Quinte Sport & Social Club — Chatbot Knowledge Base

Question: What is the waitlist?

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If you register for a league and do not receive a confirmation email, it means you have been waitlisted and are not guaranteed a spot. If space opens, we will send an offer by text and/or email.

Question: What is the refund policy?

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Registration and enrollment in any SSC program (team or individual) shall not be considered confirmed until full payment has been received by SSC. All refund requests must be submitted in writing via email; requests made by phone will not be processed.

Cancellations: 21 or More Days Prior to Program Start Date

Participants who cancel 21 or more days before the posted program start date are entitled to a full refund, less an administrative fee of 15% +tax ($100 cap for a team registration, $25 cap for an individual registration). Participants may elect to transfer the full value of their registration as a credit toward a future SSC program, in which case no administrative fee will be applied.

Cancellations: Within 21 Days of Program Start Date

Participants who cancel within 21 days of the posted program start date are not eligible for a refund or credit. This also applies to registrations made within 21 days of the posted program start date or once a league has started. Exception – a team or individual may transfer their spot to a replacement. The replacement must contact the SSC office directly and submit payment before any transfer is approved. All replacements are subject to SSC approval. An administrative fee of 15% +tax ($100 cap for a team registration, $25 cap for an individual registration). applies to all transfers.

Drop-In Events: All drop-in events are non-refundable. Participants who cancel 4 hours before the start time will have the full cost of their event issued as a credit on their account, with no administrative fee applied. There is no credit for cancellations or registrations made within 4 hours of the drop-in start time.

Non-Refundable Circumstances

No refunds or credits will be issued under any of the following circumstances:

Player injury, changes in physical condition, or personal changes in circumstance

Suspension or ejection from an SSC league resulting from a violation of SSC policy

Program interruptions due to inclement weather, government-mandated closures, or epidemic-related stoppages

Defaulted or rescheduled games

Question: What is registration assurance for individual players?

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If SSC is unable to place an individual registrant on a team*, the Individual registrant will receive a full refund PLUS a 25% credit towards a future SSC registration (25% of the registration fee).

For example … Scenarios that may result in a Refund + Credit:

If you signed up as an Individual registrant, and SSC was unable to meet the minimum # of participants or appropriate gender ratio – and as a result your registration was cancelled.

The sport/league did not meet the minimum # of teams participating and was cancelled.

*SSC will always endeavour to find you a spot to play. Alternative registration options may include participating on another evening or a different sport.

Question: When will I hear back about my waitlist status?

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We will contact you if a spot opens. Offers can happen before the season starts, shortly after it begins, or later in the season if a team or player withdraws.

Question: My registration was confirmed but my friend was waitlisted. What do we do?

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Reach out to us. We can check if another spot is available. If not, we can issue refunds or help you find another league with space.

Question: Can I join multiple waitlists?

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Yes. Joining multiple waitlists can increase your chances of being offered a spot in a league.

Question: Do I need a full team to register?

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No. You can register as a full team, with a small group of friends, or as an individual. If you sign up with friends, we will keep your group together and fill out the rest of the roster where needed.

Question: What are individual players?

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Individual players are placed on teams with other players who are also looking for teammates. Rosters are typically available before the season begins, but may change as leagues are finalized.

Question: How do I invite players to my roster?

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Team captains can log in to their Player Page, click on their team, and use the “Invite Friends to Play” option to send invites or share a sign-up link.

Question: Can I find a substitute or replacement player?

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Yes. Use the Free Agents Facebook Group to find players looking for teams or teams looking for extra players.

Question: How do I know how many spots are left?

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Please contact us directly if you want to know how many team or individual spots are left in a league before registering.

Question: How do I accept a waitlist offer?

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Offers are sent by text and/or email with a registration link. Once your payment has been confirmed, you should receive an email stating that your registration is complete.

Question: Can I transfer my confirmed registration to another league after receiving a waitlist offer?

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Yes. Please contact us before accepting the new offer so we can help transfer your existing registration and payment to the new league.

Question: How are individual teams created?

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Individual teams are created based on registration timing, payment, roster needs, and gender ratio requirements where applicable. Payment alone does not always guarantee placement if a team cannot be built.

Question: What should individual teams do once rosters are available?

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Once your roster is available, connect with your teammates through your Player Page. Choose a team captain, team name, jersey colour, and discuss weekly attendance and equipment needs.

Question: What does a Team Captain do?

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Team Captains help communicate between the league and their team. This includes sharing league updates, reporting or confirming scores, communicating with other captains, and helping keep the experience fun and organized.

Question: Where are games played?

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Games are played at different locations throughout the city, including schools, community centres, private facilities, city parks, gyms, fields, and sport facilities.

Question: How do I find my league schedule?

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Schedules and rosters are posted online before your first game. You can view them through your league page or Player Page.

Question: How do I report my score?

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Team captains are responsible for reporting scores within 48 hours. Log in to your Player Page, choose your schedule, click past games, and select “Record Score.”

Question: How do I default a game?

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If your team cannot attend, your captain should contact the opposing captain as soon as possible. The team that cannot attend will default the win to their opponent.

Question: How do I RSVP to a game?

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On your Player Page, go to your team page and find the upcoming game. Use the RSVP area to let your team know whether you are attending.

Question: What if the score is reported incorrectly?

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If a score has already been submitted but is incorrect, please contact us so we can review it and assist with a score dispute if needed.

Question: What happens if the other team defaults?

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If your opponent defaults, your team will receive the win. When possible, you may still use the booked facility time to practice or scrimmage.

Question: How do doubleheaders work in the standings?

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Some leagues with an odd number of teams may include doubleheaders. Depending on the schedule format, the result of a team’s second game may or may not count toward standings. Please check your schedule carefully.

Question: Are the leagues competitive or just for fun?

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Most leagues are recreational and social by nature. Some sports may offer intermediate or competitive divisions. If you are unsure where you fit, contact us before registering.

Question: How do I nominate or choose a captain?

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Individual teams should connect once rosters are posted and decide who will act as Team Captain. The captain helps with team communication, score reporting, and weekly attendance.

Question: How do I choose a team name?

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Once your team is formed, captains can update the team name through the Player Page. Keep it fun, appropriate, and easy for other teams to recognize.

Question: What is league reseeding?

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Reseeding means adjusting pools or matchups based on results after a set number of games. SSC may reseed leagues to create more balanced games and a better experience for players.

Question: How do playoffs work?

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SSC does its best to include as many teams as possible in playoffs, but not every team is guaranteed a game in the final week. Players should always check the schedule.

Question: Are substitute players allowed in playoffs?

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Substitute players may be allowed, but playoff eligibility rules apply. Players must complete a waiver and may need to meet minimum regular season participation requirements.

Question: Do I have to be good at sports to play?

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No. Sport & Social Club is built around fun, friendship, and fitness. Many leagues are recreational, and some sports may offer more competitive options.

Question: If I am competitive, will I enjoy fun leagues?

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Probably! Many competitive players still enjoy the social atmosphere. If a competitive division is offered for your sport, we recommend joining that level.

Question: How do I use the team forum?

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The team forum is available through your Player Page. Use it to introduce yourself, discuss team details, confirm attendance, and connect with teammates throughout the season.

Question: How do I share my jersey colour?

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Team captains can update team details through their Player Page. Add your jersey colour so opponents know what your team is wearing.

Question: How do I submit a game report?

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If you have feedback about a game, opponent, location, or league experience, use the Game Report form to let us know.

Question: What is the age requirement?

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All players must be 19 years of age or older. Players may be asked to show ID. Underage players are not permitted to participate.

Question: What is expected for player conduct?

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Players are expected to contribute to a respectful, supportive, welcoming, and fun environment. Unsportsmanlike behaviour, disputes, or conduct that disrupts the experience may result in league action.

Question: Are alcohol, tobacco, or cannabis allowed during league play?

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No. Alcohol, tobacco, and cannabis are not permitted during league play, including inside or outside facilities and parking lots.

Question: Who is responsible for first aid?

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Team captains are encouraged to bring a basic first aid kit for minor scrapes, sprains, and bruises. If an SSC representative is on site, they will assist where possible.

Question: What does a Game Coordinator do?

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Game Coordinators help support league nights where assigned. They may assist with setup, check-ins, timing, scores, equipment, facility questions, and general league flow.

Question: What should I do if I lost something at a game?

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Check with the facility first. If the item is not there, ask your captain to contact the opposing team or reach out to us with your name, game time, location, and item description.