Terms & Conditions

Effective August 3, 2026

These terms govern registration for the 2027 preseason team camp run by Tar Heel Tennis Camps, LLC, a North Carolina limited liability company (“we”, “the camp”). By creating an account or registering a program you accept these terms on behalf of your school or program.

1. Who can register

Registration is for high school girls tennis programs, entered by an adult head coach or an authorised representative of the school. Teams enter as a unit; we do not accept individual campers. By registering you confirm you are authorised to commit your program and to provide the roster information we ask for.

2. Spots and capacity

Each session takes 9 teams — a hard cap set by the number of courts. Spots are first-come, first-served and are confirmed only when the deposit is received. Submitting the form does not by itself hold a place. If a session fills, contact us and we will add you to a waitlist.

3. Fees

The fee is $4,500 per team, per session, covering 8 players and 1 head coach. Additional players are $450 each and additional coaches $175 each. The fee covers campus housing, meals as published, all match play and training, court fees, balls, an athletic trainer on site, and a camp shirt.

Travel to and from Chapel Hill is not included, and nor is anything not listed on the sessions page.

4. Deposit and payment

A $500 deposit holds your spot. The balance is due 30 days before camp.

Payment is by card or bank transfer (ACH) through Stripe. Bank transfers take three to five business days to clear; your spot is held while a transfer is in flight. If a transfer is returned by your bank the balance remains outstanding and we will email you to arrange it again. If you need an invoice or need to pay by school check or purchase order, contact us before registering.

A spot may be released if the balance is not settled by the due date and we cannot reach you.

5. Cancellation and refunds

Cancel more than 60 days out for a full refund minus the $500 deposit. Inside 60 days the deposit is non-refundable, but your spot may be transferred to another program.

Cancel from your dashboard or by emailing us. Refunds are issued to the original payment method. If we cancel a session outright — for reasons including insufficient enrolment or loss of the facility — you receive a full refund of everything paid, including the deposit. That refund is the limit of what we owe you in that situation.

6. Roster and paperwork

Rosters are added after a spot is reserved. Before check-in each program must supply a final roster with lineup order, proof of insurance, and — for every player — a completed medical or physical form and a signed camp liability release. Blank forms are on the coach dashboard; a current NCHSAA preparticipation physical signed by a physician is accepted in place of our medical form. A player without complete paperwork may not be permitted to play.

Those two documents are uploaded through the coach dashboard, and by uploading them you confirm you have the program’s and the family’s authority to share them with us for the purpose of running camp. We hold them encrypted, disclose them only to camp staff and the athletic trainer, and delete them automatically 30 days after your session ends. How that works in detail is in our privacy policy.

7. Conduct and supervision

Players remain the responsibility of their own coaching staff for the duration of camp, including in campus housing. Each program must have an adult coach present on site throughout. We may remove any participant whose conduct is unsafe, dishonest, or seriously disruptive, or who breaches university facility rules, without a refund.

8. Health and safety

An athletic trainer is on site during play. In an emergency, and where a parent or guardian cannot be reached in time, you authorise us to arrange emergency medical treatment for a player; the cost of that treatment is the family’s or the program’s. Tennis carries a risk of injury, and by registering you accept that risk on behalf of your program.

9. Schedule and format

Published dates, the block schedule, and match formats are what we intend to run. We may adjust the draw, the schedule, court assignments, or scoring formats where weather, facility availability, or the number of entered teams requires it. Any change will keep the guaranteed number of duals wherever it is possible to do so.

10. Facilities

Camp is held at the Chewning Tennis Center on the UNC Chapel Hill campus under a facility rental agreement. Participants must follow all university facility and housing rules. This camp is operated by Tar Heel Tennis Camps, LLC. It is not operated, sponsored, or endorsed by the university, and registering here creates no agreement with the university.

11. Photography

We may photograph or film play for the camp’s own promotional use. Tell us in writing before camp if a player should be excluded and we will honour it.

12. Your account

You are responsible for keeping your password to yourself and for what happens under your account. Tell us straight away if you think someone else has access. We may suspend an account being used to abuse the site.

13. Liability

Except where the law does not allow it to be limited, our total liability arising out of your registration is capped at the amount your program actually paid us for that registration. We are not liable for indirect or consequential losses, including travel and accommodation costs incurred outside this agreement.

14. Privacy

Information you give us is handled under our Privacy Policy, which forms part of these terms.

15. Changes to these terms

We may update these terms; the effective date above will change and registered coaches will be emailed about anything material. The terms in force when you registered are the ones that govern that registration.

16. Governing law

These terms are governed by the laws of the State of North Carolina, and any dispute will be brought in the courts of Orange County, North Carolina.

Contact

Tar Heel Tennis Camps, LLC
251 Friday Center Drive
Chapel Hill, NC 27517
[email protected]

See also our Privacy Policy.