Overview

Occasionally a training session may need to be cancelled. This may occur due to player availability, facility issues, coach absence, or exceptional circumstances.

Session cancellations should be managed carefully to minimise disruption for players and to maintain a professional experience for families.

Where possible, cancellations should be avoided or resolved through alternative arrangements such as rescheduling or finding coach cover.

When a Session May Need to Be Cancelled

A session may need to be cancelled in situations such as:

  • A player is unavailable for their scheduled session

  • The facility becomes unavailable

  • A coach is unable to attend and cover cannot be arranged

  • Severe weather conditions affect training

Whenever possible, alternative solutions should be explored before cancelling the session.

Checking Alternative Options

Before cancelling a session completely, franchisees should consider whether another option is available.

Possible alternatives include:

  • Moving the session to another time slot

  • Pairing the player with another suitable session

  • Assigning another coach to cover the session

These options can often allow the session to proceed without cancellation.

Updating the Booking System

If the session must be cancelled, the booking should be updated in the scheduling system to ensure the calendar remains accurate.

This ensures:

  • The coach schedule is updated

  • The session no longer appears as active

  • The training calendar remains organised

Keeping the booking system accurate prevents confusion during the training schedule.

Communicating with the Parent

When a session is cancelled, it is important that the parent or player is informed clearly and promptly.

Communication should:

  • Confirm that the session has been cancelled

  • Explain the reason if appropriate

  • Provide any alternative options if available

Professional communication helps maintain trust and ensures families remain informed.

Maintaining Professional Standards

While occasional cancellations may be unavoidable, frequent cancellations should be avoided wherever possible.

Consistent session delivery helps maintain:

  • Player development progress

  • Member satisfaction

  • Professional standards across the centre

Franchisees should always aim to deliver scheduled sessions reliably.

Summary

When cancelling a session, franchisees should ensure that:

  • All alternative options have been considered

  • The booking system is updated correctly

  • Parents are informed promptly and clearly

Handling cancellations professionally helps maintain a positive experience for players and families.