ULTIMATE POOL GROUP STANDARD TERMS AND CONDITIONS

Effective from 1 January 2027

These Terms and Conditions set out the general rules that apply to entry into and participation in events organised or promoted by Ultimate Pool Group Limited (“Ultimate Pool” or “UPG”).

They provide a consistent framework for professional and amateur events while allowing individual tournaments to publish additional event-specific conditions.

Every entrant is responsible for reading these Terms and Conditions and the published information for the relevant event. Payment of an entry fee, acceptance of an invitation, registration for an event or participation in an event constitutes acceptance of these Terms and Conditions.

Scope and Acceptance
Definitions
Playing Rules and Event Conditions
Eligibility, Entries and Draws
Fees, Payments, Refunds and Wristbands
Scheduling, Registration, Lateness and Non-Attendance
Withdrawals, Reserves, Replacements and Walkovers
Event Changes, Cancellation and Rescheduling
Rankings, Seedings, Promotion and Relegation
Prize Money
Match Administration and Player Responsibilities
Venue Conduct, Safety and Guests
Dress, Sponsorship and Branding
Media, Broadcasting, Image Rights and Data
Betting, Integrity and Anti-Corruption
Safeguarding
Player Code of Conduct
Social Media, Public Statements and Grievances
Complaints, Disciplinary Proceedings and Appeals
Changes to These Terms
Liability and General Provisions

Schedule 1 – Women’s Series Eligibility Policy
Schedule 2 – Contact Details
Amendments Made

1. SCOPE AND ACCEPTANCE

1.1 These Terms and Conditions apply to every Player entering or participating in an Event organised or promoted by Ultimate Pool.

1.2 Relevant provisions also apply to Officials, referees, employees, contractors, volunteers, guests, spectators and other persons attending or working at an Ultimate Pool Event where the context requires.

1.3 Each Event may have additional published conditions dealing with its format, eligibility, schedule, prize money, ranking points, shot clock, match clock, dress requirements or other operational matters. Those event-specific conditions form part of the conditions of entry for that Event.

1.4 If an event-specific condition conflicts with these general Terms and Conditions, the event-specific condition will apply to that Event to the extent of the conflict.

1.5 Entering an Event, paying a deposit or entry fee, accepting an invitation, registering at the venue or beginning play confirms that the entrant has read and accepted the applicable conditions.

1.6 Questions about these Terms and Conditions should be directed to an Ultimate Pool Official or emailed to info@ultimatepoolgroup.com.

2. DEFINITIONS

2.1 In these Terms and Conditions:

Event means a tournament, Series Event, qualifier, exhibition, team Event, pairs Event or other competition organised or promoted by Ultimate Pool.

Event Information means the entry notice, tournament webpage, Player Pack, draw, schedule and any additional written conditions published for an Event.

Participant means a Player, Official, referee, employee, contractor, volunteer or other person taking part in or working at an Event.

Player means an individual entrant and, where appropriate, each member of a pairs or team entry.

Tournament Director means the person appointed by Ultimate Pool to oversee and manage an Event.

Ultimate Pool Official means the Tournament Director, Head Referee, referee, director, officer or another person authorised by Ultimate Pool to perform an official function.

Tournament Desk means the designated Event information and administration point, whether physical or digital.

Walkover means a match awarded to a Player because the opponent does not attend, withdraws or is otherwise unable or ineligible to play.

Connected Person means a family member, manager, Player represented by the same manager, business partner or close associate of a Participant.

3. PLAYING RULES AND EVENT CONDITIONS

3.1 Unless the Event Information states otherwise, matches will be played under the International 8-Ball Pool Rules adopted by Ultimate Pool and published on its website.

3.2 An Event may use additional rules, including a shot clock, match clock, golden break, golden duck, lagging procedure, set format or other competition condition. These will be communicated through the Event Information or before play begins.

3.3 Each match will begin with a lag unless the Event Information specifies another breaking procedure. The winner of the lag may choose whether to break first or second.

3.4 Players may use only equipment permitted by the applicable playing rules. A request to use equipment that is not ordinarily authorised must be submitted to info@ultimatepoolgroup.com at least seven days before the Event. Approval is not guaranteed.

3.5 A referee’s decision on a question of fact during a match is final, subject to any immediate escalation permitted under the playing rules. A question about interpretation may be referred to the Head Referee or Tournament Director before play continues.

4. ELIGIBILITY, ENTRIES AND DRAWS

4.1 Ultimate Pool may set eligibility requirements for an Event or Series, including age, ranking, playing status, qualification route, sex category, nationality or residency where lawful and appropriate. The applicable requirements will be stated in the Event Information or a published eligibility policy.

4.2 Ultimate Pool may refuse or cancel an entry where the entrant:

Is ineligible;
Has supplied false, incomplete or misleading information;
Has outstanding sums due to Ultimate Pool;
Is suspended or banned; or
Presents a material operational, integrity, safeguarding or safety concern.

4.3 Ultimate Pool may close entries before the advertised deadline, extend a deadline, operate a waiting list or accept additional entries where reasonably required to administer the Event.

4.4 Draws, formats, group sizes, race lengths and schedules may vary between Events. The relevant Event Information will set out the intended structure.

4.5 Ultimate Pool aims to publish the draw and schedule approximately seven days before an Event where reasonably practicable. This is a target rather than a guarantee.

4.6 Ultimate Pool may correct an administrative error in a draw or schedule and may make a reasonable change required by a withdrawal, ineligibility, venue issue, broadcast requirement or other operational circumstance.

5. FEES, PAYMENTS, REFUNDS AND WRISTBANDS

5.1 Entry fees, deposits, Series fees, wristband charges and other published charges must be paid by the applicable deadlines and in accordance with the payment schedule for the relevant Event or Series.

5.2 Unless the Event Information expressly states otherwise, deposits and entry fees are non-refundable once paid.

5.3 A Player who does not attend every Event within a Series remains responsible for all fees due for the season unless Ultimate Pool confirms otherwise in writing.

5.4 Where a payment is overdue, Ultimate Pool may:

Withhold the Player from a draw;
Suspend the Player’s access to an Event;
Remove the Player’s entry; or
Allocate the place to another Player.

A Player should raise a genuine payment issue before the applicable deadline. Any alternative arrangement must be agreed in writing.

5.5 Where a Series or Event requires a Player wristband, the wristband must be purchased and paid for by the published deadline. A Player without the required wristband may be denied entry, omitted from the draw or replaced without a refund of other fees.

5.6 Rules and charges for parents, guardians, guests and spectators will be published for the relevant Event. A person under the age of 18 must be accompanied as required by the applicable safeguarding arrangements and venue rules.

5.7 Refunds following cancellation or rescheduling are governed by Section 8.

6. SCHEDULING, REGISTRATION, LATENESS AND NON-ATTENDANCE

6.1 Players are responsible for checking the published draw, schedule, table allocation and any notifications issued through Ultimate Pool’s website, scoring system, application, email, messaging service or Tournament Desk.

6.2 A Player should be at the venue at least 30 minutes before their first scheduled match and must complete any required registration or check-in at least 15 minutes before the allocated start time, unless the Event Information states otherwise.

6.3 Matches may start earlier or later than the published time where the Event Information permits this or the Tournament Director reasonably requires it. Ultimate Pool will give as much notice as reasonably practicable.

6.4 A Player must be present, correctly dressed, properly equipped and ready to play at the allocated table when called.

6.5 If a Player is not ready at the scheduled or properly notified start time, the Tournament Director or authorised Official may place that Player “on the clock”. Unless the Event Information specifies a different penalty, one frame may be awarded to the opponent for every completed ten-minute period of lateness until the match target is reached.

6.6 A table allocated to a delayed match may be reassigned. If the late Player subsequently arrives, the match may be moved and may have to wait for another table.

6.7 A Player who expects to be late or absent must notify an Ultimate Pool Official as soon as reasonably practicable and, wherever possible, at least 24 hours before the scheduled start of their first match.

6.8 The Tournament Director may vary a lateness or non-attendance penalty where exceptional circumstances are established.

7. WITHDRAWALS, RESERVES, REPLACEMENTS AND WALKOVERS

7.1 A withdrawal must be communicated directly to an Ultimate Pool Official through the method stated in the Event Information. Telling another Player does not constitute formal withdrawal unless the message is received and acknowledged by an Official.

7.2 A Player who withdraws after the draw is published is not normally entitled to a refund.

7.3 Ultimate Pool may fill a vacancy or bye before or after publication of the draw where it considers this practical and beneficial to the Event. Ultimate Pool is not obliged to fill a vacancy.

7.4 A replacement may be selected from a reserve list, qualification list, ranking list, sponsor allocation, another Ultimate Pool division or by another fair and reasonable method determined by Ultimate Pool.

7.5 Where a vacancy is not filled, the affected opponent will ordinarily receive a Walkover. Ultimate Pool may adjust the draw where reasonably necessary to preserve the integrity or practical operation of the Event.

7.6 A replacement receives only the rights attached to the relevant Event entry and does not acquire any continuing status, ranking entitlement or right to future Events unless the applicable rules expressly provide otherwise.

8. EVENT CHANGES, CANCELLATION AND RESCHEDULING

8.1 Ultimate Pool may make reasonable changes to a venue, date, schedule, field size, format, race length, table allocation or other operational feature where necessary because of circumstances outside its control or for the safe, fair or effective running of the Event.

8.2 Ultimate Pool will provide as much notice as reasonably practicable of a material change.

8.3 If an Event is cancelled and not rescheduled, the applicable entry fee and mandatory Player wristband fee paid for that Event will be refunded. This does not apply where a Player has already been disqualified or has otherwise lost the right to participate.

8.4 If an Event is rescheduled, an entrant will be offered the choice of transferring the applicable entry and mandatory Player wristband fee to the replacement date or receiving a refund of those amounts.

8.5 Unless required by law, Ultimate Pool is not responsible for travel, accommodation, loss of earnings or other personal costs arising from cancellation, rescheduling, delay or a venue change. Players are encouraged to use flexible or refundable arrangements where available.

9. RANKINGS, SEEDINGS, PROMOTION AND RELEGATION

9.1 Where an Event or Series carries ranking points, the points structure and counting rules will be published in the relevant Event Information.

9.2 Ultimate Pool aims to update rankings promptly after an Event, normally within seven days, subject to verification of results and any outstanding disciplinary or administrative matter.

9.3 Invitational Events do not carry ranking points unless the Event Information expressly states otherwise.

9.4 Ultimate Pool may use rankings, protected seedings, qualification positions, sponsor selections or wildcards when constructing a draw, provided the intended method is published or otherwise communicated.

9.5 If a seeded Player does not enter or withdraws, Ultimate Pool may promote the next eligible ranked Player into the seeded position or use another published replacement method.

9.6 Promotion and relegation numbers, eligibility and acceptance requirements will be published for the relevant Series. A promoted Player who declines a mandatory promotion place may be subject to the consequences stated in the applicable Series rules.

10. PRIZE MONEY

10.1 Ultimate Pool will publish the prize fund or available prize information for an Event before play begins. Where the complete breakdown is not initially available, Ultimate Pool will publish at least the leading prize information and provide the remaining breakdown as soon as reasonably practicable.

10.2 Ultimate Pool aims to pay prize money within 20 working days after the Event, provided that it holds complete and accurate payment information and there is no outstanding integrity, disciplinary or eligibility issue.

10.3 Ultimate Pool may deduct an undisputed overdue amount owed by a Player to Ultimate Pool from prize money otherwise payable after notifying the Player of the deduction.

10.4 Prize money and ranking points may be withheld pending investigation and may be forfeited where permitted by these Terms and Conditions following a disciplinary decision.

10.5 Players are responsible for their own tax, reporting and other legal obligations arising from prize money or benefits received.

11. MATCH ADMINISTRATION AND PLAYER RESPONSIBILITIES

11.1 Ultimate Pool will allocate match tables. Allocations may take account of scheduling, fairness, accessibility, sponsors, broadcast requirements, spectators and venue operations and may change at short notice.

11.2 Practice facilities are subject to availability and venue rules. Permission to practise does not give a Player priority over scheduled competition play.

11.3 Coaching is not permitted during a match, including between frames, unless the rules of a pairs or team Event expressly allow it. Coaching may take place during an authorised break of at least ten minutes.

11.4 A Player must not use a mobile telephone, smart watch, headphones or another communication device during a match, including between frames, except during an authorised break of at least ten minutes or where special permission has been granted.

11.5 The Tournament Director may introduce or alter shot-clock conditions where a match is running late or a Player is unreasonably delaying play.

11.6 Matches should be played to completion unless a referee or Tournament Director permits otherwise. Deliberately failing to complete or improperly conceding a frame or match may result in disciplinary action, including loss of prize money or ranking points connected with the incident.

11.7 A Player may take a prompt toilet, refreshment or medical break where reasonably necessary. The Player should inform the opponent or an Official before leaving the playing area. Smoking or vaping breaks are not permitted during a match except during an authorised break of at least ten minutes.

11.8 If a cue is materially damaged during play, a referee or Tournament Director may allow an equipment timeout of up to 15 minutes. The Player must resume promptly or may be penalised under the lateness procedure. An equipment timeout may be refused during a timed match where it would materially disrupt the Event.

12. VENUE CONDUCT, SAFETY AND GUESTS

12.1 Everyone attending an Event must comply with venue rules, safety instructions and reasonable directions given by Ultimate Pool, venue staff, security staff and emergency services.

12.2 Players are responsible for encouraging their guests and supporters to behave appropriately. A guest or spectator may be refused admission or removed for abusive, disruptive, unsafe or otherwise inappropriate behaviour.

12.3 Alcohol must not be consumed within the designated playing area. A Player must not consume alcohol during active match play, including between frames, but may do so responsibly away from the playing area during an authorised break of at least ten minutes.

12.4 A Player who appears unfit to compete safely or properly because of alcohol may be prevented from starting, removed from a match or disqualified by the Tournament Director.

12.5 The possession, supply or use of illegal drugs is prohibited. Ultimate Pool may adopt an anti-doping policy or the policy of a recognised governing body and may conduct testing where this has been properly notified and is carried out lawfully.

12.6 Only authorised traders or licence holders may sell or promote goods or services at an Event. Unauthorised selling may result in removal from the venue and further action.

12.7 A person must not damage or misuse a venue, table, equipment, production asset or another person’s property. The responsible person may be required to meet the reasonable cost of repair or replacement.

Filming and Recording

Ultimate Pool has historically displayed signage at its venues setting out restrictions on unauthorised filming, recording and the use of body-worn cameras. The provisions below formalise those existing venue requirements within these Terms and Conditions.

12.8 Spectators, guests and other attendees must not photograph, film, record or livestream a match, playing arena, production area, Player, Official, member of staff or another person at an Event unless the activity is permitted by Ultimate Pool and complies with any venue rules, signage or instructions.

This applies to mobile telephones, cameras, body-worn cameras, body cameras, smart glasses and any other recording or streaming device.

12.9 Ultimate Pool may refuse permission for recording or direct a person to stop recording where it reasonably considers that the recording, the way it is being made, its subject matter, intended use or likely publication:

Is disruptive, intrusive or unsafe;
Interferes with a match, broadcast or Event operation;
Breaches or is likely to breach another person’s privacy;
Is commercially prejudicial; or
Is otherwise not in the best interests of Ultimate Pool, its Events, Players, Officials, staff, broadcasters, sponsors, commercial partners or attendees.

12.10 A person who records without permission or fails to comply promptly with an instruction to stop may be refused admission, required to leave the playing arena or removed from the venue. Ultimate Pool may also restrict that person’s attendance at future Events or take further action under these Terms and Conditions where appropriate.

13. DRESS, SPONSORSHIP AND BRANDING

13.1 Players must comply with the dress requirements published for the relevant Event or Series. Unless otherwise stated, Series Players must wear the official or approved playing shirt allocated for the current season.

13.2 Required trousers, footwear, shirt style, logo positions, dimensions and reserved sponsor spaces will be stated in the current dress code, Player Handbook or Event Information.

13.3 A Player must arrive ready to play in compliant attire. A Player who is not correctly dressed may be required to change, cover or replace an item before being treated as ready to play and may be subject to a published standard penalty.

13.4 Personal sponsorship is permitted subject to approval requirements and any protected category, official supplier, broadcaster, Series sponsor or Event sponsor notified by Ultimate Pool.

13.5 Ultimate Pool may reserve specified locations on playing attire for its own branding or that of an Event, Series or commercial partner.

13.6 A sponsorship arrangement proposed for several Players, or branding that may conflict with an Ultimate Pool commercial partner, requires prior written approval.

13.7 The following branding is prohibited:

Adult entertainment or gentlemen’s clubs;
Sexually explicit or pornographic services;
Escort services;
Offensive, discriminatory or unlawful material; or
Branding or wording otherwise unsuitable for a family and broadcast audience.

13.8 Ultimate Pool may require inappropriate, unauthorised or commercially conflicting branding to be removed, covered or replaced before a Player competes or participates in media, broadcast or promotional activity.

13.9 Reasonable consideration will be given to medical, religious, disability-related and other legally protected requirements. A Player should raise a requested adjustment as early as reasonably practicable.

13.10 Ultimate Pool is not responsible for a Player’s loss arising from an unauthorised sponsorship or non-compliant item of clothing. Players should obtain approval before committing to production or display where there is any uncertainty.

14. MEDIA, BROADCASTING, IMAGE RIGHTS AND DATA

14.1 Events may be photographed, filmed, streamed, recorded and broadcast live or on delay through television, online, social-media and on-demand services.

14.2 By entering or attending an Event, a Player permits Ultimate Pool and its authorised broadcasters, production partners, media partners, sponsors and licensees to record and use the Player’s name, image, voice, likeness and Event performance for:

Event coverage;
Results and rankings;
Archive purposes;
Editorial use;
Promotion of Ultimate Pool and its Events; and
Reasonable commercial exploitation connected with Ultimate Pool and its Events.

14.3 Players may be required to participate in reasonable interviews, introductions, official photographs and promotional activity connected with an Event.

14.4 Ultimate Pool may publish Players’ names, draws, schedules, results, rankings, photographs and Event footage and may share relevant information with broadcasters, venues, scoring providers and Event partners.

14.5 Personal data will be processed in accordance with applicable data-protection law and Ultimate Pool’s published privacy information.

14.6 Players must keep their contact and payment details accurate and up to date. Unsubscribing from marketing communications does not prevent Ultimate Pool from sending necessary administrative or Event-related information.

14.7 A Player with a genuine concern about a particular use of their image or personal information should contact Ultimate Pool as early as possible. Ultimate Pool may be unable to accommodate a restriction that is incompatible with the broadcast or operation of the Event.

15. BETTING, INTEGRITY AND ANTI-CORRUPTION

15.1 A professional Player must not bet on any Ultimate Pool Event in which they are participating or have participated. An Official must not bet on an Event at which they are working.

15.2 A Participant must not:

Fix or improperly influence a match, frame, score, incident or other aspect of an Event;
Offer, request, accept or provide a bribe or improper benefit;
Agree to manipulate play or a result; or
Seek a financial or other benefit connected with doing so.

15.3 A Participant must not deliberately fail to perform to the best of their ability in return for a benefit and must not encourage, assist or attempt another integrity breach.

15.4 Non-public information obtained through participation or employment must not be used or shared for betting purposes or supplied for reward.

15.5 An approach to influence or manipulate play must be reported to an Ultimate Pool Official as soon as reasonably practicable and, where possible, within 24 hours. A Participant who becomes aware of another suspected integrity breach must also report it promptly.

15.6 Participants must reasonably cooperate with a legitimate integrity investigation. Any request for records, accounts, communications, documents or electronic devices must be proportionate, relevant to the suspected breach and handled in accordance with applicable law and data-protection requirements.

15.7 Ultimate Pool may impose an interim suspension where reasonably necessary to protect an Event or investigation. An interim suspension is not a finding of guilt.

Calcuttas, Player Auctions, Sweepstakes and Side Betting

15.8 A person must not organise, operate, advertise, promote, facilitate, collect money for or participate in a Calcutta, Player auction, sweepstake, side bet, betting pool or similar arrangement connected with an Ultimate Pool Event unless Ultimate Pool has given prior written approval and the activity is conducted lawfully.

For this purpose, a Calcutta or Player auction includes any arrangement in which a person bids for, buys or otherwise acquires a financial interest in the performance or result of a Player, pair or team.

15.9 Ultimate Pool may direct any unauthorised or inappropriate betting activity to stop immediately. A person who fails to comply may be refused admission, removed from the venue, suspended from an Event or referred for disciplinary action.

Ultimate Pool is not responsible for any stake, payment, prize, debt or loss arising from an authorised or unauthorised private betting arrangement.

Protection of Under-18s

15.10 A person under the age of 18 must not be invited, permitted or encouraged to:

Place a bet;
Open or use a gambling account;
Bid in or enter a Calcutta or Player auction;
Participate in a gambling sweepstake, side bet or betting pool;
Collect stakes or gambling payments; or
Promote or facilitate gambling activity.

Gambling Advertising and NxtGen Players

15.11 Gambling advertising, branding, promotional activity, offers, inducements, merchandise, account-opening activity or direct marketing must not be specifically directed at or targeted towards NxtGen Players or any other person under the age of 18.

A gambling operator, representative or promoter must not approach an under-18 Player for the purpose of encouraging gambling, opening an account, placing a bet or engaging with a gambling promotion.

Gambling-Free Areas and Content

15.12 Ultimate Pool may designate NxtGen and junior playing areas, seating areas, presentation areas, media backdrops, photographs, livestreams, broadcasts and promotional content involving under-18s as gambling-free.

Ultimate Pool may require gambling branding, promotional material, links, QR codes or representatives to be removed, covered, relocated or excluded from those areas or content.

Approval of Gambling Promotions

15.13 All betting and gambling advertising or promotional activity at an Event requires Ultimate Pool’s prior approval and must comply with applicable law, licence conditions and advertising rules.

Ultimate Pool may impose restrictions that are stricter than the minimum legal requirements where it considers this appropriate to protect children, young people, Participants, its Events or its reputation.

16. SAFEGUARDING

16.1 Ultimate Pool is committed to protecting children, young people and adults at risk who attend, participate in or work at its Events.

16.2 All Participants must:

Treat children, young people and adults at risk with dignity and respect;
Comply with safeguarding instructions and venue requirements;
Report concerns promptly; and
Avoid conduct that could reasonably place another person at risk.

16.3 A person under the age of 18 must be accompanied where required by the Event Information, venue rules or safeguarding arrangements. The accompanying adult remains responsible for appropriate supervision except where Ultimate Pool has expressly accepted responsibility for a supervised activity.

16.4 Ultimate Pool will manage safeguarding concerns confidentially so far as reasonably possible, record and store relevant information securely and share information with appropriate agencies where necessary to protect a person or comply with the law.

16.5 A safeguarding concern should be reported to the nominated Safeguarding Lead. An immediate danger or emergency must be reported to the emergency services.

16.6 Ultimate Pool will take reasonable steps to ensure that persons working directly with children or adults at risk are suitable for their role, including obtaining criminal-record checks where required.

17. PLAYER CODE OF CONDUCT

17.1 Every Player must:

Play in accordance with the rules and use reasonable efforts to perform to the best of their ability;
Act professionally, respectfully and sportingly on and off the table at an Event;
Follow reasonable instructions from referees, the Tournament Director and authorised Officials;
Treat opponents, Officials, staff, contractors, spectators, venues and equipment with respect;
Avoid threatening, intimidating, abusive, harassing, bullying or unlawfully discriminatory conduct;
Control their temper and avoid conduct that creates a safety risk or serious disruption;
Not sell unauthorised goods or services at an Event;
Not deliberately manipulate a match or assist another person to breach the integrity rules; and
Raise concerns through the appropriate channels and cooperate with a reasonable investigation.

17.2 Conduct away from an Event may be dealt with under these Terms only where it has a sufficiently close connection with Ultimate Pool, its Events or Participants, or could reasonably cause serious harm to safety, integrity or Ultimate Pool’s reputation.

18. SOCIAL MEDIA, PUBLIC STATEMENTS AND GRIEVANCES

18.1 Ultimate Pool encourages Players and Officials to use social media positively and to promote themselves, their sponsors, Ultimate Pool and the sport.

18.2 A Participant must not publish, share or endorse content connected with Ultimate Pool that is threatening, discriminatory, knowingly false, seriously abusive or reasonably likely to bring Ultimate Pool or the sport into serious disrepute.

18.3 Reasonable criticism, a genuine opinion or a properly raised complaint will not by itself amount to misconduct. The manner, accuracy, seriousness and likely impact of the communication will be considered.

18.4 A grievance arising at an Event should be raised with a referee, Head Referee, Tournament Director or other authorised Official. A grievance raised away from an Event should be sent to info@ultimatepoolgroup.com.

18.5 Ultimate Pool aims to acknowledge or respond to a written grievance within five working days, although a full investigation may take longer.

18.6 Participants are encouraged to allow Ultimate Pool a reasonable opportunity to address an operational grievance before escalating it publicly. This does not prevent a person from reporting a safeguarding concern, criminal matter, regulatory issue or other protected disclosure to an appropriate authority.

19. COMPLAINTS, DISCIPLINARY PROCEEDINGS AND APPEALS

19.1 An alleged breach may be reported verbally at an Event or in writing afterwards. Ultimate Pool may conduct a proportionate preliminary investigation and gather relevant evidence.

19.2 Where immediate action is reasonably necessary to protect safety, safeguarding, integrity, the orderly running of an Event or other Participants, an authorised Official may:

Give an interim direction;
Remove a person from a venue;
Disqualify a Player from the affected match or Event; or
Impose an interim suspension pending further review.

19.3 Where a formal disciplinary process is required, the person concerned will be informed in writing of the substance of the allegation and given a reasonable opportunity to respond. They may be accompanied by a chaperone or representative.

19.4 A disciplinary panel will normally consist of at least two Ultimate Pool directors or officers. A person directly involved in the alleged incident should not determine the outcome wherever reasonably practicable.

19.5 The outcome and reasons will be confirmed in writing. Ultimate Pool aims to do so within seven days after the hearing or final written submissions but may take longer where further consideration is reasonably required.

19.6 Depending on the seriousness, repetition and circumstances, available outcomes include:

No action;
Advice, an informal warning or a formal warning;
A requirement to apologise, rectify conduct or comply with conditions;
A standard, suspended or immediate fine;
Loss of a frame, match or Event entry;
Disqualification or a suspended or immediate suspension or ban;
Loss or repayment of prize money, ranking points or an entry fee connected with the breach; and
Removal of status or eligibility where the applicable rules permit.

19.7 A sanction must be proportionate to the established breach. Ultimate Pool may publish a standard penalties schedule for common operational offences but may depart from it where the circumstances reasonably justify a different outcome.

19.8 A material decision may be appealed within the period stated in the written outcome. An appeal should identify:

Relevant new evidence;
A material procedural issue;
A clearly unreasonable or disproportionate sanction; or
Another substantive reason for reconsideration.

19.9 An appeal will be considered by persons who did not determine the original outcome wherever reasonably practicable. The appeal may be decided on documents or at a hearing, depending on the issues raised.

19.10 Ultimate Pool may publish a disciplinary outcome where it reasonably considers publication appropriate in the interests of transparency, safety, integrity or deterrence. It is not required to publicise every disciplinary matter and will take account of privacy, safeguarding and legal considerations.

19.11 Ultimate Pool will keep an appropriate written record of complaints, investigations, hearings, decisions and appeals.

20. CHANGES TO THESE TERMS

20.1 Ultimate Pool may update these Terms and Conditions where reasonably required for legal compliance, safety, safeguarding, integrity, fair competition, Event administration or commercial protection.

20.2 The current version and effective date will be published on the Ultimate Pool website. Material changes affecting an existing entry or Series will also be communicated through an appropriate Player communication channel.

20.3 A change will not operate retrospectively to create a disciplinary breach for conduct that occurred before the change took effect.

20.4 An urgent temporary direction may be issued during an Event where necessary to deal with an unforeseen operational or safety issue. The direction must be reasonable and will apply only for as long as required.

21. LIABILITY AND GENERAL PROVISIONS

21.1 Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

21.2 Subject to Clause 21.1 and applicable consumer law, Ultimate Pool is not responsible for indirect or consequential loss, loss of profit, loss of opportunity or personal travel and accommodation costs arising from participation, delay, schedule changes, cancellation or rescheduling.

21.3 Players participate at their own risk and are responsible for deciding whether they are medically fit to compete. A Player should seek appropriate medical advice where necessary and notify Ultimate Pool of any reasonable adjustment required.

21.4 Ultimate Pool will take reasonable care in organising Events but cannot guarantee uninterrupted play, broadcast coverage, a particular table allocation, a particular opponent or participation in every advertised feature of an Event.

21.5 If any provision is found to be invalid, illegal or unenforceable, it will be treated as removed to the minimum extent necessary and the remaining provisions will continue in force.

21.6 A failure or delay in enforcing a provision does not waive the right to enforce it later.

21.7 These Terms and Conditions and the applicable Event Information form the general conditions of entry. They do not create an employment, partnership or agency relationship between Ultimate Pool and a Player.

21.8 These Terms and Conditions are governed by the laws of England and Wales. The courts of England and Wales will have jurisdiction, subject to any mandatory rights a consumer may have in another jurisdiction.

SCHEDULE 1 – WOMEN’S SERIES ELIGIBILITY POLICY

This Schedule applies to entry into an Ultimate Pool female competition category. It should be reviewed separately before publication to ensure that it reflects current law, governing-body requirements and Ultimate Pool’s most recent expert and legal advice.

S1.1 Ultimate Pool recognises the Open category as open to all eligible entrants regardless of sex, subject to the rules of the relevant Event.

S1.2 Eligibility for the Women’s Series and other female categories will be determined in accordance with the eligibility policy formally adopted and published by Ultimate Pool for the relevant season.

S1.3 The policy will be applied consistently, respectfully and in accordance with applicable law. Questions about eligibility will be handled as confidentially as reasonably possible.

S1.4 Ultimate Pool maintains a zero-tolerance approach to unlawful discrimination, harassment and abuse. Eligibility decisions do not permit mistreatment of any person.

S1.5 This eligibility policy relates only to competition categories. It does not determine eligibility for employment, volunteering, officiating or attendance as a spectator.

SCHEDULE 2 – CONTACT DETAILS

General questions, grievances and Event administration
Email: info@ultimatepoolgroup.com

Safeguarding Lead
Zac Leonard
Telephone: +44 7809 616876
Email: zac.leonard@ultimatepoolgroup.com

Emergency assistance
Contact the local emergency services. In the United Kingdom, call 999.

AMENDMENTS MADE

24 August 2022 – Addition to Section Five

If a Series Player attends a Series Event without the polo shirt or playing shirt supplied to them, they must purchase an official Ultimate Pool polo shirt as a replacement at the venue and wear it before they will be considered ready to play.

It was also stated that, from 2023, Series Players would be permitted to wear an Ultimate Pool or Badger Sportswear polo shirt supplied by or purchased from Ultimate Pool. This provision was subsequently replaced by the amendment dated 16 November 2022.

12 September 2022 – Addition to Opening Summary

Clarification that it is the Player’s responsibility to remain aware of any changes to these Terms and Conditions, to read them before each Event and to keep Ultimate Pool informed of any changes to their contact details.

12 September 2022 – Addition to Rule 14 in Section One

The term “smart watch” was added to the restriction relating to the use of communication devices during matches.

18 October 2022 – Addition to Rule 3 in Section One

Players classed as professional by another 8-ball pool organisation were prohibited from entering an Ultimate Pool Series, including the Professional Series, Challenger Series and Women’s Series.

Eligibility requirements are now governed by the current published Event and Series eligibility provisions.

16 November 2022 – Amendment to Section Five

For the 2023 season, Series Players were required to wear the shirt allocated to them for that season, although their 2022 Series shirt was also permitted.

This replaced the earlier provision allowing Players to wear any Ultimate Pool or Badger Sportswear polo shirt supplied by or purchased from Ultimate Pool.

16 November 2022 – Addition to Rule 5 in Section One

Ultimate Pool was given the right to place a wildcard Player into a seeded position for an Event.

15 March 2023 – Amendment and Addition to Rule 6 in Section One

Relegation provisions were added.

Professional snooker Player wildcards holding Ultimate Pool professional Player status were made exempt from relegation.

24 October 2023 – Amendment to Section Four

The relevant policy was amended to provide clearer guidance.

24 October 2024 – Multiple Amendments

Amendments were made concerning:

Accommodation and wristband requirements;
The wording of the eligibility policy for the Women’s Series;
Ranking lists covering all Series Events; and
Other Series and competition categories, including Junior and Senior Events.

23 April 2025 – Amendment to Women’s Series Policy

The previous Transgender Policy was removed and replaced with an Eligibility Policy for the Women’s Series.

9 October 2026 – Comprehensive Review and Update for 2027

The Terms and Conditions were comprehensively reviewed, rewritten and restructured in preparation for the 2027 season, introducing clearer provisions across Event administration, participation, conduct, media, integrity, safeguarding, discipline and liability.

The filming and recording provisions formally incorporate Ultimate Pool’s existing venue rules and signage concerning unauthorised filming, mobile phones, cameras, body-worn cameras, smart glasses and other recording equipment.

Ultimate Pool may direct a person to stop recording and may remove or restrict a person where filming is disruptive, intrusive, commercially prejudicial or otherwise not in the best interests of Ultimate Pool, its Events or the people involved.

New betting and integrity provisions were also added concerning Calcuttas, Player auctions, sweepstakes, side betting and similar gambling arrangements.

Additional protections were introduced for NxtGen Players and other persons under the age of 18, including restrictions on gambling participation, gambling promotions, betting advertising and the display of gambling branding in designated junior areas or content involving under-18s.