Ethlete Lab Academy Policies and Guidelines

 

At Ethlete Lab Academy (ELA), we strive to provide a safe, inclusive, and enjoyable environment for all participants. These policies and guidelines serve as a foundation to ensure that everyone—whether a participant, parent, or visitor—has a positive experience. By attending or participating in any of ELA’s activities, you agree to abide by the following policies.

 

1. Code of Conduct

At ELA, we are committed to creating a positive, respectful, and inclusive environment where all Members and Visitors can thrive. This Code of Conduct outlines our expectations for behavior to maintain a safe and welcoming community.

• Respect and Behavior: All Members and Visitors must treat others with kindness and respect, fostering a supportive and welcoming environment. Bullying, harassment, and any form of discrimination are strictly prohibited.

• Language: Offensive, profane, or inappropriate language will not be tolerated. Members and Visitors are expected to communicate respectfully both online and in-person.

• Sportsmanship: ELA promotes fair play, honesty, and mutual respect. Participants are expected to compete and collaborate with integrity, encouraging peers regardless of the outcome.

• No Gambling: ELA has a strict no-gambling policy. Involvement in gambling will result in immediate disciplinary action.

• Substance-Free Environment: The use of alcohol, tobacco, or illegal substances is prohibited at all times on the premises.

• Violations and Enforcement: Violations may result in warnings, suspension, or removal from ELA programs. The severity of the disciplinary action will be determined based on the offense.
   

By participating, you and your guardians agree to uphold this Code of Conduct.

 

2. Safety Policies

ELA's safety policies ensure a secure environment for all participants, with comprehensive procedures for emergency situations, medical readiness, and accident prevention.

 

Child Protection

• Background Checks: All staff and volunteers must complete background checks including criminal record and sex offender registry checks before working with children.

• Confidentiality: Background check results are kept confidential.

• Interim Supervision: Staff and volunteers will not have unsupervised access to children until background checks are completed.

• Client Registration Form: All visitors, including minors, must complete a Client Registration Form before engaging in any ELA activities. This form includes personal information that allows us to maintain accurate records for safety and communication purposes.

• Emergency Contact Form: An Emergency Contact Form must be filled out by the parent or guardian of each participant. This form includes emergency contact details, relevant medical information (such as allergies or conditions), and any other essential information to ensure prompt and appropriate care in case of an emergency. The Emergency Contact Form must be kept on file for all participants.

• Waivers and Liability Agreements: All participants or their guardians (if under 18) must sign ELA’s Waivers and Liability Agreements before participating in any activities. These documents acknowledge the inherent risks of the activities and release ELA from liability in the event of injury or accident.
   

Emergency Procedures

• Medical Emergencies: Immediate first aid and emergency services will be contacted when necessary.

• Natural Disasters: Preparedness protocols include evacuation plans for tornadoes, floods, and earthquakes, ensuring staff are trained for every scenario.

• Evacuation Procedures: In the event of an emergency, participants will be evacuated to safe locations and a headcount will be performed.
   

Supervision Ratios

• Class Size Limits: Maximum of 12 children per session to allow for personalized attention.

• Camp/Program Ratios: 20 children per teacher or staff member for camps and events. Adjustments will be made for high-risk activities or children with special needs.

 

Parental Involvement Policy

• Communication: Parents can contact ELA staff via email, phone, or the Parent Portal for updates, inquiries, or concerns.

• Behavior Expectations: Parents should interact respectfully with staff, other parents, and children. Conflicts should be addressed privately, not during activities.

• Supportive Environment: Parents should contribute positively and avoid disruptive behavior.

• Role in Events: Parents may participate in select events or volunteer opportunities but should respect boundaries and refrain from interfering with activities unless invited.

• Feedback: Constructive feedback is welcomed via email or during designated feedback sessions.
   

ELA values collaboration between parents and staff to support participants' growth and success. By participating in ELA activities, parents agree to adhere to this policy.

 

3. Anti-Bullying and Harassment Policy

ELA is committed to maintaining a safe environment by addressing bullying, harassment, and theft through a zero-tolerance approach.

 

• Zero Tolerance: Bullying, harassment, or theft will not be tolerated. Disciplinary actions may include verbal warnings, suspension, or removal from the program.

• Reporting Mechanism: Participants are encouraged to report bullying or harassment to ELA staff confidentially. Reports can be made anonymously.​​

• Resolution Process: ELA staff will investigate incidents thoroughly and may offer mediation or take disciplinary actions depending on the severity.
   

 

4. Membership Guidelines

Ethlete Lab Academy (ELA) offers various programs, classes, and events for children of all ages. The following guidelines outline the expectations for participation, billing, attendance, and other important policies. Please review these to ensure a smooth experience.

 

Eligibility Requirements

• Age Requirement: Participants must be at least 8 years old to be left unsupervised at the lounge.

• Class Organization: Classes are organized by grade level to ensure age-appropriate learning and activities.

Parental Consent

By purchasing a Membership, Camp, or Class for your child, you grant permission for them to participate in all related activities, including gaming, esports, and educational events hosted by ELA.

 

Class Attendance & Late Policy

• On-Time Arrival: Participants must arrive on time for their scheduled class. Late arrivals (over 5 minutes) will not be allowed to join the class.

• Waitlist Procedure: If a participant is late, they will forfeit their spot to someone on the waitlist.

• Missed Class Policy: If a participant misses a class, they must notify ELA at least 15 minutes before the session starts. Make-up classes are available and must be used within 6 months of enrollment.
   

 

Membership / Class Fees

Billing & Payment

• Memberships and classes are billed monthly based on the original enrollment date. The contracted fee is automatically charged on the same day each month.

• Insufficient Funds & Failed Payments
  If a scheduled payment fails due to insufficient funds or declined card, our system will automatically retry the payment up to three (3) times.
  If all three attempts fail, a $25 insufficient funds fee will be charged to your account. Membership access may be suspended until the outstanding balance, including any applicable fees, is paid in full.
  To avoid payment disruptions, please ensure your billing information is current and your payment method is up to date.

 

Membership Changes

ELA understands that your needs may change over time. To accommodate this, we offer flexibility in adjusting memberships:

• Upgrading Your Membership: You may upgrade your membership at any time. The upgrade will take effect immediately, and the difference in cost will be prorated based on the remaining billing cycle. Future payments will reflect the upgraded membership level.

• Downgrading Your Membership: You can request to downgrade to a lower-tier membership. Downgrades will take effect at the start of the next billing cycle, and no prorated credits will be issued for the current cycle. The new rate will apply moving forward.
   

Billing Adjustments

• All membership changes must be requested at least 10 business days before the next billing cycle for proper adjustments to be made.

• Mid-cycle membership changes will follow prorated credit/charge guidelines based on the membership level change.
   

How to Request a Membership Change

• To request an upgrade or downgrade, contact our support team at admin@ethletelabacademy.com or visit your account settings. You will receive a confirmation email once your membership change has been processed.

 

Membership / Class Cancellation Policy

To cancel your membership or class enrollment, submit a withdrawal form at least 10 business days before your next billing cycle.

 

Membership Reinstatement Policy

At Ethlete Lab Academy, we understand that life happens—and sometimes you need to pause your membership. To support flexibility while maintaining fairness for all members, we’ve established the following policy:

Re-enrollment After Cancellation
If a member cancels their membership and chooses to rejoin within 365 days, a $35 re-enrollment fee will be required to reinstate the membership.

Avoid the Fee – Use Our Freeze Option
Instead of canceling, you may freeze your membership for just $15/month for up to 3 months per year.

• Your spot is held

• You avoid the re-enrollment fee

• You retain your current rate and member perks

Membership Freeze Option

• If you need a break (e.g., for vacation, illness, etc.), you can choose to freeze your membership instead of canceling it. To freeze your membership, submit a Membership Freeze Request Form.

Freeze Duration

• You may freeze your membership for a minimum of 30 days and maximum of 90 days, per year. Medical and military freezes can extend beyond 90 days with proper documentation.

Freeze Fees

• A monthly $15 hold fee is charged during the freeze period and will be charged automatically on your regular autopay date. Freezes for medical or military reasons do not incur fees if proper documentation is provided.

Reactivation post Freeze

• After the freeze period ends, your membership will resume with regular billing. You cannot cancel your membership while it is frozen. You must resume payments before requesting cancellation.

Class Make-Up & Banked Credits

If you miss a class, you can bank your session to use at another time, provided you cancel at least 15 minutes before the scheduled class time. Banked credits are valid for 6 months and only while you are actively enrolled.

To bank a class:

• Call the lounge before the class starts or unregister online.

• Make-up credits are only valid while you are actively enrolled and must be used within 6 months.
   

 

Game Session Booking, Device Use, and Rescheduling

Device Usage Policy

• Single Device Booking: Each session reserves a single device (e.g., Nintendo Switch, VR headset).

• Switching Devices: To switch devices, you must book both devices in advance. Switching devices during a session is not allowed unless both devices are reserved.

• Accountability: By booking a session, you agree to abide by this policy. Failure to follow these guidelines may result in the cancellation of your session or forfeiting your reserved time.
   

Booking & Payment

• All game session reservations require advanced payment to secure your booking.
   

 

Rescheduling & Cancellations

• Rescheduling: You may reschedule your game session with at least 4 hours’ notice. Rescheduling within 4 hours of the booked time is subject to availability.

• Cancellations & No-Show: No refunds will be provided if you cancel after the booking is confirmed. If you do not show up for your session without 4 hours’ prior notice, your booking will be forfeited, and no refund or rescheduling will be offered.
   

 

Customer Responsibility

• On-Time Arrival: Arriving late will result in a shortened session, and no extensions will be allowed beyond the original end time.
   

 

Discount Policies

Sibling Discounts

• Families enrolling 3 or more children in our programs will receive 10% off class or membership fees for all siblings.

• This discount applies only to full-term enrollments and does not apply to drop-in sessions, one-time events, or merchandise.
   

Eligibility

• Siblings must be immediate family members residing in the same household.
   

How to Apply

• The sibling discount is automatically applied during the enrollment process for multiple children. For families adding a sibling after initial enrollment, contact us at admin@ethletelabacademy.com to adjust your pricing.

Military Discount
Ethlete Lab Academy is proud to support active-duty military personnel, veterans, and their immediate family members. We offer a 10% discount on all memberships and programs as a small token of our appreciation for your service.

To receive the discount, please provide valid military ID or documentation at the time of registration.

Member-Only Discounts

• 20% Off Camps & Classes: Members enjoy a 20% discount on all camps and classes.

• 20% Off Console Games, VR, and Streaming Pod Rentals: Members get 20% off when booking time for gaming, VR experiences, or streaming pods.

• 20% Off Party & Room Rentals: Members receive 20% off party and room rentals.

• 25% Birthday Merchandise Coupon: Members and visitors receive a special 25% off coupon for merchandise during their birthday month (valid for one transaction).
   

Discount Application

• Discounts are automatically applied at checkout when you are logged into your member account.

• Discounts cannot be combined with other promotions or special offers unless explicitly stated.

• Member discounts apply only to the registered member’s bookings and are non-transferable.

 

5. Inclusivity and Diversity

ELA embraces diversity and is committed to creating a welcoming environment for individuals of all backgrounds, abilities, and identities.

 

Non-Discrimination

ELA provides a welcoming environment for all regardless of race, gender, sexual orientation, religion, disability, or background. Discrimination or exclusion is not tolerated.

 

Accessibility

ELA ensures that all events, programs, and materials are accessible to individuals with disabilities. Reasonable accommodations will be provided upon request.

 

Cultural Sensitivity

ELA celebrates cultural differences and integrates inclusive practices into all programs and events, ensuring that all participants feel valued and respected.

 

6. Privacy and Data Protection

ELA prioritizes the protection of Members' personal information and is committed to safeguarding your privacy.

Confidentiality

• Personal information will be kept confidential and stored securely. Access is limited to authorized staff for program-related purposes only.
   

Media Release

• By entering ELA's facilities, parents and children grant permission for the use of their image and likeness in marketing materials. If preferred, participants can opt out by notifying staff upon arrival.
   

Online Safety

• Cyberbullying Prevention: Any form of online bullying or inappropriate behavior will be addressed immediately.

• Personal Information: Members are discouraged from sharing sensitive personal information in virtual settings.
   

 

7. Parties and Rentals Policies

ELA offers private event spaces for parties, meetings, and special events. These policies ensure that parties and events at ELA are enjoyable, safe, and meet the facility's standards.

 

General Party Information

• Booking Requirements: All party and event bookings must be made in advance through the ELA front desk or website. A deposit is required at the time of booking to secure your event date.

• Duration: All parties and rentals are for a set duration. Extensions may be available depending on availability and approval from ELA staff. Set-up and clean-up must occur within your reserved time for rentals. Party bookings get 15 minutes before the party time and after for set up and clean up.

• Capacity: The number of participants is limited based on the event space. Please consult with ELA staff for specific capacity limits for each room or area.
   

Party Packages and Inclusions

ELA offers various party packages that include:

• Use of event space for a set duration.

• Access to gaming stations, esports equipment, and entertainment options.

• Dedicated staff to assist with party activities and supervision.

• Optional catering or snack packages and add ons available for an additional fee.

• Microwave access included
   

Not Included:

• We do not provide an ice maker, refrigerator, or freezer

• Paper products (cups, plates, napkins, utensils, etc.) are not included — these may be added for an additional charge upon request
   

Conduct During Events

• All guests are expected to follow the ELA Code of Conduct. Failure to do so may result in immediate termination of the event, with no refund.

• Parents or guardians of all minor attendees are responsible for their behavior and adherence to ELA's rules.
   

Food and Beverage Policies

• Catering: ELA can provide catering services for your event directly as well as recommend a list of preferred vendors. Outside catering is allowed with prior approval from the facility management.

• No Alcohol: Alcoholic beverages are strictly prohibited at all events including within 50 feet of ELA premise.

• Cleaning: 

  • General Rentals: The party host is responsible for cleaning and returning the space to the same condition it was found in. ELA will provide trash bags and basic cleaning supplies to assist with this process.

  • Birthday Party Packages: For birthday party packages, cleanup is included and will be handled by ELA staff.
     

Cancellation and Rescheduling

• Cancellation Policy

  • 30+ Days Before Reservation: If you cancel at least 30 days prior to your scheduled rental, you will receive a full refund of your security deposit.

  • 8 to 29 Days Before Reservation: Cancellations made within 8 to 29 days of the scheduled rental will result in the security deposit being converted into a credit. This credit can be used towards another booking, a class, Membership, or merchandise.

  • 7 Days or Less Before Reservation: Cancellations made within 7 days of the scheduled rental will result in the forfeiture of the full security deposit. Additionally, if you cancel within 72 hours or fail to show up, you will forfeit the full security deposit and the remaining balance will be charged to the card used at the time of booking.

 

• Rescheduling Policy

• 30+ Days Before the Event: You can reschedule your event at no additional charge, based on availability.

• 8 to 29 Days Before the Event: Rescheduling within this timeframe may incur a 25% fee of the security deposit.

• 7 Days or Less Before the Event: Rescheduling is not allowed within 7 days of your scheduled event. In the event of a cancellation during this period, the full security deposit will be forfeited.

 

Security and Safety

• Supervision: For parties involving minors, a designated ELA staff member will assist with supervision. If you wish to have additional staff or security, please make arrangements in advance. Parties starting after 8PM may require a security staff whose fee is added on to the cost of your event.

• Accidents: In case of accidents or injuries, ELA staff will take immediate action and contact emergency services if necessary. An incident report will be completed afterward.

 

Event Overage Policy

To ensure that all events run smoothly and on schedule, please adhere to the reserved event times. Any time that extends beyond your scheduled rental period will incur additional charges.

• Overage Charges: A fee of $25 for every 15 minutes beyond the scheduled event time. This overage fee will be automatically charged to the card on file at the conclusion of the event.
   

We ask that you respect your reserved time to ensure that all guests have a great experience and that subsequent events can start on time.

 

Damage, Breakage, or Loss

You are fully responsible for any damage, theft, or excessive mess caused by your guests during the event. This includes, but is not limited to:

• Damage to walls, furniture, floors, or fixtures.

• Missing or broken equipment or décor.

• Spills or messes requiring professional cleaning.
   

All charges related to the damage, breakage, or loss will be automatically billed to the card on file following inspection of the space after the event.

 

8. Technology Usage Policy

At Ethlete Lab Academy (ELA), we are committed to fostering a safe, inclusive, and engaging environment. To ensure responsible use of technology, we have established the following guidelines for participants.

 

Device Rules

• Personal Devices: Personal devices (e.g., phones, tablets, laptops) may not be used during activities, classes, or events unless explicitly approved by ELA staff for educational purposes.

• ELA Equipment: Gaming equipment provided by ELA must be used as instructed by staff and should not be altered or misused.

• Device Settings: All devices must be turned off or set to silent mode during activities to avoid disruptions.

• Device Safety: Members and visitors are responsible for their personal devices. ELA is not liable for any loss or damage.
   

 

Social Media Guidelines

• Respect and Privacy: Participants are prohibited from sharing inappropriate or harmful content on social media during ELA activities. Always respect others' privacy by refraining from sharing photos or videos of others without their consent.

• Official Accounts: Only authorized personnel may manage ELA’s official social media accounts. All posts must uphold professional and respectful standards.

• Misuse of Branding: Misuse of ELA’s name, branding, or media on social platforms will result in disciplinary action.
   

 

Cybersecurity Guidelines

• Prohibited Content: Members and visitors are prohibited from accessing inappropriate or restricted websites on ELA devices.

• Monitoring: ELA’s network and devices are actively monitored to ensure compliance with cybersecurity protocols.

• Personal Information: Sharing personal or sensitive information on public platforms is strongly discouraged.
   

 

Age-Appropriate Content

• Content Selection: ELA carefully selects games, apps, and activities to ensure they are age-appropriate for participants aged 8-18. Any inappropriate content will be restricted.

• Content Restrictions: Members and visitors must adhere to content restrictions set by ELA. Violations will be addressed promptly.
   

 

Violations and Enforcement

• Consequences: Violations of this policy may lead to warnings, temporary suspension of device privileges, or removal from the program, depending on the severity of the offense.

• Policy Updates: ELA reserves the right to update this policy to maintain a safe and productive environment.

​

Thank you for being a part of the Ethlete Lab Academy community!

We are excited to provide a space where participants can grow, learn, and have fun. Please reach out with any questions or concerns regarding these policies. We are here to ensure a positive, safe, and enriching experience for everyone.

​

Lounge Policy Updated July 26, 2025