Host Agreement

Welcome to Smart Wrestler

Thank you for choosing Smart Wrestler to manage your tournament. Before creating your event, we require all tournament hosts to review and agree to the following terms. This ensures clarity, compliance, and a great experience for athletes, coaches, and parents.

Review the full Smart Wrestler Tournament Host Packet for tournament privacy terms, host responsibilities, support response details, and acknowledgement language.

1. Eligibility to Host

• You are at least 18 years of age.
• You are authorized to organize events on behalf of the team, school, or organization listed during registration.
• You will accurately represent all event details and comply with Smart Wrestler's hosting policies.

2. Host Agreement

• This Agreement remains valid until replaced or modified by a subsequent version issued by Smart Wrestler, LLC. Continued use of the Smart Wrestler platform following such updates constitutes acceptance of the revised terms.
• Smart Wrestler reserves the right to update terms annually.
• You will be required to re-accept this agreement before creating tournaments for future seasons.
• Any material updates to terms within the season will prompt an updated version and a new agreement request.

3. Tournament Payment Model

Post-Registration Revenue Split (Official MVP Launch Method)

• Wrestlers or their parents pay registration fees through Smart Wrestler, and those payments are collected directly into your own connected Stripe account.
• Seller of Record: You are the seller of record for entry fees. Entry fee proceeds settle into your Stripe account as each registration is paid — Smart Wrestler does not hold your funds, and there is no waiting period or payout run before you can access them.
• Smart Wrestler collects a per-wrestler platform fee (e.g., $2.50-$3 per registration, based on volume) automatically as each payment is processed.
• Refunds: Because entry fees are your funds, refunds are issued by you, from your balance, under the refund policy you publish for your event. You can issue full or partial refunds from your tournament billing page in Smart Wrestler, or directly in your Stripe dashboard — either way Smart Wrestler stays in sync. On a full refund, Smart Wrestler also returns its platform fee for that registration. Stripe does not return card processing fees on refunds; that cost remains with you.
• A registration you refund in full is released automatically: the wrestler is withdrawn from the roster, weigh-ins, and brackets, and may register again if capacity remains.
• Chargebacks and payment disputes on entry fees are handled between you and the cardholder through Stripe, as with any card payment you accept.
• Note: For beta testing, internal events, or promotional trials, Smart WrestlerTM reserves the right to reduce this fee (e.g., to $1) or waive it entirely. Hosts will be notified prior to event setup if alternate fee structures apply.
• Payment Processor Fees (Stripe): Smart Wrestler uses Stripe to collect registration payments. Stripe applies its own transaction fee, typically 2.9% + $0.30 per registration, which is deducted separately from registration proceeds before payout.
• In addition to per-wrestler registration fees, Smart Wrestler applies a tournament hosting fee based on the event format (individual, team, or open). A full pricing overview is available through your Admin dashboard prior to launch, and all fees are shown before you pay.
• Hosting Fee — Reserved Capacity: The hosting fee is tiered on the capacity you reserve for your event, not on how many wrestlers have registered at the time you pay. If you set your tournament capacity to 400 wrestlers, you pay the tier covering 400 wrestlers even if fewer have registered so far. Where your roster exceeds the capacity you set, the fee is based on the larger number.
• The hosting fee is due when you publish your tournament and open registration, so it is settled well before event day.
• Increasing Capacity: You may raise your capacity at any time. Doing so is priced at the tier for the new capacity, and you pay only the difference between that tier and what you have already paid. The new capacity takes effect once that difference is paid. Increases that stay within your current tier cost nothing.
• Decreasing Capacity: You may lower your capacity at any time. If the lower capacity falls into a cheaper tier, the difference is refundable until registration closes for your event, and is requested from your tournament billing page. After registration closes, capacity may still be lowered but the hosting fee is no longer refundable. A reduction will not reduce your fee below the tier required by the wrestlers already registered.
• Events above 800 wrestlers require a custom quote arranged with Smart Wrestler before they can be published.
• A tournament cannot open registration or begin competition while any hosting fee balance is outstanding.
• Entry fee proceeds are available to you on your own Stripe payout schedule; Smart Wrestler does not reconcile or release them, because they were never held by Smart Wrestler.
• Smart Wrestler must be the official platform used for all wrestler registration to use this model.
• You agree not to collect duplicate payments offline for the same event.
• You must provide valid payout details (e.g., a Stripe account or bank transfer info).
• Smart Wrestler is not responsible for user-submitted errors (e.g., incorrect wrestler details).

4. Host Responsibilities & Technical Requirements

• Maintain accurate event data (location, dates, registration deadlines).
• Monitor and manage incoming registrations.
• Ensure that bracketing decisions (e.g., gender grouping, experience level) are selected responsibly.
• Respond to participant inquiries and communicate relevant information (weigh-ins, awards, etc.).
• Maintain professionalism and fairness throughout the event.
• Reliable Internet Access: The Host is solely responsible for providing a stable and reliable internet connection (e.g., dedicated Wi-Fi, or a high-quality cellular hotspot). Smart Wrestler is not responsible for event delays, data loss, or sync issues caused by poor local connectivity.
• Approved Hardware (By role): Tournament Administrator: For managing the dashboard, bracket adjustments, and overall event flow, the Admin is required to use a laptop or, at minimum, a full-sized tablet. A smartphone is not sufficient for administrative oversight.
• Approved Hardware (By role): Mat-side Staff: For the purpose of running the match clock and recording points, staff members may use a smartphone, tablet, or laptop. The Smart Wrestler scoring interface is optimized for mobile use at the mat-side level.

5. Payout Terms & Timing

• Payouts are typically sent within 5 business days after registration closes.
• The payout amount will reflect deductions for both the Smart Wrestler platform fee and Stripe's payment processing fee.
• Smart Wrestler is not liable for delays caused by invalid payment details or third-party processing interruptions (e.g., Stripe downtime).
• In case of suspected fraud or chargebacks, payouts may be paused for review.

6. Cancellation Policy

• If a tournament is canceled after registration opens, hosts are responsible for refund decisions.
• Smart Wrestler will facilitate refunds only if requested within 48 hours of cancellation.
• Smart Wrestler reserves the right to retain processing or partial platform fees in such cases.

7. Media and Photo Consent

• The Host agrees that Smart Wrestler may capture and use photographs, video, or audio recordings from the hosted tournament for promotional, educational, and operational purposes.
• The Host confirms they have obtained or will obtain appropriate consent from parents/guardians of minor participants (or from participants themselves if over 18) for such media use.
• The Host agrees not to submit or upload media to Smart Wrestler unless proper consent has been secured.
• Smart Wrestler will not use any participant media in a way that is misleading, harmful, or inconsistent with youth sports values.

8. Agreement Confirmation

• Have read and understood the above agreement.
• Accept the selected payment method and its terms.
• Understand that this agreement will be enforced throughout each season.