Booking Cancellation Policy
Purpose
This Bay Booking Cancellation Policy (“Policy”) establishes the cancellation, late-cancellation, no-show, rescheduling, and related booking rules for Fairways & Mulligans Golf Lounge LLC (the “Company”). The policy is intended to provide customers with clear notice of the consequences of canceling a reservation while allowing the Company to protect limited bay inventory that may otherwise be unavailable to other customers.
This Policy applies to individual bay reservations unless a separate written agreement, event contract, league agreement, membership agreement, promotion, or other published booking term expressly provides otherwise.
Customer's Cancellation Right
CORE RULE
A customer may cancel a bay booking without the $25 late-cancellation fee when the cancellation is received at least
24 HOURS BEFORE the scheduled start time of the bay reservation.
Example: If a bay is scheduled to begin at 7:00 PM on Saturday, the cancellation must be received by 7:00 PM on Friday to
avoid the late-cancellation fee.
Cancellations received less than 24 hours before the scheduled start time are considered “Late Cancellations.”
Late-Cancellation Fee — $25
For a Late Cancellation, the customer agrees that the Company may charge a $25 cancellation fee for the affected bay booking.
- The $25 fee applies per bay booking, not automatically per person in the reservation.
- If a customer reserves multiple bays under one booking, the fee may apply to each bay that is canceled less than 24 hours before its scheduled start time, unless the booking confirmation states otherwise.
- The fee is intended to compensate the Company for administrative costs, reserved capacity, scheduling disruption, and the opportunity to rebook limited bay time.
- The Company will not charge the $25 fee when the cancellation is timely made at least 24 hours before the scheduled start time.
- The Company may waive or reduce the fee as a customer-service exception, but a waiver on one occasion does not create a continuing obligation or precedent.
No-Show Policy
A customer who does not arrive for a reserved bay and does not cancel the reservation before the scheduled start time is considered a “No-Show.”
- A No-Show is treated as a Late Cancellation for purposes of the $25 fee.
- The Company may release the bay to another customer after a reasonable waiting period or when the reserved start time has passed.
- Repeated No-Shows may result in additional booking restrictions, including requiring advance payment or management approval, subject to applicable law.
Unless a separate booking term states otherwise, this Policy does not authorize the Company to charge a fee greater than the disclosed $25 late-cancellation fee for a standard bay booking.
Rescheduling
Customers may request to reschedule a bay booking, subject to availability.
- Requests made at least 24 hours before the original booking time may generally be moved without a late-cancellation fee.
- Requests made less than 24 hours before the original booking time are treated as Late Cancellations unless management approves an exception.
- Rescheduled bookings are subject to the Company’s current availability, pricing, minimum booking requirements, and promotional terms.
- A price difference may apply when a customer moves to a higher-priced time, date, package, or service.
- Management may limit repeated same-day changes or repeated rescheduling when necessary to prevent abuse of the booking system.
How to Cancel
Customers should cancel using the same booking platform, customer account, telephone number, email address, or other cancellation method identified in the customer’s booking confirmation or the Company’s current booking instructions.
- The cancellation timestamp recorded by the Company’s booking system or other reliable business record will ordinarily determine whether the cancellation occurred at least 24 hours before the scheduled start time.
- Customers are responsible for confirming that a requested cancellation was successfully processed.
- A voicemail, email, text, or online request that is not successfully received or processed by the Company may not constitute a completed cancellation unless the Company confirms receipt or the booking system shows the cancellation as completed.
The Company should provide a confirmation of cancellation whenever reasonably practical.
Company-Canceled Bookings
If the Company cancels a bay reservation before the scheduled start time for reasons within the Company’s control, the Company will not charge the $25 late-cancellation fee for that cancellation. Any refund, credit, or rescheduling option will be handled according to the circumstances and the booking terms.
If the Company must close or suspend operations because of severe weather, emergency conditions, utility failure, government order, safety conditions, equipment failure, or another circumstance beyond the Company’s reasonable control, the Company may offer rescheduling, account credit, refund, or another reasonable remedy based on the circumstances and applicable law.
Equipment Failure / Unavailable Bay
If a reserved bay becomes unavailable because of equipment failure or another venue-side operational issue, management may offer a comparable bay, rescheduling, account credit, refund, or another reasonable solution. The Company will not intentionally represent a bay as available when it knows the bay cannot reasonably be provided.
Nothing in this Policy limits rights that cannot lawfully be waived under Pennsylvania law.
Events, Parties & Multiple-Bay Reservations
Private events, corporate bookings, tournaments, leagues, parties, packages, food-and-beverage commitments, and reservations involving multiple bays may be subject to separate cancellation terms stated in the applicable event estimate, contract, or booking confirmation.
If a separate written agreement contains a different cancellation schedule, that agreement controls for the covered booking.
Payment Authorization
Where the customer has provided a valid payment method and affirmatively agreed to this Policy, the customer authorizes the Company to charge the disclosed $25 Late Cancellation/No-Show fee when the Policy’s conditions are met.
- The Company should not retain or store full payment-card numbers outside its authorized payment processing system.
- The fee should be processed through the Company’s normal payment system.
- The customer should receive or be able to access a record of the booking and applicable cancellation terms.
- Management should document disputed fees and review them promptly.
Exceptions & Reasonable Customer-Service Review
The Company may, in its discretion, waive the fee for circumstances such as verified emergencies, serious illness, weather-related safety concerns, duplicate bookings caused by a system error, or other circumstances management determines justify an exception.
An exception is discretionary unless required by law or an applicable written agreement. Employees may not promise a waiver without authority
Consumer Transparency & Legal Compliance
The Company intends for the $25 fee to be clearly disclosed before the customer completes the booking. The cancellation deadline, amount of the fee, and method of cancellation should be presented in a manner that a reasonable customer can notice and understand.
Pennsylvania’s consumer-protection laws can apply to misleading or deceptive representations in consumer transactions. The Company therefore should avoid hidden fees, contradictory booking language, or representations that differ from the actual cancellation practice.
If the booking system uses electronic acceptance, the Company should preserve the version of the policy presented to the customer, the customer’s affirmative acknowledgment, and the date/time of acceptance. Pennsylvania law recognizes electronic records and signatures in various commercial contexts, although the precise rules depend on the transaction and applicable law.
No Waiver of Non-Waivable Rights
Nothing in this Policy is intended to waive, restrict, or eliminate any consumer right or remedy that cannot lawfully be waived. If a provision is determined to be unenforceable, the remaining provisions should remain in effect to the maximum extent permitted by law.
Policy Changes
The Company may modify this Policy prospectively. The cancellation terms applicable to a particular booking should be the terms clearly disclosed and accepted at the time that booking is made, unless the customer separately agrees to a later modification.
Customer Acknowledgment
By checking the acknowledgment box, electronically signing, or signing below, the customer confirms that the customer has read and agrees to the Bay Booking Cancellation Policy, including the $25 Late Cancellation/No-Show fee for cancellations made less than 24 hours before the scheduled bay booking.
Customer understands that the fee applies because the Company reserves limited bay capacity for the customer and may lose the opportunity to rebook that time when a cancellation occurs within 24 hours.
Customer further understands that the fee is not a charge for time already used; it is the disclosed late-cancellation/noshow fee associated with the reserved bay time.