Tuition Policy and Code of Conduct

 

Olympia Fencing Center – Club Policy

 

Summary

• All non-competitive memberships are month-to-month.
• The first month is pro-rated; fees are automatically charged starting on the 1st of the month.
• There is a 30-day hold/cancellation policy via email only.
• USFA membership is required to participate in all programs/activities.
• Olympia Fencing Center does not accept dual memberships.
• All monthly memberships are processed through Electronic Funds Transfer (EFT)* and require a credit card on file.
• Sibling/family discount is available to those in the high-tier programs.
• No make-ups are available for missed classes.
• Any discounts are at the discretion of OFC management.
• All programs above beginner/learn-to-fence, and private lessons are subject to the annual club membership fee.

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1. Class Policy

• All beginner-level memberships are month-to-month.
  Monthly tuition must be paid in full after registration.
  A prorated fee will be offered for the first month.
• Fencing gear rental is provided to all beginners at $10.00/month, except for those who enrol for a single month, who can use shared trial gear.
  A refundable $100.00 deposit is charged for each rental package.
  The rentals cannot be left in the club, and we are not responsible for any lost items.
• Class fees do not include equipment rental, private lessons, USFA membership, or tournament coaching/fees.
• All new members aged 13 and up who have been enrolled for over one year in a learn-to-fence program must purchase their own weapon and body cord and are subject to the annual club fee.
• The “Members Only” membership type doesn’t include access to group classes; it includes:
  – Open Fencing
  – Club patch
  – Club representation
  – Private instruction scheduling (paid separately)
• No make-ups are available for missed classes. Students are encouraged to keep consistent attendance. Missing sessions means missing critical tactical knowledge that builds over time.

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2. Dress Code

To promote safety, professionalism, and freedom of movement during training, all participants are expected to follow the club dress code.

Required Attire

• Athletic clothing that allows unrestricted movement.
• T-shirts, athletic tops, or fencing undergarments that can be securely tucked in.
• Athletic pants, leggings, sweatpants, or fencing knickers.
• Closed-toe athletic shoes with secure heel support.

Shirts

• Shirts must be worn at all times during training.
• Shirts should be long enough to remain tucked into athletic pants or fencing knickers during activity.
• Clothing displaying offensive, inappropriate, or disruptive content is not permitted.

Not Permitted

• Skirts or dresses.
• Crop tops or midriff-baring clothing.
• Open-toe or open-heel footwear.
• Slingback shoes, sandals, slides, or Crocs.
• Excessively loose or baggy clothing that may interfere with fencing equipment or movement.
• Jewelry or accessories that may create a safety hazard.

Hair and Personal Items

• Long hair must be secured away from the face.
• Watches, dangling jewelry, and similar accessories should be removed before participation.

The club reserves the right to determine whether attire is appropriate and safe for fencing activities and may require participants to modify or replace clothing that does not comply with these guidelines.

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3. Tuition Policy

• Families with more than one member enrolled in one of our advanced programs receive a 10% sibling discount.

3a) Failed Payments

• Declined payments are subject to an immediate $10.00 returned item fee.
• An automated $30.00 late fee is applied to all overdue payments within 5 days of the due date.
• There is a $100.00 fine for entering the club premises without checking in at the kiosk (attendance denied).

3b) Refunds/Credits

• The client is responsible for the accuracy of his charges. Any discrepancies should be addressed within 30 days.
• Any refunds or credits are at management’s discretion; the client must provide bank/credit card statements showing the charges.
• A one-time $30.00 research fee is applied to all adjustment requests.

3c) Cancellations/Holds

All requests for changes to the membership type must be made in writing.
Verbal, social media, and phone notices are not accepted.

3d) FSA and other deductions

• Please use tax ID: 455290901
• Receipts will be provided upon request within 30 days of the service.
• A $20.00 processing fee will apply to all requests made more than 30 days after the attendance date.

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4. Fencing Gear Rentals

• Fencing gear is available to rent for beginner classes.
• There is a fully refundable $100.00 security deposit on your gear package.
• Do NOT WRITE your name in a permanent marker on your rental.
  The marked item will be charged at 1/2 retail price and deducted from your deposit.
• The gear loaners must be taken home after each class, and cannot be left in the club.
• We are not responsible for any lost/missing items.
  If an item is lost, it will be charged at half price to the card on file and replaced with a new one, with no modification in the rental terms.
• Club rentals are not to be used in any activities offered by other providers (i.e. schools or recreational centers).
• The rental must be kept in good, safe condition, free of stains and excessive wear and tear.
  Rentals can be exchanged for a different size during the rental period upon request.
• Fencing gear may be purchased at any time during your membership; a fully stocked inventory is available, including weapons and weapon parts.
•  All new members aged 12 and up who have been enrolled in a learn-to-fence program for over one year must purchase their own weapon and body cord and are subject to the annual club fee.
• Students who enroll for a single month will receive trial outfits for each session.
  The single-month rental fee is $50.00 (deducted from the deposit if it is not selected properly at the beginning of the membership).

Return your loaned fencing gear

• The fencing gear rental must be returned within ten days of the cancellation notice or from the last class of an active membership.
• All body items must be thoroughly laundered and dried.
• Do not wash your fencing mask or glove.
• The gear package should be placed in a bag labeled with the name and return date.
• Any coach may receive the package; don’t leave it in a public area without prior notice. We are not responsible for any items lost in the process.
• All unwashed items incur a $25.00 laundry fee.
  All items showing excessive wear and tear will be charged at 1/2 of the retail price and deducted from your deposit.
• The security deposit will be refunded promptly upon receipt of the package.
  Please don’t delete your credit card before receiving the refund. We don’t send checks by mail. Any due balances will be sent to a collection agency.
  
• No deposit refund for the rentals received after the deadline.
  Those returning to fencing with an old rental will be resized for a new package and charged a new deposit.
  Missing rental items are charged at 50% of the purchase rate.

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5. Club Membership

Fees: $400.00/individual, $600/family of two, or $800.00/family of three or more
This annual club fee applies to all programs above beginner/learn-to-fence and to those taking private lessons.
Fencers ages 13 and up who have been enrolled in a beginner program for at least one year will be considered advanced.
Teens Learn to Fence memberships automatically change to Teens Advanced after their first year.

Includes:

• • Access to a fully stocked inventory, including class attire, weapons, and weapon parts (no outside sales)
  • Access to dressing rooms
  • Access to the armory (self-service) or armory services (paid)
  • Custom sizing and fencing gear ordering at the same price as the vendors
  • Guidance on starting competitions for those new to the sport, including customized seasonal plans.
  • Free parent seminars throughout the season ($30 for non-members)
  • Documentation and checklists for competitions.
  • Club patch, affiliation, and representation at competitions
  • Strip coaching at competitions by Olympia coaches (coaching by non-club coaches is forbidden)
  • Open bouting sessions (for competitive fencers only)
  • Private lessons scheduling with OFC coaches (paid separately)
  • Access to member-only events
  • Priority for fencing camps and clinics registrations
  • Access to both locations

The annual fee applies to the fencing season, which runs from August 1st to July 31st, and it’s prorated based on the enrollment date.

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6. Private Lessons Policy

• Private lessons are available only to club members.
• Private lessons are 25 minutes long and must be paid at the time of the lesson.
• Payments can be made by credit card, check, cash, or other agreed-upon methods.
• Private lesson spots are booked on an ongoing basis until written notice of cancellation is sent.
• All private lessons have a 24-hour cancellation policy; no-shows will be charged at full price using the credit card on file.
• Skipping your lessons often, or skipping them twice in a row (even if announced), can result in the loss of your lesson spot.

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7. Strip Coaching Fees

• Strip coaching registration at competitions is optional.
•  Strip coaching is offered to competitive fencers traveling to competitions, subject to the number of fencers registered and interested in coaching.
• Coaching at tournaments consists of a strip coaching fee (per event), payable in cash before the competition, and a travel fee, charged to your credit card upon return.
• Strip coaching fees are to be placed in the provided envelopes and dropped in the collection box, available in both locations, along with the fencer’s name, competition name, and number of events.
• No payments are accepted on competition day!
  Please allow our coaches to focus on assisting your children.
• A $30.00 late fee will be applied to late payments.
• The coaches’ travel expenses (flight/gas, and hotel) are split evenly among all participants signed up for coaching.
• Signing up for strip coaching is done electronically via a Google form on our website, on the Members Portal page.
• The registration deadline for strip coaching coincides with the organizers’ event registration deadline.
• It is possible to be added to the coaching list after the deadline, at the club management’s discretion.
• A fencer may register for strip coaching ahead of time and ask for withdrawal if they change their mind before the registration closes. The travel fee must be paid in full if a withdrawal is made late.
• We understand that coaching can be expensive. Families are encouraged to do a cost-benefit analysis before signing up for coaching.
  For details on what events your fencer should sign up for strip coaching, please speak with your coach in advance.

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8. Image Release

Media Release and Consent

Olympia Fencing Center may photograph, videotape, record, or capture the participant’s image, likeness, voice, and participation in classes, practices, competitions, camps, demonstrations, and other Club-related activities.

The above-listed may be reproduced, published, displayed, distributed, and modified for educational, promotional, marketing, fundraising, archival, news, and informational purposes in a lawful medium, including but not limited to printed materials, websites, social media platforms, advertisements, newsletters, and other Club communications.

No compensation will be provided for the use of such media, and the Club may use the participant’s personal information to advertise competition results and related accomplishments in connection with Club activities and achievements.
The Club will make reasonable efforts to use the materials in a respectful and professional manner consistent with its mission and values.

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9. Non-Disclosure & Privacy Agreement

All contracts/agreements (including verbal) between our organization and club members/employees are confidential and subject to expulsion/termination.
The Privacy Policy, as described on our website, refers to Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information by this Privacy Policy.

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10. Olympia Fencing Center Code of Conduct

Everyone who uses our facility must adhere to our code of conduct to ensure a safe and enjoyable atmosphere for all members. By using our facilities, you agree to abide by this code and be subject to its disciplinary provisions. We expect you to show respect for our fencers, coaches, visitors, staff, volunteers, the facility, and the rules of the game.
1. OFC members will abide by the club’s dress code:
Men will wear knee-length shorts (long athletic pants or knickers during fencing), and cover their upper body at all times (no muscle shirts or tanks).
Women must wear spandex shorts, long pants, or knickers during fencing, T-shirts, and padded sports bras underneath. No leggings or sleeveless top tanks, as these are not considered safe during fencing.
We’re a highly competitive athletic center, focused on good practice and results, and we appreciate your cooperation in this matter.

2. Fencers must behave in a sportsmanlike manner at all times. Behavior that would get you a warning or yellow card at a competition will get you a warning or yellow card at the club. This includes but is not limited to the following prohibitions:
.Swearing. .Name-calling or negative talk. .Throwing equipment. .Hitting or kicking the floor or walls. .Yelling. .Misuse of equipment.

3. If your behavior would get you a black card at a competition, it will get you a black card at the club.
Such behavior will result in your being required to leave the facility immediately and includes, but is not limited to the following prohibitions:
.Dangerously throwing equipment. . Willful damage to club property. . Dangerous or vindictive fencing. . Shouting matches, Fighting or Threats. . Extreme unsportsmanlike conduct. . Failure to follow the directives of the coaches or the board member on duty.

4. Fencers who are black-carded more than once or whose behaviour is particularly egregious are subject to suspension from the club and will be prohibited from using the facilities.

5. All students enrolled in the low-level programs, under the age of 16, have to announce their class coach before leaving the premises.
There is no exiting the class without permission, leaving early, or being picked up outside.

6.  Participation in other clubs’ summer camps or training sessions is forbidden unless approved by the head coach.
Failure to announce or seek approval can result in expulsion and cancellation of membership.

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Violating these terms may result in disciplinary action, including suspension and termination.

 

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