Refund & Weather
Policy

Buku Events Refund & Weather Policy

Because tournaments require significant up-front costs (fields, facilities, insurance, staffing, and setup), Buku Events maintains a limited refund policy. Many expenses are committed well before game day.

1. Team Refund & Withdrawal Policy

Team Withdrawal / Roster Size Changes

15+ days before event start

• Team may withdraw and receive a full credit of all fees paid.

• Credit is valid for 12 months (365 days) and may be used toward any Buku Events tournament.

• 14–7 days before event start

  • Deposit is retained by Buku Events.

  • Any remaining balance paid will be credited to the team’s LeagueApps account for future use (valid for 12 months).

   

• 6 days or fewer before event start

  • Deposit and all remaining funds are retained by Buku Events.

  • No refunds or credits.

   

Team Transfer Policy

• Teams may transfer their registration to another qualified team with prior approval from Buku Events.

• Transfer requests must be submitted at least 15 days before the event start date.

2. Event Cancellations & Force Majeure 

Buku Events Cancellation

• If Buku Events cancels an entire division, teams receive a full refund.

• Refunds are processed minus a 3% fee charged by LeagueApps for payment processing.

• For pandemic-related reasons, a full credit minus the deposit will be issued.

• If Buku Events cancels the entire tournament prior to its start date, a partial refund (50% of registration fee)or full credit will be issued at Buku Events’ discretion.

Force Majeure Events

In the event of circumstances beyond Buku Events’ control (e.g., natural disasters, facility damage, government restrictions, severe environmental conditions), refunds and credits will be assessed case-by-case.

• Partial refunds or full credits may be offered at the discretion of Buku Events.

3. Weather Policies (Teams)

Pre-Tournament Weather Cancellation

If the tournament is cancelled before it starts due to weather or environmental/safety conditions (e.g., heavy rain, extreme heat, fire, smoke, earthquake impacts, field/venue closure):

Teams WITH Weather Insurance

• Receive a full refund of the registration fee.

• Teams WITHOUT Weather Insurance

  • Receive a partial refund (50% of registration fee) or full credit toward a future event.

  • Final determination is made event-by-event, based on fixed expenses already incurred.

   

If the venue officially cancels field access before the event, teams will forfeit their deposit. Any remaining balance (after deposit) will be issued as a full credit, valid for 365 days and usable toward any Buku Events tournament.

Weather-Related Shutdowns (Event Has Started)

If the tournament begins but cannot be completed due to weather or environmental/safety conditions that cause official venue/field closure:

• Deposit is retained by Buku Events.

• The remaining balance is issued as a prorated credit, calculated using a per-game cost based on how many guaranteed games were not played (after the deposit has already been subtracted).

• Credit is valid for 365 days and may be used toward any future Buku Events event.

Important: Once the tournament has begun and any games have been played, no cash refunds will be granted if weather-related modifications are necessary. This applies to all teams, regardless of weather insurance status.

4. Weather Insurance Option (Teams)

Buku Events offers optional Weather Insurance during registration.

With Weather Insurance

• If the tournament is cancelled due to weather before any games are played, teams with Weather Insurance receive a full refund of their registration fee.

• Weather Insurance does not cover:

  • Schedule changes

  • Shortened games

  • Format changes

  • Partial event completion

   

Without Weather Insurance

• Teams without Weather Insurance follow the standard weather policy above.

• No refunds will be issued for weather-related modifications once the tournament has begun.

5. Individual Player Policies

These apply to individual registrations (if/when applicable).

Medical Withdrawal

• Full refund available with a valid doctor’s note documenting injury or medical condition.

• Medical documentation must be submitted within 7 days of withdrawal.

• Refunds are processed within 14 business days of approval.

Player/Team Conflict

• Credit toward a future Buku Events tournament equal to the registration amount.

• Must be requested at least 30 days before the event start date.

• Credit valid for 12 months from issue date.

• Non-transferable to other teams or organizations.

Travel Conflict

• Credit toward a future Buku Events tournament equal to the registration amount.

• Must be requested at least 30 days before the event start date.

• Credit valid for 12 months from issue date.

• Non-transferable to other teams or organizations.

6. Weather-Related Tournament Adjustments (Format & Schedule)

In the event of inclement weather or unplayable field conditions, Buku Events may adjust the tournament to prioritize safety and maximize playing opportunities.

Possible adjustments include:

• Reducing game lengths to maintain schedule integrity.

• Ending games early to preserve fields or avoid incoming weather.

• Rescheduling games when possible.

• Converting the event to “Festival Format” (no playoffs/championships) so all teams get as many games as possible.

Once the tournament has begun and any games have been played, no refunds will be granted for these modifications.

7. Lightning Safety Protocol

Player safety is our highest priority. When lightning is observed:

• Play is suspended immediately at any affected location.

• All teams must evacuate fields quickly and seek shelter in vehicles (safest location).

• Play will resume 30 minutes after the last observed lightning strike.

Games in Progress During Lightning Delay

• If lightning occurs during the second half:

  • Game is considered final; the score at suspension will stand.

   

  • When play resumes, the game restarts with the second half.

    If lightning occurs during the first half:

     

8. Game Schedule Adjustments After Weather Delays

To get back on schedule after delays, Buku Events may implement:

Suspended Games

• Resume with one 20-minute running-time second half.

Subsequent Games

• Begin immediately after the prior game concludes.

• Teams will warm up on the sideline prior to their game.

• Games will consist of two 20-minute running-time halves until the schedule is back on track.

• Once back on schedule, games revert to two 23-minute running-time periods (20 minutes for playoff games).

Every attempt will be made to play every minute of every scheduled game, but safety always comes first.

9. Final Authority & Communication

Final Authority

• Facility owners, not tournament organizers, have the final say on whether play can occur based on weather and field conditions.

Weather Communication

Buku Events will attempt to communicate schedule changes and cancellations via:

• Buku Events website updates

• Text messages through the Tourney Machine app

• Emails via the LeagueApps registration system

We strongly recommend that club directors, coaches, and parents:

• Download the Tourney Machine app

• Monitor email regularly during the event

• Check the Buku Events website for updates

Weather can change quickly. All teams should be prepared to play as soon as conditions improve and fields are deemed safe.

10. Refund Request Process & Contact

To request a refund or credit:

1. Complete and submit the Refund Request Form via email to info@bukulax.com.

2. Include all required documentation (e.g., medical notes).

3. Allow up to 30 days for credit processing.

4. Allow up to 14 business days for refund processing after approval.

Questions?

📧 Email: info@bukulax.com