By submitting a ballot application for W7s27, the applicant acknowledges and agrees to the following terms and conditions.
1. Ballot Entry, Side Commitment and Obligation to Pay
Submission of a ballot entry constitutes a commitment to purchase and pay for all side entries included on the ballot application should that ballot be successful and the sides be accepted into the event.
Applicants should therefore only include sides that they reasonably expect to be able to bring to W7s27 and that meet the eligibility and participation requirements set out below.
Changes to Sides Following a Successful Ballot
The W7s27 ballot is drawn taking into account the number of available places within each age group. Where a ballot is successful, places may have been allocated to the club on the basis of the number and age groups of the sides entered on its ballot application.
This allocation may result in other clubs or sides not being selected because the available capacity within one or more age groups has been filled.
Accordingly, if a successful applicant subsequently advises the organisers, before making its side entry payment, that it is unable or unwilling to fulfil all of the sides included on its successful ballot application, the organisers reserve the right to:
- withdraw the place or places relating to the side or sides that can no longer attend;
- reconsider the applicant’s remaining allocation;
- withdraw the applicant’s successful ballot allocation in full where the change materially affects the basis upon which places were awarded; and/or
- offer any released places to another club or side, including those previously unsuccessful in the ballot or placed on a waiting list.
A club does not have an automatic right to retain the remaining sides from a successful ballot application where it is unable to fulfil the full number of sides originally entered.
Any request to reduce or amend the number of sides following a successful ballot will be considered by the organisers on a case-by-case basis, taking into account event capacity, age-group availability and the fairness of the original ballot process.
Failure to complete payment for a successful ballot entry within the stated payment deadline may result in:
- the withdrawal of the side’s or club’s place in the event;
- the place being offered to a side or club on the waiting list; and
- 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;
- reconsider allocations where the number or age groups of sides originally entered through the ballot subsequently change; and
- 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 or sides on behalf of the club/team;
- understand that the ballot allocation may be based upon the number and age groups of sides included within their application;
- understand that reducing the number of sides following a successful ballot may result in some or all of their allocated places being withdrawn; and
- accept the financial obligation created by a successful ballot application.