Attendance & Replacement Session Policy

1. Regular attendance

An active membership reserves the student's normal weekly class place or places according to their membership level. That place remains reserved whether or not the student attends every individual session.

WightTricks memberships are based on access to the ongoing 47-week annual coaching programme and a reserved place within it. A missed class therefore does not reduce the monthly membership fee or automatically create money owed back to the member.

Where possible, parents or guardians should notify WightTricks when they know a student will miss a class. This helps the academy manage capacity and may allow another member to use that space as a replacement session.

2. What is a replacement session?

When a student misses one of their regular sessions, the member may request a replacement session in another suitable WightTricks class, subject to the conditions in this policy.

A replacement session can only be offered where an appropriate alternative class has suitable space. WightTricks cannot guarantee that a replacement will be available at a preferred time, on a preferred day, with a preferred coach or within a particular class.

A missed regular class may be used to request one replacement session only. Once that replacement has been attended, the missed session has been fully used for the purpose of this policy.

3. Eligibility & availability

The student must have an active WightTricks membership both when the original class was missed and when the replacement session is taken.

Replacement sessions are only available in classes WightTricks considers suitable for the student's age, ability, programme and safety needs. A vacant space in a class does not automatically mean that the class is an appropriate replacement option.

Replacement sessions use genuine spare capacity. They do not override class limits, displace another student, or create an obligation for WightTricks to increase the size of a class.

Competition, Talent, Pro, National Squad, Performance pathway or other restricted sessions are not automatically available as replacement sessions. Access to specialist sessions remains subject to the normal selection, invitation and coaching-approval requirements.

4. The eight-week rule

A replacement session must be taken within eight weeks of the date of the original missed class.

If a student misses more than one eligible regular session, more than one replacement opportunity may exist at the same time. Each one keeps its own original missed-class date and its own eight-week expiry date.

If a suitable replacement has not been used within the eight-week period, that replacement opportunity expires. It cannot then be reinstated, converted into account credit or deducted from a future membership payment.

Example: if a student misses their regular class on 10 September, any replacement linked to that absence must be used within the following eight weeks. Availability may change during that period, so members are encouraged to arrange replacements rather than leaving them until the final week.

5. Booking a replacement session

Replacement sessions must be arranged in advance through the WightTricks booking process or another method confirmed by the academy. Students should not simply arrive at a different class expecting a replacement place to be available.

A replacement session is only booked once WightTricks has confirmed that the alternative class is suitable and has space.

Class spaces are dynamic. A class that appears to have space at one point may later fill with regular members or other confirmed bookings. For that reason, WightTricks cannot promise future availability until the replacement session has been confirmed.

A student's normal membership place is the core booking within the programme. Replacement sessions are fitted around those regular bookings and available capacity.

6. If a booked replacement is missed

If a member books a replacement session and then does not attend it, WightTricks is not required to create another replacement for that same original missed class. Any flexibility offered in exceptional circumstances is at WightTricks' discretion and remains subject to the original eight-week expiry period.

7. Cancelling or changing membership

Unused replacement sessions expire when the student's membership ends. They do not survive cancellation as a separate balance or financial credit.

If a member downgrades, any normal class place no longer covered by the new membership is released. Replacement sessions cannot be used to keep attending a class place that is no longer included in the active membership.

Unused or expired replacement sessions cannot be refunded, transferred to another person, exchanged for merchandise or used to reduce future membership fees.

8. WightTricks closures & academy cancellations

WightTricks operates a 47-week annual coaching programme with five scheduled closure weeks. Those closure weeks are already built into the annual programme and membership price, so they do not generate replacement sessions.

Where WightTricks has to cancel a regular class outside its published scheduled closures, the academy will communicate the arrangement that applies to that cancellation. It will not simply be treated as an ordinary student absence under this policy.

9. Injuries, illness & longer absences

Ordinary illness, holidays, school commitments or other short-term absences are handled through the replacement-session system described above, subject to availability and the eight-week rule.

If a student is likely to be unable to participate for an extended period because of injury, illness or another significant circumstance, the account holder should contact WightTricks directly. Long-term situations may need to be considered separately rather than relying on replacement sessions alone.

10. Fair use & academy discretion

The replacement-session system is intended to provide reasonable flexibility to members while protecting safe class sizes and the quality of coaching for everyone.

WightTricks may refuse or alter a requested replacement where there is no suitable space, the class is not appropriate, safety or staffing would be affected, or the request would conflict with the rules of this policy.

Nothing in this policy removes or restricts rights that a customer has under applicable UK consumer law.

Replacement sessions - at a glance

• Availability - suitable alternative class plus genuine spare capacity required.
• Guarantee - no particular day, time, class or coach is guaranteed.
• Expiry - use within eight weeks of the original missed class.
• Membership - the student must remain an active WightTricks member.
• Booking - arrange and receive confirmation in advance.
• Value - no cash value, refund value or indefinite credit.
• Scheduled closures - do not create replacement sessions.