OFFICIAL POLICY MANUAL

All participants must meet the age requirements for the equipment they are using: the obstacle floor (padded and matted obstacle areas) is for participants ages 5 and up; the toddler area (if applicable) is designated for children ages 3-5. All participants must be in good health and free from any medical conditions that may be aggravated by strenuous physical activity. Participants must not be under the influence of any substance that impairs judgment or physical ability. Participants must wear appropriate athletic attire, including clean, closed-toe athletic shoes at all times. No loose or dangling jewelry or sharp objects are permitted on the obstacles.

Spectators (including parents) must remain in designated viewing areas at all times. Only registered participants with a valid waiver on file and authorized staff are allowed on the obstacle floor.

• Class Supervision: For all classes, participants must be able to attend independently, as parents are not permitted on the obstacle floor during class time.

• Required On-Site Presence: For participants enrolled in Little Ninjas and Junior Ninjas classes, a parent, guardian, or authorized adult must be present inside the facility for the entire duration of the class.

• Open Gym: (See Section 6.7 for rules regarding spectators during Open Gym.)

• General Supervision: Parents/guardians are responsible for actively supervising any non-participating children they bring into the facility.

To maintain a clean and safe environment, no food, drinks, chewing gum, or glass containers are allowed on or near the obstacles. Guests are solely responsible for their personal belongings. Any items left in the facility at the end of the business day will be moved to the lost and found. Items in the lost and found area are subject to removal from the facility at Flip Side’s discretion (generally, after 30 days). Flip Side Ninja Park is not responsible for lost, stolen, or damaged items.

Flip Side Ninja Park will be closed on the following major holidays: Easter, Memorial Day, Thanksgiving, Christmas Eve, and Christmas Day. 

In the event of inclement weather (such as snow, ice, or severe storms), the decision to close will be made with the safety of our members and staff as the highest priority. If time permits, weather-related closure announcements will be posted at least two hours prior to the first scheduled class of the day. All closure notifications will be posted on our website and social media, and we will email affected members.

We strive to create a positive and encouraging community. All participants and guests are expected to show respect for each other, our staff, and the facility. This includes:

• Taking turns on obstacles and sharing the space.

• Listening to and following all instructions from facility staff.

• Using supportive and encouraging language.

• Treating the facility and equipment with respect and care.

Class-Specific Expectations: To ensure a safe and productive learning environment for our group classes, participants are expected to meet the following criteria:

• Junior & Little Ninjas: Participants must be able to understand and follow directions, respond verbally to staff, and understand the concepts of taking turns and keeping their hands to themselves.

For the safety of everyone, the following actions are strictly prohibited:

• Running recklessly or playing tag.

• Climbing on top of rigging or other support structures.

• Moving or adjusting obstacles without staff permission.

• Pushing, shoving, roughhousing, or any form of horseplay.

• Jumping from excessive or unsafe heights.

• Attempting obstacles or skills that are beyond your current abilities without staff guidance and supervision.

• Using equipment in any way other than its intended purpose.

Flip Side Ninja Park is a community built on respect. Bullying or harassment of any kind, including physical, verbal, or social, will not be tolerated. This includes, but is not to, taunting, intimidation, unwanted physical contact, or the use of foul language and insults. All individuals have the right to feel safe and supported at our facility.

To ensure a safe and positive environment, staff will follow a clear disciplinary procedure. Depending on the severity of the action, this may include:

• Step 1: Verbal Warning. A staff member will explain the rule violation and the expected behavior.

• Step 2: Brief Sit-Out. The participant will be asked to sit out one or two turns from the current activity.

• Step 3: Supervised Time-Out & Parent Notification. If the behavior continues, the participant will be sent to the front office for a supervised time-out. The Front Desk will discuss the behavior with them before deciding if they can return to the activity. The parent/guardian will be notified of the incident by the coach in person if possible.

• Step 4: Removal from Class or Facility. Persistent violations or severe misconduct will result in removal from the class or facility without a refund. This action may include permanent disenrollment from the class or a suspension/revocation of facility membership.

Note: Severe actions, such as fighting, intentional endangerment of others, or willful property damage, will result in immediate removal (Step 4) and will be subject to permanent suspension or revocation of membership. Flip Side Ninja Park reserves the right to determine the final outcome based on the severity and frequency of the violations.

Safety is a shared responsibility. Participants and their guardians are responsible for their own safety and the safety of those around them. This includes:

• Understanding and obeying all posted signs and staff instructions.

• Being aware of other participants to avoid collisions.

• Immediately reporting any unsafe conditions, spills, damaged equipment, or injuries (no matter how minor) to the nearest staff member.

Our staff is committed to your safety. All floor staff are trained in facility rules, safety protocols, and emergency response. We conduct regular safety inspections of all obstacles and equipment to ensure they are in proper working order.

In the event of an injury, please stop all activity and notify a staff member immediately.

• For Minor Incidents: A trained staff member can provide basic first aid (e.g., ice pack, adhesive bandage).

• For Serious Incidents: Staff will immediately call 911 for professional medical assistance. Staff will focus on providing care to the injured person and securing the area. They will not provide medical transportation.

• Parent/Guardian Notification: For any injury involving a minor, a parent/guardian will be contacted by a member of the facility's staff as soon as reasonably possible. If no parent/guardian can be reached after 15 minutes, and the child continues to experience significant pain, deformity, or discomfort, 911 will be called—even if the injury is not life-threatening.

In the event of severe weather (such as a tornado warning) or another emergency requiring evacuation (such as a fire), staff will direct all participants, guests, and personnel to the designated safe locations. All individuals must follow staff instructions calmly and quickly.

A valid waiver, signed or digitally accepted by a parent or legal guardian for participants under 18 and by the participant themselves if 18 or older, is mandatory for all individuals who access the obstacle floor or participate in any activity at the facility.

• This includes all classes, open gym, parties, and competitions. Waivers must be completed in full before participation is allowed.

• Upon check-in and waiver verification, all participants and guests accessing the obstacle floor for all non-class activities (open gym, parties, competitions, etc.) will receive a wristband, which must be worn and visible at all times.

By accepting the waiver and participating, all participants and their guardians acknowledge and accept the inherent risks associated with obstacle course training and related physical activities. These risks include, but are not to, falls, sprains, strains, fractures, abrasions, head injuries, and other serious or catastrophic injuries, up to and including death. Participation is voluntary and at one's own risk.

Accepting the waiver also serves as an acknowledgment that the participant (and their guardian, if applicable) has read, understood, and agrees to abide by all facility rules and policies contained in this manual, as well as any verbal instructions from staff. Failure to follow these rules may result in the revocation of facility privileges without a refund.

Flip Side Ninja Park offers the following membership and pass options:

• Monthly Class Memberships: Recurring monthly memberships for specific classes (e.g., Little Ninjas, Junior Ninjas, Advanced Ninjas, Team). Each membership entitles the member to one class per week, held on the same day and time. Specific benefits (discounts, promotions, etc.) are defined by the membership option selected at enrollment.

• Drop-In Passes & Punch Passes: Single-visit passes for Open Gym, Competitions, or other events, as well as multi-visit punch passes (if offered).

• All membership benefits are non-transferable and may only be used by the member(s) listed on the account.

All recurring membership fees are processed automatically via the payment method stored on file. Credit and debit cards will be charged between the 20th-22nd of each month for the upcoming month's tuition. 

Please note: In the event of extenuating circumstances (such as system outages or payment processing delays) that prevent us from charging during this window, we reserve the right to process payments as soon as possible thereafter. It is the member's responsibility to ensure their payment information is accurate and up to date.

Consequences for Late Payment:

• Temporary Suspension from Class (Immediate): If a payment is past due, the student or member will not be permitted to attend any scheduled classes until the full payment has been received and processed. Attendance will resume immediately upon confirmation of payment.

• Forfeiture of Enrollment (15-Day Policy): If a payment remains unpaid by the 15th of the month, the student or member's enrollment spot, class schedule, or membership may be forfeited. If enrollment is forfeited, a new registration will be required to resume classes, provided a spot is available.

Refunds: All sales are final. All class tuition, membership fees, punch passes, and drop-in passes are non-refundable and non-transferable, except as explicitly noted elsewhere in our policies. If Flip Side Ninja Park cancels a program or class, a credit or refund for any payments made by the member may be issued at Flip Side's sole discretion.

Flip Side Ninja Park is a registered vendor with the Arkansas Educational Freedom Account (EFA) program. Families wishing to use EFA funds for eligible memberships or classes must provide all necessary documentation to facility management for approval before enrolling. The member is responsible for any portion of the fees not covered by the EFA program. Flip Side’s status as an approved and participating vendor is subject to change without notice.

• Billing Process

  • Your first invoice will be sent after registration. It will cover the prorated amount of any class tuition for the rest of the current month.

  • Ledger documents will be available in the Flip Side Customer Portal by the 22nd of each month, covering memberships for the next month. Please note: In the event of extenuating circumstances (such as system outages) that prevent us from making these documents available by this date, we reserve the right to post them as soon as possible thereafter. It is the member’s responsibility to upload Ledger document(s) to the ClassWallet platform within 48 hours of the Ledger document(s) being made available in the Flip Side Customer Portal.

• Payment Terms

  • All ledger documents must be obtained by the member using the Customer Portal and uploaded by the member to ClassWallet, which will reimburse Flip Side Ninja Park directly once approved.

  • EFA payments for the month must be approved and posted in ClassWallet by the 10th of that service month.

  • Each Customer Account must have a valid credit card on file in Flip Side’s membership management system as a backup payment method.

  • If payment is not received by the 10th of the month (ie., EFA funds have not been posted to Flip Side Ninja Park’s vendor account by that time), the credit card on file will be charged automatically for the full outstanding amount on or around the 11th of the month.

  • If EFA funds post after your card has been charged, Flip Side will issue a refund to your card for the amount received.

Repeated late payments (requiring a card charge) without prior notification may result in your account becoming ineligible to use EFA funds to pay for membership(s) etc. at Flip Side Ninja Park. This determination will be made at Flip Side Ninja Park’s sole discretion.

EFA Refund Policy: As per state EFA regulations, any EFA-funded payments that require a refund (e.g., for cancellation or withdrawal) cannot be issued as an account credit. All EFA-sourced funds will be returned directly to the Arkansas Department of Education.

To cancel a membership or drop a class, you must submit an official Withdrawal Form, which can be found on the Flip Side Ninja Park website. This is the only accepted method of cancellation.

• The Withdrawal Form must be received by the 15th of the month prior to the effective withdrawal month. (EX: Submit by April 15th for a cancellation effective in May).

Once payment has been received (processed on or around the 22nd), you are committed to that month. We do not provide partial refunds for withdrawing earlier than the end of a month.

• Make-up tokens from previous absences are forfeited when you withdraw and will not carry over to re-enrollment. Evaluated skills are kept on file for one year from withdrawal date.

• Students returning within 6 months of their withdrawal date can resume their current skill progress.

• Students returning between 6 and 12 months of their withdrawal date will restart their current skill level.

• Students returning more than 12 months after their withdrawal date must be re-evaluated for their appropriate level.

Your tuition pays to reserve your spot in a class, regardless of attendance. Therefore, we are unable to place holds or freezes or pause billing on your account for extended absences.

When you are ready to return, please contact us and we will update you with current availability. Returning students are given waitlist-priority. We cannot guarantee the same schedule or instructor but will do our best to accommodate you.

Single-visit drop-in passes (for Open Gym, Competitions, or other events) and multi-visit Punch Passes are paid in full at the time of purchase. All passes are non-transferable.

• Cancellation by Participant: To cancel a pre-booked drop-in or punch pass visit, you must submit an official Withdrawal Form, which can be found at: https://www.flipsideninja.com/withdrawal-form.

• If the form is received more than 24 hours before the scheduled time, the participant will receive a full account credit or have their punch pass visit returned.

• If the form is received with less than 24 hours' notice, or in the case of a no-show, the pass and all payment will be forfeited.

• Cancellation by Facility: If Flip Side Ninja Park cancels an Open Gym session (e.g., due to weather), all pre-booked participants will receive their choice of a full refund to the original payment method or a full account credit.

• Expiration: Punch passes (if offered) are valid for a specific number of visits and do not expire.

All classes, camps, and private lessons require pre-registration through the Flip Side Customer Portal. Payment is due in full at the time of booking to secure the reservation. Enrollment in recurring classes is continuous and billed monthly as per Sectiohttps://flipsideninja.com/policies#billingn 5.2.

• Parking Lot Safety: During peak times, our parking lot can become very busy. Please take into consideration that our students may include young children; drive slowly and carefully. Parents or guardians must escort children to and from the building. Students are not permitted to cross the parking lot without an adult.

• Arrival & Drop-Off: Please arrive 5-10 minutes before your scheduled class or activity to allow time for check-in. All participants must check in at the front desk before entering the obstacle floor. Parents/guardians are responsible for their children until the class officially starts. If you know you will be late for drop-off, please inform the front desk.

Pickup: Students must wait inside the building until they are escorted out by their parent or guardian. For early pickup, please check-in at the front desk; a staff member will bring your child to you. We understand that delays happen; please inform us if you will be late to pick up. Once a class is dismissed, the child becomes the parent/guardian's full responsibility. Parents/guardians are required to list all "Authorized for Pickup" individuals in the Flip Side Customer Portal. Repeated late pickups may affect enrollment status.

Consistent class attendance is vitally important, and we ask that you attempt to limit absences whenever possible.

• Absences: If possible, notify the facility about your child’s absence prior to their class through the Flip Side Customer Portal. A make-up token is automatically generated whenever a student has an absence marked when attendance is recorded. A make-up token will also be issued for any classes canceled by the facility (e.g., weather).

• Make-Up Tokens: Additional absences will not result in make-up tokens, a refund nor an account credit. Additional absences in the same month will not result in make-up tokens, a refund nor an account credit.

• Redeeming Tokens: Make-up tokens can be used to join another class where there is an open spot and must be for the same level in which the student is currently enrolled. A make-up class can be scheduled through the Customer Portal no more than two weeks prior to the date you are requesting.

• Expiration: All unused make-up tokens expire after 6 months or when you withdraw your membership. Tokens are not carried over upon re-enrollment, have no cash value, and are non-transferable.

• Missed Make-Ups: A missed, scheduled make-up class cannot be rescheduled and the token is forfeited. No refund or account credit will be issued.

Private lessons are arranged and scheduled directly between the client and an individual coach. The front desk can provide contact information to help match you with a coach appropriate for your skill level.

• Pricing and Payment: All pricing and payment terms are negotiated and handled directly with the Coach.

• Cancellation Policy: All cancellations and rescheduling must be managed directly with the Coach.

• Safety & Supervision: If only one coach is present, the student's parent/guardian's attendance is MANDATORY for the duration of the lesson.

This policy applies to multi-day camps (like Summer Camp), single-day clinics, and other special (non-recurring) class events. Because a spot has been reserved for the participant, preventing others from enrolling, the following policy is in effect:

For Summer Camps:

• A cancellation request submitted via our the official Withdrawal Form  15 or more days before the camp start date will receive a full refund of the camp fee.

• If a cancellation is made fewer than 15 days before the camp start date, the full payment is non-refundable but will be converted into a full credit on your account, valid for future facility use. This policy is subject to change without notice at Flip Side’s discretion.

For Single-Day Events & Clinics:

• A cancellation request submitted our the official Withdrawal Form 7 or more days before the event date will receive a full refund.

No refunds or credits will be issued for cancellations made fewer than 7 days before the event date.

• Cancellation by Facility: If Flip Side Ninja Park cancels a camp or event participants will receive a full refund.

In addition to all other facility rules, campers must adhere to the following:

• Food & Drink: Campers must bring their own labeled water bottles and nut-free snacks/lunch. Sharing of food is not permitted.

• Personal Items: All personal items (backpacks, clothing) should be clearly labeled with the camper's name. Do not bring electronics, toys, or other valuable items.

• Discipline: The 4-step disciplinary procedure (Section 2.4) is in full effect. Persistent behavioral issues may result in removal from camp without a refund.

Open Gym is a supervised, non-instructional time for participants to practice skills, get exercise, and explore the obstacles in a self-directed environment.

• Parent & Spectator Access: Non-participating parents, guardians, and spectators are permitted on the obstacle floor during any Open Gym session, provided they have a valid waiver on file (per Section 4.1). Spectators must remain aware, stay clear of participants using obstacles, and may not use the equipment.

• Parental Supervision (Family Open Gym): During designated "Family Open Gym" sessions, all participants under the age of 13 must be accompanied and actively supervised by a parent or legal guardian on the obstacle floor. This supervising adult must have a valid waiver on file (per Section 4.1).

• Supervision: Staff are present to enforce rules and ensure safety but are not providing skills coaching.

• Rules: All facility rules, including those those in Section 2 (Code of Conduct), are strictly enforced. Participants must take turns, be aware of their surroundings, and may not attempt skills beyond their abilities without supervision.

Enrollment in our specialized programs is by progression, evaluation, or invitation to ensure participants are prepared for the advanced curriculum and safety risks.

Advanced Classes: Enrollment is open to students who have successfully completed Stages 1-3 of our class curriculum. These classes involve higher-risk obstacles, and students are expected to have the discipline and maturity to follow all coach instructions for their safety and the safety of others.

• Exception: Older students or those with a significant background in athletics (such as gymnastics) may request an evaluation to "test in" to an Advanced Class without completing the prerequisites.

Flip Side Ninja Team: Enrollment is by tryout-only. Tryouts are held annually, generally in August, for limited spots on the team. Athletes are selected based on ability, coachability, dedication, and work ethic. The decision to place an athlete on the Flip Side Ninja Team is at Flip Side’s full and unilateral discretion.

Competition Tiers (Team):

• Tier 1 Team: Athletes are expected to attend a minimum of six (6) league competitions per season.

• Tier 2 Team: Athletes are expected to attend a minimum of three (3) league or fun competitions per season.

Benefits & Discounts (Team):

• Athletes enrolled in both a standard weekly class (e.g., FS Ninjas, Advanced) and a Team class will receive a 20% discount on their Team class membership.

• These dual-enrolled athletes will also receive unlimited access to all regularly scheduled Open Gym sessions (including Sunday night course runs).

All team members are expected to adhere to the standard Facility Code of Conduct (Section 2.1) as well as a high standard of sportsmanship, respect, and positive representation of Flip Side Ninja Park at all times, both at home and at other facilities.

Jerseys: Athletes who are ineligible to compete in league competitions are not required to purchase a team jersey, but are welcome to do so.

Policy Statement:

• Communication: All official team communication, including competition schedules and sign-up information, is handled through our team Slack channel. Athletes and parents are responsible for joining the channel and monitoring it for updates.

• Registration: Coaches will post competition information and sign-up links in Slack, typically one month prior to the event. Athletes are responsible for registering themselves for each competition individually by the stated deadline.

• Notification: After registering for an event (or deciding not to attend), athletes must notify the Head Coach on Slack.

• Coach Travel: A team coach is scheduled to attend at least one league competition per month. The competition selection priority will be based on the qualification needs and travel distance for the team. Coaching for "fun comps" may vary.

• Pricing & Missed Classes: The pricing for the Friday Team Class is set with the expectation that athletes may miss up to six (6) classes during the year due to travel for competitions. No make-up tokens or account credits are issued for these missed classes.

• Fees: The coach travel fee (if applicable) will be waived for athletes who are ineligible to compete (e.g. age) in league competitions.

The registration fee for a competition hosted at our facility is fully refundable to the original payment method if a cancellation request is submitted via our official Withdrawal Form (availabe on our website) 7 or more days before the competition date. No refunds will be issued after this deadline.

A deposit is required at the time of booking to secure your party date and time. This deposit is applied to the total cost of the party. The final balance is due on or before the day of the event.

Cancellation: A cancellation request submitted via the official Withdrawal Form available on our website 15 or more days before the party date will result in a full refund of the deposit amount. If a cancellation is made fewer than 15  of the party date, the deposit amount is non-refundable but will be converted into a full credit on your Flip Side Customer account, valid for future facility use.

Rescheduling: You may reschedule your party for a date in the future, subject to availability. The deposit will be transferred to the new booking. You may reschedule a maximum of two times; after the date of the second makeup passes, the deposit will be forfeited.

Guest Waivers: A valid waiver is required for all individuals (adults and children) who enter the obstacle floor, including non-participating parents or guardians. The party host is responsible for ensuring all guests have a waiver on file before the party starts. (See Section 4.1 for wristband policy).

Participant vs. Spectator: Only individuals who will use obstacles are considered "participants" and count toward the party pricing. Spectators who have a waiver but do not use obstacles are welcome and do not count toward the participant total.

Attire: All participants must wear athletic clothes and closed-toe athletic shoes (rubber soles & lace-up work best). No sandals, rain boots, or crocs are permitted.

Age Limits: The main obstacle floor is for ages 5 and up. The preschool room (if available) is for ages 3-5.

Decorations: Due to the 20-minute transition time between parties, we provide the majority of your décor. Hosts may bring small, personalized items (like a centerpiece or tablecloth), but large, complex items (like wall banners, piñatas, or confetti) are not permitted.

Food & Drink: Outside food and drinks are permitted in the designated party room only. For safety and cleanliness, we must prohibit items that spoil quickly without refrigeration (like ice cream) and excessively sticky foods (like cotton candy, popsicles, etc.). Cake, cupcakes, etc. are absolutely fine. 

We also ask that you please be mindful of any guests with common food allergies.

Please do not arrive more than 10 minutes before your scheduled party time. This ensures our staff has adequate time to clean and prepare the space for your event.

To ensure your inquiries are handled efficiently, please use the following channels:

• For Billing, Scheduling, & Cancellations: Contact the Front Desk by calling our main facility phone number, emailing our official email address (info@flipsideninja.com), or using the Customer Portal.

• For Closures & General Announcements: Please check our official website and social media pages.

• For Flip Side Ninja Team Members: All team-related communication is handled via Slack (see Section 7.3).

Note: Our social media accounts (Facebook, Instagram, etc.) are not monitored for account, event, or membership requests (e.g., cancellations, billing issues). Please use the official channels above for all account, event, or membership related needs. We aim to respond to all emails and voicemails within one (1) business day.

We believe in open communication between parents and coaches.

• Best Time to Talk: The best time for a brief (1-2 minute) check-in with your child's coach is immediately after class.

• Longer Discussions: To respect the time of other students and ensure our coaches are focused on their classes, longer or more in-depth discussions cannot be held unscheduled. If you need to speak with a coach for more than a few minutes, please contact the Front Desk to schedule a phone call or meeting.

We track your child's progress through a formal skills curriculum. Coaches evaluate and sign off skills as they are mastered during regular class time.

Skill Sign-offs: Skills are signed off when the student demonstrates proficiency—meaning they can perform the skill consistently and with proper form—not just upon its first completion. The goal is to progress each student through the Flip Side Ninja Stages over time to recognize and reward their dedication and efforts.

Viewing Progress: Parents and students can view all mastered skills and curriculum progress at any time through the Customer Portal. This is the best way to stay informed of your child's progress.