Weather Policy & Procedures
For programs operated by USA Sport Group Companies
Effective as of: January 1, 2020
This Document is not applicable for programs operated by Third Party Partners. All Third Party Partner programs are governed by their own policies and procedures. You can access the policies governing your program by locating the Program Details Page, the policies are located within the Parent Info, Policies and Forms information tab (see below for more info).
What is a Third Party Partner?
A Third Party Partner is an organization who has partnered with the USA Sport Group (USG) to advertise their programs on the USG websites and/or use the USG online registration system to process customer purchases. Please note USA Sport Group is not Affiliated with programs operated by Third Party Partner organizations.
How Do I find out if my program is operated by a Third Party Partner?
You can find out if your program is operated by a Third Party Partner or by USA Sport Group Companies by viewing the Program Details Page for your program. You will see a note at the top of this page explaining who operates your selected class.
How do I locate my Program Details Page?
If you are not registered for the program please select the program from our listings, click the "more info" button and you will be directed to the program details page. If you have registered for a program, log in to "Your Account", select "Your Programs", click on the selected program link and you will be directed to the specific details page for that program.
USA Sport Group Websites ("Sites", "Websites", "USG Websites") refers to all affiliated sites including but not limited to usasportgroup.com, ussportsinstitute.com, unitedsocceracademy.com, sportssquirts.com, soccersquirts.com, pulsecamps.com, and ustennisinstitute.com.
USA Sport Group Companies ("USG", "USA Sport Group", “us”, “we” or “our”, "USG Companies) refers to all affiliated companies including but not limited to USA Sport Group LLC, US Sports Institute, United Soccer Academy, and First Play LLC.
This policy will be in effect for your registration as per your acceptance of the registration terms when registering.
The vast majority of the USA Sport Group Companies programming consists of outdoor activities. Registration for any camp or class should come with the understanding that a portion of a camp/class may be impacted or canceled due to adverse** weather conditions.
If a program operated by USA Sport Group Companies is impacted by weather, how, where and what type of program you registered for will dictate the weather policy which applies.
You registered online directly through a USA Sport Group Website
Class canceled due to weather? If more than 50% of one full session is lost and we are unable to make-up for the lost time at the end of the program, we will issue a credit voucher*** in the amount of 60% of the time lost, valid on any future program.
Program Cost: $160
Program Duration: every Monday for 8 weeks.
On Week 6 the session is cancelled prior to starting and no makeup date is available.
Compensation: $12 credit voucher (60% of the $20 session fee for the missed session).
Program Cost: $160
Program Duration: every Monday from 12pm-1pm for 8 weeks.
On Week 6 while at the session, it is canceled at 12:35pm due to a thunderstorm.
Compensation: None (as more than 50% of the session was completed).
Summer & School's Out Camps:
- One full day of camp gets washed out? If an entire day of camp is lost and we are unable to make up the lost time during that week, we will issue a credit voucher*** for 60% of the pro-rated daily cost, valid on any future program.
- Camp gets washed out partway through the day? If participants attend camp and it has to be canceled during the day (while participants are onsite), no compensation or makeup will be offered.
Camp Cost: $250
Camp Duration: 5 days, 9am-4pm
Full day of camp is canceled on Tuesday at 8am, no makeup available.
Compensation: $30 credit voucher (60% of $50 per day fee).
Camp Cost: $250
Camp Duration: 5 days, 9am-4pm
Participants attended camp on Tuesday at 9am, but at 1pm it was canceled due to Thunderstorms.
Compensation: None (as the camp day had started).
Why this policy?
We hate to cancel our Programs, but unfortunately, we cannot control the weather and sometimes this cannot be helped! In these instances, our fixed expenses don't change, so in most circumstances, we have already incurred many costs for program set-up, administration, staffing, equipment, the facility, and more. We strive to be fair to you, the customer and believe our compensation system is fair to all parties involved. Please be aware that many sports provision companies have no refund/credit policy in the event of program cancelations.
You registered through a Third Party Organization for a program operated by a USA Sport Group Company
A Third Party Organization is an organization offering programs that are operated by USA Sport Group, these could include organizations such as a Recreation Dept, YMCA, Soccer Club, Preschool or School, etc. All Third Party Organizations accepting registrations for USA Sport Group programs have their OWN weather and refund policies and procedures. Please contact the organization you registered with for their policies.
**Adverse weather conditions include (but are not limited to) any of the following: excessive heat, excessive snow or snow accumulation, persistent rain, thunder and lightning, excessive/dangerous winds, or field closures (where the Recreation Department, town or third party organization closes the field/facility due to adverse weather conditions).
It's raining, what should I do?
To find out the status your upcoming Session please check the Program Details Page for your specific program. You can locate this page in one of two ways:
- Click the link to "Today's Sessions", search for your program and click the blue "view program details" button.
- Log into your User Account, select Active Programs and click on the desired Program link.
We strive to ensure the best decisions are made for each individual program by checking the weather forecasts and radar frequently. However, sometimes this technology is not truly accurate, in such instances our office staff members rely on our on-field staff to relay the actual weather condition once they have arrived on location. If your class is not listed please attend your session as scheduled, where coaches will make a decision based on current weather and field conditions. Please dress appropriately for the playing conditions.
What happens in the event of thunderstorms?
In the event of thunderstorms, the program will be suspended until the storm passes. Lightning storms are unpredictable, so a 30/30 rule** is enforced on all of our programs. 30 minutes will be counted from when the last clap of thunder was heard. If the storm passes, play will continue, however, if the storm continues the program may be cancelled and you will be required to collect your child from the program.
How early do you decide if a class is canceled?
We strive to make informed decisions for all classes by checking the weather forecasts and radar frequently. In light of this, decisions are typically made 1 hour before a session is scheduled to take place. Due to the nature of the wide geographical area in which we run our programs, sometimes you may be asked to report to the field where the final decision will be made by the coaches present as they will be more equipped to make the correct decision. The coaches decision will be based on the current weather and field conditions. If conditions deteriorate after a program has started you may be required to collect your child. When dropping your child at a program coaches will try to inform parents if adverse weather conditions are expected. Please ensure coaches are given the best contact phone number to reach you on in this situation.
It is raining, why is my class not canceled?
We strive to ensure the best decisions are made for each individual program by checking the weather forecasts and radar frequently. However, sometimes this technology is not truly accurate, in such instances our office staff members rely on our on-field staff to relay the actual weather condition once they have arrived on location. If your program is not listed we ask parents to attend the session as scheduled, where coaches will make a decision based on current weather and field conditions.
It has been raining all night/day. Will my class be canceled?
All decisions are made based on the forecast for the time of your scheduled class. Please check the Parent Information Page to find out if your class is cancelled or moved to an indoor location. Parents should dress their child appropriately for the weather conditions, as the session will go ahead regardless of damp weather if the coach deems the playing area safe to continue. For Tennis programs, coaches will make every effort to clear surface water caused by any recent rainfall; the session will go ahead providing the area can be made safe for play.
If your child is on a day camp the start time of your class may be postponed until the bad weather passes. Please check the Parent Information Page for up to date information.
It is a clear day and my class is canceled, why?
In cases where rainfall has been heavy the previous day or night, Township Recreation Departments will often close their playing fields to protect the playing surfaces. In this event, the decision is out of our hands and programs must be cancelled.
Why are only some classes listed as canceled?
We offer a wide range of sports programs across the North East. All weather decisions are based on the forecast for each individual town. It is also possible that one town may close their fields while another does not.
Why do I have to go to the field for the coaches to make a decision?
We rely heavily upon the weather forecast and the radar to make our decisions, however it is impossible to know exact weather conditions at each location until our coaches arrive and weather conditions often change quickly. Therefore, there are times when due to the nature of scattered storms / showers you may be asked to report to the field where the decision will be made by the coach. The coaches decision will be based on the weather and field conditions at the time.
What happens in cases of extreme heat?
During the summer, at locations where there is no shade or shelter we will provide canopies for cover, to allow children to sit and cool down during snack breaks. On hot days water breaks are essential and are typically every 10 to 15 minutes. To avoid dehydration it is vital that participants bring:
- Plenty of water, we suggest at least 1 gallon
- Hats or Caps that protect the face and head from the sun
- Sunscreen. Please note for safety and child protection reasons our staff is NOT permitted to apply sunscreen to any participant. If participants bring sunscreen, our staff will remind them, at various intervals throughout the session, to apply their own sunscreen. Our staff can assist young participants with spray sunscreen, by spraying it onto exposed areas, and with snap-top sunscreens, by squeezing the sunscreen into their hand to apply it themselves. In both these circumstances, the participant will be required to rub their own sunscreen into/onto their own skin. To maximize playing time we also request that the participant arrives at their session with sunscreen already applied. Due to allergies we do not provide sunscreen to participants or permit participants to share sunscreen (unless they are siblings).
*Adverse weather conditions include (but are not limited to) any of the following: excessive heat, excessive snow or snow accumulation, persistent rain, thunder and lightning, excessive/dangerous winds, or field closures (where the Recreation Department, town or third-party organization closes the field/facility due to adverse weather conditions).
**Lightning 30/30 rule: If it takes less than 30 seconds to hear thunder after seeing the flash, outdoor activities will be suspended and all players will take shelter immediately. After the storm ends there will be a waiting period of 30 minutes before resuming outdoor activities.
***Credit vouchers are valid for one year from the date of issue. All credit vouchers issued are only valid on programs operated by USA Sport Group and only where the registration is placed directly through one of the Websites or by phone to the USA Sport Group offices.