice period.

5.2 Financial Responsibilities

During the notice period, families are responsible for:

• Tuition fees (monthly or season installments)
• Any outstanding balances
• Any expenses already incurred for the athlete (e.g.,uniforms, apparel, competition fees, equipment orders)

These amounts are not refundable as they have already been paid or committed on behalf of the gymnast.

5.3 Medical Withdrawal

If an athlete must withdraw for medical reasons:

• A note from a medical professional is required, confirming the period during which the athlete cannot participate
• The 30-day notice period may be waived with a valid doctor’s note.
• Tuition may be refunded or prorated from the approved withdrawal date.
• Membership fees, uniforms, leotards, choreography, and competition fees remain non-refundable.

5.4 Non-Refundable Fees

The following fees and items cannot be refunded under any circumstances:

• Annual Membership Fee
• Fundraising deposits, casino obligations, or volunteer credits
• Competition entry fees submitted to host clubs
• Team uniforms, equipment, leotards, or custom orders
• Any portion of tuition covering completed weeks
• Credit card and platform processing fees are non-recoverable and may be deducted from refunds

5.5 Monthly or Installment Tuition

ERGC uses Amilia to manage payments.

• Monthly or installment billing will continue throughout the 30-day notice period.
• Once the notice period ends, future payments will be stopped.
• If an installment covers months beyond the withdrawal date, the unused portion will be refunded minus the admin fee.

5.6 Refund Method

• All approved refunds are subject to a $35 Administration Fee.
• Refunds can only be processed back to the original method of payment.
• Please allow up to 10 business days for processing.

6. Program Transfers

6.1 Parent-Requested Transfers

Parents requesting a transfer to a different Competitive group or class:

• Must submit the request in writing to info@ergclub.org
• Transfer is not guaranteed and depends on space, athlete readiness, and coaching capacity.
• A $35 Administration Fee is applied.

6.2 Coach-Initiated Transfers

• The Head Coach may recommend a transfer for development, readiness, or safety reasons, no fee applies.
• During the 6-week trial period, coaches may reassign athletes to ensure proper placement.

7. Make-Up Class Policy (Competitive Programs)

Competitive training is structured around consistent attendance and long-term progression. Therefore, make-up classes are not guaranteed. Any make-up classes offered are at the sole discretion of ERGC and do not constitute an entitlement.

7.1 Eligibility

A make-up class may be offered as a courtesy when:

• The absence was reported in advance by email to competitive@ergclub.org
• There is available space in a similar-level training group

7.2 Not Guaranteed

• Make-up classes are not guaranteed and are offered only when feasible.
• Families cannot bank, accumulate, or transfer missed training sessions.
• Make-up classes cannot reduce tuition or be applied toward future payments.

7.3 Medical Absences

• With a medical note stating the athlete cannot train, attendance expectations may be modified.
• Medical absences do not automatically qualify for make-ups.

8. Missed Classes

• Tuition is based on program enrollment, not attendance.
• Refunds or credits are not issued for illness, vacation, appointments, late arrivals, or missed practices.
• Missed classes may only qualify for a make-up if all Make-Up Class Policy conditions are met.

9. Weather, Facility, or Authority-Mandated Cancellations

Refunds or credits are not available for classes temporarily suspended or cancelled due to:

• Severe weather
• Power outages
• Facility issues
• Municipal, provincial, or federal authority directives

ERGC will strive to offer a make-up class when possible, but this cannot be guaranteed.

10. Attendance Expectations

Competitive athletes are expected to:

• Attend all scheduled practices, competitions, mock competitions, and team events
• Maintain at least 80% attendance, as outlined in the Athlete Agreement
• Notify coaches of absences in advance via email to competitive@ergclub.org

Patterns of excessive absence may result in:

• Modified training plans
• Reduced readiness for competition
• Reassessment of group placement

11. Fundraising & Casino Participation (Competitive & Gymnaestrada Programs)

ERGC does not require general fundraising in the Competitive Program. However, participation in ERGC’s bi-annual Casino fundraiser is required, as it is a primary source of funding that supports facility costs, equipment, and program sustainability.

Each Casino event requires 38 volunteer shifts (including standby positions) to be fully staffed. If all required shifts are not filled, no casino funds are earned.

11.1 Casino Shift Assignment

For each Casino event, the following applies:

• Competitive Program:
  • TWO (2) casino shifts per registered competitive gymnast are assigned.
• Performing-only (Gymnaestrada) Program:
  • ONE (1) casino shift per registered performing gymnast is assigned.

For families with multiple registered gymnasts, the total number of required shifts is equal to one shift per gymnast in the household.

Casino shifts are assigned at the beginning of the sign-up period to ensure full coverage.

11.2 Conditional Enforcement of the Second Shift

ERGC recognizes that competitive gymnasts train at different weekly hour volumes.

If all 38 required casino shifts are successfully filled for a given Casino event, ERGC will waive enforcement of the second required shift for some competitive gymnasts.

• Waivers will be applied in order of lowest weekly training hours, beginning with the Foundations level and progressing upward as applicable.
• Once all required casino shifts are filled, no penalty fees will be applied for waived second shifts.

This approach ensures fairness while maintaining ERGC’s obligation to fully staff the Casino.

ERGC reserves the right to determine waiver applications based on training hours, program structure, and operational needs.

11.3 Unfulfilled Casino Shifts

If the required casino shifts are not fully covered, the following applies:

• A $125 fee per unfulfilled required shift will be charged.
• This fee applies only to required shifts that were not completed.
• Fees will be charged through the family’s Amilia account following the Casino dates.

The fee represents cost recovery related to unmet staffing requirements and is not a fundraiser.

Failure to pay casino fees may result in suspension of participation privileges until the balance is cleared.

11.4 Casino Coordination & Substitutions

Casino shift sign-ups, confirmations, and communication will be coordinated by ERGC prior to the event.

Casino shift substitutions (friends or family members) are permitted, provided the volunteer meets AGLC eligibility requirements.

12. Volunteering

As part of the Competitive and Gymnaestrada Team Programs, and for their own direct benefit, families are required to volunteer throughout the Season. The main volunteering opportunities include:

• Assisting with Club Shows (Winter and Year End Show) and Club-hosted Competitions (In-house and Invitational).
• Vacuuming the RG Carpets (to be kept in sanitary and good condition for our athletes).