Registration is Commitment.

When you start the registration process for your programme in RegChamp, you will first agree to the pop-up box stating: I wish to register for this event and I accept the cancellation policy. This includes the Withdrawal of Entry and Event Cancellation policies, as well as Changes to Registration policies, all listed in full below. 

It is important to understand that entering a team(s) to an event triggers an invoice that is due upon submission, and it is a contractual obligation that is not voidable.

Be aware that entry to an event is not confirmed until full payment has been made. If an event reaches capacity and is closed for entry, unpaid entries at that point in time may be added to a waitlist and cannot be guaranteed entry.

Payment must be received in full for the entry data in the system on or before the Deadline in order to be charged the relevant rate.

Any entries in the system that remain unpaid after a pricing deadline passes will be automatically re-calculated and charged at the next higher fee rate.

Payments made by BACS/Direct Bank Transfer must be received into the Legacy Cheer and Dance Ltd bank account on or before the relevant deadline for the prices to be applicable, so please ensure you process your transactions in good time. (Note that BACS payments need to be manually entered into the RegChamp system, so please allow a few days following payment for this to be updated in your account).

Changes to your entry may result in additional fees - see Changes to Registration below.

Programmes with balances owing after the Deadline may not be added to Preliminary Schedules and may be subject to Late Fees for all unpaid athletes registered after this deadline. Programmes will not have their teams added to the Performance Schedule until their account is paid in full.

Programmes with any balance due at the Event Start Date may not compete, and partial payments may be forfeited. Eligible emergency roster additions (see Adding Athletes/Teams) that happen at the event must be paid on-the-day via cash or credit card (card adds 3% fee).

Programmes are entitled to have coaches attend events for free at the ratio of 1 coach per 12 athletes. Please note that all Junior Coaches who are also competing athletes at the same event should NOT be registered as coaches for the event in the RegChamp system. These coaches will be able to gain access to Warm Up and other restricted areas via their Athlete wristband and will not be issued a coach credential.

Where Senior Coaches are also competing athletes, they must be added in RegChamp and to be listed as Coaches for the Event, but if their addition causes the 12:1 ratio to be exceeded, we will waive the Coaches Fees for those individuals so that they are not paying both as an athlete and as a coach. Please email [email protected] to request this if it applies to you.

Junior Coaches who are NOT competing athletes at the same event should be registered as a Coach via the RegChamp system, but will be liable to fees based on the above ratio.

Programmes will ONLY be assigned Coaches passes based on what staff have been assigned to the event. Note the difference between having your Coach Staff in your Master Staff & Admin list vs Coaches who are actually registered for a given event. Each coach pass will be named and may not be swapped amongst others. See here for details on adding coaches/staff members to the Event Entry.

In order to have full access to event areas such as Warm Up, Coaches will be required to be granted Green Light Verification.

Full details on the requirements and how to register coaches details can be found HERE. 

Data for coaches to be approved for Green Light must be submitted by the Deadline (see the relevant Event Page for details), otherwise they may not be processed and thus will not be issued coaches passes, or the Gym/Programme may incur a fee for late submission. 

Payment for Entry Invoice is preferred via BACS transfer. Bank details are included at the bottom of the Invoice generated by the RegChamp system. They are also here for your information:

Bank: NatWest
Name: Legacy Cheer and Dance Ltd
Account Number: 31295525
Sort Code: 56-00-46
Reference: Please include your Gym Name and Event name as reference, where possible.

Please allow up to 1 week for us to post receipt of your BACS payments to your RegChamp account. This is a manual process, so please don’t worry if you have sent payment and don’t see it right away in your account. As long as your payment was received by the relevant deadline, the system will be updated and payment allocated accordingly in due course. Please don’t contact us within this 1 week timeframe, as this further slows down the processing.

Payment can also be made via Paypal or Credit Card upon written request, however these transactions incur an additional fee of 3% of the invoice total.

Last minute change fee payments can be made via Credit/Debit card at the Box Office or Check-In Desk at the event.

Schools & Universities paying via their Funding Office: Your funding method may take longer for approval, so please email us WELL IN ADVANCE of the payment deadline to let us know you are paying via this method, and providing a contact for your Funding Office, so we can support the process and help you to avoid late payment fees with advanced approval.

If you have any questions about your invoice, please call us or email us immediately to avoid delay and we will be happy to assist you. You are welcome to contact us via email at [email protected]. We will be happy to assist you.

Programmes wishing to withdraw their entry to an event should do so prior to the Deadline. You should login to your RegChamp account and delete all teams and stunt groups linked to the Event. If you need to withdraw your entry and are having trouble accessing RegChamp, please email [email protected] for assistance.

Once the Deadline has passed, all unpaid entries in the RegChamp system at that time will be invoiced and are chargeable. Programmes opting to withdraw after this time are still liable to pay their invoice in full.

If you have entry rosters in the RegChamp system that you are NOT intending on actually bringing to the event (e.g. test data, etc) you MUST remove it prior to the Deadline in order to avoid being charged.

Where payment has already been made: If withdrawal is informed to Legacy prior to the Deadline, the Programme may obtain, at their choice, a 50% refund or 100% credit – in this case credit is only valid for the current event season.

Programmes choosing to withdraw their entry after the Deadline may withdraw/scratch their teams but will not be eligible for any credit or refund.

Although unlikely, it is possible that an event could be cancelled or postponed due to acts of nature, circumstances beyond our control, government mandates, pandemic, or other emergency. In such cases, our first efforts will be to make adjustments to maintain the event date and location. If that is not possible, the secondary effort will be to either offer the same event on a virtual basis, at a reasonable alternate location, or to re-schedule the event for a later date in the season. A last resort would be to cancel the event and not re-schedule it. Varying options may apply, so watch your event correspondence for details in such a circumstance.

In the event that an event is rescheduled or relocated, it will be the Programme responsibility to adjust so they can attend accordingly.

Across the board, the following will always apply without variation:

Inclement Weather

If the venue is open, the competition is open. Legacy Cheer and Dance cannot and will not issue refunds for those who do not attend when the venue has deemed it safe and reasonable to be open. Cases of extreme travel conditions may be handled on a case-by-case basis for credit or transfer, but are not likely and are not guaranteed – this applies to the full programme only, not individual athletes or spectators.

Force Majeure

Legacy Cheer and Dance will not be liable for any delay in performing, or failure to perform, its obligations under your agreement to compete or spectate where such failure or delay arises as a direct result of a Force Majeure Event, including but not limited to COVID-19 or any other pandemic as declared by the WHO (World Health Organization), political unrest, local mandates, security concerns, or inclement weather. In the unlikely event that Legacy Cheer and Dance cancels an event and it is not rescheduled in any format during the season:

• Individual spectators and group spectator orders will automatically receive a refund within 30 days of the planned event date. Processing fees may apply.
• Event Registration fees will automatically be credited to Programmes. Programme accounts in RegChamp will be frozen, without recourse, however credits will remain and no funds will be lost. Credits can be applied to any event going forward and do not expire at the end of the season.

Note that our transactions are with Programmes, not individual athletes or spectators, so there are no credits or refunds specific to an individual.

Other costs related to the event such as travel, hotels, etc. are not included within the realm of compensation options and must be managed directly with the individual vendors or persons related to those transactions.

For clarity, if an event is offered in alternative format, including alternative dates in the same season or other reasonable venue, refunds are not an option for entry fees or spectator fees.

A note on our Customer Relationship - Please be aware that Legacy Cheer and Dance Limited’s contractual business-to-customer relationship is with the entity paying for the product/service. With regards to competition entries, that relationship is with the Programme/Gym and not with any individual athlete or parent. With regards to spectator tickets, where a group ticket purchase has been made, that relationship is also with the Programme/Gym and not with the individual spectator. Legacy Cheer and Dance cannot, therefore, enter into any negotiations regarding fees, discounts, credits or refunds from anyone other than the Programme/Gym representative with whom we have a business contract. Likewise, any credits issued will be appointed to the organisation who made the initial purchase and not to any individual athlete or parent. Individuals/Parents wanting to discuss fees/discounts/credits/refunds (with the exception of spectators who purchased individual tickets directly from the Legacy Cheer and Dance web store/in person at an event) should approach their Programme/Gym representative directly and not Legacy Cheer and Dance.

What is discounted

The Frequent Flyer discount applies a discount % (which varies depending on if you are Silver, Gold or Platinum) to the FIRST ENTRY fees of the event invoice (restrictions apply - see here for details). Note that crossover fees are not discounted as part of this offer.

Additionally, the programme is eligible for a % discount on any group spectator ticket orders that they place. This discount applies to the overall spectator tickets in an order. Note that no discount is applicable if Spectators purchase tickets individually via our Web Store or in-person at the Event.

Eligibility

All Programmes entering more than one Legacy event in the same year are eligible for the Frequent Flyer discount. The discounts increase depending on the number of events entered. Note that in order for the discount to be applied, the preceding events in the year must be PAID IN FULL before the discount is applied to the eligible event.

How to get the discount

Good news – the Frequent Flyer entry discount is automatic! You don’t need to apply or inform us – as long each entry is for the same programme and is registered using the same RegChamp account, then as each preceding entry invoice is paid in full, the relevant discount will be applied to later events automatically.

To get the discount on Group Spectator ticket orders, the programme should order their tickets as per usual (see HERE for how to do this) and then drop us an email at [email protected] telling us you are eligible for a Frequent Flyer discount - we will then ensure the discount is applied to your group order invoice. 

What is discounted

The Welcome discount applies a 10% discount to the entire event entry invoice for the first event that the Programme attends.

The Welcome discount can also be stacked with the Frequent Flyer discounts, so new Programmes attending more than one event in the same year can get discount on their first ever event, and then further discounts on subsequent events that year!

Eligibility

Any Cheer or Dance Programme that has never before performed at a Legacy Cheer & Dance competition is eligible for the Welcome discount. Note that this discount does not apply to Programmes/Gyms changing their name or going through a re-brand or Programmes who have competed with us before but are bringing a new Team or new Athletes to an event.

How to get the discount

The head coach or lead contact for the Programme should email us at [email protected] and let us know they are a new programme. We will check our systems to ensure the Programme has never competed with us in the past, and provided everything checks out, then we will contact you to confirm and let you know the next steps.

Note, we don’t apply the discount until your entry has been finalised in the RegChamp system (to ensure it is calculating against the final invoice total), so you should go ahead and start registering your teams for the event (if you need guidance on how to do this, check out this link). If you want to make sure your discount is applied against the Early Rate pricing for an event, please make sure you contact us in good time (no later than 1 week before the deadline) to allow us to administrate adding the discount, so you have time to pay prior to the Early Deadline.

Note the below assumes no division changes as a result of athlete changes – if your division is to change as a result of your athlete addition/removal, please see DIVISION CHANGES below.

Prior to Deadline

You may add teams/athletes to the event entry, as required, up until the Deadline of an event, without incurring any admin or adjustment fees.

After Deadline

After the Deadline, addition of any new teams or athletes to the entry will be subject to additional fees.

In order to minimise administrative burden, programmes will be given a set window of time to make changes and any additional fees owing will be calculated after that time. Where your total athlete numbers entered are higher than what was confirmed and paid at the Deadline, a fee per additional athlete will be added to your invoice and become due immediately.

Payment of these additional fees must be made prior to your Programmes scheduled competed time – either via online payment in advance, or at the Check-In Desk via cash or credit/debit card.

After Final Amendments

After the allocated time window to make amendments, the RegChamp system will be locked and you will no longer be able to make direct changes to your rosters. To request any changes after this point, including adding athletes/teams, you must SUBMIT A CHANGE REQUEST FORM. Requests submitted via email or any other format WILL NOT BE ACCEPTED. Note that requesting addition of athletes, the athlete must already be included in your Master Participant List in order to be added.

Additions requests made within 48 hours of the event start generally will NOT BE PERMITTED. Where these are accepted, the programme may incur additional fees, over and above these already stated, or may only be allowed to perform as ‘Exhibition’ – see Division Changes section for details.

LATE ENTRY FEES: Additions of Programmes/Teams after the Deadline must be agreed by Legacy, subject to Event capacity, and will be charged at a higher fee rate per athlete. To request a late entry, please submit a Waitlist Request via RegChamp and also communicate with us via email to hello@legacycheeranddance

Prior to Deadline

You may remove teams/athletes from your event entry, as required, up until the Deadline of an event, without incurring any admin or adjustment fees.

After Deadline

In order to minimise administrative burden, programmes will be given a set window of time to make changes to their entry.

After the Deadline, for any amendments that result in your entry numbers reducing below that which has already been paid, no refunds or credits will be issued.

If you wish to remove an athlete from competition but still utilise their athlete entry band for which you have paid, please do not delete the athlete from your entry, but rather mark them as an ‘Alternate’ on RegChamp, so we are aware they will not be competing. Instructions on how to do this are HERE.

Please be aware that Alternate athletes are still chargeable – therefore if you add new athletes, as well as retain existing athletes as ‘Alternates’, you will be charged additional entry fees for the new athletes (see Adding Teams/Athletes above).

After Final Amendments

After the allocated time window to make amendments, the RegChamp system will be locked and you will no longer be able to make direct changes to your rosters. To request any changes after this point, including removing athletes/teams, you must SUBMIT A CHANGE REQUEST FORM. Requests submitted via email or any other format WILL NOT BE ACCEPTED.

Please be aware that should your entry numbers reduce below that which has already been paid, no refunds or credits will be issued.

If you wish to remove an athlete from competition but still utilise their athlete entry band for which you have paid, please mention this in your change request submission, so we know to mark them as an ‘Alternate’ rather than delete them from the entry altogether.

Please be aware that Alternate athletes are still chargeable – therefore if you add new athletes, as well as retain existing athletes as ‘Alternates’, you will be charged additional entry fees for the new athletes (see Adding Teams/Athletes above).

Prior to Deadline

You may make these changes yourself, as required, up until the Deadline of an event, without incurring any administration fees. Simply delete the athlete to be removed and then Add the replacement athlete to the relevant team(s).

After Deadline

In order to minimise administrative burden, programmes will be given a set window of time to make changes. During this time you will be able to swap athletes yourself, as above. Because the overall number of athletes entered is not changing, there will be no additional fees to pay.

After Final Amendments

After the allocated time window to make amendments, the RegChamp system will be locked and you will no longer be able to make direct changes to your rosters. To request any changes after this point, including swapping athletes, you must SUBMIT A CHANGE REQUEST FORM. Requests submitted via email or any other format WILL NOT BE ACCEPTED. Note that when a new athlete is being swapped in, the athlete must already be included in your Master Participant List in order to be added.

As the overall number of athletes entered is not changing, there will be no additional fees to pay.

Within 48 hours of Competition

In the event of a last-minute replacement of an athlete(s), you may replace an athlete with another from your programme, provided they are eligible for the division entered. If this applies to you, simply inform the Legacy Staff at Warm Up Check-In, either as soon as you arrive/know changes apply, or upon the team’s check-in to warm up, and they will register the change. Please make sure that the replacement athlete is added to your Master Participant List in RegChamp, as even if we are unable to update the system in real time, we will still check the system afterwards for the change.

If your replacement athlete does NOT meet the legal requirements for the division entered, then the team may only perform as ‘Exhibition’. All appropriate general safety rules and level rules must still be followed for the division, regardless of the age of performers present. When performing as ‘Exhibition’, the team will still receive a scoresheet, but will not receive an award or a ranking. The programme is also not eligible for a refund or credit of any fees paid.

Last-minute replacement of athletes is limited to 3 performers maximum. Any number that exceeds 3 will also result in the team performing as ‘Exhibition’ only.

Prior to Deadline

You may amend team’s divisions yourself, as required, up until the Deadline of an event, without incurring any admin or adjustment fees. Instructions on how to do this are HERE.

After Deadline

After the Deadline, changes to divisions entered will be subject to additional fees, starting at £75/division change. The only exception to this fee in this timeframe is as follows: There is no fee at this time if you have to adjust a roster and that forces a division change (i.e.- you lose an athlete and that moves you from small/med to extra small).

In order to minimise administrative burden, programmes will be given a set window of time to make changes and any additional fees owing will be calculated after that time. Where any divisions differ* than what was confirmed at the Deadline, a fee per amended division will be added to your invoice and become due immediately.

Payment of these additional fees must be made prior to your Programmes scheduled competed time – either via online payment in advance, or at the Check-In Desk via cash or credit/debit card.

After Final Amendments

After the allocated time window to make amendments, the RegChamp system will be locked and you will no longer be able to make direct changes to your rosters. To request any changes after this point, including changing divisions, you must SUBMIT A CHANGE REQUEST FORM. Requests submitted via email or any other format WILL NOT BE ACCEPTED.

*Division changes as a result of athlete number changes:

Where a division has been split by size and your division needs to change because of changes to your athlete numbers, this will be processed without any additional fees charged. Note that the team may need to be moved in the schedule to accommodate the change, and this may have a knock-on effect on your performance time and thus your travel and accommodation plans.

Note that athlete number changes within 48 hours of event start may not be able to be accommodated in terms of division change. Where athlete numbers are lower than original, the team will be allowed to compete in the original division but may be at a competitive disadvantage. Where athlete numbers are higher and a division change cannot be made, the team will not be allowed to compete in the original division and will be allowed to perform as ‘Exhibition’ only – in this case they will still receive a scoresheet and will be awarded a 'participation' banner at an awards ceremony, but will not receive a ranking. The programme will not be eligible for a refund or credit of any fees paid.

Postage of wristbands is NOT automatic - it must be ordered by the relevant deadline. You can order wristband postage HERE. 

Postage only applies for athlete wristbands and group spectator orders placed by the Gym/Programme. We do not post wristbands for online/individual spectator ticket purchases.

Except where postage has been ordered by the deadline (see above), all wristbands, for athletes and spectators, will be collectable at the Event.

Athlete wristbands and Spectator wristbands ordered via a Group Order will be available to collect from the Coaches Check-In Desk, which will be clearly sign posted near the entry doors at the event. 

Spectators who ordered tickets individually via online purchase will be able to collect their wristbands from either the Box Office, or from mobile Legacy Staff members, by showing their email confirming their ticket purchase. 

All coaches passes will be available at the Coach Check-In Desk, along with the wristbands. 

Programmes will ONLY be assigned Coaches passes based on what staff have been assigned to the event. Note the difference between having your Coach Staff in your Master Staff & Admin list vs Coaches who are actually registered for a given event. Each coach pass will be named and may not be swapped amongst others. See here for details on adding coaches/staff members to the Event Entry.

Each venue we operate at has rules regarding what items can and cannot be brought into the venue. 

Please make sure all your athletes and their families are aware of these rules.

You can see details for each venue via our Parents Page - scroll down to Venue Information.