By submitting a ballot application for W7s27, the applicant acknowledges and agrees to the following terms and conditions.
1. Ballot Entry and Obligation to Pay
Submission of a ballot entry constitutes a binding commitment to purchase and pay for the selected side entry should that side be successful in the ballot and accepted into the event.
Applicants should therefore only submit entries for sides that fully meet the eligibility and participation requirements set out below.
Failure to complete payment for a successful ballot entry within the stated payment deadline may result in:
- the withdrawal of the side’s place in the event;
- the side being replaced by a side on the waiting list;
- exclusion from future W7s events and ballots.
2. Minimum Squad Size
To enter a side into W7s27, the side must be capable of fielding a minimum squad of 12 players.
Where a side does not have at least 12 players:
- the side may be paired with another side or sides at the discretion of the organisers; or
- the side’s entry may be withdrawn and reallocated to a side on the waiting list.
If this occurs, the players from that side may not participate in matches throughout the weekend.
3. Maximum Squad Size
Each side is permitted a maximum squad size of 15 players.
4. Matchday Substitutes
Sides may make up to 5 substitutions per match in accordance with event rules and rugby regulations applicable to the competition format.
5. Sides with Fewer Than 15 Players
Sides entering with fewer than 15 players agree to accept additional players assigned to their squad by Woody where necessary to support balanced participation across the event.
6. Sides with More Than 15 Players
Where a side has more than 15 players, the following options will apply:
- additional players may purchase a Barbarian ticket, subject to availability; or
- additional players may be allocated to sides with smaller squads where required.
Where players are loaned to another side:
- Woody will aim, where possible, to place the receiving side in a different pool;
- loaned players do not need to remain with the same side for every match;
- the organisers acknowledge that players may prefer to play alongside their teammates and will seek to manage allocations fairly and sensitively where possible.
Allocation arrangements cannot be guaranteed.
7. Coaching and Welfare Requirements
Each side entered into W7s27 must provide:
- one designated Head Coach; and
- one designated First Aider.
These roles must be separate to those assigned to any other side entered by the same club or organisation.
8. Organiser Discretion
The organisers reserve the right to:
- verify squad information;
- amend pools or allocations where necessary;
- combine or redistribute players and sides to ensure the successful operation of the event;
- refuse or withdraw entries where these terms are not met.
9. Acceptance of Terms
By submitting a ballot application, the applicant confirms that they:
- have read and understood these terms and conditions;
- are authorised to enter the side on behalf of the club/team;
- accept the financial obligation created by a successful ballot application.