Policies and Procedures
US Lacrosse Membership – All participants are required to be US Lacrosse Members at the time of the tournament. There are significant benefits to joining US Lacrosse, which include certain insurance coverages. We ask all student-athletes to provide their US Lacrosse membership numbers as well as the expiration date when completing the registration and waiver process. If a participant is not currently a member, additional information is available on the US Lacrosse website, see US Lacrosse Membership.
No Refunds to Withdrawing Players – No refunds will be paid due to a player’s failure or inability to participate, including on any rain date, regardless of the reason (i.e., change of mind, change of circumstances, inability to attend, prior conflict, failure of assumptions, any given college coach’s or program’s failure to attend or stay for the duration after committing to participate, mistake, sickness, injury, force majeure, etc.). Refunds, less processing fees and charges, will only be issued in the event of a withdrawal of a registered player before the published due date of final payment.
Rain Date – Event organizers will endeavor to re-stage The Match™ as much as practicable on a rain date to be determined.A rain date cannot be guaranteed. More information regarding schedule and format will be forthcoming should the rain date become necessary.
Event Cancelation – The Match™ has fixed costs, expenses, commitments and overhead relating to field rental and facilities, equipment rentals, event planning, marketing, website hosting/maintenance, staging and set-up, event uniform and t-shirt design and production, insurance, staffing/personnel, honoraria, administrative and other matters regardless of cancellation due to weather or force majeure. In the event of the total cancellation of The Match™ due to actual or threatening weather conditions or force majeure, the Directors will endeavor to provide a partial refund of event registration fees, subject to the following terms and conditions:
- A request for a partial refund (“Partial Refund Request”) must be submitted in writing within 15 days following the date of the event;
- Partial Refund Requests must specify who checks should be payable to and where they should be sent;
- Event organizers will use their reasonable efforts to assess relevant facts circumstances and determine and forward partial refunds to registered players who submitted Partial Refund Requests on a timely basis, promptly after refund amounts are determined.
- Partial refunds will not exceed thirty-five (35%) of the registration fee, regardless of the facts and circumstances.
Thank you for your patience and understanding in connection with circumstances beyond our control.
Weather-Related Adjustments During the Event (including Partial Cancelation or Schedule/Format Modifications) – If field closures and/or un-playable field conditions or adverse or threatening weather conditions, including rain, wind, ice, snow, lightening, excess heat and/or humidity, Tournament organizers reserve the absolute and unfettered right to:
- Cancel and/or postpone further play in whole or in part.
- Reduce game times to catch up with schedule, whether caused by cancelations, postponements, or to accelerate the schedule to avoid the onset of adverse or threatening weather conditions.
- Revise the schedule, including modifying formats, activities, game times and rules and/or canceling certain activities.
- Interrupt and suspend games or other activities as necessary; games/activities that are continued from the point of interruption may be subject to modified formats/rules if they resume, as circumstances warrant.
- Finish or end games/activities before inclement weather arrives or to preserve field conditions.
No refunds will be issued due to any weather-related adjustments during the event.
Field Conditions and Decision Making Authority – The field and facility owners, not event organizers, have final say whether The Match™ will take place in whole or in part, or will proceed in a modified format, due to the weather conditions. All teams are expected to respect the decisions of the owners. Thank you for your patience and understanding in connection with circumstances beyond our control.
Communication – The Match™ will endeavor to transmit updates via email to players and coaches if there are cancellations, postponements or delays, using contact information given to us during the registration process. Additionally, every attempt will be made to update information on the website www.matchlax.com and via the tournament’s mobile app – Event-Hub. Please understand that communications often take place under difficult and quickly moving circumstances..
Tournament Safety – One of our goals is to provide a healthy, safe, and fair environment of competition for all players participating in The Match™. It is our desire to allow everyone to participate in the activities and experience the spirit of the event. Please read and be aware of the following guidelines for everyone’s safety.
Injuries to Players or Others – Players are asked to notify a coach, official, tournament trainer, staff person or field marshal immediately if they are injured or need assistance. A First Aid Stations will be located in a central location.
- The nearest hospital to the Hill School is Pottstown Memorial Medical Center, 1600 East High Street, Pottstown, PA 19464 (610-327-7000). Trainers will have directions to PMMC should a trip to the hospital become necessary.
- In the event of an emergency or perceived emergency requiring immediate assistance, do not hesitate to call 911 on your own. That is the appropriate protocol for serious injuries that warrant immediate attention or emergency care. Please notify event headquarters if you call 911 so event staff can help clear the way for vehicular access to the field.
- Automated External Defibrillators (AED) – one or more AEDs will be available at the venue. Contact the trainers at the first aid station and/or event headquarters in the event of an emergency situation that may warrant use of an AED (i.e., cardiac arrhythmias, ventricular fibrillation, ventricular tachycardia).
Caution Warranted in Connection with Threatening Storm Conditions – Weather conditions can change rapidly and all teams, players, coaches, parents and fans should be prepared to vacate the field in as orderly a fashion as possible and to find safety in their vehicles. There is no reliable shelter on the Far Fields Complex. Shelter is available across the street at The Hill School’s Performing Arts Center and in the School’s hockey rink. Some additional reminders:
- Coaches and parents are asked to ensure that their teams/players vacate the field (and potentially the site) as quickly and orderly as possible.
- IT IS NOT ADVISABLE TO SEEK SHELTER UNDER TENTS IN AN OPEN FIELD OR UNDER TREES DURING ADVERSE WEATHER CONDITIONS, INCLUDING A LIGHTNING STORM. FIND SHELTER IN A BUILDING OR IN A VEHICLE IMMEDIATELY (MAKE SURE THE WINDOWS ARE UP).
- All coaches, players and others are expected to use common sense and reasonably prudent judgment when dealing with adverse or threatening weather conditions. This includes anticipating the arrival of inclement weather and packing up and transporting items from the field complex in advance of arriving conditions (or leaving those items behind while seeking shelter when circumstances warrant).
- Please remain in temporary shelters or vehicles until dangerous conditions have passed.
Lightning/Thunder – Officials are expected to follow established safety rules and suspend games/activities for the appropriate interval(s) of time if there are lightning strikes in the vicinity of the event (typically not less than 30 minutes after last sound of thunder or last sighting of lightning). If you hear thunder or see lightening, please notify an official or nearest tournament representative immediately. The event may use blasts from an air horn and/or megaphone to instruct all participants to leave the fields and find shelter and safety. The event will resume the schedule, as modified, after clearance from the Assigning Official or his designee.
Concussion Awareness and Injury Prevention – A concussion is a serious injury and should not be taken lightly. It is a type of traumatic brain injury, or TBI, that can be caused by a bump, blow or jolt to the head that can change the way your brain normally works. They can also occur from a blow to the body that causes the head to move rapidly. Even a mild bump or blow to the head can be serious. Unfortunately, concussions can be difficult to diagnose, in part because the symptoms can be subtle and may not show up for hours or even days. For these reasons, it is important that parents, coaches and student-athletes take time to understand what concussions are and their potential consequences, recognize concussion signs and symptoms, know how to respond, and learn the steps for returning to activity after a concussion. Some rules of thumb:
- If you suspect an athlete has a concussion, keep the athlete out of play (“when in doubt, keep them out”). The athlete must be evaluated by a health care professional experienced in evaluating concussions to assess the severity of the concussion, the path to recovery and the steps to return to play.
- Coaches will be asked to sit a player out for the remainder of a game or activity if the player sustains a blow to the head or a jarring collision that causes the coach or the trainer to suspect a possible mild or traumatic brain injury.
- The coach is required to notify the trainers regarding any such incident to permit assessment by a trained professional.
- If a coach or trainer suspects a concussion and requires a player to sit out, that player will not be allowed to return to play in the event without written clearance from a medical professional.
Roadways and Parking Areas
- Use caution and courtesy in all parking areas. Park only in designated areas. Please obey all parking signs.
- Be aware of pedestrians. Persons, including children, may dart between cars. Drive slowly in areas where pedestrians will be. Yield to ALL pedestrians. Please be courtesy and extremely careful backing up.
- Do not walk on the road from parking areas to fields, but only in designated walkways. Use caution when crossing streets. Minors should be accompanied by adults when crossing streets.
- Please do not park in a manner that blocks emergency access points, which may be identified by signage. If you see a vehicle blocking an emergency access point, please notify event headquarters.
- DO NOT park on private property. Violators may be ticketed or towed.
- Please follow parking attendant instructions, if applicable
Hotel Policy – The Match™ has partnered with WST Sports in order to provide players and families with an easy, advanced and secure way to reserve a hotel rooms for the event.
Simply click the following link to view and book hotel rooms near the venue: Accomodations.
If additional assistance is needed, WST Sports is available toll-free during normal business hours at 1-888-529-9898. Unlike many other events that may require you to use their booking agency, the use of this system is not mandatory. It is, however, highly recommended, as it will make selecting your hotel a little easier and possibly less expensive. Thank you!