Membership Policy

1. Purpose and Scope

Portlaoise AFC is committed to providing a safe, positive and enjoyable football environment for all members. This policy applies to all Club memberships and should be read alongside the relevant Club and FAI rules, safeguarding requirements and codes of conduct.

By completing a membership registration, the member, or the parent/guardian of a member under 18, agrees to comply with this policy and the rules that apply to their participation with the Club.

2. Registration and Membership

All players must be properly registered with Portlaoise AFC and, where required, with the FAI and the relevant league before taking part in competitive matches.

Members and parents/guardians are responsible for ensuring that registration information is accurate and kept up to date, particularly contact and emergency details.

Membership is personal to the registered member and is not transferable without the Club’s agreement.

Registration may be subject to team or programme capacity. Payment of a membership fee does not guarantee allocation to a particular team, position, competition or coach. Football and team arrangements are managed by the Club’s appointed coaches and football structures in line with Club and FAI policies.

3. Membership Fees and Payment

Membership fees are set by the Club and published as part of the registration process.

Where an instalment option is offered, the person completing the registration is responsible for ensuring that payments are made in accordance with the agreed schedule.

If a payment or instalment is missed, the Club will normally contact the member or parent/guardian to allow the matter to be resolved. Where fees remain in arrears without an agreed alternative arrangement, the Club may restrict participation until the account is brought up to date.

Anyone experiencing genuine difficulty in meeting membership payments is encouraged to contact the Club confidentially and as early as possible. Alternative arrangements may be considered on a case-by-case basis.

4. Cancellation and Refunds

As a Club policy, an online membership may be cancelled within 14 days of the date of registration by submitting a written request to the Club.

If the player has not participated in training, matches or other organised Club activity during that period, the Club membership fee will normally be refunded in full.
If the player has already begun participating, the Club may deduct reasonable direct or non-recoverable costs already incurred in connection with that membership before refunding the balance.

After the 14-day period, membership fees are normally non-refundable and non-transferable. The Club plans teams, coaching, facilities and seasonal commitments based on registered player numbers, so a player choosing to leave the Club or discontinue football during the season will not normally be entitled to a refund or credit.

The Club may consider a refund outside this period in exceptional circumstances, including:

a serious or long-term injury or medical condition that prevents participation for a substantial part of the remainder of the season;
permanent relocation making continued participation impractical;
circumstances where the Club is unable to provide the player with an appropriate place or programme; or
another exceptional situation which the Club Committee considers warrants a refund.

Each request will be considered individually. Where a refund is approved, the Club may take account of the period of membership already used and any direct, non-recoverable costs already incurred on behalf of the member.

This Club cancellation arrangement does not limit any statutory rights that may apply to a particular transaction.

5. Refund Requests and Payment

Refund requests should be made in writing to the Club and should include the player’s name, age group/team, the reason for the request and the relevant ClubZap payment or transaction details.

Approved refunds for online payments will normally be returned through the original payment method where practicable. Refund decisions will be made reasonably and consistently by, or on behalf of, the Club Committee.

6. Player Conduct

Players are expected to represent Portlaoise AFC positively and to follow the Club’s Players Code of Conduct. In particular, players are expected to:

give their best effort and approach football with a positive attitude;
behave honestly and respectfully;
support teammates and contribute to a positive and inclusive team environment;
respect coaches, other Club members, opponents and match officials; and
follow reasonable team and Club rules.

The Players Code of Conduct forms part of the conditions of membership and the Club may require players to acknowledge it separately.

7. Parents and Guardians

Parents and guardians play an important role in creating the environment in which children enjoy and develop through football. They are expected to comply with the Club’s Parents Code of Conduct, including:

promoting a positive and supportive environment and encouraging fair play;
supporting the child’s enjoyment and development rather than focusing solely on results;
showing good sportsmanship and treating coaches, players, referees, Club officials and other parents with respect; and
complying with Club and FAI safeguarding, welfare, safety and disciplinary requirements.

For online registration, acceptance of the Parents Code of Conduct through the membership process will be treated as the parent/guardian’s acknowledgement of that Code.

8. Safeguarding and Welfare

The safety and welfare of children and young people is a priority for Portlaoise AFC. All members, parents/guardians, coaches and volunteers are expected to comply with the Club’s Child Safeguarding Statement, relevant Club policies and FAI safeguarding requirements.

Safeguarding concerns should be raised through the appropriate Club safeguarding and reporting procedures. This Membership Policy does not replace the Club’s safeguarding, complaints or disciplinary procedures.

9. Behaviour and Disciplinary Matters

Membership of Portlaoise AFC carries an expectation of appropriate behaviour when taking part in, attending or representing the Club at Club activities.

Serious or repeated breaches of Club rules, codes of conduct, safeguarding requirements or applicable FAI rules may be dealt with under the appropriate Club or FAI process. Where appropriate, sanctions may include a warning, restriction, suspension or termination of membership.

Any disciplinary action should follow the applicable process and provide the person concerned with a fair opportunity to respond. Suspension or termination of membership for disciplinary reasons does not automatically create an entitlement to a refund.

10. Club Communications and Personal Information

ClubZap is one of the Club’s primary methods of communicating membership, team and Club information. Members and parents/guardians are responsible for keeping their contact details current and for checking communications relevant to their membership.

Communication with coaches, officials, players and other parents should remain respectful and appropriate. Personal information provided through registration will be used for legitimate Club administration, football, safeguarding and communication purposes and handled in accordance with applicable data protection requirements.

11. Acceptance of Membership Policy

By completing registration with Portlaoise AFC, the member or parent/guardian confirms that they:

have provided accurate registration information;
have read and agree to this Membership Policy;
agree to comply with the relevant Players or Parents Code of Conduct;
agree to comply with applicable Club and FAI rules and safeguarding requirements; and
understand the membership fee, payment arrangements and refund provisions applying to the registration.

Membership is accepted subject to these conditions and any applicable FAI or league registration requirements.

Portlaoise AFC

Founded 1966

Portlaoise AFC

Laois

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