MEMBER GUIDE
Updated February 2024
Welcome to Southlake Pickleball
DEAR MEMBER,
On behalf of the City of Southlake, its elected officials and community leaders the Southlake Pickleball Team is excited to welcome you to the Southlake Pickleball Complex. It is our pleasure to welcome fellow pickleball enthusiasts to a bustling pickleball hub, where residents and non-residents alike can share their passion for pickleball; in our one of a kind pickleball complex.
We invite you to come discover our membership opportunities, and make Southlake Pickleball your home away from home. Recognizing that the growth of pickleball around the metroplex is due in large part to the social and inclusive nature of Pickleball, our team is excited to be able to provide an amazing space for members to come together with family and friends. Our talented Southlake Pickleball team is excited to be able to provide services and programs to meet your needs. Whether your goals are to find that regular social game in open play pickleball, determined to sharpen your skill towards pickleball tournament play, and anything in between; we hope you will let Southlake Pickleball be your one stop shop for helping achieve your goals. It is our sincere hope that you will soon join our vibrant pickleball community, and choose Southlake Pickleball as your pickleball home.
Eric Clay PICKLEBALL MANAGER
817.748.8322
eclay@cityofsouthlake.com
Hours of Operation
Staffed Hours of Operation
Monday - Sunday | 7:00am – 9:00pm
Unstaffed Hours of Operation
Monday - Sunday | 5:00am - 7:00am
Holiday Closings & Modified Hours
CLOSED
Easter
Independence Day
Thanksgiving Day
Christmas Day
*Facility hours are seasonally based. Staffed and Unstaffed hours, open play, and programming schedule may be modified to accommodate various seasonal weather conditions.
*Modified operating hours will be posted a minimum of one week in advance.
Amenities
The City of Southlake and the Community Services Department are proud to present to our Pickleball Facility Membership a championship level Pickleball Complex. The amenities provided by the Southlake Pickleball Complex are of the highest quality and we are certain will support the, development, and growth of the Southlake pickleball community for years to come. Please see the list below of the features the Southlake Pickleball Complex has available to members for their pickleball enjoyment.
PICKLEBALL COURTS
• 8 dedicated pickleball courts that feature in ground net posts for a professional feel.
• 1 Championship pickleball court with ample court space and covered spectator area.
• Each Court is available for general reservation use to our members on a space available basis.
PRO SHOP & FACILITY GROUNDS
• Facility pro shop, providing a professionally curated selection of pickleball equipment and pickleball accessories for resale.
• Light Snack and sport beverage options available.
• Ice / Water machine.
• Restrooms.
• Ample seating and shade options are available for members during their pickleball activities.
• Charging stations for all your electronic devices.
EQUIPMENT
• Pickleball paddles available to demo before purchase, as well as borrow during participation in facility programing or court rental.
• (1) Pickleball Ball Machine available for rental use.
• (2) State of the art water removal VAPTR systems.
• Facility wide sound system for musical enjoyment.
• (2) Ball caddies available for rental use.
PICKLEBALL INSTRUCTION
• Professional level pickleball instruction for lessons and group classes.
• Able to provide basic pickleball instruction for those attending with a group or private rental.
PROGRAMS
• Hours of organized level based pickleball open play weekly.
• Introduction to Pickleball classes for Rookie/ New to pickleball players.
• In-house and Metroplex league opportunities.
• Custom Drills, classes and lessons available for any level of play and/or interests.
Membership
MEMBERSHIP TYPES
Membership accounts are for residents and non-residents 16 years and up.
Resident
Available to individuals who reside or own residential property, in the City of Southlake.
Non-Resident
Available to individuals who reside or own residential property outside the City of Southlake
CREATING A PICKLEBALL COMPLEX MEMBERSHIP ACCOUNT
To begin the account creation process, please follow the link: app.courtreserve.com/Online/Memberships/Index/10231
Creating an account is easy, but if you run into any issue at all, one of our team members will be happy to assist you. Below are few essentials to keep in mind as you create/set up your account:
During the account creation process, you will need to be sure and have available:
• Current email address
• Current (best) telephone number
• Preferred Payment method for account payment profile setup. A payment profile will allow for a seamless transaction when reserving pickleball courts online and more easily register for programs.
Membership Account
The membership account will not be active until approved by one of our Pickleball Complex Team Members. Following account creation request online, our team will review the request to confirm either residency or non-residency requirements have been met.
Member accounts will be approved in 1-2 business days, if you need immediate approval please call us directly. If our team has any issues regarding approving a membership account request, a team member will reach out to communicate the issue and work with you on a resolution.
Adding Family Members
Once your membership account has been approved, the primary account holder will have the ability to add or remove family members to the account. All family members claimed on IRS taxes, including dependents 23 years of age or younger may be added to an account. Please visit in person or call us in order to add family members to an account.
MEMBERSHIP BENEFITS
Resident Member
• Organized, level based Open Play each week at no additional charge.
• Reserve pickleball courts up to (14) days in advance.
• Can have up to (2) pickleball court reservations during (14) day booking window.
• 12 guest passes.
• Ability to request group and/or private rental space at the Pickleball Complex (space available basis).
• Each Membership Type may take advantage of a $10 daily rate for a non-member guest to participate in Open Play and/ or Court Reservations.
Non-Resident Member
• Organized, level based Open Play each week at no additional charge.
• Reserve pickleball courts up to (7) days in advance.
• Can have up to (1) pickleball court reservation during the (7) day booking window.
• Each Membership Type may take advantage of a $10 daily rate for a non-member guest to participate in Open Play and/ or Court Reservations.
MEMBERSHIP CANCELLATIONS, REFUNDS, & RENEWALS
Membership Renewals
Memberships are auto renewed on the activation date of each month.
Membership Refunds/Transfers/Freeze
Memberships are non-refundable, non-transferable and not eligible for freeze.
Membership Cancellation
A Customer Adjustment Request (CAR) form must be submitted at least seven (7) business days prior to the next auto-payment date in order to stop the payment from being processed. Membership may continue to be used up and through the date already purchased. Prorated refunds are not issued for memberships.
Code of Conduct & General Rules
All guests visiting the facility are expected to exhibit appropriate behavior at all times while participating, spectating or attending any program, event or meeting. This includes programs, events and meetings that may or may not require an admission fee, spectating at athletic events, and special event attendance. The following rules are in place to ensure all guests’ safety and satisfaction while enjoying The Southlake Pickleball Complex.
• The Southlake Pickleball Complex is a membership-based facility. All members and their guests must check in with a facility team member at the pro shop front desk prior to play.
• Exclusive use of a space is only permitted through rental.
• Members and guests must scan their membership card or manually check in with a team member.
• Parents or caregivers of participants in a class, and spectators for sport leagues may enter facility but will not have access to facility amenities without a membership.
• Guests need to help maintain a family atmosphere by showing courtesy and respect to all guests and facility team members.
• Proper pickleball attire is always required; all guests should wear shirts, athletic shorts or pants, and closed toed shoes.
• Anyone participating in open play must share spaces equally.
• No guest shall behave in such a manner as to jeopardize the safety, health or well-being of themselves, team members other guests, or the facility. Such behavior, including abusive or profane language, may be grounds for expulsion.
• Guests shall take direction from all Pickleball Complex team members.
• Guests utilizing facility equipment are responsible for its undamaged and timely return.
• No horseplay or misuse of equipment or of the facility will be permitted.
• Guests ages 15 and younger must be accompanied by a caregiver, age 18 or older, at all time.
• The City of Southlake is not responsible for lost, stolen or damaged items while at the Pickleball Complex.
• All injuries on premises must be reported immediately to a Pickleball Complex team member.
• No pets are allowed, unless trained as a Service Animal.
• As required by City of Southlake ordinances, the Southlake Pickleball Complex is designated a facility in which smoking/ vaping, and alcohol are prohibited anywhere on the facility property. Alcohol may be permitted with the approval of a special use permit.
• Admission to the Pickleball Complex may be denied for the following reasons: suspected being under the influence of
drugs or alcohol, evidence of contagious disease, and any person deemed detrimental by management to the safety of themselves or others.
• Beverages in closed containers are permitted; however, all glass containers are prohibited.
• Any group wishing to host an organized event must receive advance written and/or electronic approval from Pickleball Complex Manager and/or Coordinator.
• By City of Southlake ordinance, it is prohibited to provide private lessons, semi-private lessons, and group instruction without approval from Southlake Pickleball Manager and/or Coordinator. Southlake Pickleball team members will have sole discretion if a member is utilizing the courts for instruction without authorization. Members may be asked to suspend activity immediately and are subject to membership suspension.
• You may not solicit in person or in writing on the premises. City of Southlake retains sole discretion to determine whether a member or guest is engaged in soliciting.
• Team members reserve the right to remove anyone from the facility who is found in violation of the above rules or is otherwise disruptive to other guests.
• A member or guest who violates established rules, policies or procedures is subject to disciplinary action up to and including expulsion.
• Only program participants or pickleball court rental participants are permitted on court when a program or rental is being conducted.
• Pickleball courts are for the sole use of pickleball play. The use of items such as bicycles, roller blades, skateboards, and any motorized vehicle without permission from the facility staff is prohibited.
• In the event of inclement weather, the facility team members have sole discretion for determining playability of pickleball courts. Play of courts is prohibited during an active lightning event and members will be asked to exit the facility grounds.
• In the event of an emergency, please dial 911 immediately. After 911 has been called, alert facility team member of the need for support.
Court Reservations
The Pickleball Complex is a member based facility with a total of 9 pickleball courts for rental.
• Resident members may book courts up to 14 days in advance and have up to two (2) reservations during the (14) day window.
• Non-resident members may book courts up to 7 days in advance and have one (1) reservation during the seven (7) day window.
• Reservations made in advance will be booked for a duration of one (1) or two (2) hours, on the hour.
• Court Reservation are $30 per court for two (2) hours and $15 per court for a one (1) hour reservation.
• Court reservations will be made online via the online pickleball court reservation system Court Reserve. Payment for pickleball courts will be made at the time of reservation.
• Reservations may be rescheduled up to 48 hours of scheduled court time.
• Reservations may not be rescheduled or canceled within 48 hours of scheduled court time.
• The member renting the court must be present in the facility during the entire rental period.
GROUP AND PRIVATE RENTAL
The Pickleball Complex is the perfect location for hosting corporate team building sessions, quarterly meetings, parties, lock-ins, pickleball leagues & tournaments. Group and private rental requests can be made by completing a rental request. Requests can be made at any time; however, Group and Private Rental requests require a minimum of 30 days in lead time from the date of event.
COURT RESERVATION FEE:
$30 per court for 2-hours
DROP-IN RATE:
$10 per court for up to 2 hours
*On a space available basis
RATES
GROUP AND PRIVATE RENTAL FAQs
The City of Southlake and The Southlake Pickleball team are excited to offer the ability for resident members to request usage of the Southlake Pickleball Complex fo group and/or private rentals.
• Private Rentals are made through our request system. The link has been provided here, but a link is also able to be found on our Southlake Pickleball Website.
Group Rental
• Group rentals are for groups that call Southlake their home. Some examples of groups that can take advantage of the group rental requests at the Pickleball complex are, Southlake businesses, Non-Profit Organizations & HOA’s.
• Group must identify one resident member to submit a group or private rental request document and serve as the lead contact for the rental.
• Lead contact for the rental must be present for the duration of the rental.
• Group rental fees range are $100 per hour, 2-hour minimun
• Group rental includes 4 pickleball courts.
• Groups can be approved for up to 2 group rentals per week.
• Group rental fees are due at the time of rental booking. Fees are non-refundable. In the event of a weather cancelation, our team will work with rental group to try and reschedule rental or provide a refund of rental fees.
• Must be booked a minimum 30 days out (may book as
GROUP RENTALS
$100/hour | 4 Courts, 2 hours minimum
PRIVATE RENTALS:
$500/hour | Full Facility all 9 courts , 4 hour minimum
*Group and Private rentals allow for participants to be members and well as nonmembers of the Southlake Pickleball Complex.
far out as you want)
Private Rental
• Private Rentals are for those resident members that would like to take advantage of the entire Pickleball Complex for their group and pickleball network needs.
• Private Rental must identify one resident member to submit a Group or Private Rental request document and serve as the lead contact for the rental.
• Lead Contact for the rental must be present for the duration of the rental.
• Rental attendees can include both members and nonmembers of the facility.
• Private Rental Fees range from $1000 - $1500
• Group Rental allotted times are between 4 and 6 hour time periods
• Private Rentals includes all 9 pickleball courts
• Private Rental Fees are due at the time of rental booking. Fees are non-refundable. In the event of a weather cancelation, our team will work with the lead contact to try and reschedule rental or provide a refund of rental fees.
• Must be booked a minimum 30 days out (may book as far out as you want).
Please feel free to reach out to our Pickleball Manager, for additional information regarding your interest in a Group or Private Rental.
Southlake Pickleball Complex Programs
The Southlake Pickleball Complex will be able to offer a steady lineup of opportunities for members to participate in the pickleball community that best fits their pickleball goals. A few staples of the Southlake Pickleball programming will be its opportunity to provide up to 40 hours of pickleball open play each week, as well as a great start to pickleball basics, like how to keep score and fundamentals regarding rules and strategy, in our pickleball classes.
PICKLEBALL OPEN PLAY
Regardless of your skill level, the Southlake Pickleball Complex will have an opportunity for you to get into the pickleball mix. Our structured and organized Open Play pickleball is level based and organized by using a paddle rack system. In general, all levels are welcome to participate in open play based on where a member feels most comfortable. “New to pickleball?” You’re likely an awesome fit for our Beginner/Intermediate Open Play pickleball play timings. “Played a ton of pickleball, strong tennis or badminton background, and have a DUPR rating 3.5+?” You’re likely going to get great games attending our Intermediate/Advanced Open Play opportunities. A few important details to keep in mind regarding the Open Play program:
• Open Play program is offered at no additional costs to members. Members are encouraged to take advantage of the fun and social opportunity to mix with other pickleball players from the Southlake Pickleball community,
• Pre-registration IS NOT required to participate in our Open Play program.
• Paddle racks will be utilized to help organize play. Each court will use the 4 on and 4 off rotational system. Games will be played to 11, win by 1. During peak open play times, games may be played to 9 with option of rally scoring.
• Double paddle stacking (using more than 1 paddle to save a spot while involved in another game) will not be permitted, as well as movement of a players paddle backwards in the paddle rack.
• Common open play pickleball courtesies will be a priority and emphasis will be placed on not moving paddles up or down the paddle racks.
• The spirit of any open play program is to have a fun and social pickleball environment. Southlake Pickleball team members and/or designated volunteers will be available to ensure the organized and fun nature of open play is carried out. This task includes helping players find the best play space for their current pickleball abilities. Southlake Pickleball team members have discretion to ask members not adhering to open play program and general facility etiquette rules to leave the facility.
EARLY MORNING FREE PLAY
If early mornings are your cup of tea, the Southlake Pickleball Complex is excited to provide a play opportunity that may be a wonderful fit. Each morning from 5:00am to 7:00am the Pickleball Complex will be open to both members and non-members. While the Pickleball Complex will not have a team member on site during the free play time period, the complex will be able to provide pickleball courts on a first come first served basis. These hours may be adjusted on a seasonal basis and in poor weather conditions, the complex may remain closed for pickleball play.
• Pickleball Courts available for play on a first come first served basis.
• Court lights will be available as needed.
• Facility will remain locked and unavailable in the event of severe weather/lightning in the area.
• Non-Members and players without an approved pickleball court reservation will be asked to clear the courts by 7:00am.
• Pickleball pro shop will remain closed during the duration of free play.
• The facility will be monitored by video surveillance; Pickleball Team members will be unavailable until 7:00am or Pickleball Pro-Shop opening.
• Guests utilizing the Pickleball Complex during early morning free play are expected to adhere to facility rules.
• During free play time, the championship court will be designated a challenge court. The winning team is allowed to be challenged by any other team wishing to challenge.
• When pickleball courts are full:
• paddle rack system will be used
• as a courtesy to others, 4 players on and 4 players off pickleball etiquette is expected.
PICKLEBALL PROGRAMS
Southlake Pickleball offers various programs to cater to the different skill levels and interests of our members:
• Beginner Level Classes: Ideal for those new to pickleball, and ready to jump in. These classes are offered seasonally to help beginners get started with the basics of the game.
• Drop-In Drills and Clinics: We will provide drop-in drills and clinics for more experienced players looking to enhance their skills and get an edge on the competition. These sessions focus on refining techniques, including touch around the kitchen and strategic drives.
For class times and schedules, please visit our website or check the Court Reserve app to see available programs and register.
Southlake Pickleball Complex Policies
MERCHANDISE / CONCESSIONS
The City of Southlake and the Southlake Pickleball Complex are excited to be able to provide a professionally curated selection of the highest quality pickleball equipment for resale. The Pickleball Complex will feature a select group of paddles, pickleballs and on court accessories for member and non-member convenience.
In addition to pickleball merchandise the Southlake Pickleball Complex will have available light concessions for resale. Concessions will include a various selection of snacks and beverages that may include water, sports drinks, protein bars and other healthy snack choices.
LOST AND FOUND
The City of Southlake is not responsible for lost or stolen items. If you find another’s personal items, please turn them into a Southlake Pickleball Complex team member. If you are missing an item, please check with a team member at the pro shop, who will check the lost and found for your item.
PARKING
Cars, trucks, and motorcycles must park in a marked parking space. Accessible parking is available and marked accordingly. A valid disabled parking tag or license plate is required. Parking Violators will be towed at the owner’s expense.
SHARING OF CONTACT INFORMATION
Contact information provided will not be shared with outside agencies. The use of the provided contact information will be for communicating important and time sensitive information. Some examples include - severe weather conditions that may impact programs, upcoming Southlake Pickleball services and program opportunities, court reservation schedule updates; and potential membership account related information.
STATEMENT OF ACCESSIBILITY
The City of Southlake encourages participation by everyone. If you or a family member have special needs and would
like to participate in a program or use a facility, we will make reasonable accommodations to meet your needs. Please notify a team member if any accommodations are needed for successful inclusion in a program or service in accordance with the Americans with Disabilities Act. The Pickleball Complex permits the use of service animals within the facility. If you have additional questions or concerns, contact us at 817.748.8321.
PHOTOS AND VIDEO
Guests may not take photo, video or audio recordings of other guests or team members without permission. Photos and video footage are periodically taken of participants and spectators in class, during a special event, in an athletic program and at the Pickleball Complex. Photos and video footage are for the sole use of the City of Southlake and may be used in any City of Southlake publications. All photos are the property of the City of Southlake and will not be distributed to private entities. For more information, please contact us at 817.748.8321, or email info@pickleballinsouthlake.com.
SPECTATOR POLICY
The Pickleball Complex is a controlled access facility. All persons entering the facility must have a current membership, participate in a fee-for-service recreation program or be a spectator of recreational events. Spectators are prohibited from utilizing the facility and may not participate in any program or use equipment. Loitering is not permitted.
SURVEILLANCE AND SECURITY
The Pickleball Complex is protected by 24-hour audio and video surveillance. Cameras are in use, and you may be recorded to aid in the prosecution of any crime committed against this facility. The City of Southlake recommends all visitors and members of the Southlake Pickleball Complex hide their things, lock their cars and take their keys. If you see suspicious activity, call 911.
COMMENTS AND SUGGESTIONS
The City of Southlake continually strives to provide quality
programs and services at the Pickleball Complex. Please take the time to tell us how we are doing and provide suggestions for improvement. We consider every comment and suggestion we receive. To share your thoughts, feel free to contact Southlake Pickleball Complex at 817.748.8321, or email info@pickleballinsouthlake.com.
EMERGENCY ACTION PLAN
A primary objective of the City of Southlake is to provide the safest possible parks, facilities and programs for the public’s use and enjoyment. Therefore, each team member at the Pickleball Complex has received a copy of the Emergency Action Plan and has participated in training and drills conducted to familiarize themselves with the plan and the necessary procedures during emergency situations. If an emergency occurs, team members will direct all guests based upon the nature of the emergency to ensure their safety and welfare. Anyone under the age of 16 will only be released to a responsible caregiver.
TRAINING DRILLS
The Pickleball Complex will utilize “live” drills to maintain a high level of readiness and training for our team members. Live drills may coordinate with multiple areas of The City of Southlake Municipal Departments and team members Live drills may be conducted at any time and without notice. Please follow all team members instructions during drills or emergencies.
FACILITY WEATHER POLICY
As a rule, youth programming will follow CISD weather closures. Adult programming will take place unless notified by the Southlake Pickleball Complex staff. Visit the Southlake Pickleball Complex Website and/or reach out to the weather hotline for additional information. The Southlake Pickleball Complex is a fully outdoor Pickleball complex and will close for storms that include lightning, thunder, or tornado warnings. Depending on the severity of potential incoming weather or active weather conditions, members may be asked to vacate the premises and seek indoor shelter.
BIOHAZARD POLICY
Due to health risks, all biological releases are treated as contamination and require immediate action. Southlake Pickleball Complex will close any area contaminated by body fluids in accordance with Centers for Disease Control until the area has been properly sanitized.
FOOD AND BEVERAGE
Food and beverages are permitted in designated areas only. No food is permitted on pickleball courts. Beverages in closed containers only. Guests may bring coolers (no glass or alcohol.)
