Karate WA Host Club Nomination Form

1. Responsibilities of the Club
   * Ensure all Karate WA Event Hosting Selection Criteria and Event Guideline Requirements are met.
   * Ensure the event meets the requirements for hosting a Karate WA League event.
   * Liaise and collaborate with Karate WA staff and volunteers in organising and executing the event.
   * The host club hires the Karate WA Event Equipment and acknowledges its obligation to take reasonable care of all the Karate WA equipment.
2. Responsibilities of Karate WA
   * Provide event guidelines, rules and regulations to be followed for the event.
   * Provide event support and administration.
   * Ensure the smooth delivery of tournaments and competitions held in WA, which comply with Karate WA policies and processes, WKF and KA tournament requirements, sport standards and legislation.
   * Karate WA agrees for the Host Club to hire and use Karate WA's equipment (Tatami mats, sport specific equipment, coach boxes, signage, PA, computers and monitors, electric cords and cables, scoring equipment, scoring sheets and stationery) for the event.
3. Club Hosting Selection Criteria Requirements
   (as outlined in the Karate WA Event Guidelines)
   * Must be a current member of Karate WA.
   * Must have no outstanding financials with Karate WA.                                                    * Not subject to any disciplinary behaviours or any investigation of a disciplinary action/s.
   * Must be able to meet the Club Hosting Requirements and Event Requirements outlined in these guidelines.
4. Fees and Financial Arrangements
   (as outlined in the Karate WA Event Guidelines)
   *Event Cost Process and Fees
   *Karate WA will collect all event entry fees.
   *The event entry fees will be paid through the Karate WA Event Registration System.
   *Karate WA will book and pay for the following event costs. Karate WA will then on charge these costs to the Host Club.
   Venue Hire
   Medics
   Scoring Software Cost
   *If an external party (venue and medics) increases their fees, this increase will be notified to the Host Clubs. Any increase to event expenses, this will be paid by the Host Club.
   *The Host Club is responsible for booking and paying directly.
   Medals
   Catering
   Refreshments
   *After the completion of the event, Karate WA will pay (or invoice, if the event is in deficit) the event entry less the cost the following event fees.
   Venue Hire
   Medics
   Scoring Software Cost
   Karate WA Event Equipment Hire
   Referee Fees
   *A remittance (or invoice) will be issued within ten (10) business days after the completion of the event.                                                                                                       *All income and expenses will be shown on the remittance or invoice.
5. Karate WA Event Fees - 2026

 

Number	Item	Cost	Event Expense Allocation
1.	Venue Hire	Dependant on Hours $50.50 per hour (includes GST)	Club
2.	Karate WA Equipment Hire	$700 plus GST	Club
3.	Medical	Dependant on Hours - Approx $1100 (includes GST)	Club
4.	Medals	Host Club to source own  Medals	Club
5.	Catering	Dependant on Catering used	Club
6.	Referee Levy	$6.15 plus GST per athlete entry	Club
7.	Event Host Fee (includes Tournament Facilitator Fee)	$1000 plus GST	Club
8.	Equpiment Transport	$220 plus GST	Club

6. Event Guidelines Requirements

* The requirements must be adhered to when hosting a Karate WA event.                      * Information, requirements and processes are outlined in the Karate WA Event Guidelines. This includes (but not limited to).
o Club Hosting Event Requirements
o Venue Tournament Requirements for Karate WA & Karate WA League Events
o Referees
o Event Equipment and Set Up
o Medics
o Refreshments
o Volunteers
o Karate WA Working with Children Policy
o Karate WA League Event Requirements
o Event Fees and Processes
o Event Entry Registration and Processes
o Event Evaluation and feedback

7. Promotion and Marketing
* Both parties agree to collaborate on promoting the event through various channels, including social media, websites, and other promotional materials.
* Both parties agree to allow photography and videoing of the event photography for promotional and archival purposes.
* Any media promotion must include the Karate WA, Karate WA League, CITS and Club Logo.
* Any media releases must include the Karate WA, Club and CITS logo.
* Follow the marketing and brand guidelines outlined in the Karate WA Event Guidelines.
8. Termination
* This agreement may be terminated by either party giving the other party eight (8) weeks written notice.
* Karate WA may terminate this agreement immediately if the Club:
* In the reasonable opinion of Karate WA, the club is unlikely to be able to host the event in accordance with the terms and conditions of this agreement and the Karate WA Event Guidelines.
*Breaches any obligations under this agreement.
*Becomes bankrupt or subject to administration by a trustee in bankruptcy or otherwise insolvent.
*Engages in conduct which, in the reasonable opinion of WAKF, may injure, or tend to injure the business and/or business reputation of WAKF.
9. Confidentiality
* Both parties must keep all confidential information confidential.
* A party must only disclose the confidential information:
To any person on a “need to know basis” for a purpose related to organising, promoting, marketing or conducting the event.
required by Law.
* If a party is required to disclose confidential information by Law, the party must notify the other party of that requirement. If that is not possible, the party must notify the other party of the disclosure immediately after the disclosure.
10. Dispute Resolution
* In the event of any dispute between the parties arising out of this Agreement (including but not limited to the application or interpretation of this Agreement:
* Within Ten (10) business days of a party notifying the other party of the dispute, representatives of each of the parties must meet and use all reasonable endeavours to act in good faith to resolve the dispute by joint discussions.
* Failing agreement under the above clause, the parties must submit the dispute to mediation by a mediator as per the WAKF Member Protection Policy.
11. This agreement:
* Constitutes the entire agreement between the parties as to its subject matter; and

*Supersedes all prior understandings or agreements between the parties and any prior condition, warranty, indemnity, or representation given or made by a party.
*If any party breaches this agreement:
*The other party may not claim damages for personal (including psychological) injury or illness, or for non-economic loss (including pain and suffering or distress) resulting from that breach; and
*Any damages for breach of this agreement will be assessed on the basis that the party in breach would immediately have taken all steps available under the agreement to limit the damage arising from the breach.
*Any changes or amendments to this agreement must be made in writing and agreed upon by both parties.