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Team Fees and Refunds Policy

  • Writer: Curtis Campion
    Curtis Campion
  • Aug 29
  • 3 min read

Updated: Sep 8

1. Purpose

This policy sets out the requirements and responsibilities for payment of team fees by members of the Sydney Spectres Basketball Club. Team fees are necessary to cover the costs of competition entry, referees, venue hire, and other related expenses.

2. Responsibilities

  • Team members are responsible for paying their share of team fees within two (2) weeks of the initial payment request issued by the club.

  • Team fees are calculated as the total cost of the season divided equally among registered players for that team.

  • It is the responsibility of each player to ensure payment is made on time. Failure to pay may result in exclusion from games or team removal from competition at the discretion of the committee.

  • Players are also responsible for keeping their registration with partner competitions (e.g. Sydney Comets, Sydney Social Basketball) current and up to date. The club will not cover penalties, forfeits, or costs arising from lapsed registrations.

3. Refunds

  • The Sydney Spectres will not provide refunds for individual players once fees are paid. This includes cases of withdrawal, injury, or inability to attend games.

  • If the entire team is granted a refund by the competition organisers in accordance with competition rules, the Sydney Spectres will pass those refunds on to players proportionally.

  • Refunds will only be processed once received by the club, and returned via the same method of payment where possible.

4. Replacements

The replacements process exists to keep teams viable for a full season, not to facilitate one-off subs.

4.1 Eligibility and approvals

  • A player may offer their place to a single replacement player for the remainder of the season only. Replacements are not permitted for individual games under this section.

  • Any replacement must be approved by both the team captain and the club committee. The committee will check league eligibility, grading limits, and any competition rules on mid-season changes.

  • The replacement must be fully registered with the competition before playing.

4.2 Fees and proration

  • The departing player and their replacement are responsible for arranging payment between themselves. The club will not manage or mediate that transaction.

  • The replacement cannot be charged more than the amount originally invoiced to the departing player minus a pro-rata game fee (calculated by dividing the team fee by the total number of games in the season and subtracting the games already played).

  • Example: if the season fee is $200 for 10 games, the per-game cost is $20. A player leaving after 3 games may only charge their replacement a maximum of $140 ($200 − 3 × $20).

  • Any private arrangement that goes beyond this cap (for example charging extra, adding “finder’s fees”, or requiring repayment in instalments with interest) is prohibited.

  • The club will not issue partial refunds directly to either the departing player or the replacement.

4.3 Team integrity

  • Teams must remain within the registered roster size set by the competition.

  • The committee may refuse a replacement where it materially changes the competitive balance, breaches spirit-of-play, or conflicts with competition rules.


5. Special Circumstances

  • An injury, no matter how early in the season does NOT constitute special circumstances

  • In exceptional cases (e.g. financial hardship, compassionate grounds), members may apply in writing to the club committee for consideration of alternate arrangements. Decisions will be made on a case-by-case basis and at the sole discretion of the committee.

  • Any approved payment plans or deferrals must still ensure that the club is able to meet competition payment deadlines.

6. Compliance

  • Players who fail to pay their team fees in full and on time may be:

    • Suspended from playing until payment is made;

    • Ineligible for future teams or seasons until the outstanding balance is settled;

    • Reported to the committee for further action potential referals to debt debt collection services.

  • Players who do not maintain current competition registrations may be deemed ineligible to play until their registration is rectified.

7. Review

This policy will be reviewed annually by the Sydney Spectres Basketball Club Committee to ensure it remains fair, transparent, and aligned with competition requirements.

Contact

For questions or concerns regarding team fees, please contact the Sydney Spectres Basketball Club Committee at sydneyspectres2001@gmail.com.

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