QG Social Sport Terms & Conditions

QUT Guild Social Sport Terms and Conditions

Participants in all QUT Guild Social Sport Competitions are responsible for reading and understanding the terms and conditions contained herein.


Once you have successfully registered in your desired competition, a confirmation e-mail will be sent to your Team Captain. It is the Team Captain’s responsibility to check that the enrolment listed is correct and to inform the Social Sport Vice Presidents of any change needed. All players must be registered before participating in any fixtures.

All correspondence regarding the competitions will be sent to the nominated Team Captain throughout the season, primarily through email as well as through the QUT Guild Sport Facebook page. This can include updates, news and fixtures information. The Team Captain is responsible for all communications to their team members for the duration of the season.

Every attempt will be made to place teams in the division that reflects the playing grade indicated during the registration process. No refunds will be offered for teams on the basis that they were not placed in their preferred division.

All fixtures will be generated once registrations have closed and Team Captains will be notified via email as soon as possible, no less than 48 hours in advance of the first fixture date. Should a change to the draw occur within 48 hours of the competition, the Team Captain will be notified via phone as well as email. We are unable to accept requested changes to the draw unless extreme special circumstances permit.

Once you have successfully registered in your desired competitions, a confirmation e-mail will be sent to you. You need to ensure that you have registered and paid to be considered to go into a team. Team placings are allocated in a ‘first in first served’ basis. QUT Guild Sport are able to attempt, where possible, to put friends into the same team, however this is not always possible.

All fixtures will be generated once registrations have closed and each individual will be sent an email with the full list of your team mates with names and emails. You then discuss between your team regarding team uniforms etc.

You will be notified via email as soon as possible with regards to fixtures and no less than 48 hours in advance of the first fixture date. Should a change to the draw occur throughout the season within 48 hours of the competition, we will contact you via phone as well as email.

Player Eligibility
All participating players must be fully registered with QUT Guild Social Sport by registering into their chosen sport and team on the website. Individual registrations should simply register as an individual and we will place them into a team. All Team Captains are responsible for ensuring that every team member is officially registered within their team prior to taking part in any competition.
Teams that play matches with players not registered against their online team roster will forfeit their game score.
Breaches of these rules will result in a forfeit match for all offending teams. If there is more than one breach, all offending teams will be removed from the competition. No refunds will occur.

Team Names
QUT Guild Sport monitors all team names that are chosen and will be in contact with Team Captains if the team names need to be changed to something more acceptable.

Length of Season
Please note that all competitions are of ten (10) weeks duration which is inclusive of 2-3 weeks of finals.

When generated, fixtures and results for each sport can be found on the QUT Guild Social Sport website.

There will be 2 or 3 weeks of finals for all Social Sports. The draws for each final will be generated weekly and released no less than 48 hours before the following final.

All teams who make the finals must play with the players registered under that team name. Only 2 non-team players may participate in a final, for ensuring the game is not forfeited. For 2 non-team players to play in a final, there must not be enough team members able to play, and these non-team members still must be registered in the same QUT Guild Social Sport Competition.

It is compulsory for all players to wear appropriate enclosed sports shoes. Prior to the commencement of the game, the referee shall inspect players’ footwear to ensure that they are appropriate. If they are deemed not to be appropriate, the player will not be able to take the field until the problem has been resolved by the player.

No player can take the court while wearing jewellery of any kind. This must be removed prior to the game. The referee will ask any player breaking this rule to remove the piece of jewellery before participating in the game.

Long or sharp fingernails are to be trimmed or taped. Any player unable to trim or tape their fingernails will be unable to take the field.

Teams are required to determine their own uniform, however the uniform determined must be consistent throughout team members and the season. All team players must be wearing the same coloured shirt. If two opposing team colours clash, the Convenor will provide a set of bibs that one team must wear.

If teams would like to purchase custom shirts, QUT Guild Social Sport has a partnership with The Print Bar. Contact us for more information if you would like to place an order through us.

If a team cannot get enough players to fill the minimum requirements to start a game, they must inform the Social Sport Convenor as soon as possible. In order for the Social Sport Convenor to give adequate notice to opposing teams, the forfeiting team must advise via email at least 24 hours in advance of a week day game, and for any weekend games notice must be given prior to 2pm on the Friday before the game. For teams that do not notify the Convenor on time, a 3 point deduction will be made. QUT Guild Social Sport reserves the right to remove any teams from the competition at any time, without refund, if multiple forfeits occur.

A player may call for ‘time’ due to an injury or illness, although the decision to stop play shall be at the sole discretion of the Referee. If a player is injured, it is their or their team mates responsibility to immediately inform the Referee.

For a minor injury, the referee should send the injured player or a bystander to the Sport Convenor for First Aid treatment and to collect an Injury Report Form. The injury report form must be completed by the injured or another responsible person before they leave the venue for further treatment. Insurance claims cannot be submitted without a completed Injury Report Form.

The Referee can stop a game for any period of time to deal with an injury, time for medical emergencies will not be added on to the final half during round games. Should a medical emergency result in less than half the game being played, then teams will receive 2 points each.

For a medical emergency, the referee is to remain with the injured player and send somebody else to inform the Sport Convenor of the emergency.

During time for injury, all players must remain on the field unless involved in a substitution. In the event that a player is bleeding, they must leave the field immediately and not return until the wound has been cleaned and all blood and blood stained items have been removed and covered.

All participants in any Social Sport competition play at their own risk.

For minor injuries, players will be attended to by the First Aid Officer at the time they occur. An injury report form must be completed by the injured player and the First Aid Officer or Convenor.

For major injuries, players will be attended to by the First Aid Officer at the time they occur. An injury report form must be completed by the injured player and the First Aid Officer or Convenor. Players are able to submit an insurance claim through the QUT Guild, however for the claim to be processed, the injured player must utilise the public health system.

It is illegal for an insurance companies to pay the out of pocket expenses on Medicare covered items due to the tax implications. Therefore, the QUT Guild is unable to pay the difference between what Medicare covers and your out of pocket expenses. Our insurance can however pay non-Medicare expenses.

If you have any questions or concerns about QUT Guild Insurance for this Social Sport competition please contact sport@qutguild.com.

Safety Recommendations
All participants in any Social Sport competition play at their own risk. QUT Guild Social Sport recommends the use of approved injury reduction items by players during matches.

Arm Castes
Individuals are unable to participate in matches if they have a hard medical caste on any part of their body. If a player is unsure whether they will be allowed to take the field/court then contact the Social Sport Coordinator at least one business day prior to the scheduled match. The Sport Convenor’s decision on game day is final if no confirmation has been sort by the Social Sport Coordinator.

QUT Guild Social Sport highly recommends any individuals with vision impairments refrain from wearing standard seeing glasses when participating in any sport competition. Contact lens or prescription sport glasses should be worn as an alternative to prevent injury if a player is struck in the face with a ball.

Refunds are only available if requested at least 5 working days prior to a competitions registration closing date at QUT Guild Social Sport’s discretion. In order to apply for a refund, an individual or team must submit their case in writing via email to the Social Sport Coordinator, taking note of the time frame required. All refunds of this nature will require an administration fee deducted from any fees paid. After this time no refunds are available.
Should a competition fail to go ahead at all due to limited number of registrations, QUT Guild Sport will contact all individuals and teams to advise of this and the steps required to get a full refund in this case.

Wet Weather
In the case of games being rained out, a message will be placed on the Social Sport Facebook Page. A call will be made by 4pm on the day for week day competitions, and by 12pm for Sunday Competitions. If there is no wet weather post on the Facebook Page, then games will still go ahead. It is the responsibility of the team captain to find out if games have been cancelled; QUT Guild Social Sport may not be able to individually contact each team.

QUT Guild Social Sport will aim to reschedule any rained-out matches, although we operate under strict time limitations. If there is an instance where we are unable to reschedule matches these games will be declared not played and no competition points will be award to any teams for the round.
Should any finals games be rained out/unplayable, all steps will be taken to reschedule the game.

Conduct of players and teams
This competition is social and is conducted in a positive environment. All players and spectators must conduct themselves in a respectful, safe and appropriate manner.

QUT Guild Social Sport does not tolerate rough play, abusive or derogatory language, back chat, any negative behaviour or challenge to the referee’s authority (or similar). Team captains must take responsibility for their teams and ensure all matches are contested in the spirit of the game. Players participating as individuals on an assigned team will treat their new team members fairly & with respect whilst partaking in any Social Sport Competition.

No player or spectator can be under the influence of alcohol or drugs whilst at the sporting venues. Such behaviour will result in immediate removal of offenders from the premises.

The Referee is entitled to send off any player at any stage for any reason for any period of time if they feel it necessary to do so for player safety or their ability to effectively control the game. The decision regarding whether this player can be replaced during this time is at the discretion of the Referee.

Dependant on the seriousness of the disciplinary breach players may be penalised, sent off for a period of time (without being replaced) or sent off for the remainder of the match. A player sent off for the match can take no further part in that game or the next game. No substitute player is allowed to replace a player who is sent off in the game in which the dismissal occurred.

QUT Guild Social Sport Convenors are entitled to remove repeat offenders from the Competition at their discretion.

Breaches of these rules may result in a forfeit match for all offending teams. If there is more than one breach, all offending teams will be removed from the competition. No refunds will occur.

Complaints and Concerns
If you have a serious complaint or concern regarding another player, team or referee’s conduct, we encourage you to email us with details of your concern. The complaint or concern must describe the incident that occurred in a factual manner and will be reviewed by the QUT Guild Social Sport Management.

Media and Publications
Social Sport participants consent to the use of their name, image, photographs, video and comments in any publications and marketing in relation to Social Sport by QUT Guild.

Privacy Statement
QUT Guild Social Sport collects, stores, and uses personal information only for the purposes of administering QUT Guild Social Sport programs and services. The information collected will not be disclosed to third parties without your consent, except to meet government, legal or other regulatory authority requirements.

Contact Us
If you have any questions or concerns please contact us on 07 3138 1666 or sport@qutguild.com.