FenCity Fencing Club – World Cup Reward Program

Terms & Conditions

Updated: Dec 2025

1. Definitions

• Club: FenCity Fencing Club.

• Registration Date: the date on which a member’s registration and payment of the initial membership fee are recorded in the Club’s online membership system. The Club’s online records are conclusive evidence of the Registration Date.

• Active Member: a member who (a) holds a continuous, paid membership recorded in the Club’s online system, (b) has no unresolved disciplinary matters, and (c) meets the attendance and other requirements in these Terms.

• National Championship: the Senior Individual event at the Australian Fencing Championships as sanctioned by the Australian Fencing Federation (AFF), or an equivalent event pre-approved in writing by the Club prior to the event. Retroactive approvals are not permitted.

• World Cup Reward / Reward: coverage of economy-class airfare, standard accommodation, and official entry fees for the Club-designated World Cup competition; personal expenses are excluded.

• Program Change Effective Date: the date specified in the Club’s public notice when an amendment, suspension, or discontinuation of the Program takes effect.

2. Eligibility — membership duration, attendance and conduct

• Membership Duration Requirement: To be eligible a fencer must have been a fully paid, Active Member of the Club for a minimum of twenty-four (24) consecutive months immediately prior to the first day of the National Championship in which they win the title. Any membership lapse exceeding thirty (30) days during that period resets the duration requirement. Time prior to a lapse does not count toward the 24 months. The Club’s online records control.

• Attendance Requirement: During the 24-month period described above the fencer must have maintained at least 85% attendance at scheduled in-hall training sessions, as recorded in the Club’s online attendance system. The Club’s attendance records are final and binding.

• A fencer who arrives fifteen (15) minutes or more after the scheduled start time of an in-hall training session will be recorded as absent for that session for all purposes under these Terms. The Club’s online attendance records are final and binding.

• Financial & Disciplinary Standing: The fencer must have no outstanding fees or unresolved disciplinary matters at the time of eligibility review. Any unresolved issue voids eligibility.

• Training & Competition Pathway: The fencer must have participated in required official national competitions through the Club as reasonably required by the Club to verify representation and eligibility.

3. National Champion — qualifying title

• Primary qualifying event: The qualifying title is the Senior Individual winner at the AFF-sanctioned Australian Fencing Championships.

• Exceptional events: Only in exceptional circumstances may an equivalent national-level senior individual championship be accepted — such events must be approved in writing by the Club prior to the event. The Club will not grant retroactive approvals.

4. Reward details and cost limits

• Covered costs: The Reward covers economy-class airfare, standard accommodation, and official World Cup entry fees for the Club-designated World Cup.

• Excluded costs: Personal expenses (meals, travel insurance, side trips, excess baggage, visas, vaccinations, personal equipment not required by organisers, incidental costs) are the responsibility of the participant. No cash equivalent will be provided.

• Budget standard: “Economy” and “standard accommodation” are as determined by the Club’s travel policy; the Club may set a maximum budget amount for each Reward year.

• Competition selection: The Club will select the World Cup competition at its discretion based on the athlete’s qualification, international calendar, and Club budget.

5. Discretion, review and finality

• Objective criteria: Eligibility depends primarily on the objective criteria in Section 1 (membership duration, attendance, fees, disciplinary status) and Section 2 (title).

• Discretion: The Club reserves discretion to consider additional factors such as training progress and conduct, but any discretionary decision will be exercised in good faith and is final and binding. There is no external appeal to Club decisions under these Terms.

6. Age, health and liability

• Organiser requirements: The recipient must meet all age and medical requirements imposed by the World Cup organisers.

• Medical clearance: The participant is responsible for obtaining and providing any required medical clearances prior to travel. Failure to provide satisfactory medical clearance renders the participant ineligible and the Reward may be withdrawn.

• Club rights: The Club may request and rely on medical information to confirm fitness to travel/compete and may withhold the Reward if it reasonably determines the participant is not fit.

• Liability: Except to the extent prohibited by law, the Club accepts no liability for any injury, illness, loss, or damage sustained by the participant during travel or competition.

7. Representation, promotional obligations and IP

• Wearing gear: The recipient must wear FenCity-branded gear during all official competition appearances (including medal ceremonies, official photos, and team events) unless the event’s rules prohibit such branding.

• A recipient who wins a National Championship must, upon receiving the medal and during any official medal ceremony or presentation, wear a FenCity Fencing Club T-shirt and visibly hold or display the FenCity flag, unless prohibited by the event organiser’s rules. Failure to comply may be treated as non-compliance under this Section.

• Deliverables: Within 14 days after the competition the recipient must deliver to the Club: (a) at least one high-resolution photo suitable for promotional use; and (b) at least one short video (minimum 30 seconds) suitable for social media/promotional use. The Club may specify format/technical requirements reasonably in advance.

• Ownership and rights: All materials delivered under this clause are the exclusive property of FenCity Fencing Club. The recipient assigns all intellectual property rights in the materials to the Club and grants the Club an irrevocable, royalty-free licence to use, reproduce and adapt such materials in any media worldwide.

• Non-compliance: Failure to fulfil representation or deliverable obligations may result in withdrawal of the Reward and/or requirement to reimburse costs already paid on the recipient’s behalf.

8. Fraud, misrepresentation and verification

• Records conclusive: The Club’s online membership and attendance records are conclusive evidence for all determinations under these Terms.

• Misrepresentation: The Club may void any claim to eligibility or grandfathered status if it determines that a Registration Date, attendance record, or other information is false, falsified, or obtained by misrepresentation or fraud.

• Audits: The Club may require production of supporting documentation (e.g., competition result proof, medical certificates) and may audit records prior to approving any Reward.

9. Amendments, discontinuation, grandfathering and notice

• Amendment / discontinuation: The Club may amend, suspend, or discontinue the Reward Program at any time. Any change will be published on the Club website and, where contact details are held, communicated by email.

• Program Change Effective Date & notice: The Program Change Effective Date will be stated in the notice. Notice will be provided at least 30 days prior to the Program Change Effective Date except in cases requiring immediate change for legal or safety reasons (in which case the Club will provide as much notice as reasonably practicable).

• Grandfathering / cutoff: Members with a Registration Date strictly earlier than the Program Change Effective Date will remain eligible under the version of the Program in effect at their Registration Date, provided they continue to satisfy all original eligibility requirements (including continuous membership and attendance). Members registering on or after the Program Change Effective Date are subject to the updated terms and are not eligible for grandfathered benefits.

• Lapse during grandfathering: Grandfathered status is lost if the member’s membership lapses for more than 30 days after their Registration Date or otherwise fails to meet the eligibility conditions.

• No compensation: Except as expressly provided herein, no member or participant is entitled to compensation, damages, or other remedies because of any amendment, suspension, or discontinuation.

10. Acceptance of Terms; registration

• Acceptance by registration: By completing registration (and payment) with FenCity Fencing Club, each member is deemed to have accepted these Terms & Conditions, including the World Cup Reward Program provisions. The Club’s online records are conclusive evidence of registration, payment, and acceptance.

• Acknowledgement: The member acknowledges that they have access to the current Terms on the Club website at the time of registration.

11. Disputes, governing law and jurisdiction

• These Terms are governed by the laws of Victoria, Australia. Any dispute arising from or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of Victoria to the fullest extent permitted by law.

12. Miscellaneous

• Severability: If any provision is held invalid or unenforceable that provision will be severed and the remainder will continue in full force.

• No assignment: Grandfathered benefits and eligibility are personal and may not be assigned or transferred.

• Entire agreement: These Terms constitute the entire agreement between the member and the Club regarding the Reward Program.