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XDS Policies

We have provided this Xtreme Diamond Sports Official Policies and Procedures page with the intention of providing as much clarity as possible to teams supporting Xtreme Diamond Sports events. It is the aim of these same policies and procedures to help protect all of the teams participating in Xtreme Diamond Sports tournament events. If you should have any questions regarding any of our tournament policies and procedures please feel to email us or call us.

Please keep in mind that once your team officially enters a Xtreme Diamond Sports tournament event we are fully committed to your team with all of our Xtreme Diamond Sports resources and we respectively ask the same of all teams participating with Xtreme Diamond Sports . It is our goal to protect not only your team but additionally every team participating with Xtreme Diamond Sports.

Returned/NSF Check Policies:
Unfortunately due to a rash of NSF checks being returned to our office - Effective immediately all tournament entry fee checks returned from payer's bank for reason of NSF, or for any other reason, unpaid, will be charged a returned check fee of $50.00 payable to Xtreme Diamond Sports or Rick Melendrez in the form of a money order or cashier's check. Payment in cash is also acceptable. Additionally no check returned to Xtreme Diamond Sports as NSF will be re-deposited by Xtreme Diamond Sports. Respective writer of NSF check to Xtreme Diamond Sports will re-submit payment in full (including $50.00 returned check fee) in cash, money order or cashier's check. Personal or business checks will NOT be accepted under any circumstances. If after 5 business days of written notice from Xtreme Diamond Sports NSF check is not paid in full, writer of NSF check, will be responsible for any other additional legal fees/legal actions (such as but not limited to Small Claims Court fees) and costs incurred by Xtreme Diamond Sports in attempting to collect said debt from writer of NSF check.

Team Roster:
All teams must have a current official Xtreme Diamond Sports Team Roster online in team account prior to first scheduled game of event prior to start of game. Official rosters must be completed online and all teams but be officially registered for the season to have access to official online Team rosters and to participate with in any Xtreme Diamond Sports event.

Tournament Event Entry:
Once you determine which event that your team would like to enter, fill out a Registration or a Request a Spot Form. Submitting either of these applications for that event you are committing to play and agreeing to pay the event entry fee. If an entry is submitted and taken via email and you are added to the list of teams in the event, you are also agreeing to play and pay the event entry fee.

Team Cancellations / Refund Policy:
Teams cancelling or dropping out of any, irregardless of their reason to drop out,  XDS tournament event must notify the tournament director via email in writing, not via phone or text message.

If you notify XDS prior to 14 days of the event date, a full refund will be given. If you notify XDS 7 to 14 days before, 50 percent of your fee will be returned. If you notify XDS fewer than 7 days before the event, no refund will be given. A $50 administration fee will be charged for all refunds requested. A team can request that their entry be rolled into a future event and the administration fee will be waived.

No drops will be accepted once a division is "Sold Out" at any time. Any team dropping out before the deadline will receive a full credit for a future Xtreme Diamond Sports event. Super Regional NIT(s), State Championships, National Championships and World Series deadline to cancel is 21 Business Days.

All deposits or team entry fees for our World Series events are non-refundable and will be forfeited should a team drop out of our World Series. No credits will be awarded. NO EXCEPTIONS.

Notice of team wishing to drop out of a Xtreme Diamond Sports event they have entered must be given by the team manager or the business manager of team. If a team drops out of a Xtreme Diamond Sports tournament event, past the cancellation deadline, team will forfeit in full their team entry fee. NO EXCEPTIONS.

Note: Tournament credits are at the sole discretion of the tournament director and are awarded normally under only the most severe circumstances on a team to team basis. In the event that a team is given a future tournament team credit that credit must be used by same team (no exceptions) **Any and all tournament (entry fee) credits must be used within the current season (which they are granted) or within 90 calendar days, which ever comes first, otherwise the credit becomes void. Tournament credits must also be used by the same team (non-transferable) and with the same tournament director that you were originally scheduled to play with.

***Credit Card Processing fees are not refundable as we do not receive them when you submit payment with a credit card.

Rain-out / Tournament cancellation policy:
In the event of an event being cancelled due to weather, any unpreventable occurrence or unforeseen disaster, every effort will be made to complete the event or schedule a make up of the event. Schedules may be changed, games may be shortened and a 2 day event may become a one day event. In the event of a rain-out with no make-up event scheduled, we will offer all teams a credit based on the following criteria:

1. No games were played, a credit will be issued for the entire entry fee.

2. One game played, 1/2 credit of entry fee.

3. Two games played no credit will be issued.
***Please note: Although policy states no credit after two games played, the event director may still give a partial credit towards the team's next event per the event director's discretion for not playing your third guaranteed game. We always like to work with the teams in appreciation for their support.

All credits must be used in the same area (same tournament director) that the tournament was schedule in and not transferable to another area or region. In the event a event is rained out, while in progress and a make-up date is scheduled. Any team/s not able to play in the make-up will not be entitled to a credit.

The tournament director has the right to alter schedules, adjust time limits, or adjust the number of playoff participants in order to complete the event. The event director also reserves the right to alter the amount of credits issued.

***Xtreme Diamond Sports will attempt to reschedule all events cancelled due to weather (or any other natural or unforeseen disaster). If event is  rescheduled and a team cannot make rescheduled event - team will receive  a rain out credit for a later Xtreme Diamond Sports event which must be  used by respective team within 90 days of rained out event or the credit becomes void. *Exception: If a team does not participate in rescheduled rain out event but plays in another event the same weekend of  make up event team is not eligible for credit or refund.

Field locations & tournament format
Xtreme Diamond Sports reserves the right to change field site locations & event format whenever necessary.

Event Facilities Disclaimer
Outdoor/Indoor facilities or parks such as baseball, softball, soccer fields or parks, and basketball courts by their design and use have inherent hazards such as, but not limited to:

  • uneven and variable walking surfaces, seating, and standing areas and bleachers that vary by design, construction, and condition.
  • risks of injury from colliding with other persons, slipping, or falling on walking surfaces, bleachers, and stairways, and tripping over unknown objects which other persons may have left or discarded on the premises.
  • risk of injury from wayward flying objects that may be thrown or struck such as balls, bats, gloves, and other items that may not be reasonably foreseeable.
  • Players, coaches, team personnel, and spectators may damage the premises or create hazards at any time without the knowledge of XDS.

This list of risks is not and cannot be all inclusive. There may be other risks that can injure you. Players, coaches, team personnel, and spectators should always pay attention to the action at hand and be alert for objects headed their way and should listen to public announcements regarding safety during the event. Players, coaches, team personnel, and spectators are responsible for their own safety while on these premises. If you do not wish to assume the risk of harm while attending an event conducted by XDS then do not enter the facility or park. XDS and the owners of any facility or park will not be responsible if a player, coach, team personnel, or spectator is injured at a sporting event at any facility or park.

Game Time Requests Policy:
1. All game time requests must submitted in writing via email by team manager.
2. Game time requests are NOT guaranteed (even though we try to accommodate whenever we possibly can).
3. Game time requests are granted to those teams that are paid first and in the order they are received from paid teams.
4. Out of state or out of area teams are given priority for later game times requests in order to give those teams time to get to the event site.
5. Game time requests pertain only to the first day of the event.
6. Game time requests must be submitted 7 days prior to start of tournament play and will not be considered if submitted during the week of the start of the event. (Ex: If event begins on a Saturday, game time requests are not accepted after Sunday 12:01am)
7. Once schedules are posted game time requests are strictly prohibited and any change in any schedules will only be made in the case of event director error.
8. Unfortunately we cannot schedule around other sports (such as football, soccer, basketball, etc.) as it creates limitations on how we can best schedule our Xtreme Diamond Sports event which may cause hardship to some of the other teams participating in any respective Xtreme Diamond Sports event.

Playing Rules:
All teams participating in any Xtreme Diamond Sports event must adhere to all Xtreme Diamond Sports rules.

World Series Qualifiers:
Teams may qualify for our World Series by placing either 1st or 2nd in any Xtreme Diamond Sports tournament event and by participating in three (3) Xtreme Diamond Sports events within a season. Please note there are a few exceptions to our requirements but are limited to out of state teams with "at large qualifications".

Event spots:
Only paid teams are guaranteed a spot in an event. The team will not be scheduled if the team is not paid by the time the schedule is posted. Teams are taken on a first come first paid basis only. If brackets become full or sold out the team will be placed on a waiting list. Sorry no exceptions. 

Awards Policies:
In an effort to provide quality awards to our participants our awards policy is geared towards rewarding participating players. Respectfully, Xtreme Diamond Sports considers "participating players" to be team members who actually physically participated in a given tournament. Individual participating player awards range from Medals, T-Shirts (or apparel of some type), sweatshirts, or hats and in some events XDS rings. ***A minimum of 8 teams are required in order to award XDS rings (15 Max) to the upper division Championship or Finalist teams only. In the event of a bracket being divided into (after pool play) an upper and lower championship round only the D1 or upper division champion is eligible to receive XDS rings unless there is a least 16 teams in a given bracket at the start of pool play. This policy also applies to all special awards. In some events redeemable team script is awarded to the top teams for team apparel or team equipment (gloves, bats, etc) depending on the event. Award packages are determined solely by the tournament director's discretion and may be modified depending on such circumstances such as an item being back ordered to long to wait for. In such cases an award package of the same value will be substituted for the unavailable item. Please keep in mind that everything will be done to honor the "advertised" award as we are aware that the kids get their hearts set on what they are told they will be receiving as an award from Xtreme Diamond Sports. All custom ordered items may take up to four weeks from the date of your team order to be received by your team manager. Apparel and specialty items are awarded for each participating player on roster up to 14 players max. Specialty and apparel items take up to four (4) weeks for delivery to team once we have received your faxed order. Telephone orders are not accepted. Teams wanting to purchase additional apparel items may do so by submitting request to tournament director at an additional cost, determined by Xtreme Diamond Sports, which is pre-paid to Xtreme Diamond Sports at the time of placing the order.