Events

TERMS & CONDITIONS OF ENTRY

By registering for this event, you agree to the below terms and conditions and confirm agreement to our event guidelines on the relevant tabs on Smoothcomp for this event.

Event: Empire Grappling – Yorkshire Winter Open.
Date: Saturday, 14th June 2025.
Location: Hertfordshire Sports Village, Hatfield Business Park Park Office, De Havilland Campus, Mosquito Way, Hatfield, AL10 9EU.

APPROXIMATE SCHEDULE

• Doors Open: 8:30am / 9:00am
• Weigh-Ins: 8:30am / 9:00am
• Spectators Entry: 9:00am
• Bouts Start: 10:00am / 10:30am

EVENT SPONSORS

• Progress Jiu Jitsu
• Puck Drop UK
• Pure Recharge
• Idee Pure
• XS Guard Mouthguards

SPECIAL OFFER

• BJJ Brown Belt: 50% off
• BJJ Black Belt: 50% off
• Pro MMA Fighter: 50% off (must have 3+ Pro MMA fights)

           Terms & Conditions:

• Pro MMA fighters must have at least 3 professional fights.
• You must have supported us in the past to qualify for this offer.
• Limited places available per event.
• Empire Grappling reserves the right to deny this discount if deemed necessary.
• Discounts cannot be applied retroactively; you must contact us before making payment.
• This offer is not automatic on Smoothcomp.
• To claim the discount, email us before payment is made – info@empiregrapplingevents.com.

REGISTRATION DEADLINES

This event is pre-registration only. No late registrations or on-the-day sign-ups will be accepted.

• Early Bird Registration: Closes Sunday, 16th February 2025.
• Normal Registration: Closes Sunday, 13th April 2025.
• Late Registration: Closes Thursday, 5th June 2025.

Registration may close earlier if venue capacity is reached.

• A maximum of 250 registrations is allowed per registration period (early, normal & late). If this number is met, the next registration period will begin automatically, regardless of the date/time.

AMENDING REGISTRATION

All division changes must be made through Smoothcomp by Saturday, 7th June 2025 at 10:00pm.

HOW TO AMEND OR CANCEL YOUR REGISTRATION

For step-by-step guidance on how to amend or cancel your registration, please refer to the tutorial videos below:

• How to amend: https://www.youtube.com/watch?v=dJSmXROg7fo
• How to cancel: https://www.youtube.com/watch?v=vk7x0CvvEaE

SPECTATORS

Entry Fee: The cost for spectator entry is £6.50, payable via cash or card at the door on the day of the event. This fee applies to all spectators, including parents of competing children.

·       Children under 12: Free entry.

·       Coaches: Please refer to the coach’s section below for specific details.

·       Your spectator fee grants you access to the event and the use of all available facilities.

Payment Information: Spectator fees are collected at the main reception inside the competition hall on the day of the event. Parents of athletes are advised to purchase their spectator band before their child’s weigh-in to ensure a smooth process

COACHES

Arrival and Entry: Coaches are permitted to enter the venue from 9:00am through the spectator entrance only.

• Each team will receive a limited number of complimentary coach passes, allocated based on the number of individual athletes registered under the team/gym via Smoothcomp.
• These passes are distributed on a first-come, first-served basis at the reception on the day of the event.
• Photo ID and Smoothcomp ID (confirming your gym affiliation) are mandatory for all coaches. Coaches must also be at least a BJJ Blue Belt.

• Passes are distributed on a first-come, first-served basis and are not pre-assigned.
• It is the responsibility of each team to decide who will use the passes. *Please note there is not one free coach pass per athlete.
• Abuse or arguments: Staff will not tolerate abuse or arguments over pass distribution. If issues arise, individuals may be refused entry.

Note: Ensure that your gym is correctly listed in Smoothcomp for accurate allocation. For example:

• Gym: Gracie Barra York
• Affiliation: Gracie Barra

*Passes will be allocated to ‘Gracie Barra York’ in this example.

COACH PASS ALLOCATION

• 0–5 individual athletes: 1x Coach Pass.
• 6–10 individual athletes: 2x Coach Passes.
• 11–15 individual athletes: 3x Coach Passes.
• 16–20 individual athletes: 4x Coach Passes.
• 21+ individual athletes: 5x Coach Passes PLUS 1x AAA Head Coach Pass.

***NEW FOR 2025***
AAA (Access All Areas) – We appreciate that having this many individual athletes or more to deal with for a head coach can be overwhelming and we want to work with the head coach to make their day and our day as smooth as possible.

This pass will be allocated to the HEAD COACH ONLY and they will have a little more elasticity on the day. This pass cannot however be abused and passed to anyone else and must still where possible abide by our coach rules or it will be revoked.

Any additional coaches beyond the allocated passes will be classified as spectators and must pay the standard spectator fee, which is payable on the day at the door and then must coach from the spectator area.

COACH CHAIR & CROWD CONTROL

There will be one coach chair on each side of every score table, reserved for the coaches of the athletes on the mat only. The only individuals permitted within the barricades during the tournament are:

• Athlete and their 1 coach currently on the mat.
• Athlete and their 1 coach about to compete next.

ATHLETES

• Registration fees include all relevant taxes and administrative fees.
• Athletes may be required to complete a waiver/disclaimer (PARQ Form) before competing on the day of the event.
• Divisions may be merged at any time without prior notification.
• Under-18, Beginner and Novice athletes are allocated a minimum of two bouts in both Gi and No-Gi (subject to injuries and unforeseen circumstances).
• Intermediate, Advanced and Elite categories will follow a straight knockout format, but athletes in these categories may also enter Cash Prize Absolute categories.

DIVISION MERGERS

Once registration closes, provisional division mergers are made based on our experience and other relevant factors. Athletes without opponents in their division may be merged with a different division.

MERGE CRITERIA (UNDER 18’s)

• Weight: Athletes may be merged up one weight class (moving down is only allowed if the athlete meets that weight).
• Age: Athletes may be merged up one age group (moving down in age is not permitted).
• Experience: Athletes may be merged up one experience level (moving down in experience is not permitted).

MERGE CRITERIA (OVER 18’s)

• Age: Athletes may be merged down one age group (moving up in age is not allowed).
• Weight: Athletes may be merged up one weight class (moving down is only allowed if the athlete meets that weight).
• Experience: Athletes may be merged up one experience level (moving down in experience is not permitted).

If you require any exceptions beyond these criteria, please contact us before the amendment’s deadline.

If any athlete is left without a match after merges, they will receive a full refund processed by Empire Grappling directly.

REFUND/CREDIT POLICY

• 100% Refund Deadline: Saturday, 17th May 2025.
• 100% Coupon Deadline: Saturday, 7th June 2025.
• Full Refund: If you withdraw more than 28 days before the event via Smoothcomp.
• 100% Credit Refund: If you withdraw between 7 to 27 days before the event via Smoothcomp.
• **NEW FOR 2025** – 50% Credit Refund: From Amendments deadline up until 24 hours after Brackets/Timings brackets are released.
• No Refund/Credit: If you withdraw after any of the above, up until the event for any reason, you are not eligible for a refund or event credit.

*Watch this video to learn how to withdraw – https://youtu.be/vk7x0CvvEaE
*No registration transfers to another individual under any circumstances.

COUPON CODES

• Coupon Codes: Are valid for up to 2 years (24 months) from the date of issue.

*Please note: If a coupon code is used for a registration and the customer later withdraws, no additional coupon will be issued. Coupon codes are single use only.

BRACKETS & SCHEDULE

• Brackets & Timings Released: Tuesday, 10th June 2025.

• A live schedule by match order will be displayed on the TVs around the venue.
• Courtesy calls may be made via microphone to notify you when it’s time to proceed to the bullpen or mat if you cannot be located but it is up to the athlete to be ready and in the correct place ready for their match.
• Please be at the bullpen 20-30 minutes before your match is scheduled to begin.
• You should be weighed in and present in the venue at least 60 minutes before your division start time, as the schedule may be subject to change.

You can monitor your match timing on your mobile device. You can view how to find this via the following link: Smoothcomp Match Timing.

WEIGH-INS

• All weigh-ins take place on the day of the event.
• Athletes do not need to weigh in with their Gi on.
• If competing in multiple divisions, you only need to weigh in once.
• Weigh-ins are open from 8:30am/9:00am until 60 minutes before your scheduled division start time.
• If you fail to make weight or do not weigh in on time, you will be disqualified and removed from the bracket.

MEDALS

Once your division is fully complete and if you have secured a medal, gather your fellow medallists and proceed to the podium area for medal collection and photos.
*All medallists from that division must be present to receive medals.

TEAM TROPHIES

In response to your feedback, we are committed to recognising the outstanding efforts of individual academies. While the Affiliation Champion award remains, we have a series of categories to honour the hard work and dedication of academies:

• Academy Champions (Overall)
• Affiliation Champions (Overall)
• Gi Academy Champions
• No-Gi Academy Champions
• Kids Academy Champions (Overall)
• Kids Affiliation Champions (Overall)

Please note: Team trophies are awarded only to individual academies, not combined academies/affiliations. If a combined academy/affiliation tops the rankings, the trophy will be awarded to the next qualifying singular academy.

Ensure your academy and affiliation information is correct when registering. Coaches, please verify that your gym in Smoothcomp is listed as a singular academy to be eligible for these awards.

Additionally, we offer an award for the #1 Athlete of the Event, which will only be granted if there is a clear winner. This award cannot be shared.

EVENT STAFF & VOLUNTEER OPPORTUNITIES

We are always looking for experienced referees and event staff along athletes to assist with event setup.

• Competitive Pay is offered, along with additional funds for lunch.
• We also offer free registration for athletes in exchange for work during setup and pack-down.

If you are interested, please email us with your name, experience, and which tournament you’re referring to at info@empiregrapplingevents.com.

RELEASE OF LIABILITY

By submitting your application and registering for Empire Grappling: Southern Open, you agree to the following terms:

• You acknowledge and accept the physical risks associated with participating in Martial Arts, including potential injury, loss, or death.
• You waive any claims against Empire Grappling, participating gyms, athlete, sponsors, and the event venue.
• You confirm that you are in good physical health and have no conditions that would prevent you from safely competing.
• In case of emergency, you authorize any licensed medical personnel to perform necessary treatments at your expense.

You also agree to be filmed, photographed, and recorded for promotional or media purposes, without any compensation.

For minors, the legal guardian grants permission for participation. Violations of the above policies may result in immediate disqualification, forfeiture of fees, and banning from future events.

CODE OF CONDUCT

Empire Grappling enforces a zero-tolerance policy for disrespect, verbal abuse or physical threats towards anyone during the event.

• Any athlete, coach or attendee who engages in such behaviour will be removed from the venue.
• Entire individual or team may face bans from future events if such behaviour occurs.
• Empire Grappling reserve the right to notify the relevant authorities if deemed necessary.

By applying and/or participating in any Empire Grappling event, I confirm that I have read and agree to all its terms. Furthermore, I acknowledge that by authorising payment I also consent fully to all terms and conditions contained herein.

IMPORTANT NOTICE

In light of current conditions, please only register if you are willing to accept that, in case of government-imposed restrictions affecting the event, your entry fee will be converted into a credit for future Empire Grappling events. Your support is greatly appreciated as we navigate these challenges.

RELEVANT DOCUMENTS

To access important documents including our Privacy Notice, Data Protection Policy, Safeguarding Policy and General Risk Assessment, please visit the following link: Empire Grappling Documents.

CONTACT

For any further questions, please email us at info@empiregrapplingevents.com.

Empire Grappling Events Ltd