These rules help ensure our events run smoothly and fairly for everyone. Please read and follow them.
Commitment and RSVPs
When You Sign Up
- Only RSVP if you genuinely plan to attend
- Voting in a poll means you're committing to participate
- Check your schedule carefully before responding
- Consider weather, travel time, and other commitments
Showing Up
- Arrive on time for your scheduled slot
- If running late, notify your group/court immediately
- Remember: others are depending on you to make the game happen
- For Padel/Tennis: you're part of a 4-person court - your absence affects 3 others
Cancellations and Dropouts
How Much Notice to Give
- 24+ hours notice: Generally acceptable - give as much notice as possible
- Same-day cancellations: Only for genuine emergencies
- No-shows: Unacceptable without very good reason
Proper Cancellation Process
- Update your RSVP/poll response immediately
- Post in the WhatsApp group to let everyone know
- Help find a replacement if possible
- Notify the booker (for Padel/Tennis) so they can adjust
Finding Replacements
- Make an effort to find someone to take your spot
- Post in the WhatsApp group with game details
- Tag people who might be interested
- Check with people on waiting lists or reserves
Payment Responsibilities
For Paid Activities (Padel, Tennis)
- You're responsible for your share if you signed up
- Payment through Playtomic or venue as instructed
- If you cancel with short notice, you may still owe payment
- Don't leave others to cover your cost
For Free Activities (Ping Pong, Volleyball)
- Still need to show up if you committed
- Help bring equipment if asked (balls, nets, rackets)
For Events with Costs (Hiking, Social)
- Train tickets, venue fees, etc. are your responsibility
- Buy tickets as soon as possible after confirming attendance
- Don't rely on others to buy for you
The Wall of Shame and Strike System
What is the Wall of Shame?
- A record kept by organizers of rule violations and no-shows
- Helps track patterns of unreliable behavior
- Used to maintain community quality and fairness
Strike System
We operate on a 3-strike system:
Offenses that result in strikes:
- No-shows without notice or valid reason
- Repeated late cancellations (less than 24 hours)
- Not paying your share for paid activities
- Consistently disruptive behavior
- Breaking WhatsApp rules repeatedly
- Leaving courts/groups without helping find replacements
Consequences:
- Strike 1: Warning + added to Wall of Shame
- Strike 2: Temporary restriction from events
- Strike 3: Permanent removal from Keep Calm community
Strike removal:
- Good behavior over time may result in strike removal
- Organizers have discretion based on circumstances
Weather Policies
General Approach
- Events are ON unless officially cancelled
- Don't assume cancellation just because of rain forecast
- Trust organizers to monitor conditions and communicate
Padel/Tennis Rain Policy
- Games continue unless:
- Venue cancels (you'll get full refund)
- All 4 players on your specific court agree to cancel AND notify organizers
- Don't cancel through the app yourself
- Don't call the venue directly
- Keep WhatsApp chat minimal during weather uncertainty
- If you choose not to play due to weather = normal dropout (see above)
Outdoor Activities (Volleyball, Ping Pong, Hiking)
- Cancelled if dangerous or unsuitable conditions
- Light rain may not cancel - check with organizers
- Organizers will post updates in WhatsApp groups
Skill Level Honesty
Self-Assessment
- Be honest about your skill level when joining games
- Better to start lower and move up than frustrate others
- Check sport-specific guidelines for level definitions
- Ask organizers if unsure where you fit
Padel Levels (Playtomic-based)
- Beginner: First time playing or no racket experience
- Improver: Playtomic score 0-1
- Intermediate: Playtomic score 1-2
- Advanced: Playtomic score 2+
Playing Outside Your Level
- Repeatedly playing at wrong level affects others' enjoyment
- Organizers may reassign you to appropriate level
- Use beginner sessions to learn and improve
Respect for Venues and Equipment
Venue Relations
- Be respectful to venue staff
- Follow venue rules and policies
- Don't damage facilities or equipment
- Help us maintain good relationships for future bookings
Equipment Care
- Treat shared equipment (balls, nets, rackets) with care
- Return borrowed items in good condition
- Report damaged equipment to organizers
- Consider contributing equipment if you can
Safety and Emergencies
Genuine Emergencies
- Illness, injury, family emergency = valid reason to miss
- Still try to notify as soon as possible
- Organizers will be understanding of true emergencies
- No strike for legitimate emergency absences
Your Safety
- Play at your own risk - assess your fitness and ability
- Bring water and stay hydrated
- Wear appropriate footwear and clothing
- Tell someone if you're feeling unwell
Positive Participation
What We Expect
- Show up with a positive attitude
- Be supportive of all skill levels
- Help new members feel welcome
- Contribute to the friendly atmosphere
- Assist with organization when possible
Social Aspect
- Remember: this is about community, not just sports
- Join post-game socials when you can
- Meet new people and make friends
- Help make Keep Calm a great place for everyone
Special Considerations
Capacity-Limited Events (Hiking, Beginner Sessions)
- If you sign up and take a spot, you're blocking someone else
- Extra important to honor your commitment
- If you cancel, notify immediately so others can join
Being a Booker (Padel/Tennis)
- Bookers have extra responsibility
- Book courts promptly after games are posted
- Share links with all players
- Monitor your court and coordinate with players
- Report issues to organizers
Questions or Issues?
If You Have a Problem
- Contact the sport organizer (see SCHEDULE.md)
- Explain the situation honestly
- Work together to find a solution
- Don't air grievances in the main WhatsApp groups
If You Disagree with a Strike
- Contact the organizers privately
- Provide your explanation calmly
- Be open to feedback
- Accept decisions gracefully
The Bottom Line
If you commit to an event, show up.
If you can't show up, give notice and help find a replacement.
If you repeatedly can't follow through, this community may not be the right fit.
We want to keep Keep Calm positive, reliable, and fun for everyone. Thanks for doing your part!
See also: WhatsApp Rules for group communication guidelines.