Cancellation Policy

30-day cancellation window

At Apex Athletics, we understand that corporate schedules can change rapidly. Our standard policy dictates that event deposits are fully refundable if the organizer provides written notice of cancellation up to 30 days prior to the scheduled tournament date. Cancellations made between 29 and 15 days before the event will result in forfeiture of the 40% initial deposit to cover sunk venue and logistical costs. Cancellations made within 14 days of the event are strictly non-refundable due to the finalization of referee contracts and hardware dispatch.

Non-refundable customized merchandise

Any customized items explicitly requested by the organizer—such as laser-engraved medals, bespoke physical trophies, printed court barriers, or branded team jerseys—are entirely non-refundable once the production order has been dispatched to our manufacturing partners. The cost of these items will be deducted from any eligible deposit refunds if cancellation occurs after production has commenced.

How to request an event reschedule

We vastly prefer rescheduling to outright cancellation. If your organization faces an unexpected conflict, you may request a reschedule up to 21 days before the original event date without penalty, provided you select a new date within the same calendar year. Reschedule requests must be submitted directly to your assigned operations director via email.

Refund timeline and processing

Approved refunds are processed back to the original corporate payment method. Depending on your organization's financial institution and accounting practices, please allow 7 to 14 business days for the credited funds to clear and appear on your ledger. We provide immediate digital receipts for all processed refunds.

Force majeure and extreme weather protocols

Participant safety supersedes all operational agendas. In the event of extreme weather (e.g., severe thunderstorms, unplayable heat indexes) that forces our tournament director to cancel an outdoor event before commencement, your organization is guaranteed a priority rescheduling slot at no additional operational cost. If rescheduling is impossible, a full refund of all operational fees will be issued, excluding the cost of any customized merchandise already produced.

Contact operations

To initiate a cancellation, request a reschedule, or discuss the financial implications of altering your event brief, please contact our financial operations team immediately at support@apexathleticssport.com. Time is the critical factor in mitigating logistical costs.