Electric Athletics Finances, Fees and Refund Policy

Why Fees are Fundamental in Participation in Electric Athletics (EA) Activities 
Fees are the main source of income for our club and are crucial to the day to day running of the company. The fees paid by athletes / parents for participation are the way in which our club pays for all its expenses, such as the rent of our building, insurance, utilities, coaching costs, maintenance costs, and competition fees charged by the Event Providers we attend each year. Fees are mandatory for each attendee and all attendees are subject to the same fee structure. 

EA remains a not-for-profit Limited Company and all excess funds, once costs have been paid, roll straight back into the gym to improve the facilities and the opportunities offered for each and every athlete. 

Where Can I Find a List of Fees? 
All fees and fee structures can be found in the following places:

• Season Handbook, found on the EA website, within the “Electric Athletics Group Info” Facebook Group, and across social media Linktrees.
• Upon request if further information is needed via electricathleticsuk@gmail.com
• In your personalised email sent to parents / adult athletes at the start of the season, or at the point of the athlete joining our program.
• Within your Coacha profile, which was set up with your own log in when you registered with the club

Coacha 
All fees, both regular and one-off, are taken via Coacha. It is a mandatory component of membership at EA to have athlete’s details registered on Coacha, primarily to keep NOK details on file should there ever be an emergency, list any known medical conditions which the coaches may need access to, and to use the software to process all monthly and one-off fees so the athlete can continue to be a part of our club. Parents / adult athletes will be sent a link to sign the athlete up upon joining our club. 

You will be sent some information once you have signed up for Coacha:

• An email detailing a link to set up a Fee Subscription. This fee is taken on the 1st every month. If a payment fails, then late fees will be applied. Please see ‘late fees’ for details.
• If you are a mid-season joiner, you will also be sent a second email with a one-off payment for any fees for the remainder of the current month. As an example, if you join us on the 12th November, your Subscription will be first taken on 1^st December, and your one-off payment will cover the period of time you are with us from 12-30th November. The one-off fee will be pro-rata’d accordingly.

Late Fees 
Please be advised that both Coacha and GoCardless charge the club a transaction fee for each failed monthly subscription payment. This means that when a payment fails, the club does not receive the expected training fees, which impacts our ability to meet essential financial commitments such as rent and bills. As each failed payment requires manual review by the Director and Administrative Team, and due to the financial effect it places on the club, we have no alternative but to pass on these charges to the athletes/parents. 

Effective immediately, the late payment fee structure will be as follows: 

• First failed payment in a calendar month:
  A charge of 10% of your monthly training fees will be issued as a one-off payment request.
• Second and subsequent failed payments in the same month:
  A charge of 5% of your monthly training fees will be issued per failed payment, as separate one-off payment requests.

This structure will reset at the beginning of each month. 

These charges are in addition to the current policy of an athlete being required to sit out of class until the balance is paid if a payment is more than 7 days overdue. 

What You are Entitled to for the Monthly Fee & EA membership    

• All training costs for your cheerleading class, which will be divided by how many hours the athlete trains per week
• All training costs for tumbling classes, if included
• All coaching costs and contributions
• All insurance costs for the athlete
• Personalised team music
• External/Internal choreography (team dependant, extra choreography time for Worlds, Allstar and Elite teams)
• A stretch homework pack
• EA Training T-shirt

 Your monthly fee does NOT include: 

• All training and competition kit, this can be purchased through Coacha
• Competition uniform
• Competition bow
• Travel / accommodation for competitions
• Competition entry fees

All additional costs are detailed in the Season Handbook. Second hand uniforms may be able to purchase via the Facebook group, EA Sell/Swap/Buy. 

Refunds 

Mid Season Leavers

In the event of mid-season leavers to our program, the next month’s fees are expected to be cleared to recuperate some of the cost for re-choreography. 

Legal action will be sought against athletes who fail to maintain this important clause. Please note that access to the Selling Group will be removed if we are missing funds against an athlete’s name. 

We reserve the right to with-hold Spectator Tickets ordered and paid for, for upcoming competitions, in case they are needed for a substitute athlete coming in for the outgoing athlete. If used by the substitute, you will be refunded your purchase price. If they are not needed by the substitute, we will release them to purchaser to either attend the event themselves or to sell on to other parents. 

Injury to Athlete

In the event of an athlete missing a competition due to an injury, we regret to inform you that no refunds can be processed for the competition entry fee, nor the spectator tickets. We won’t receive refunds from the event providers therefore, we are unable to offer refunds. 

Red Zone Violation or Dismissal from Team

In the event of athletes missing a competition due to a Red Zone Violation or a general dismissal from a team due to athlete / family fault, either planned or sudden, we regret to inform you that no refunds can be processed for the competition entry fee, nor for the spectator tickets. We won’t receive refunds from the event providers therefore, we are unable to offer refunds. 

Hotels and Transport

Electric Athletics are not liable for lost funds for any transport or hotel costs for the season. We recommend that all parents book flexible tickets and refundable rooms, if they are choosing to stay over near to any venue, in case there are any last-minute scheduling conflicts or changes which are out of our control. Date 

Revised: April 2025