Terms & Conditions

Effective for the 2027 Southwestern Belle Pinball Rodeo

By purchasing a ticket, merchandise, sponsorship, advertisement, or otherwise registering for, attending, participating in, exhibiting at, volunteering for, or interacting with the Southwestern Belle Pinball Rodeo (“SBPR”), participants agree to these Terms & Conditions.

1. Event Registration & Eligibility
2. Good-Faith Ticket Purchases & Registrations
3. Event Ticket Refund & No-Show Policy
4. Event Ticket Refund Schedule
5. Merchandise Cancellation & Refund Policy
6. Sponsorship & Advertisement Cancellation & Refund Policy
7. Exhibitor & Collector Responsibility
8. Event & Tournament Cancellation or Modification
9. Photography, Video & Recording Notice
10. Privacy & Personal Information
11. Publicly Available Event Information
12. Payment Processing & Third-Party Services
13. Website & Registration Terms
14. Errors, Pricing & Registration Corrections
15. Acceptable Use
16. Communications
17. Limitation of Responsibility
18. Changes to These Terms
19. Questions & Contact

Registration for SBPR is subject to availability, applicable eligibility requirements, event rules, tournament requirements, and any registration limits established by SBPR.

A completed purchase does not exempt a participant from complying with SBPR rules, tournament requirements, codes of conduct, eligibility requirements, or other event policies.

Event registrations and tournament entries are non-transferable and may not be sold, assigned, gifted, exchanged, or otherwise transferred to another person without the express approval of SBPR.

SBPR reserves the right to cancel duplicate, unauthorized, fraudulent, deceptive, or otherwise improper registrations.

Ticket purchases and event registrations must be made in good faith and for the purpose of legitimate participation in SBPR. SBPR reserves the right, to the extent permitted by applicable law, to cancel an order, registration, or ticket and/or deny a refund when SBPR reasonably determines that the purchase or registration was not made in good faith.

Conduct that may be considered a lack of good faith includes, but is not limited to:

• Providing false, misleading, fraudulent, or materially inaccurate information during registration;
• Misrepresenting one’s identity, eligibility, affiliation, circumstances, or purpose for registering;
• Registering under another person’s name or using another person’s information without authorization;
• Attempting to circumvent registration requirements, eligibility requirements, ticket limits, or other event policies;
• Purchasing tickets for unauthorized resale or transfer;
• Registering for the purpose of holding, reserving, or blocking player spots without a genuine intent to participate;
• Attempting to manipulate the registration, ticketing, or wait-list process; or
• Engaging in fraudulent, deceptive, abusive, or otherwise improper conduct related to registration or ticket purchases.

Tickets or registrations canceled under this provision may be deemed ineligible for refund at SBPR’s discretion, except where otherwise required by applicable law.

SBPR understands that innocent errors can occur. Minor mistakes or inadvertent inaccuracies will not ordinarily be treated as bad-faith conduct when they are promptly corrected and do not materially affect registration or eligibility.

Event tickets are refundable only in accordance with the refund schedule provided below.

After the applicable refund deadline, SBPR may, at its sole discretion, approve a full or partial refund when circumstances warrant and/or when a wait-listed player is available to fill the resulting opening.

Approval of an exception is not guaranteed and does not establish a precedent or entitlement to similar treatment for any future request. Participants who fail to attend the event or a tournament for which they are registered are considered no-shows and are not eligible for a refund.

Failure to participate in one or more tournaments, activities, programs, or other portions of SBPR does not entitle a participant to a full or partial refund of the event registration fee.

• October 30 – November 30, 2026: 100% refund
• December 1 – December 31, 2026: 50% refund
• January 1, 2027 and thereafter: No refunds

Any refund granted outside of this schedule is at the discretion of SBPR and remains subject to all other provisions of these Terms & Conditions.

All merchandise purchases are final and non-refundable. Merchandise may be exchanged for another available size or color when inventory permits. SBPR cannot guarantee that a requested replacement size, color, style, or item will be available. Unless otherwise expressly agreed by SBPR, participants are responsible for costs associated with returning or exchanging merchandise.

All sponsorships, advertisements, program ads, promotional placements, and web links purchased in connection with SBPR, including placements on SBPR-related websites and alamocitypinball.com, are non-refundable. SBPR reserves the right to decline or remove sponsorship or advertising content that is fraudulent, misleading, unlawful, inappropriate for the event, inconsistent with agreed-upon sponsorship terms, or otherwise unsuitable for publication.

SBPR and its organizers are not responsible for the loss, theft, damage, misuse, disappearance, or destruction of merchandise, equipment, personal property, display items, or pinball machines brought to the event. This includes loss or damage resulting from attendee use, transportation, setup or teardown, equipment failure, severe weather, natural disaster, acts of God, or other circumstances beyond SBPR’s reasonable control. Exhibitors and collectors are solely responsible for the transportation, delivery, setup, removal, and return transportation of their display item(s), equipment, and/or game(s) to and from the SBPR event space. Participants bringing equipment or games to SBPR are responsible for ensuring that those items are safe, functional, appropriately maintained, and suitable for event use.

SBPR is a rain-or-shine event. If SBPR, an individual tournament, or any portion of the event must be canceled, postponed, interrupted, relocated, shortened, suspended, or materially modified because of severe weather, natural disaster, acts of God, government action, emergency conditions, public safety concerns, venue circumstances, utility interruption, labor disruption, or any other circumstance beyond SBPR’s reasonable control, payments are non-refundable and will not be credited toward a future event, except where otherwise required by applicable law.

SBPR reserves the right to modify event schedules, tournament formats, qualifying procedures, finals formats, machine lineups, programming, staffing, locations within the host venue, start times, or other event details when reasonably necessary for the safe, fair, and successful operation of the event.

Changes to individual games, tournaments, schedules, programming, or event offerings do not automatically entitle a participant to a refund.

By attending or participating in SBPR, attendees acknowledge that photography, audio recording, video recording, livestreaming, interviews, and other forms of media capture may occur throughout the event.

Attendees consent to the use of their photograph, image, voice, appearance, and likeness in connection with SBPR and its documentation or promotion in any media now known or later developed, including television, livestreaming, social media, websites, print materials, advertising, archives, and promotional materials, throughout the world and in perpetuity, without additional notice or compensation.

SBPR respects the privacy of its attendees, players, exhibitors, sponsors, volunteers, and other participants.

Information collected through registration, merchandise purchases, sponsorships, volunteer forms, mailing lists, surveys, or other SBPR activities may include a participant’s name, email address, telephone number, mailing address, registration information, shirt size, tournament information, and other information voluntarily provided to SBPR.

SBPR may use this information as reasonably necessary to:

• Process registrations and purchases;
• Communicate with participants;
• Maintain player and wait-list records;
• Administer tournaments;
• Coordinate volunteers, exhibitors, sponsors, and staff;
• Fulfill merchandise orders;
• Provide customer service;
• Maintain event and historical records;
• Conduct event surveys and evaluations;
• Promote and administer future SBPR events; and
• Carry out other legitimate activities related to the operation of SBPR.

SBPR does not sell, rent, or trade participants’ personal information to third parties for their independent marketing or commercial purposes.

SBPR may share limited information with service providers or partners when reasonably necessary to operate the event or provide a service requested by the participant. This may include registration providers, payment processors, tournament-management services, merchandise vendors, venues, hotels, technology providers, communications platforms, or similar service providers. SBPR may also disclose information when required by law, legal process, governmental request, or when reasonably necessary to protect the safety, rights, property, or interests of SBPR, its organizers, participants, or others.

Participants acknowledge that competitive pinball events necessarily involve the publication and sharing of certain information.

Information that may be publicly displayed, announced, streamed, posted, archived, or submitted to tournament and ranking organizations may include:

• Participant names;
• Tournament participation;
• Scores;
• Standings;
• Match results;
• Rankings;
• Awards and prizes;
• Tournament statistics;
• Photographs;
• Video and livestream appearances; and
• Other information directly related to a participant’s participation in SBPR.

Information that is reasonably necessary for tournament administration, scoring, rankings, historical recordkeeping, or event reporting is not considered confidential participant information.

SBPR may use third-party ticketing, registration, payment-processing, merchandise, hotel, tournament-management, communications, or other technology services. Payment information submitted through a third-party processor is handled according to that provider’s systems and policies. SBPR does not necessarily receive, process, or retain complete credit card, debit card, or financial account information submitted through those services.

Participants are encouraged to review the terms, privacy policies, and security practices of third-party providers before submitting information through those services. SBPR is not responsible for the privacy practices, security practices, availability, functionality, policies, or content of independently operated third-party websites or services.

SBPR websites, registration pages, forms, schedules, social media pages, and other digital resources are provided for informational, registration, promotional, and event-administration purposes.

SBPR makes reasonable efforts to keep event information accurate and current but does not guarantee that all website or registration information will be free from errors, omissions, delays, technical problems, or outdated information. Information posted on SBPR’s official website, registration platform, email communications, or official event channels may be updated as circumstances change.

Participants are responsible for reviewing event information and communications relevant to their registration and participation.

SBPR reserves the right to correct typographical errors, pricing errors, registration errors, scheduling errors, technical errors, or other inadvertent mistakes appearing on its websites, registration systems, promotional materials, emails, or other communications. If an obvious error results in an incorrect price, registration status, tournament entry, merchandise order, discount, refund amount, or other transaction, SBPR may correct the error and, when appropriate, provide the participant with the opportunity to accept the corrected transaction or receive a refund of amounts improperly charged.

SBPR may also correct registrations that result from technical malfunctions, duplicate transactions, system errors, unauthorized promotional codes, or other circumstances that produce a registration or purchase inconsistent with the intended offering.

Participants may not use SBPR websites, registration systems, forms, communication channels, or other resources to:

• Commit or facilitate fraud or deception;
• Impersonate another person;
• Submit knowingly false information;
• Attempt to obtain unauthorized access to accounts, registrations, systems, or information;
• Circumvent registration limits or event policies;
• Interfere with the operation of SBPR systems or services;
• Harass, threaten, or abuse organizers, volunteers, participants, vendors, or other persons through SBPR-operated channels;
• Distribute malicious software or harmful electronic content; or
• Engage in unlawful activity.

SBPR may restrict access, cancel registrations, or take other reasonable action in response to misuse of its systems or services.

By registering for SBPR or otherwise providing contact information in connection with the event, participants agree that SBPR may contact them regarding matters such as:

• Registration status;
• Payments and refunds;
• Wait-list status;
• Tournament information;
• Schedule changes;
• Event operations;
• Merchandise;
• Volunteer assignments;
• Hotel or venue information;
• Safety or emergency information; and
• Other matters reasonably related to SBPR.

SBPR may also send information about future SBPR events and related announcements.

Recipients may request to stop receiving non-essential promotional communications. Transactional, safety, registration, or event-administration communications may still be sent when necessary.

Participation in SBPR is voluntary. To the extent permitted by applicable law, SBPR and its organizers are not responsible for losses, expenses, injuries, property damage, travel interruptions, lodging expenses, transportation costs, lost wages, or other consequential expenses resulting from participation in, travel to or from, cancellation of, or changes to the event. Participants are responsible for their own transportation, lodging, meals, personal property, travel arrangements, and other expenses unless expressly stated otherwise by SBPR. Nothing in these Terms & Conditions is intended to exclude or limit any responsibility that cannot legally be excluded or limited.

SBPR may update these Terms & Conditions when reasonably necessary to reflect changes in event operations, registration procedures, tournament requirements, technology, vendors, legal requirements, or other circumstances.

Material changes will apply prospectively when reasonably practicable.

The version of the Terms & Conditions published for the applicable SBPR event will govern participation in that event, subject to any rights or obligations that cannot legally be modified after purchase.

Questions regarding these Terms & Conditions, registration, refunds, privacy, or personal information may be submitted to SBPR organizers through the official contact information published on the SBPR website or registration page.