Sports for Champions
Terms & Conditions Information
We are proud to be members of the Fund Raising Regulator (FR) – we are also regulated in all that we do and we have to follow strict guidelines set out by the regulators – this means that schools, parents and pupils can be confident knowing that:
✓ The money raised by you is supporting unsponsored athletes – you know upfront who they are.
✓ Your very own school benefits from an additional income strand, which supports increasingly stretched schools funds.
✓ A very small proportion of the overall money is re-invested in our Sports For Champions project to enable us to continue visiting other schools nationally
✓ All parties to this agreement have a clear understanding of their commitments to the Sponsored Challenge (including costs and administrative co-ordination)
We are a Community Interest Company so any profit we make is reinvested back into the company to support communities nationally; this allows us to support those schools that want to run the scheme but need help to deliver the programme.
There are just a few points we would like to make you aware of in layman’s terms before we start the process of organising your fundraising event, so please don’t be put off by our legal team’s definition of our terms and conditions at the end of this information sheet. Please read these terms and conditions carefully so you know what you are agreeing to.
Each event is carefully coordinated by one of our team of expert School Liaison Representatives to ensure that all the necessary communications are in place and that all people involved in the process understand and agree to what they have undertaken (these are outlined below):
A confirmed pre-booked event date
An athlete from the sporting discipline of your choice is agreed and confirmed, therefore they take time out of their training to travel to your school
A representative of your school has delegated authority to agree to these terms, including
keeping all staff in school informed and
ensuring there are no other diary commitments within school that may clash or interfere with the overall smooth-running of your Sports For Champions sponsored event
You agree to commit to supporting the children to raise sponsorship for the athlete and ensure the forms are issued to them as soon as practical following the Introductory Assembly
Payment is due on event day
Please make sure everything is confirmed in your diaries, and your staff/colleagues are aware of our visit at the specified time and date. Once you have committed to a date, we set our events, publicity and promotional process in motion and this includes printed materials for your event plus associated costs with ensuring your athlete is available on the day (there may be travel and accommodation costs involved – which form part of our administrative fee).
At Sports For Champions U.K. C.I.C we go to extensive lengths to organise your fundraising event – liaising with athletes, their agents, their coaches, national governing bodies and yourselves to make sure everything goes ahead to be the fantastic day at your school that we promise. We are proud to say that we receive no external funding and all profits are indeed reinvested for the benefit of the overall schools’ community.
We do understand that unforeseen circumstances may prevent your event taking place on the day you have confirmed – where this happens our cancellation policy will apply.
Should you have any issue with dates and times, WE WILL HELP HOWEVER WE CAN, and from our own experience we know that there is usually a way to help without having to reschedule the day at short notice; we will work with you to find a solution!
Cancellation Protocols – Stage 1: Introductory (DVD) Assembly
If for any reason you wish to make alterations to your confirmed times or dates for whatever reason, all we ask in this instance is that you please inform us 10 working days before the day of your Introductory Assembly date. Even though your athlete hasn’t visited yet, we do have to cover our staffing costs for the time spent liaising with the athletes themselves, agents, coaches, and national governing bodies and the cost of your posted welcome pack and DVD.
If you give us less than 10 working days’ notice before the planned date of your introductory assembly, the school would incur an administration fee of £50.
Cancellation Protocols – Stage 2: After Introductory Assembly but in advance of the Sponsored Challenge
If you decide to cancel your event after your introductory assembly for whatever reason up to and including event day, we will invoice your school for the sum of £525 to cover the above costs, plus the athlete’s costs for the day This is because we enter into a contractual arrangement with the athlete at the time of your booking – for which they take time out of their training to attend OR turn down the opportunity to work with another school. .
If you have not issued sponsor forms as agreed on the DVD assembly date, we will invoice you for £525 to cover full costs.
Should you have any issue with dates, and times, WE WILL HELP HOWEVER WE CAN, and there is usually a way to help without having to cancel the day at such short notice, we will endeavour to find it!
We ask for your support in ensuring that all children bring sponsorship forms and money back to school as soon as possible or the very latest, the day prior to your event day. This is why there is a (minimum) 21 day gap between your introductory assembly date and athlete visit. We ask that you count the sponsor money and provide us with a breakdown of what has been raised and amount of rewards you require on the day e.g., photo cards, posters, instant photo of athlete and child.
There are rare situations (beyond our control) that may prevent the athlete attending your event. If any of the following circumstances should arise, we will be in contact with you as early as possible to discuss alternative arrangements for the time, date or alternative athlete.
· National Governing Bodies call the athlete at short notice for training or competitions
· Athlete incurs a serious injury during training or competitions
· Due to adverse weather conditions, travel would be dangerous for athlete
· Traffic issues travelling to your school
Frequently Asked Questions
• Where do we get sponsorship forms?
We post a welcome pack with sponsor forms, stickers, certificate of appreciation and the promotional DVD.
• Where do we get the Special Delivery Envelope?
The envelope will be in your welcome pack that is posted to your school, the sponsor money with the welcome pack is to be inserted into this pre-paid envelope and handed to your athlete at the end of your event.
• Why do we have to count the sponsor money and children’s rewards?
We ask for your help as we provide and organise everything leading up to your fundraising event, also we feel it is more transparent if you are in control of the money and are aware of the exact amount raised. This is why you receive the larger 60% divide after our admin fee has been deducted.
• How are costs calculated?
The sponsorship money breakdown is simple and straight forward, we deduct the cost per pupil (*Please see sponsorship divide form for your cost per pupil) this cost per pupil varies on the number of pupils on roll at your school and would have been mutually agreed with yourselves upon booking.
We deduct the cost per pupil from the gross total then 60% of the remaining funds go to your school and 40% to our athlete sponsor scheme, so a cheque or cash for the cost per pupil and the 40% is taken as payment on the event day.
Sponsorship Breakdown Example.
Gross Sponsorship Fundraising Proceeds £1000.00
Number of Pupils On roll 305 (Cost per Pupil £1.39) £425.00^
Net Proceeds £575.00
Schools 60% £345.00
Unsponsored Athletes 40% £230.00^
Cheque made payable to Sports For Champions^ £655.00
TTSS has found this to be a fair and mutually acceptable formula for rewarding schools
• What happens if we are not able to raise enough sponsorship money to cover all costs?
In the unlikely event that this might happen, please speak to the Operations Manager at your earliest convenience: we recognise that it is still important that the children have met with the athlete and learned something from their experience. Providing that sponsor forms have been issued on the DVD assembly day to all pupils on roll, and all staff have truly got behind our scheme, we will work to support your school and ensure that the children do not miss out on the opportunity and that the sponsored event takes place.
• Why do we have to pay on event day?
Prior to your fantastic event day, Sports for Champions have already incurred a large financial outlay on your behalf – following your signing our commissioning terms and conditions, we have to cover fuel, staff wages, postage, printing costs, the athlete’s travel and accommodation and the rewards for your pupils. All children receive their rewards on the day provided you have completed the rewards page in your welcome pack.
• How long does a) the introductory assembly take, and b) the athlete event take and do we need to prepare a timetable for the day?
You host the DVD assembly to the whole school; the DVD is approximately 7 minutes long.
Depending on the size of your school, the fundraising visit in total lasts at least 1.5 – 2.5 hours maximum; for schools of 600+ children it will be an all-day event, for a class of 30 children it takes approximately 6-7 mins to complete the circuit from start to finish.
We provide circuit plan and timetable example in your welcome pack. We will need a “runner”, perhaps a teaching assistant, to collect classes as we need them, we start with KS2 and work our way down class by class to reception as the circuit is fast paced, fun and well organised just like a professional athletics event! So, if you can visualise when we get down to the last 10-5 children we will ask the runner to get the next class, so each class can carry on with their classroom work as normal until they are called for the fitness circuit.
• When is the athlete PowerPoint presentation and how long does the assembly last?
The athlete’s presentation will start once the circuit is finished, so as an example if you had a 9am start we would have the whole fitness circuit finished by your schools first break, then the athlete’s presentation which lasts between 20 to 30 minutes, we are always punctual and appreciate the hall needs be cleared in time for lunch where needed.
• What do the athletes talk about?
Personal PowerPoint presentation based around their own experience within sport. Things like the kind of avenues that they pursued, the competitions they trained for, the benefits of nutrition and a healthy lifestyle. They show their medals to date to give the children that wow factor; the athlete will then demonstrate their sport and get some teachers and children to join in for added fun.
It is then finished off with a Q&A session. All children get a free sticker for taking part but if they raise:
✓ Between £5.00 – £14.99 they receive a photo card.
✓ Between £15.00 – £34.99 receive a signed A4 poster.
✓ £35.00 or more they will receive an instant, autographed photo of themselves and their athlete.
• Can we invite the local press and are we allowed to take pictures of the athlete?
Yes of course! Your event day will not only inspire the children at your school but will also raise the profile of the school within the local community through newspaper or TV news coverage, it truly is a fun and productive day for all to benefit from and enjoy.
Please feel free to contact us or visit our website for further information if you are unsure of anything or your query is not listed above
Terms & Conditions
The Customer’s attention is particularly drawn to the provisions of clause (4)
1.1 Definitions. In these Conditions, the following definitions apply:
Business Day: a day (other than a Saturday, Sunday or public holiday) when banks in London are open for business.
Charges: the charges payable by the Customer for the supply of the Services in accordance with clause 5.
Contract: the contract between the Supplier and the Customer for the supply of Services in accordance with these Conditions.
Customer: the person or firm who purchases Services from the Supplier.
Deliverables: means the DVD Introductory Assembly sponsor forms and the Events Day given by the Supplier to the Customer.
Events Day: means the Supplier’s organiser & a hired athlete arriving at the Customer’s premises and conducting a fitness event and presentation for the children.
Intellectual Property Rights: patents, rights to inventions, copyright and related rights, trade marks, business names and domain names, rights in get-up, goodwill and the right to sue for passing off, rights in designs, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
Introductory Assembly: means a 10-15-minute DVD assembly with all the children on roll present explaining what exactly will happen on the Events Day and how to prepare for it.
Order: means the Customer’s purchase order form completed via email, and sent back to the Supplier before DVD Introductory Assembly date for the Services
Services: the services, including the Deliverables, supplied by the Supplier to the Customer as set out in the Specification.
Specification: the description or specification of the Services provided in writing on the Supplier’s website to the Customer.
Supplier: Sports for Champions U.K. C.I.C Limited registered in England and Wales
1.2 Construction. In these Conditions, the following rules apply:
(a) A person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality);
(b) A reference to a party includes its personal representatives, successors or permitted assigns;
(c) A reference to a statute or statutory provision is a reference to such statute or statutory provision as amended or re-enacted. A reference to a statute or statutory provision includes any subordinate legislation made under that statute or statutory provision, as amended or re-enacted;
(d) Any phrase introduced by the terms including, include, in particular or any similar expression, shall be construed as illustrative and shall not limit the sense of the words preceding those terms; and
(e) A reference to writing or written includes faxes and e-mails.
BASIS OF CONTRACT
The Order constitutes an offer by the Customer to purchase Services in accordance with these terms and conditions.
1.3 The Order shall only be deemed to be accepted when the Supplier signs these said terms & conditions of the Order at which point and on which date the Contract shall come into existence (Commencement Date).
2. SUPPLY OF SERVICES
2.1 The Supplier shall supply the Services to the Customer in accordance with the Specification in all material respects.
2.2 The Supplier shall use all reasonable endeavours to meet any agreed performance dates. In the event that the Supplier is unable to perform the Order due to the following issues (“Issues”):
a. National Governing Bodies call the athlete at short notice for training or competitions;
b. The athlete incurs an injury during training or competitions;
c. Adverse weather conditions, travel would be dangerous for athlete and staff; or
d. Adverse traffic conditions travelling to your school
The Supplier shall contact the Customer, at their earliest convenience, to arrange alternative dates, times or athlete. The Supplier shall not be held liable for any loss occurred by the Customer as a result of these Issues.
2.3 In the event an Issue arises, this will not give rights to the Customer to terminate this agreement but only the option to change the current Order.
2.4 The Supplier shall have the right to make any changes to the Services which are necessary to comply with any applicable law or safety requirement, or which do not materially affect the nature or quality of the Services, and the Supplier shall notify the Customer in any such event.
3. CUSTOMER’S OBLIGATIONS
3.1 The Customer shall:
a. Ensure that the terms of the Order and any information it provides in the Specification are complete and accurate;
b. Ensure all colleagues are aware of the date of the event;
c. Co-operate with the Supplier in all matters relating to the Services;
d. Provide the Supplier, its employees, agents, consultants and subcontractors, with access to the Customer’s premises, office accommodation and other facilities as reasonably required by the Supplier;
e. Provide the Supplier with such information and materials as the Supplier may reasonably require in order to supply the Services, and ensure that such information is accurate in all material respects;
f. Prepare the Customer’s premises for the supply of the Services;
g. Obtain and maintain all necessary licences, permissions and consents which may be required before the date on which the Services are to start;
h. Keep and maintain all materials, equipment, documents and other property of the Supplier (Supplier Materials) at the Customer’s premises in safe custody at its own risk, maintain the Supplier Materials in good condition until returned to the Supplier, and not dispose of or use the Supplier Materials other than in accordance with the Supplier’s written instructions or authorisation;
i. Play DVD to all children on roll and provide the children with the parent’s covering letter and sponsorship form on the reverse on the DVD Introductory Assembly date;
j. Ensure, to the best of their ability, that any sponsorship money is brought back to the school 72 hours before the Events Day and counted by the Customer and inserted into the Special Delivery Envelope with the welcome pack provided by the Supplier;
k. Provide suitable alternative dates for the delivery of the Services in the event that the Service is unable to be provided by virtue of clause 2.
3.2 If the Supplier’s performance of any of its obligations under the Contract is prevented or delayed by any act or omission by the Customer or failure by the Customer to perform any relevant obligation (Customer Default):
a. The Supplier shall without limiting its other rights or remedies have the right to suspend performance of the Services until the Customer remedies the Customer Default, and to rely on the Customer Default to relieve it from the performance of any of its obligations to the extent the Customer Default prevents or delays the Supplier’s performance of any of its obligations;
b. The Supplier shall not be liable for any costs or losses sustained or incurred by the Customer arising directly or indirectly from the Supplier’s failure or delay to perform any of its obligations as set out in this clause Error! Reference source not found..
4. CHARGES AND PAYMENT
4.1 The Charges for the Services shall be on a cost per pupil admin cost basis:
a. The Charges shall be calculated in accordance with the gross sponsorship fundraising proceeds collected by the children and school. The breakdown of cost shall be as followed:
i. the gross sponsorship fundraising proceeds minus the cost per pupil admin fee (which is agreed between the Supplier and Customer on the date of Order)
b. The remaining amount shall then be split 60-40. 60% of the remaining funds will be paid to the Customer (the school) and 40%, along with the cost per pupil amount, will be paid by cheque in the Suppliers name (Sports for Champions U.K) and put into the Special Delivery Envelope with the welcome pack provided by the Supplier and handed to the Suppliers athlete who attends the Events Day.
4.2 If the Customer, for any reason, wishes to alter the Order they must inform the Supplier a minimum of 10 Business Days prior to the DVD Introductory Assembly; any time thereafter up until the DVD Introductory Assembly an admission fee of £50 will be incurred by the Customer.
4.3 If the Customer, for any reason, wishes to cancel it’s Order within 10 working days before the DVD Introductory Assembly up until and including the day of the Events Day a cancellation fee of £525 plus the athlete’s costs will be charged to the Customer. If sponsor forms are not issued on the DVD Introductory Assembly date the fee shall be £525 plus athlete costs.
a. The Customer is to count all sponsor money returned to them and provide a total amount raised, and a breakdown of children’s rewards required on the Event Day, an invoice from the Suppliers office would be emailed to the Customer immediately. The Customer is then obliged to pay this invoice on the Events Day in full and in cleared funds either by BACS or by cheques/cash inserted into the Special Delivery Envelope with the welcome pack provided by the Supplier;
4.4 All amounts payable by the Customer under the Contract are exclusive of amounts in respect of value added tax chargeable for the time being (VAT). Where any taxable supply for VAT purposes is made under the Contract by the Supplier to the Customer, the Customer shall, on receipt of a valid VAT invoice from the Supplier, pay to the Supplier such additional amounts in respect of VAT as are chargeable on the supply of the Services at the same time as payment is due for the supply of the Services.
4.5 The Customer shall pay all amounts due under the Contract in full without any set-off, counterclaim, deduction or withholding (except for any deduction or withholding required by law). The Supplier may at any time, without limiting its other rights or remedies, set off any amount owing to it by the Customer against any amount payable by the Supplier to the Customer.
4.6 The Customer is liable to incur a charge if payment is not made on the day of the Event. A charge of £10 per day will be added to the £425 administration fees owed to the Supplier until the payment is made in full to the Supplier.
4.7 The Customer is liable to pay a non-payment fee of £500 in addition to the administration fee of £425. This non-payment fee is mandatory if payment has not been made to the Supplier within 15 working days after the Event. In total, the amount payable will be £925 by the Customer to the Supplier.
a. Email notifications will be sent out up to 15 days after non-payment. If there is no correspondence by the customer, action will be taken by the Supplier and the Customer will be liable to pay a late payment fee of £10 per day up to the 15th working day.
b. Or a non-payment fee of £525 is expected if no correspondence exceeds the 15 working days period.
4.8 If the Customer fails to make the non-payment fee to the Supplier after the 15th working day, the relevant governing body and association will be informed of the misconduct and breach of contract.
5. FOR OVERSEAS CUSTOMERS ONLY:
5.1 In addition the charges and payments incurred under clause 5 the Customer will be liable to pay for any expenses reasonable incurred by the individuals whom the Supplier engages in connection with the Services including, but not limited to, travelling expenses, hotel costs, subsistence and any associated expenses and for the cost of services provided by the athlete.
6. INTELLECTUAL PROPERTY RIGHTS
6.1 All Intellectual Property Rights in or arising out of or in connection with the Services shall be owned by the Supplier.
7. LIMITATION OF LIABILITY: THE CUSTOMER’S ATTENTION IS PARTICULARLY DRAWN TO THIS CLAUSE
7.1 Nothing in these Conditions shall limit or exclude the Supplier’s liability for:
a. death or personal injury caused by its negligence, or the negligence of its employees, agents or subcontractors;
b. fraud or fraudulent misrepresentation;
c. breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982 (title and quiet possession); OR
d. breach of the terms implied by section 12 of the Supply of Goods and Services Act 1982 (title and quiet possession);
7.2 Subject to clause Error! Reference source not found.:
a. the Supplier shall under no circumstances whatever be liable to the Customer, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with the Contract; and
b. the Supplier’s total liability to the Customer in respect of all other losses arising under or in connection with the Contract, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed £1000.
7.3 The terms implied by sections 3 to 5 of the Supply of Goods and Services Act 1982 are, to the fullest extent permitted by law, excluded from the Contract.
7.4 This clause Error! Reference source not found. shall survive termination of the Contract.
8.1 Without limiting its other rights or remedies, either party may terminate the Contract by:
a. The other party (being an individual) dies or, by reason of illness or incapacity (whether mental or physical), is incapable of managing his own affairs or becomes a patient under any mental health legislation.
9. CONSEQUENCES OF TERMINATION
On termination of the Contract for any reason the Customer shall immediately pay any charges or payment owed under clause 4.
10. FORCE MAJEURE
10.1 For the purposes of this Contract, Force Majeure Event means an event beyond the reasonable control of the Supplier including but not limited to strikes, lock-outs or other industrial disputes (whether involving the workforce of the Supplier or any other party), failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, default of suppliers or subcontractors, adverse weather conditions or adverse traffic conditions.
10.2 The Supplier shall not be liable to the Customer as a result of any delay or failure to perform its obligations under this Contract as a result of a Force Majeure Event.
10.3 If the Force Majeure Event prevents the Supplier from providing any of the Services for more than 6 weeks, the Supplier shall, without limiting its other rights or remedies, have the right to terminate this Contract immediately by giving written notice to the Customer.
11.1 Assignment and other dealings.
a) The Supplier may at any time assign, transfer, mortgage, charge, subcontract or deal in any other manner with all or any of its rights under the Contract and may subcontract or delegate in any manner any or all of its obligations under the Contract to any third party or agent.
b) The Customer shall not, without the prior written consent of the Supplier, assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any or all of its rights or obligations under the Contract.
a. If any provision or part-provision of the Contract is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed
b. Deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of the Contract.
c. If one party gives notice to the other of the possibility that any provision or part-provision of this Contract is invalid, illegal or unenforceable, the parties shall negotiate in good faith to amend such provision so that, as amended, it is legal, valid and enforceable, and, to the greatest extent possible, achieves the intended commercial result of the original provision.
11.3 No partnership or agency. Nothing in the Contract is intended to, or shall be deemed to, establish any partnership or joint venture between the parties, nor constitute either party the agent of the other for any purpose. Neither party shall have authority to act as agent for, or to bind, the other party in any way.
11.4 Third parties. A person who is not a party to the Contract shall not have any rights to enforce its terms.
11.5 Variation. Except as set out in these Conditions, no variation of the Contract, including the introduction of any additional terms and conditions, shall be effective unless it is agreed in writing and signed by the Supplier.
11.6 Governing law. This Contract, and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with the law of England and Wales.
11.7 Jurisdiction. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Contract or its subject matter or formation (including non-contractual disputes or claims).