Team’s tournament entries are submitted via the online registration portal by the registered staff member or nominated captain/ president, simply follow the links from the event calendar for each event, or via the university staff portal.
By default only activated staff accounts have access to invoice payments and to the tournament registration forms. Other accounts, such a team captain/ president’s account, can be granted access to submit team entry forms by request of the sport department/ students’ union – please contact us with the name(s) of any club member(s) you wish to grant access to (they must have first registered an account for us to grant access).
When entering an athlete, coach or volunteer into a tournament you must input the unique BSTF ID code for each participant, rather than a long list of individuals’ details each time. This requires that all athletes, coaches and volunteers register in advance of any event entries. Unregistered participant entries, or entries that do not use the member’s BSTF ID code will be rejected.
A unique ID code is generated once a member registers their details on to the system and their submission has been approved by a manager. ID codes will take some time to populate (typically 24 hours) after registering your details. We highly recommend all athletes, coaches and volunteers register several days in advance of submitting your tournament entries.
Only University sports department/ students’ union staff members and nominated club captains/ presidents who have registered and had their accounts authorised are able to submit tournament entries. If you see the message ”no tickets available” when trying to enter a team this means you have not been authorised as a department staff member.
Staff members may create a free account by selecting register, choosing a ‘Basic Pass’ and selecting ‘Yes’ at the university staff member selection.
It is the responsibility of the entry form submitter to verify the athletes entered meet their selected division’s eligibility criteria when they complete the entry form.
A registered and authorised staff member account allows you to access the tournament entry system, check your registered club members’ ID codes, and is required to review invoices and make payments online. These functions can be accessed via the university staff portal.
Clubs paying directly must arrange for payment in full to reach the BSTF via bank transfer in advance of the tournament entered. Team registrations will not be complete until all entry fees are received into the BSTF account. For invoices issued to sports departments please see the payment terms listed on your invoice. For detailed information on membership passes, event entry fees and frequently asked questions, please see the tabs in the registration guide.
For Championships Series tournament entries and Regional Round Robin entries a single team entry form must be submitted via the event entry portal. The entry will include all of the team’s attending athletes, coaches and volunteers.
Some tournaments permit athletes from other institutions and guest athletes to form part of a pair/team for patterns pair’s/team’s events, and part of a sparring team for team sparring events.
If a member of a patterns team/pair or sparring team is from a different institution do include them in your club’s team entry form submission, entering their BSTF ID code and selecting their team/pair entry part only.
Their own institution’s entry form must not include their patterns team/pair or sparring team entries with your institution’s members (i.e., don’t register the same athletes forming a team/pair on two different entry forms!)
All other discipline entries for them, e.g., their individual discipline entries, should be submitted on their own institution’s entry form as usual.
Note that for training camps, umpires course, S&C courses, AGMs and other non-tournament event entries each pass holder must visit the website and register themselves individually. Payment for all non-tournament events can be made online, with Athlete Pass discounts applied automatically.
Note that you can submit additional entry forms at a later stage to enter additional participants up until the entry deadline, but you cannot modify or remove participants you have already entered through the website. Please contact us before the entry deadline if you would like to modify and existing entry.
Entry amendments are possible free of charge up to the entry deadline; we highly recommend getting your entries in as early as possible to allow time for any potential amendments. Athlete withdrawals prior to the entry deadline will also be refunded.
In rare cases where an athlete pays for a weight division change, but due to other weight change requests their original division of entry is merged with their new division, that athlete will be refunded the change of category fee. In rare cases where there is only a single athlete within adjoining divisions and no matches can be made, that athlete will be withdrawn and their entry fee refunded.
No refunds are offered for athlete withdrawals after the entry deadline, failure to attend registration or withdrawals due to injury, illness or for any other reason.
Changes to weight category, grade, sex or any other errors or omissions on the entry form after the entry deadline will be charged at the same rate as a category change fee applied at registration (£20 pp). Where sufficient time is available the option for division changes at registration are provided for the benefit of athletes, however, all team captains should be aware this facility carries some risk of impacting the event schedule and should be used sparingly. We thank to all club captains and coaches who have delivered excellent year on year reductions in the number of athletes failing to make weight, down to only ~2% and we hope to see this trend continue to our target of 1%.
Teams are required to provide experienced volunteer corner judge (sparring) or desk assistants (patterns) to assist during that event.
Corner judges and assistants cannot be competitors in the same discipline on the same day, but may be competitors in other disciplines, e.g.,: (i) a competitor only entering the patterns competition(s) may be a entered as a volunteer during the sparring competition on the same day; (ii) a competitor only entering the sparring competition on Saturday at a two day event may be entered as a volunteer for the sparring competition on the Sunday.
The number of volunteers required is a function of your total team entries in those disciplines for each day of competition.
You must enter at least 1 *desk volunteer* for every *9* athletes entered in any patterns discipline(s) that day.
You must enter at least 1 *WT corner judge* volunteer for every *6* athletes entered in any WT rules sparring discipline(s) that day.
You must enter at least 1 *ITF corner judge* volunteer for every *6* athletes entered in any ITF rules sparring discipline(s) that day.
Volunteers must attend the relevant briefing session(s) and be available for the full duration the tournament. The BSTF will provide refreshments and lunch for all officials and volunteers. Volunteers must wear sports shoes and smart black trousers. An official’s t-shirt will be provided for you borrow.
Volunteer corner judges must have the necessary experience to fulfill their role. From 1st January 2018 all corner judges must have passed the online corner judge’s exam on request in advance of their entry. Please plan ahead accordingly.