It is the goal of Big Bear Tournaments to provide the best possible experience for each and every player entering our tournaments and to ensure that all of those in attendance are able to enjoy that experience as well. Additional information that may be useful to your decision to participate in a Big Bear Tournament may be found in the “General Info” section of the website.
Applications & Refunds
For your team to be considered for an event you must submit an application accessible on this website. A spot will be held by submitting a deposit during your application process. Your deposit is fully refundable up to 60 days prior to the starting date of the tournament with some exceptions (see Nashville section below). If you chose to submit an application without payment, a spot will be held for 7 days. If payment is not received within the 7 day period your team could be replaced by another team that has expressed interest. If the tournament is either close to full or the date of the event is within 60 days, you will be asked to contact our office to make arrangements for payment.
When your application is approved, you will receive an email letting you know the tournament details with the date that your payment is due. In events that have filled prior to the published due date of payments, you may be notified to accelerate your payment deadline so that schedules can be finalized early.
Within 60 days of the tournament start date, your entire entry fee is non-refundable. Any team that has paid a portion of their game fee and the balance has not been received by our office 30 days prior to the event will be accessed a $50.00 late fee or be replaced by a team on the wait list.
If you pay for a tournament and decide not to play, Big Bear Tournaments will credit your team the amount of the difference between the amount you’ve paid and the enticement necessary to get another team to take your spot. This credit may be used at any future event within a year of cancellation. For example, if it is necessary to allow a team in for free your credit would be $0.00. If a team is willing to enter at full price, your team will be credited the amount you’ve paid. From our experience, the amount of the enticement is generally proportional to how close to the beginning of the tournament the cancellation occurs. Please understand that once a schedule has been released and/or the ice is contracted, Big Bear Tournaments is committed to fulfilling its obligation to the arena and the remaining participants.
Should your team qualify for a refund based on the policy outlined in this document, any team canceling their participation in an event within 30 days of an event or once the schedule has been released (with the exception of our Nashville events – see Nashville section for details), will be assessed a $350.00 rescheduling fee.
It is our expressed purpose and desired goal to have every game end in a tie or by a 1 goal margin. We put a great deal of effort toward achieving this result. Unfortunately, and for several reasons, the result of our effort is not always successful. Our failure to achieve this result, however, does not constitute grounds for a refund. If you are concerned about the practices we employ to match teams, please refer to the “information” link on the website for additional information on this and other subjects that you should fully understand prior to entering one of our events.
No Shows: For whatever reason (usually either weather or injuries) teams that have paid decide at the 11th hour not to participate in an event. “No shows” do not happen very often, but they do occur. This creates a number of problems because the framework for the tournament is already in place. The ice is contracted, the refs and scorekeepers are scheduled, the sanctions are completed, and the awards are in hand.
In most instances, we will find a replacement to fill the spot. If we are unable to find another team for you to play, the ice scheduled for your game is available for your team’s use as a practice. We realize this is not the optimum circumstance, but we would hope that you recognize that we did not create it.
In addition, we recognize that this does not fulfill our commitment to a guaranteed number of games….and as we all know a guarantee is a guarantee. Big Bear Tournament will refund one half (your portion) of the cost of the ice for the game that did not occur. This, by the way, is not equal to one-quarter of your entry fee.
The only exception to this policy is when a team has been disqualified during a tournament. This typically occurs when a team has been found to be in violation of a USA Hockey rule, has played an illegal player, has misrepresented their roster, or any similar infraction.
Cancelled games: Games that are cancelled and there is not sufficient ice available and or reasonable time slots available will be reimbursed to each team at a rate of $200.00 per game. This is not 25% of your entry fee because your entry fee is tied to more than your game count.
Due to the popularity of our Nashville events and the fact that they frequently fill long before the season begins, those events now have a two-tier application process. This will ensure us enough time to evaluate the teams entered to create a competitive balance in each division. Final approval will occur no later than six weeks prior to each event. Regardless of when you receive final approval, and once this has occurred, any team dropping out of an event will be charged a minimum $350.00 rescheduling fee or a fully non-refundable entry fee at a maximum.
Returned checks will be subject to a $35.00 fee for each time a check is presented to the bank and returned. If a check is returned to us after the schedules have been released but prior to the start of the tournament, it will be at the tournament directors’ discretion to drop that team from the event and replace that team with one from our waiting list.
Teams will be placed into divisions according to their affiliate roster designations except in circumstances that indicate that another placement may provide a better fit. (i.e. a team with a negative and lopsided win/loss record and or goal differential may be asked to play in a lower division within their USA or Canadian Hockey classification or vice versa). However, teams entering an event from another country may have a classification similar to those used by USA Hockey but please keep in mind that the designation may not necessarily mean that the skill level is identical. Please remember that your league designation is merely a place marker designed to reflect the relative strength of your team within your division and not necessarily your official designation with your affiliate. Teams that either add a player for tournament play or form a tournament team will need to make application in a division at least one skill level higher than what they compete in, in league play (i.e. Squirt A to Squirt AA) unless the added player(s) are reviewed and approved by our director at least two weeks prior to the event. Teams failing to do so and or notify us of these changes to their regular season roster in writing at the time of application may be disqualified from completing the tournament without refund. Additional information with respect to team placement can be found on the “General Info” link.
Big Bear Tournaments has secured room blocks for all out-of-town teams participating in our events. As a condition of acceptance and participation in our tournaments, all teams utilizing hotel rooms, including out-of-town teams, must reserve rooms through Big Bear Tournaments and stay in an authorized hotel.
Any team whose home arena is more than 70 miles from the primary tournament rink and/or has a drive time exceeding an hour and fifteen minutes will be considered an out-of-town team and will be required to comply with our hotel policies and procedures. There are exception to this policy under certain circumstances. Please check with our hotel coordinator for further information.
If you are within driving distance and are planning to stay in a hotel, you must book your rooms in the same manner as any out-of-town team. If you do not meet the minimum requirement for rooms, please contact our office for further instructions.
Please do not contact hotels directly as team reservations must be made via a rooming list available in the online registration section of this website after you complete your tournament application. We will, in turn, assign hotels based on your choices and availability.
Please keep in mind that some holiday weekends in which the tournament is scheduled to begin on Saturday and end on Monday (MLK and President’s Day weekend), may require a three-night stay, please indicate a Friday arrival and a Monday departure on your rooming list. Once you receive a game schedule, you will have time to cancel a night that you will not need. To minimize the number of nights needed by each team, it has been our policy to begin some divisions on Friday that end on Sunday while others will begin on Saturday and end on Monday. If your school district does not recognize Monday as a holiday for either of these weekends, please indicate this information on your application in the comment section.
Rooming list forms should be completed and submitted at least 3 weeks prior to each event. Regardless of when room blocks are assigned, hotel assignments will be determined on a first come, first served basis.
We receive many requests from teams within the same organization wishing to stay in the same hotel. We make every effort to accommodate these requests and early receipt of completed room lists will increase this possibility.
Hotel selections are listed on our website, as a link off of each tournament page, which will include a picture of the property, the nightly contracted rate, a description, and a quick visual list of amenities. Big Bear Tournaments offers an outstanding selection of hotels in each of our cities, chosen to provide first class comfort and service to our out- of -town guests.
Please be aware that many of our partner hotels offer a complimentary room for the head coach, manager, or coach driver provided that a minimum of 15 rooms are picked up per night. All rooms for each team need to be booked within the team block and cannot be booked on points, discount program, or any other hotel booking service.
Shoot Out Hockey, Inc derives a compensation from participating hotels for your stay. Any team or team member found during the course of any tournament to be staying in a hotel that has not gone through the procedure outlined above will cause that team to be disqualified from advancing to either the semi-finals or championship game’s) or removed from the tournament regardless of their record. There will be no exception to this policy.
Our Commitment to Privacy
Your privacy is important to us! To better protect your privacy we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used.
The Information We Collect:
This notice applies to all information collected or submitted on the Big Bear website. On our site, you can contact us for pricing and other information. The types of personal information collected are Name – Address – Email address – Phone number – Fax number – Credit Card numbers.
The Way We Use Information:
We use the information you provide about yourself when contacting us only to provide the requested information. We do not share this information with outside parties except to the extent necessary to provide that information. We use return email addresses to answer the email we receive. Such addresses are not shared with outside parties. Finally, we never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above.
Our Commitment to Data Security
To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.
How to Contact Us
Should you have other questions or concerns about these privacy policies, please call us at 1-248.399.1694 or send us an email. Our mailing address is P.O. Box 1213, Union Lake, MI, 48387-1213