Gait Heritage Winter Classic

Policies & Procedures

US Lacrosse Membership

ALL participants and coaches in the tournament are required to be US Lacrosse members as of the dates of the Event. We ask all athletes to provide their US Lacrosse membership numbers as well as the expiration date when completing the registration and waiver process.  If individuals or teams are not US Lacrosse Members, you must let us know.  We forward that information to US Lacrosse for verification in compliance with insurance conditions.  There are significant benefits to joining US Lacrosse, which includes a subscription to Lacrosse Magazine.  If a participant is not currently a member, additional information is available on the US Lacrosse membership page.

Rosters:

  • All participants must register individually.  They will be able to select the team they are playing on from a drop down list, and they will be added to the team’s roster when they do so.  
  • Each team should be prepared to provide a roster if requested.  The roster should be identical to the roster generated by the registration system following team and individual registration for the Tournament.
  • Coaches/Directors who registered the team are able to see and monitor their team’s roster.  Coaches are asked to bring any potential age/grade outlier situations to the attention of the directors for assessment before the Tournament. The directors will determine whether to permit a player to play on an exceptions basis where circumstances and equities warrant. Coaches are to certify as to team compliance with age/grade requirements during the registration process.  

Refunds Policy – Canceling or Withdrawing Teams

No refunds will be paid due to a team’s failure to field a registered squad, regardless of the reason (i.e., change of circumstances, failure of assumptions, inability to field the team, changes in the nature of the team, mistake, sickness, force majeure, etc.). Refunds will only be issued in the event of a withdrawal of a registered team before the registration deadline.  Except for extenuating circumstances, a team that withdraws after the due date of final payment, particularly after the schedule has been posted, will damage its chance to play in affiliated tournaments.

Tournament Cancellation

The Tournament 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 t-shirts design and production, insurance, staffing/personnel, administrative and other matters regardless of cancellation due to weather.

  • In the event of the total cancellation due to actual or threatening weather conditions, teams will receive a partial refund of their Tournament registration fee.
    • A request for a partial refund must be submitted within 15 days following the Tournament date;
    • Requests must specify who checks should be payable to and where they should be sent.
    • Tournament organizers will use their reasonable efforts to assess relevant facts circumstances and determine and forward partial refunds to coaches or team administrators promptly after refund amounts are determined.
    • Partial refunds will not exceed twenty-five (40%) 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 Tournament (including Partial Cancellation or Schedule/Format Modifications)

In the event of actual or anticipated adverse weather events, including those that affect travel conditions, Tournament organizers reserve the absolute and unfettered right to cancel and/or postpone play in whole or in part; reduce game times or accelerate the schedule to avoid the onset of adverse or threatening weather conditions; revise the schedule, including modifying game times and rules and/or canceling certain games; interrupt and suspend games as necessary.  No refunds will be issued due to any weather-related adjustments during the Tournament, regardless of whether the adjustments affect a team’s ability to field a line-up or otherwise make it more challenging or impracticable for a team to play.

Communication

The Tournament will endeavor to transmit updates via email to 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 Tournament website. Please understand that communications often take place under difficult and quickly moving circumstances. Coaches are responsible for further notifying their teams regarding the status of the Tournament.

Tournament Safety

We endeavor to provide a healthy, safe, and fair environment of competition for all teams participating in the Tournament and their groups. It is our desire to allow everyone to participate in the activities, view the competitions, and experience the spirit of the tournament. Please read and be aware of the following guidelines for everyone’s safety.

  • Injuries to Players or Others
    • Call or notify a tournament trainer, staff person or field marshal immediately if you need assistance for an injured player or tournament attendee; e.g.: trainer, ambulance or other aid. The Tournament will have one or more First Aid Stations.
    • If a player needs to go to the trainer or get first aid, please inform the officials and/or field marshal. If the player is able to walk or be transported safely, either the coach or an adult MUST accompany the player. Do not send an injured player alone to seek assistance.
    • Trainers will have directions to the nearest hospitals should a trip to the hospital become necessary.
    • If you have an emergency and need 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 Tournament Headquarters if you call 911 so they can help clear the way for vehicular access to the field.
    • Automated External Defibrillators (AED). Contact the trainer at the first aid station and/or Tournament HQs in the event of an emergency situation that may warrant use of an AED (i.e., cardiac arrhythmias, ventricular fibrillation, ventricular tachycardia).
  • 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 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. 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.
    • All Coaches are required to sit a player out for the remainder of a game 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 tournament without written clearance from a medical professional.
  • Roadways and Parking Areas
    • Use caution in all parking areas. Park only in designated areas. Please obey all parking signs.
    • DO NOT park on private property. Violators may be ticketed or towed.
    • Please follow parking attendant instructions.
    • Be aware of pedestrians. Excited young children may dart between cars. Drive slowly in areas where pedestrians will be. Yield to ALL pedestrians. Please be 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. Players should be accompanied by adults when crossing streets.
    • Be aware of heavy traffic around tournament venues. Use caution and courtesy.
    • 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 Tournament Headquarters

ALCOHOL & TOBACCO POLICY  

All spectators, players, and coaches are expected to respect the Tournament rules, facility rules, and any applicable local, state, and federal laws.  This includes the prohibition of alcohol and tobacco products from being used/consumed on school and/or township property.  Any violators will be reported to the Tournament directors and will be subject to expulsion from the Tournament at the discretion of the Tournament directors. The Tournament directors thank all fans and participants for their cooperation.