- Objective and Scope
This policy defines the financial and operational procedures for tournaments hosted at Timber Run Golf Club & Event Lodge. It establishes clear expectations for tournament organizers, players, and sponsors regarding unexpected course closures, event modifications, and administrative deadlines. - Tournament Roster and Player Count Deadline
To ensure a seamless event experience, tournament organizers must provide accurate participant information ahead of time:- 7-Day Advance Submission: Organizers must submit the final official player count and the full names of all players 7 days prior to the tournament date.
- Administrative Preparation: This deadline is strictly enforced so that Timber Run staff can prepare customized scorecards, cart signs, hole assignments, and scoring software setups in advance.
- Weather Monitoring and Course Playability
The Timber Run Course Superintendent and Tournament Coordinator monitor local weather conditions continuously.- Play-Through Policy: Tournaments will proceed as scheduled through light rain or cool conditions, provided the course remains safe and fair to all players.
- Suspension of Play: Play will be suspended immediately if lightning is detected, or if heavy rain causes unsafe standing water on the greens and fairways.
- Official Cancellation: The decision to completely cancel a tournament rests solely with Timber Run Management.
- Weather-Related Cancellation & Rain Check Policy
If a tournament must be officially cancelled due to severe weather or unplayable course conditions:- 18-Hole Rain Check Guarantee: In the event of a weather-related tournament cancellation, all registered players will receive a rain check for 18 holes of golf (including cart) to be used at their own discretion.
- No Expiration Date: These tournament rain checks do not expire and can be redeemed during any future golf season.
- Official Event Status: If a tournament has already commenced and play is permanently halted, the rain check guarantee applies unless the tournament director and course management mutually agree that enough holes were completed to declare an official tournament result.
- Tournament Rescheduling Timeline
Organizers are given flexibility to move their event date if a poor weather forecast or logistical issue arises ahead of time:- 7-Day Rescheduling Window: A tournament may be rescheduled to an alternative available date up to 7 days in advance of the original booking without penalty.
- Late Requests: Rescheduling requests made fewer than 7 days prior to the event date are subject to management approval and may incur fees for committed course time and resources.
- Clubhouse Dining and Alternative Entertainment
Catering, meals, and banquet hall services are contractually separate from golf course playability.- Lodge Operations: If the golf portion of the tournament is cancelled or delayed on the day of the event, all scheduled tournament meals, award ceremonies, or banquets will still proceed as planned inside the Event Lodge.
- Alternative Entertainment: To ensure guests have an enjoyable experience despite the weather, Timber Run can provide indoor and covered entertainment options inside the Lodge, such as playing cards and cornhole boards, depending on space availability.
- Food & Beverage Fees: Because food and beverage resources are locked in with our kitchen staff and suppliers prior to tournament day, the portion of the fee allocated to dining is 100% non-refundable and cannot be converted into rain checks.
Property and Cart Damage Policy
- Player Liability
- Direct Responsibility: All tournament participants assume full financial liability for any damage they cause to golf course property.
- Scope of Damage: This includes damages to golf carts, turf, club facilities, landscaping, and rental equipment.
- Assessment: The course management will assess repair or replacement costs based on current market rates.
- Organizer Responsibility
- Secondary Liability: The tournament organizer or hosting organization serves as the ultimate guarantor for all participants.
- Unpaid Balances: If a participant fails to settle damage costs within 14 days of billing, the charges transfer to the organizer.
- Final Payment: The organizer agrees to settle the outstanding balance immediately upon receiving the secondary invoice.
Waiver of Liability and Assumption of Risk Policy
- Assumption of Risk
- Voluntary Participation: All players, spectators, and visitors enter the premises and use the facilities entirely at their own risk.
- Inherent Hazards: Guests acknowledge that golf activities involve inherent risks, including injuries from errant golf balls, clubs, motorized carts, and uneven terrain.
- Release of Property Liability
- Personal Property: The golf course is not responsible for the loss, theft, or damage of any personal items brought onto the property.
- Vehicle Damage: Vehicles parked in the main lot, overflow lots, or adjacent roadways are parked at the owner’s risk.
- Errant Ball Damage: The course holds zero liability for cracked windshields, dents, or other vehicle damage caused by golf balls or weather events.
- Release of Personal Injury Liability
- Injury Waiver: Guests completely release the golf course, its owners, and staff from any liability for personal injury, illness, or death occurring on the property.
- Medical Expenses: The course will not cover medical costs resulting from accidents, slips, falls, or wildlife encounters on the premises.
- Indemnification
- Legal Defense: Tournament organizers and individual guests agree to indemnify and hold harmless the golf course from any third-party legal claims or lawsuits.