Tournament Information

Player Dispensation

For all age groups, up to 2 players may be permitted to play who are no more than one year older than the standard age for the group. Special dispensation for these over-age players must be requested no later than fourteen days before the event begins.

Guest Players

Each team may register a maximum of ONE guest players. Guest players are defined as individuals who are not currently registered with the team’s club. Teams must provide documentary evidence, verified by their club secretary, to confirm that each guest player is of the correct age. Guest players must also bring this documentation to the event for inspection.

Number of Teams and Players

Due to high demand across the event, we enforce entry limits. For any non competitive festivals, no more than five teams may enter per age group, to which each ability tier allows a maximum of two teams per age group. Priority is given to teams that have both registered and paid their entry fee, and the official registration date is recorded as the date payment is received.

With more than 600 teams expected to participate, younger age groups in particular reach full capacity quickly, so teams are strongly encouraged to register early.

Squad size limits apply to each format. A 3v3 team must register at least three players and no more than 5 players. For 5v5, the minimum is five and the maximum nine. For 7v7, the range is seven to eleven. For 9v9, it is nine to fourteen. For 11v11, the squad must include at least eleven and no more than twenty players. Additional players may only be permitted under certain circumstances and must be approved by the Event Committee in advance.

Coaches Permitted

Only qualified leaders or officials approved by their national football body are permitted, and proof of qualifications may be requested during registration. All leaders will receive official passes at the tournament and must be submitted on our event portal.

Awards and Prizes

Every player will receive a commemorative medal at the conclusion of their age group competition. Medals must be collected in person at the main venue on the designated stage. The tournament does not post medals under any circumstances, and teams or players who miss the official presentation forfeit their awards. Full presentation times are available in the tournament app or from the venue coordinator.

All non-competitive festival matches will be played on a friendly, round-robin basis. No results will be recorded for these games.

It is customary, though not compulsory, for teams to exchange pennants or small mementos before matches, reflecting the festival’s spirit of friendship and goodwill.

Permits

All teams are advised to request a tournament permit from their local or national football association. While not mandatory for non English teams, it is strongly recommended. For teams affiliated with the English Football Association, however, the relevant permit is required under FA regulations.

Visa Applications

Teams requiring visas must secure approval at least thirty days before the tournament begins and provide proof of approval within this timeframe. Failure to do so will result in the revocation of the team’s place and forfeiture of all fees paid. In some cases, the fees may be credited toward the following year’s event at the discretion of the organisers.

Live Streaming and Recording Policy

The Grassroots International Cup prohibits all live streaming and match recording at event venues. This ban applies to all recording equipment, including Veo cameras and similar devices. Any participant or spectator using unauthorised equipment risks confiscation of the device, removal from the venue, or a charge of £5 per camera per game, which equates to approximately £300–£400 per device across the tournament. All participants and spectators are expected to comply fully with this regulation, and breaches may result in additional sanctions.

Insurance and Responsibility

All players must be insured for both matches and leisure activities. The tournament does not provide group insurance, and coverage must therefore include injury, illness, theft, damage to property, or communicable diseases. International participants from countries without reciprocal medical agreements with Scotland must obtain personal medical insurance before travelling. Teams are strongly advised not to leave money or valuables in changing rooms, as the organisers accept no liability for loss, theft, or damage.

Registration, Payments, and Fees

To secure a place in the tournament, teams must complete the full registration process and submit their entry fee via the official online system. Bank transfers are not accepted. Where the bank transfer option is selected, teams will instead receive automated payment links until full payment is received. The official timestamp of registration is recorded only upon receipt of payment.

Team approval is not automatic. A confirmation email is issued after registration, with a separate approval email sent within seven days. Teams placed on the standby list may either be awaiting committee review or entering an age group that has already reached full capacity.

Teams are responsible for registering in the correct age group. If a mistake is made and the correct age group is already full, no refund will be issued. Withdrawal after approval and payment is strictly non-refundable, although in exceptional cases a credit note may be granted. If a team is not approved or withdraws from the standby list, a refund will be issued less a 3.9% transaction fee.

By registering, all team leaders agree that the tournament service includes access to the online portal and full participation in the event.

Accommodation Regulations

All teams participating in the two day competitive tournament based more than sixty miles from the venue or located outside England must stay in official accommodation unless agreed to by the committee. Teams choosing non-official lodging will incur an additional charge of £500–£750 per team.

To prevent circumvention, if any team or individual within a group contacts an official accommodation partner directly rather than through the event, their registration will be cancelled. 

Groups booking official accommodation must do so collectively, with a minimum of sixteen people per booking unless otherwise agreed. Adult-to-child ratios also apply (dependant on selected accommodation): Each unit must include at least one responsible adult over 18 years.

Cancellation and Force Majeure

If the event is cancelled or postponed due to circumstances beyond the organisers’ control, including force majeure events such as civil unrest, strikes, or communicable diseases, the organisers cannot be held liable for costs incurred by delegations, such as travel, accommodation, or other losses. In such cases, the organisers may either retain the full fees as credit toward a future tournament or provide refunds minus non-recoverable costs.

The tournament is not responsible for injury or economic loss arising from war, revolution, civil disturbances, or related causes.

Insurance Coverage

The 2027 Grassroots International Cup is covered by Public Liability insurance provided by Sports Pathway Group. This does not extend to individual teams or participants, nor to person-to-person incidents such as personal accidents. Teams are strongly advised to arrange suitable insurance, including holiday coverage, for the duration of the event.

General Regulations

Dogs and other animals are not permitted at any venue, with the exception of assistance dogs. Alcohol, barbecues, and smoking are also strictly prohibited. All participants, officials, and spectators must comply fully with these regulations at all times.