Insurance and Responsibility

Each player must have medical insurance (related to his Federation, in case the tournament is the season, or a private one). Make sure that all your players are insured both on and off the playing field. IberCup does not carry any group insurance protecting participants in case of injury, illness, death, theft or damage to property and does not accept responsibility in any way for accidents, injury, illness, death or economic loss which may arise in the case of war, warlike events, civil war, revolution or civil disturbances or because of the actions of the authorities, strikes, lockouts, blockades, natural disasters, epidemics or similar events. These issues will be resolved under the responsibility of the teams or groups and are not the responsibility of IberCup or the local organization. Participants from countries that have no medical insurance agreement with the host country must have personal medical insurance.

Cancelation of the Tournament and Force Majeure

In the event that the tournament cannot be held or is postponed due to events beyond the control of the tournament organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the tournament organizers, the tournament organizers cannot be held liable by delegates for any damages, costs or losses incurred, such as transportation costs, accommodation costs, or costs for any additional orders. Under these circumstances, the tournament organizers reserve the right to either retain the entire registration/accommodation fee and to use it for a future tournament, or to reimburse the delegate after deducting costs already incurred for the organization of the tournament and which could not be recovered from third parties. IberCup is not responsible for any economic injuries or losses that may arise in the event of war, war, civil war, revolution or civil unrest or for the actions of the authorities, strikes, blockades, natural disasters, disputes with transport, kidnappings, accidents in the Army and Navy, orders of public institutional departments in the host country and foreign countries, epidemics, attributable to causes of force majeure with quarantine, customs regulations or problems with public immigration, fires, traffic accidents, illnesses, thefts, fraud, violence, heterosexual relationships or similar events, before, during and after the tournament. These issues will be resolved under the responsibility of the teams or groups and are not the responsibility of IberCup or the local organization.

Cancelation regulation

The following conditions apply for group cancellations or individual cancellations. Cancellation must be notified in writing, prior to the start of the tournament. The day that the notification is received by IberCup is the effective cancellation date. It is the responsibility of the group leader to inform all participants of the cancellation policy. If any individual or the entire group cancels their participation anytime after booking, the following cancellation fees will be charged. The first payment in order to book the team slot in IberCup will not be refunded. In case a participant cancels until 90 days before the tournament starts,100% of accommodation, transport or other services, cost may be refunded, provided that there has not already been a deduction of costs incurred for the organization of the tournament and which could not be recovered from third parties. In case a participant cancellation is between 89 days and 60 days before the tournament starts, 50% of the final total amount from accommodation, transport or other services cost will be charged. In case a participant cancellation is 44 days before the tournament starts, until the end of the tournament, the 100% of the final total amount from accommodation, transport or other services cost will be charged (in case the participant sends a valid medical certificate the refund will be considered only as of the local participant fee 100€) In case a participant cancellation is due to transport delays, strikes or force major, IberCup will not refund the costs. In case a team does not appear in the match, IberCup is not responsible and will not refund any of the teams.

Authorizations to participate in IberCup

All foreign teams should request their football federations to send an authorization letter to IberCup (auto@ibercup.com) so they can take part in the tournament. In countries where football is operated by the schools, we also allow teams affiliated by their school football association to take part in our tournament but they need to send to us an authorization letter from the club.

OverAge Players

Special authorizations (number of players per team who are at most one year older than the age of that category) to participate.

Exemptions will be automatically given in the Boys categories to:    
7v7 and 9v9 – 2 Players will be automatically accepted.  
11v11 – 3 Players will be automatically accepted.
11v11 – 2006 and 2008 – 5 Players will be automatically accepted.  

Exemptions will be automatically given in the Girls categories to:    
7v7 and 9v9 – 3 players will be automatically accepted.    
11v11 – 5 Players will be automatically accepted.  

Note that, you cannot use older players by changing them between teams.

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NEXT STEPS
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PROPOSAL
Analyse the proposal for IberCup participation.

FEEDBACK
Comeback with comments and feedback to clarify any pending details.  

REGISTRATION ON THE WEBSITE (CONFIRMATION)
Go to www.ibercup.co.za and choose your tournament.

FIRST PAYMENT (CONFIRMATION)
The first payment will be deducted from the total. The first payment is not refundable.

MYTEAM INFO (CONFIRMATION)
IberCup will send you the manual and tutorial video so you can start to fill in all the details from your teams.

IBERCUP SOCIAL MEDIA (CONFIRMATION)
Team Confirmed. Send us a photo of your logo and from a player in action on a match so we can announce your team in the competition.  

50% DEPOSIT (120 DAYS)
The 2nd deposit is based on half of the total cost from the expected number of people. If the teams don’t know the exact or approximate number of final people, the rule applied in this situation is that the % is calculated based on a minimum of 25 persons for teams that play the formats 11v11 and 9v9, and 20 persons for teams that play the other formats.

ROOM DISTRIBUTION (90 DAYS)
We will need the final number of rooms and type of rooms from your group.

ROOMING LIST DOCUMENT (70 DAYS)
Based on the type of rooms available at the hotel and the previous requests from the team for their room distribution, you will need to fill in all the details from the rooms in our rooming list official document.

FINAL PAYMENT (60 DAYS)
The teams will have only available the number of rooms that are equivalent to the deposits that will be made until this date. 11 – FLIGHT DETAILS (50 DAYS) We will need the number of the flight, air company, origin and arrival time at the destination.

ROOMING LISTS (50 DAYS)
After we get all the details from the rooms in your rooming list official document, we will send this information to the hotel.

PLAYER’S REGISTRATION (50 DAYS)
All players must be registered for the competition on the My Team Info Area. We will not accept any player in the tournament after we reach this date.

ONLINE PLAYER ACCREDITATION (40 DAYS)
We need to have a copy of the ID documents from each player to approve their participation. Before sending the player’s documents to the organization to confirm their identification, teams must have the player’s photo uploaded to their profile, so we can check the ID document with the photo on the website.

TEAMS AUTHORIZATION (40 DAYS)
All foreign teams should request their football federations to send an authorization letter to IberCup info@ibercup .co.za so they can take part in the tournament. Football schools and private football academies need to send to us an authorization letter from the board.  

IBERCOACH APP (30 DAYS)
Follow all the important updates, manage your team information, and access logistic details.

PLAYERS’ PROFILE (30 DAYS)
Individual rankings are allowed if the player is managed during the competition.

INSURANCE AND RESPONSIBILITY (30 DAYS)
Each player must have medical insurance. Make sure that all your players are insured both on and off the playing

PENDING PAYMENTS (30 DAYS)
All the payments received between 30 days prior to the arrival and the day that the tournament starts, will have an extra charge based on a % from the pending amount. For pending payments on the arrival we advise to check on our payment policy. It is not allowed any type of international transfers 15 days before the tournament starts. Hotels – 25% / Schools – 10%

MATCH SCHEDULE IS ON (20 DAYS)
The teams will be listed in the groups. If your team doesn’t appear it means that you have pending situations to solve.

VIDEO MEETING WITH THE TEAM LEADER (10 DAYS)
Don´t miss the opportunity to know more about your stay and participation in the tournament. Information about regulation, logistics, and competition will be provided.

SECURITY DEPOSITS (ON THE ARRIVAL)
Hotel Accommodation
It is necessary to leave a security deposit. 500€ in cash or credit card per team on arrival during “check-in” at the accommodation. If a club travels with 4 or more teams, the hotel will apply a fixed deposit of 2000€ for the entire group. This deposit will be returned maximum 5 days after the checkout if the team doesn’t have any incident. In case the team has any serious incident or causes any damages on the rooms and accommodation facilities this deposit will be lost.

Tournament Incidents
It is necessary to transfer a security deposit 30 DAYS before the tournament starts. 500€ per team. If a club travels with 4 or more teams, the IberCup will apply a fixed deposit of 2000€ for the entire group. This deposit will be returned maximum 15 days after the tournament finishes if the team doesn’t have any incident. In case the team has any serious incident during the matches related to players or parents behavior towards the opponent teams, opponent supporters or referees this deposit will be lost. This rule also applies to damages on facilities or transportation.

WHERE TO GO ON THE ARRIVAL (ON THE ARRIVAL)
Get all the information before your travel to the tournament and know how to meet our official representative.

FACE TO FACE ACCREDITATION (ON THE ARRIVAL)
The team manager is only authorized to carry out face-to-face accreditation to collect the team kit if the online accreditation process is completed.  

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CONFIRMATION IN THE COMPETITION
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The first payment is needed in order to reserve your place in the tournament.

1st Payment:
The first payment is needed in order to reserve your place in the tournament. Until we receive your first payment the team is not confirmed for the tournament. 
= 3000€ (per team) until 7 days after the registration. 

Note: The amount of the first payment will be deducted from the total. The first payment is not refundable.  

2nd Payment:  
Up to 120 days before the start of the tournament
= 50% of the total to pay.

3rd Payment:  
Up to 60 days before the start of the tournament
= 100% of the total to pay (Final Payment).

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PAYMENTS
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Payments Schedule

1st Deposit
The first payment is needed in order to reserve your place as soon as possible. The team is officially registered after the team leader sends out the first deposits. After that, the team leader will have access to the My Team Info area, which will allow the team to register their players in advance in the system.

If you are a non-local team (with accommodation through IberCup), the amount is 3000€ (per team) until 7 days after the registration. 

Note: The first payment will be deducted from the total. The first payment is not refundable.

2nd Deposit
120 days before the competition starts the team must send 50% of the deposit from the total cost based on the expected number of people. The teams can cancel the participation of the players until 90 days before the competition, after this date it is mandatory to present a medical certificate (see cancellation policy in the terms and conditions).

Last Deposit
60 days before the tournament starts the team must pay 100% of the total cost based on the expected number of people, for all the accommodation fees/participation fees and participants with or without accommodation. Both leaders and players pay this fee and everyone that is part of the group.

100% confirmed teams without payment
In cases of teams that have expressed their intention to participate 100%, but are left with their first deposit missing, they may be out of the competition if other teams that were in the same situation, make the 1st deposit before, and, as a result, can fill the last available spots when we reach the maximum limit of teams in the specific category of the tournament.

Pending payments after the deadline

For teams with IberCup accommodation (Non-local)
If the payment balance of the accommodation package reservation in our tournament is still open after the last payment deadline, IberCup informs you that it will not make any advance payments on your behalf or on behalf of the team. 

In the case of teams that want to make any payment later than the payment deadline, and with their reservation already canceled for lack of payments, we inform you that a new request for availability and quotation will be made for the accommodation.

In case of the availability of the accommodation, that quotation will probably be more expensive than the previously agreed value, which means that the final value to pay per person will not be the same.

The confirmation of the final number of rooms, and the ones that will be secured for the teams in the hotels, are based on the total deposits that we have received until 65 days before the tournament starts, following the agreements and cancellation policy that we have with the hotels.

Therefore the rooms and accommodation supposedly hired, will be based only on equivalent to the deposits that were made previously until this deadline.

Payments within 15 days of arrival

For amounts that are pending before the tournament starts, the organization does not accept international transfers 15 days before the team’s check-in date. For these exceptional last-minute payments, the outstanding amount needs to be paid in cash or by credit card at the organization’s Office.

If you are in this situation, please make sure that you will not transfer the money after this period of 15 days before the tournament. We will not consider this transfer and you will have to pay the exact same amount upon the arrival. In case we can confirm after the tournament that in fact we received the payment through that non authorized transfer, we will transfer your money back, nevertheless you will always have to make the payment upon arrival and we will not consider this transfer made outside the regulatory payment dates.

Last-minute payments for additional players

For special cases with last-minute player registrations, the organization doesn’t accept international wire transfers 15 days prior to the team check-in date. For these last-minute exceptional players’ payments, the pending amount needs to be paid by Cash or Credit Card at the organization’s Accreditation Office.

Due payments on the Arrival

In case of pending amounts at the moment of arrival:

1 – Groups travelling by plane, will not have airport transfers or will be allowed to check-in at the accommodation without the amount being paid at the airport or at the IberCup office.

2 – Groups travelling by bus or by their own means, will not be allowed to check in at the accommodation unless the amount is paid at the IberCup office.

3 – Groups that do not have any type of accommodation contracted with IberCup, will not be authorized to carry out accreditation or start the first match in the tournament.

Excluded teams due to late payments

In case you have a pending amount 60 days prior to the competition, please note that your team will be out of the competition.

IberCup will not be able to include the teams in the group stage draw for the match schedule if the number of players that are secured with the previous payments isn’t enough to have the minimum number of players to participate in the competition.