2021 ONLINE COURT BOOKING RULES 

**Some 2021 updates to the Booking System are still in progress and are not yet active/working. Once this booking update is working we will let membership know.**

If you experience any issues when booking a court please contact support@kewgardenstennis.ca 

  • Members should log into their Club account to book, amend and cancel court reservations.

  • Starting at 8am daily, members can reserve courts up to 7 days in advance to play with other permitted members. For example, on Monday at 8am, a member can book a court up until the end of the following Sunday; on Tuesday at 8am, a member can book for the following Monday, etc.

  • Members can have a maximum of 2 bookings (a booking is defined as one hour of singles or three player play, and two hours of doubles play) at any time within this rolling 1 week period. For clarification, 1 hour of Doubles play counts as ½ a booking. *Doubles counting as ½ a booking is currently being implemented into the booking system and not active yet. Once this booking update is working we will let membership know.*

  • Members can book courts for up to 2 consecutive hours. For example, Jane Doe playing for one hour between 1-2pm will be able to reserve the same or another court at 12 noon or at 2pm. In addition, another member can add Jane’s name to a court at 12 noon or 2pm as long as she has booking room. A player playing 2 hours of doubles cannot book the same or another court either just immediately before or after their doubles play. If the courts are not booked before or after a member's reservation, walk-ons are possible as dictated by the court monitor. 

  • Subject to the above restrictions, members can book courts for up to 3 hours per day (regardless of whether for singles, three play or doubles play). 

  • Members will be notified automatically via email when a court is booked in their name. If this booking has been made in error, it is the responsibility of that member to immediately cancel that booking.

  • To book singles, doubles or three player play, the booking member will need to provide all players' names in the booking system. Courts can be booked up until the hour of play. For example, if there are any unreserved courts at 3:01pm (per the website/online booking clock), those 3 - 4pm unreserved courts will no longer be “bookable” online but will be managed by the court monitors for “walk on” play.  

  • Members looking to “walk on” should speak to the court monitor who will assign any available courts on a “first come, first served” basis in their discretion with the following guidelines:

  • Continuous Play: If a court is still unbooked after members have completed their play, the available court is first offered to the members who were playing on that court.

  • All “walk on” players must be present at the time the court is considered free. Walk on play does not count towards members’ two booking maximum as this is unplanned play. Court monitors will track walk-ons. 

  • If playing with a guest or guests, members will be required to immediately pay a $10 fee (plus HST) per guest when booking a court online. In addition to paying the fee, guests must complete online the club and COVID-19 waivers the court monitor will not permit or stop play if these requirements are not met prior to play. Guests must be age 18 and up. *Guests will be allowed once set up in the system. Updates for when this activated online will be announced as soon as possible in the next couple of weeks. *

  • Upon arrival at the Club, all members must check in with the court monitor prior to proceeding onto their reserved court, so please arrive at least 5 minutes before your booking.

  • Unless directed by the court monitor, members shall play on the court that they have booked online.

Inclement Weather & Courts Unplayable Policy

  • If court monitors determine that courts are unplayable for any reason (courts are too wet, etc.), they will cancel the court and the member(s) will be notified via email. If the member has paid any guest fees, those will be refunded to the member’s club account.

Cancellation / Late Arrivals / No-Shows

  • With the convenience of online court booking comes added responsibility for members to use courts they have reserved.

  • Members must cancel a reservation if it will not be used. Cancellations can be made online until 2 hours before reserved court time (i.e. reservations cannot be cancelled within two hours of reserved court time). Cancellations can only be made online through the member's Club account. If a member has paid guest fees and needs to cancel the court, those fees will be refunded to the member's club account only if the cancellation was at least two hours prior to the reserved court time - otherwise, the fees are forfeited. 

  • Members must advise the court monitors in advance that they will be late for their reserved court bookings. If no such notice has been received by the court monitors, there will be a 10 minute grace period before the court reservation is cancelled for that member. If such notice has been received by the court monitors, there will be a 15 minute grace period before that court reservation is cancelled for that member. 

  • Failure to cancel a court or provide notice of being late will be considered a misuse of the court booking system and will result in an automatic 7 day loss of booking and playing privileges.

  • If some but not all of the players booked for a court do not cancel within the required  time, the presenting players have the option to continue to play and/or find substitutes for the missing players. The court monitor will cancel the initial booking  in order for the presenting player(s) and any player substitute(s) to rebook the court  with updated player information. This online re-booking is necessary prior to  proceeding on-court to commence play. Otherwise, the court will be forfeited.

  • If the presenting player does not find any eligible player to substitute and the late player does finally arrive, the late member can play but their tardiness will be recorded in order to determine if it is chronic.

**IMPORTANT**: In all cases, player substitutions must have the online booking room within their revolving two booking reservations in order to be included in the revised court booking.

Misuse/Gaming of the Court Booking System 

Any “gaming” of the Club’s court booking policies and system is contrary to the rules and, in the absence of extenuating circumstances as determined by the Tennis Directors or Board, will result in significant penalties. Examples (but not limitations) of this misuse are:

  • Any booking that does not have the same or all of the members playing ∙ Players playing on courts not booked in their name or otherwise permitted by the court monitors.

  • Bookings that are made in the name of members who have no intention or ability to play at that time.

  • A member allowing their name to be used for purposes of booking courts with no intention or ability to play at that time.

  • Bookings that are otherwise made in a manner or for the purpose to circumvent the rules and spirit of the Club’s booking policies.

  • Members found to be misusing or circumventing the booking policies, or acquiescing in their misuse, will be penalized by the Board with the following series of escalating playing and booking suspensions ultimately resulting in the possible revocation of membership: 

    • 1st offense: two weeks

    • 2nd offense: one month playing and booking suspension

    • 3rd offense: the longer of 3 months and/or the remainder of the season

  • If a member's booking and playing privileges are revoked, they will receive an email notification of the penalty. During this penalty period, the member will not be able to log into the booking system and their name will not be available to be booked by the Club or any other member. Any existing bookings will also be cancelled.

Family Play 

  • Who can play: At least one regular member + up to 3 junior members (Regular members = Next Gen/Young Adult/Adult/Senior)

  • Who books: The regular member books the court. They add the junior member(s) using the drop down menu.   All court bookings count towards each member’s 2 revolving bookings per week.

  • Rules for Play

    • Hard courts only (Courts 6-10)

    • Orange ball or higher in use - 3 balls max on court

    • Regular member responsible for ensuring that all juniors on the court are adhering to all Kew rules and court etiquette

  • Playing Hours:

    • Monday through Saturday anytime before 7:30pm (last booking at 6:30pm)

    • Sundays 12:30-3:30pm (last booking at 2:30pm)

  • ONLY Next Gen juniors with adult playing privileges, as directed by the Head Pro, will be allowed to book courts during adult playing times