Booking Guide

Table of contents

1. Booking Calendar

Black: closed club (grey fields)
Blue: first match of the day (we arrive 10 minutes before the first booking) – if time slots look like this it means another customer booked the court and it is not available
Green: available slots to book (white fields)

In the image above we explain the calendar.

The black square shows you the grey fields meaning that the club is closed and you cannot book in that time.

Courts are starting to be available when the first white field starts to appear in the calendar (check green squares rule). However, white fields don´t mean that the club is open, it only means that there is a possibility to book.

In the blue square you see the first match of the day (in this case the first match is scheduled for 15:00 Starting time). We mostly arrive to open the club around 10-15 Minutes before the first scheduled match of the day. The same happpens with the last match, we close the club when the last match ended around 10-15 Minutes after. We work with an optimized schedule system. It means we are only at the club when matches are scheduled and people are playing in our facilities.

In the green squares you see available booking slots you can book (in this case you see two 1,5 hour bookings that can be booked). The minimum booking has to be 1,5 hours (3 white fields connected). To book your slot you have to register online over padelberlin.de/online-booking and add all needed information, after that you can book your court online over the booking portal.

After you booked your slot in our online booking system you will see your booking in the calendar with your name you used in registration. The reservation was only successful when you see your booking in the system while being logged in into your account and if you got an email with an automatic booking confirmation (check your spam folder too).

Note: please read the automatic message over Email about short notice information, price changes, restrictions or other important information that can affect your booking. They mostly appear in the beginning of the Email our system is sending to you when you completed your online booking. Check also the spam folder if you didn´t get a booking notification or contact us if you are not sure your booking got through the booking process.

After a successful booking (no charge upfront over your credit card will happen) we will come to you over a Whatsapp Message or via Email to ask for a deposit of the full court costs of the booking for your game. The deposit is only used as a security balance from our side, on the day of the booking after all costs have been paid from the players, the deposit can be fully refunded to you or it can stay in our deposit PayPal account and can used for future bookings as well.

Note: The deposit will only be used as a payment to Padel Berlin in case the booking does not show up to their booking, a late cancellation after the cancellation policy deadline (96 hours) cannot be replaced by another client or Training or you refuse to pay the appearing costs on the day of your booking.

We recommend 1,5 hours bookings in the beginning of your Padel experience and extend to 2 hours bookings after you have more experience with the sport. We also recommend to always play with 4 people since playing with 2 people is possible but very excausting especially in the beginning of your Padel experience.

2. Booking Window & Bookings outside the Booking Window

Courts can be booked maximum 2 weeks in advance. That means if you look for a booking for example at 18:00 in 2 weeks, the booking window opens exactly at 18:00 when the 2 weeks distance appears. Be aware, that maybe other customers book before your prefered time already in the calendar, so you have to book after them (first come first serve). Be aware, that your prefered time may not be available due other already scheduled bookings in the calendar.

Bookings later then 2 weeks in advance: If you wish to book in a larger distance then 2 weeks in advance you can contact us over Whatsapp +4930-20256790 – Inform us about the specific date you are looking for, how many courts you want to book and for how long you want to book the courts. We will make you then a special offer for your request. Be aware, that scheduled bookings outside of the 2 weeks online window have automatically a 1 week cancellation policy and prices will be different from the 2 weeks self online logged in bookings.

3. Prices & Lights

Both Outdoor Courts and the Indoor Court have lights. Please check our price description summary picture when Lights are included and when not. We mostly only charge light costs when the sun is shining and the matches can be played with natural light without problems to see the ball and the court.

4. Rules of connected bookings & gaps of 1,5 hours between bookings

All recent Notifications (called Update), also important short notice facts and rules will be mentioned during your booking process or with the incoming booking mail confirmation. Also we try to always optimize our daily calendar, which means we either connect bookings or let a 1,5 hours gap between them so another group can book the empty spot. In padelberlin.de/pricing we explain for example also the rule of bookings, gaps between bookings and moving your booking to close gaps you created by booking your favorite time in the calendar. As mentioned earlier we try to close gaps between bookings, all bookings have to be connected. If we move your booking we will always contact you about moving it (we try to move you mostly 30 minutes away from your originally made booking). You will also get an automatic message over Email with the change when we move your booking to a different time or different day.

5. Classes

For Private Classes please contact us over Whatsapp +4930-20256790. We will check if your asked day & time is available or not. Private Classes can have up to a maximum 4 Players to get trained at the same time. Please check padelberlin.de/classes for actual prices of private classes.

Note: we don’t organize Players for Private Classes, we only offer Courts, Trainers and Equipment for the Classes. If you wish to have more Players in your Private Class you have to organize them by yourself. Please also be aware, that we mostly cannot do Classes during the high frequent times: Monday-Friday 17:00-22:00 and Weekend/Holiday between 10:00-20:00

6. Cancellation Policy

The Cancellation Policy can be found over padelberlin.de/cancellation – Please read the cancellation policy and follow the instructions if you want to cancel a booking. In any case you have to contact us via Whatsapp +4930-20256790 for cancelling your booking, a self made cancellation cannot be done anymore. The normal time window to cancel a booking without charging is 96 hours in advance if you book a maximum 2 hours slot. For longer bookings the cancellation time will extend to 1 week in advance.

7. Rain Policy

If you are worried about bad weather conditions for your scheduled match please check out our Rain Policy you can find over padelberlin.de/rain-policy – follow the instructions there. Note: we will not cancel bookings due bad weather forcasts, we only cancel courts shortly on the day (around 1 hour before the scheduled match mostly) if the courts are actually not playable. Playable can also mean playing with rain since we have a system that brings the water out of the court (Drainage System). We always check the court conditions so stay in contact with us over the day for your scheduled booking.
Since you booked the court you are responsible for your booking anyway. Of course we try to help you but in the end you booked the court so it’s your choice if you show up or not. Many times people think the courts are not playable/too wet but they are surprised how good the conditions of our courts are when they arrive at the club even when it rains/it rained in Berlin City and everything is wet on the way to the club.

8. Contact to the club

We mostly work over Whatsapp Messenger +4930-20256790 – Over that you can send us a message and we will answer as soon as possible there.
Note: we don’t take Whatsapp calls there, we only reply to messages.
You can also call us via Landline over +4930-20256790 when we are in the club.
You can also write us an email.

Note: Emails can land in spam folders from both sides (club and customer side) so its not recommended. If you didn’t get an email answer maybe it landed in your spam folder. Please check your spam folder then.
Last option is to pass at the club when we are open (first scheduled match of the day until last scheduled match of the day) – However the staff in the office can be very busy so please be patient if you pass to the club by person and come to the office for more informations or requests you have.

9. Events & Company Bookings

We mostly don’t organize Events or Tournaments since we don’t have much space or free courts in general. However if you want to organize an Event (Company Event, Tournament, Government Event, Birthday Party, Anniversary) please come to us over Whatsapp +4930-20256790 we will make you a specific offer for your request. Please send us the exact date, how many courts you want to book and for how long you plan to book the courts. Please be aware, that you have to pay additional costs to a self made booking over the online calendar.

10. Payments

Most of the bookings can be booked online over the skedda booking calendar without getting charged and be paid directly in the club on your day of the booking or over the playtomic booking calendar with direct charge upfront payment.
For the „paying in the club“ option over the Skedda booking calendar a reserved transaction as deposit needs to be placed on your credit card.

Note: In case we cannot place a reserved transaction on your credit card and you are not adding a funcional credit card, add enough balance on it or sending us a requested deposit over bank transfer to our bank account for your reservation when we approach you over Email/Whatsapp we are eventually forced to cancel your booking out of our calendar for our own safety.

11. Drinks, Snacks & Additional Equipment for Sale

In the club you can buy Drinks like Water, Beer and Knoppers. We also offer Overgrips for your rackets. You can also Buy new Balls. The actual prices can be seen in the Club Office. Sometimes we also offer Second Hand Rackets. If you are looking to buy a racket please talk with our staff in the office, maybe we have something for you.
You can also buy new rackets from our cooperation partner Babolat directly in the office. Prices for the new rackets can be seen at the racket presentation wall.
Please also check out our Babolat Product Presentation in case you are interested into more Equipment for your game. Ask us in case you need Assistance in any products from Babolat.

12. Urban Sports Club Players / Bookers

If you are having an Urban Sports Membership and you want to book a court in our facility be aware that we will still place a reserved transaction on your credit card in case you are booking over the Skedda Online System.

The Playtomic Online System will charge the courts costs amount upfront. Please check our specific point how we handle bookings and payments with the Playtomic System directly under:
padelberlin.de/urban-sports-club/

In case your credit card cannot be placed with a reserved transaction 4 days before your booking we are maybe forced to ask you for a functional credit card, to add enough balance on your actual credit card or request a deposit payment of the court costs over bank transfer or – in case no solution can be found in a short amount of time – we have to cancel your booking you made and open it for other clients.

13. Replacement Request for Players & Bookings

Players: Many times players who booked a court come to us, that one player is missing and if we can help them to find other players to complete the match of 4 people. These requests make a big rush in our groups and add a lot of stress level to our staff & our persons working for the club. Also maybe we don´t know your Level. We mostly have to decline your request. We are sorry for that but in the end we don’t want to get involved with the different Levels and Groups finding players. We just manage the possibilities that you can find additional players.
We also don’t want to charge you extra to find a player for your match. We hope you understand our point and we wish you good luck, that in the end you can complete it by yourself finding friends or other players.
Note: Even when not 4 players show up in their booking the full amount for the court has to be paid either from the showed up players or from the person who booked the court in our club.

Bookings: The same situation applies if players are asking to move out their booking since people canceled them and they already passed the cancellation policy deadline. Of course we can move out your booking from the calendar so other groups can book. But we cannot promise you that another booking is taking over your slot. It mostly depends what time of the day you booked and how many days are left to your booking. Last minute cancellations are barely able to get a replacement booking, especially when its for the same day and only a few hours are between the cancellation and the booking slot.
Note: As long as we didn´t inform you that another group took over your booking you will stay responsible for your booking you made. If you don’t show up be prepared that the full amount of the booking will be charged.

14. Invoice for your Court Booking

Please be aware, that we mostly cannot make Invoices afterwards, when you already left the club. We only work with Quittung and we only make them in the Office. That means: You can request a Quittung on the day you are coming to play. We either send you a receipt of your payment over our card system (you should pay all costs over card then) via Email or either make you a Quittung for the Payment of using our Courts and Additional Equipment on your booking day.
If you are asking for an Invoice after you have already left from your booking via Email or Whatsapp for we will maybe have to decline it. You can come to the club again during our opening times (check booking calendar and Point No 1 in this guide) and we are happy to make you a Quittung then in the Office for your Payment you made during your past booking in our facilities. But we will mostly not send any Invoices via Email or Whatsapp. You have to mention things like this before or during your booking, not after your booking.
For clients who want an invoice before their bookings we have to decline it most times too, since you can still cancel your court before your booking. In that case we would have made a Quittung that you can use even when the booking never happened in the end. This is against Tax laws so due german tax rules we will mostly decline an Invoice upfront your booking.

15. How to find matches in the Whatsapp Groups

If you are new in the Whatsapp Level group – language is english – you have two choices to find other players:

1. Search for players and book the court
You check in the calendar padelberlin.de/online-booking what court is available and either book the court and then look for players or you first look for players and then if your match is complete book the court if its still available. Remember that you can only book maximum 2 weeks in advance in our online calendar system. If you book the court and then look for players it’s your own risk, if you are not finding enough players for your match you stay responsible for the booking and you will stay in charge for it as long as no replacement booking takes over for you or you get enough players for your match. Don’t search too late for players, start to search early for the match you have in your mind. If you are looking for short notice bookings (for example bookings the same day or the following day) please find first the players then book the court. Also be aware, that bookings have to be connected to the rest of the bookings. If you want to book to far away from the majority of the bookings we have to move it to connect it with the others or cancel it if there is no other option (check Point No. 4 in the Booking Guide).
Please be specific in your request by mentioning: The Date, the exact time, the court you want to book (or you already booked) and how many players you are looking for. When you found all players please use the @ function and mention the players who are joining your match you found over the group. It is always better to mark the players again and then inform them the match is complete (double check players joining the match).

Example: Looking for 2 Players on Monday, 25. April from 17:30-19:00 Indoor – Who is in?
Wait until the amount of players (maximum searching for 3 additional players) got matched and then when your match is complete you can write:
Perfect, @Player1 @Player2 see you Monday 25.4 at 17:30 in the club

2. Join a match of a player or a group offering a spot: The easier way especially in the beginning when you start in the Whatsapp groups to find other players is to join an offer another player makes. In that case just mention that you are in for his request and wait until the amount of players gets matched. You can also swipe to the right on his message and confirm you are in so he knows you mean his offer. Mostly they will then mention you with an @ when you are in for their scheduled match and the match is complete. You can confirm the message by a thumbs up for example. If you want to join with a friend, be aware that he has to be your level too, if he is not your level, mention it to the booking person so no surprises happen on the day of the booking. You may use I am in +1 for example.

Note: If a player drops out of the scheduled match for whatever reason he is responsible for his spot he booked until another player substitutes him. If for whatever reason the match stays not complete, the dropped out player(s) still have to pay their part of the match to the others, who show up to play. In specific situations you can ask staff if he can play with you but please be aware that staff cannot always jump in as a substitute. The court costs however have to be paid full from the showed up players or the person that booked the court, then they have to get the amount they paid additional of the player(s) who dropped out from their match after they confirmed it before in the group.
Please don´t ask us if we can ask in other groups for additional players since the difference of Level mostly makes the other groups not be interested in the game at all (Check also Point No. 16 in this Booking Guide).

Whatsapp Group Policy: Please use the Whatsapp Groups only for finding players for matches or classes and have a look in your Whatsapp Group description after joining the Group for more Informations. If you post other stuff for example like Padel Racket offers, foreign tournaments, promoting other clubs or joining a match of the foreign club promotion what has come over our group or other foreign stuff what is not connected to the club Padel Berlin we will directly delete your message or maybe ask you to give us more information about your booking announcement in your group. In case you violated our Whatsapp Policy rules we could be forced to take you out of the Whatsapp Group and ban you from our facilities. Please play fair with us as we play fair with you as a customer too. Thank you in advance and enjoy the matches on our courts.

Active Player Policy: To keep our groups as actual as possible, we check mostly once in a year (last check 18.06.2023) the activity of the players inside all our groups. We want to avoid players, who are in the group but not actively using them or actively playing in our club. We also want to avoid players trying to take advantage of our groups, which is against our Whatsapp Policy Rules (for example asking players to join matches for other clubs in Berlin).
In case we see your account not active for a very long time, we would take it out of the groups. In case you can proof, that you are still an active player in our club (for example by telling us a recent date and time of a booking you joined or you made a booking or showing us a screenshot of your last activity in your group) we will add you back in your group of course. Please accept that the groups are there only for our club and also to be using them in an active way. Thank you in advance

16. Court switching Requests for Bookings shorter than 96 hours before the Booking

Many times, when a booking is looking for a replacement booking when the 96 hours Deadline passed, other already scheduled bookings are asking to switch over to that booking (because it’s at a better time of the day or for other specific reasons). We have to inform you, that it is better not to switch since you would then be in charge to find also another replacement booking for your own slot since you also passed the 96 hours cancellation policy deadline, where we can delete your bookings without charging you. So if you want to get the other slot what got available or is looking for a replacement booking, you can switch to that time yes no problem.
Worst case will be that you play at your switched time but you also have to pay the full amount of the Court Fee for the slot you left to get the “better slot” for playing (Double Charge Situation). If you are ok with that risk then we will move you and see if someone is replacing your booking too. It’s a big gamble since you have to hope – like the other booking you just replaced – that you get a replacement booking for yourself too.
This Rule of “Double Charge Situation” also applies for bookings who want to switch for example from Outdoor to Indoor because of bad weather forecast for example when the 96 hours Cancellation Deadline already appeared. We would only allow the switch to the “better Spot” if another Group takes over your spot you want to give up. So the worst case would be you pay twice when you switch to another time or another court and no other Group is taking over your booked Spot you want to leave empty in our calendar.

17. Easy Steps to organize a Match over Playtomic

1) Check availability on Playtomic – Padel Berlin Ostkreuz

2) we have Indoor, Outdoor 1 and Outdoor 2 there

3) white fields are available, black fields are booked or blocked

4) start an open match or private match over the app, create the level distance limits and start looking for Players here mentioning your date, time and court

5) interested players can join now the announced match or mention they want to join over here – when 4 Players joined the match is complete

6) we then confirm the match or decline before in case another client/group booked the spot

7) maximum booking window in advance is 14 days

Note: If you need a replacement in an open match / private match in our Club you can announce date, time, court booked and level distance

18. WhatsApp refund requests over Playtomic

Please be aware that Urban Sports Club refunds over Paypal or Bank Transfer with Whatsapp Refund request messages cannot be done anymore.

We also cannot change the situation, that playtomic does not allow afterwards charges so we can only charge the players upfront right now in our Club.

If players of this match are part of the Urban Sports Club System all 4 players need to pay their amount in the office on the day of their booking so the Urban Sports Club Discount can be granted (please inform the others). The playtomic payment will be refunded to your account afterwards. It also helps us if you are paying your amounts as a group of 4 players together either before, during or after the match at the same time.

Note: If you want to keep the score let the staff member know, we would then create a 0 Euro copy private match so you can add the score for your Playtomic ranking there. To keep the score all 4 players need to follow the club in the App so they appear in our players list in the system.