Tennis Hot Shots Community Play – Registration Information
2013/2014
Registration checklist
In order to finalise registration for your Club or Centre you are asked to complete the following:
 Complete the registration form on p.3, p.4 and p.5
 Agree to the Tennis Hot Shots Community Play terms and conditions by signing and dating the
Community
Play agreement on p.12
 Include payment details for the Community Play 2013/14 registration fee
 Return all pages to Jenny Lovegrove at Tennis New Zealand or scan and email to
[email protected]
Please return to:
Jenny Lovegrove
Tennis New Zealand
PO Box 301-346
Albany
Auckland
Please note:

Tennis Hot Shots goes live in New Zealand on October 14th 2013. Please ensure that your Tennis Hot
Shots Community Play Program starts no earlier than the national launch date.

Community Play is recommended to be free of charge to participants. Clubs can charge for Community
Play, but no more than $5 per session.

The above documentation must be provided prior to the commencement of your program.
www.tennishotshots.co.nz
1
Tennis Hot Shots Community Play – Registration Information
2013/2014 (continued)

Tennis Hot Shots participation information (names, gender, contact details etc.) must be provided to
Tennis New Zealand during the first few weeks of your program commencement. This data will be used
to track the growth of the program around the country.

Your equipment kit and program resources will be delivered on receipt of all documentation. You will
be able to order further equipment at special rates from 1st September 2013.

Region or Association staff will be in touch with you to organise attendance on an Introduction to Hot
Shots course near you. Attendance on this course must be prior to the commencement of your Tennis
Hot Shots Community Play program.

It is required that the Community Play Coordinator (and recommended that volunteers 17 years or
older who have unsupervised contact with children under 18 years of age) undertake a ‘child safe’
Police Check. The Community Play Coordinator and volunteers will be required to complete the
appropriate documentation for this check at the Intro to Hot Shots Course.

Coaches, assistants, coordinators or volunteers wishing to deliver Hot Shots in schools must undertake a
‘child safe’ Police Check.

Your Club or Centre will appear as a Hot Shots Community Play venue on the Tennis Hot Shots website
when the above documentation is returned to Tennis New Zealand, and the Tennis Hot Shots website is
live.
www.tennishotshots.co.nz
2
Tennis Hot Shots Community Play - Registration Form
2013/2014
Please print clearly in block letters
Club/Centre Details
Club/Centre Name: ……………………………………………………………………………………………………………………………………..
Address: ……………………………………………………………………………………………………………………………………………………….
Suburb: ………………………………………………………………… City: ………………………………………………………………………….
Postcode: ……………………………………………………………... Telephone: ……………………………………………………………….
Email: ……………………………………………………………………………………………………………………………………………………………
Website: ………………………………………………………………………………………………………………………………………………………
Clubs/Centres must be affiliated in order to be a Community Play venue.
Are you affiliated to Tennis New Zealand through your Region?
 Yes
 No (please contact your nearest Association or Region to affiliate)
Community Play Coordinator Details
Name: ………………………………………………………………………..…………………………………………………………………………………..
Phone Number: ……………………………………………………………………………………………………………………………………………….
Email: ……………………………………………………………………………………………………………………………………………………………….
Position held at Club/Centre: …………………………………………………………………………………………………………………………..
www.tennishotshots.co.nz
3
Tennis Hot Shots Community Play - Registration Form
2013/2014 (continued)
Full names of ALL your Community Play deliverers (even if they are only a maybe at this stage): These deliverers
will be checked as ‘child safe’ after attending an Intro to Hot Shots course. List additional information on a separate sheet if
necessary
Name:
Role (e.g. Parent/Teenage helper/Club admin etc.)
................................................................................
.....................................................................................................
................................................................................
.....................................................................................................
................................................................................
.....................................................................................................
Coach Details (if applicable): List additional information on a separate sheet if necessary
Full names of your Club or Centre Coach and Coaching assistants:
Name: ..............................................................
Qualification/Role: …. ......................................... ……………..
Name: .............................................................
Qualification/Role: .............................................. ………………
Name: ..............................................................
Qualification/Role: .............................................. ………………
Does your Club or Centre have an alignment to a particular racquet brand?
 Wilson
 Head
 Babolat
 Dunlop
 Prince
 No preference
www.tennishotshots.co.nz
4
Tennis Hot Shots Community Play - Registration Form
2013/2014 (continued)
Payment Options
Annual Tennis Hot Shots Community Play Registration Fee: $150 (incl GST)
Your Tennis Hot Shots Community Play Registration expires 30th June 2014
 Cheque made payable to Tennis New Zealand (return with completed registration to address on p.1)
 Direct deposit – internet banking
Date paid:
/
/ 2013
Tennis New Zealand Account Details:
Tennis New Zealand Incorporated, BNZ Wellington, account number: 02-0500-0019031-00
Ensure you write HOTSHOTS-your Club name (e.g. HOTSHOTS-Ace Tennis Club) and retain the receipt of
payment.
TAX INVOICE
GST Reg. Number 28–593–651
This document becomes a tax invoice
receipt for GST purposes upon
payment.
Please retain a copy for your records.
www.tennishotshots.co.nz
5
Tennis Hot Shots Community Play - Agreement
2013/2014
In order to become a Community Play venue you must:

Be an affiliated tennis Club or Regional Centre.

Have access to suitable facilities to run a quality tennis program.

Be willing to embrace members and non-members into your Club or Centre.

Identify a committed Community Play Coordinator to oversee the program.
The Tennis Hot Shots Community Play Program (Program) is available to affiliated Clubs and Centres (Club) in
New Zealand. The Program is designed to provide the opportunity for more kids to play tennis more often in
their community.
As the person authorised to enter into agreements on behalf of the Club, you enter into this Tennis Hot Shots
Community Play Agreement (Agreement) on the Club’s behalf.
This agreement sets out the terms and conditions with which the Club, including all volunteers involved in
the running of the Program at the Club must comply. The Club is responsible to ensure all volunteers and
other individuals involved with running the Program at the Club comply with the terms of this Agreement
Tennis New Zealand may accept or reject this application for registration in its absolute discretion. It is the
Club’s responsibility to ensure that it has met and continues to meet the requirements specified in this
Agreement. If the Club breaches any of these terms and conditions or fails to meet any of the requirements
described in this Agreement, Tennis New Zealand may, in its absolute discretion, suspend or terminate the
registration.
Tennis New Zealand may at any time withdraw a Club’s right to conduct the Tennis Hot Shots Community
Play Program if Tennis New Zealand elects or is compelled or obliged to cease promoting and conducting
the Tennis Hot Shots Program for any reason.
www.tennishotshots.co.nz
6
Tennis Hot Shots Community Play - Agreement
2013/2014 (continued)
A refund will be provided if the application is rejected. Once the application has been accepted, there are no
refunds for registration fees for the Tennis Hot Shots Program (even if a registration is suspended or
cancelled) and registrations are not transferable.
Term: Unless terminated or suspended earlier, this Agreement continues until 30th June 2014
Obligations of the Club
In participating and delivering the Program, the Club consents to being bound by and agrees to:
a)
b)
c)
d)
e)
Be affiliated with your respective Region;
Have Club Committee support of the Program;
Discuss the delivery of the Program with the Club Coach if the Club has a Coach;
Nominate a Tennis Hot Shots Community Play Coordinator (Coordinator);
Comply with all specific Tennis Hot Shots policies and guidelines issued by Tennis New Zealand from
time to time, including any policies, guidelines and procedures issued in relation to the Program;
f) Have the Coordinator and the volunteers undertake training to conduct the Program;
g) Ensure all assistants or volunteers wishing to deliver in a school on your behalf attend an Intro to Hot
Shots course;
h) Provide Tennis New Zealand with feedback about the Program as part of our continual improvement
process if requested by Tennis New Zealand;
i) Collect and share participant data with Tennis New Zealand, Regions and Associations; and
j) Charge no more than $5 per Community Play session.
Safety and Ethics
The Club is responsible for ensuring that any Coaches or other volunteers that are helping with the Program
are dedicated to ensuring the safety and wellbeing of its Community Play participants.
It is required that the Community Play Coordinator and recommended that volunteers 17 years or older who
have unsupervised contact with children under 18 years of age undertake a child safe Police Check. The
Community Play Coordinator and volunteers will be required to complete the appropriate documentation for
this check at the Intro to Hot Shots Course.
www.tennishotshots.co.nz
7
Tennis Hot Shots Community Play – Agreement
2013/2014 (continued)
Tennis Hot Shots Logo and Branding
For the Term of this Agreement, Tennis New Zealand grants to the Club a non-exclusive and non-transferable
licence to use the Tennis Hot Shots Logo and images, in the form provided in the branding suite, for use on
the Club’s website in the Club’s newsletter, and subject to the written consent of Tennis New Zealand, in
other approved marketing and promotional material for the Program.
The Club must comply with the Tennis Hot Shots brand guidelines for the use of the official logo and images.
A copy of the brand guidelines can be obtained in the secure section of the New Zealand Hot Shots website,
once the website is live, and a copy will also be sent to the Club upon receipt of the above documentation.
The Club must only display, use or refer to the Logo as approved by Tennis New Zealand and in good faith
and so as to enhance and promote the goodwill and reputation of Tennis New Zealand and the Tennis Hot
Shots program.
It is imperative that Tennis New Zealand protects its intellectual property and ensures consistent use of its
brand. The Club must use the full program name of ‘Tennis Hot Shots’ in all promotional documents.
Tennis New Zealand reserves the right to make changes to the program name at any stage and the Club must
adhere to these changes at the request of Tennis New Zealand.
Privacy Statement
The Club, Coach and Coordinator all consent to Tennis New Zealand collecting, storing, using and disclosing
personal information in accordance with the Privacy Act 1993.
Release and Indemnity
The Club agrees to carry and accept all risks in the running of the Program and agrees to release, defend,
hold harmless and indemnify Tennis New Zealand and its directors, officers, employees, volunteers, and
agents from and against any actions, claims, demands, expenses and liabilities howsoever arising from any
injury, loss or damage incurred or suffered in connection with the running of the Program. These
indemnities and releases set out above survive the expiry or termination of this Agreement.
www.tennishotshots.co.nz
8
Tennis Hot Shots Community Play – Agreement
2013/2014 (continued)
Intellectual Property
All intellectual property arising in connection with the Program (including the Club’s participation in the
Program and delivering Tennis Hot Shots) shall vest in Tennis New Zealand on creation.
Confidentiality
The Club agrees not to disclose any confidential details or intellectual property of the Program to any third
party, except with Tennis New Zealand’s prior written approval.
Consent to use of Image
In consideration of the Club’s participation in the Program, the Club consents, and agrees to, if requested by
Tennis New Zealand, use its best endeavours to procure the consent of all participants of the Program, to
Tennis New Zealand taking, retaining and reproducing images or likeness’ obtained during the Club’s
participation in the Program in photographs, electronic images, sound recordings and video footage and to
use such images or likeness’ for the purposes of any Tennis New Zealand promotional, advertising, research
or marketing materials (including for the promotion of Tennis Hot Shots). Consent to use of Image is
included on all Tennis Hot Shots participant registration forms.
Discontinuation from the Program
If this Agreement is suspended or terminated, or the Club discontinues from the Program at any stage for
any reason, the Club must not make any further public representation(s) as to its continued involvement
with the Program. Tennis New Zealand may request that the Club return specific promotional items to it
(e.g. banners, posters and signs) and the Club must comply with any such requests immediately. If the Club
fails to comply with such request, Tennis New Zealand reserves the right to collect and remove promotional
items relating to the Program from the Club.
Program Commencement
Tennis Hot Shots goes live in New Zealand on October 14th 2013. Please ensure that your Tennis Hot Shots
Community Play Program starts no earlier than the national launch date.
www.tennishotshots.co.nz
9
Tennis Hot Shots Community Play - Agreement
2013/2014 (continued)
Publicly Displayed Contact Information
Permission is given for the Club Name and Coordinator details (as shown below) to appear on the ‘where can
I play?’ section of the New Zealand Tennis Hot Shots website www.tennishotshots.co.nz
Please provide the Coordinator contact details you would like publicly displayed on the New Zealand Tennis
Hot Shots ‘where can I play?’ section:
Name:
Phone:
Email:
Useful things to know:
As a Tennis Hot Shots Community Play venue, you agree to:

Ensure your program includes the following three key components:
1. A learning through play philosophy
2. The use of scaled equipment i.e. smaller courts, racquets and low-compression balls
3. A progressive pathway via the blue, red, orange and green stages

Consistently comply with the guidelines and usage terms of the New Zealand Tennis Hot Shots logo and
program name.

Promote and advertise Community Play in your local community.

Support the Tennis Hot Shots Coaching pillar at your Club or Centre if there is one.

Nominate a Community Play Coordinator to lead the program. This could be your Registered Tennis Hot
Shots Coach if you have one.
www.tennishotshots.co.nz
10
Tennis Hot Shots Community Play - Agreement
2013/2014 (continued)

Ensure your Community Play Coordinator and other identified volunteers attend an Introduction to Hot
Shots course prior to the commencement of your Community Play program.

Encourage all of your Community Play participants to register to the Tennis Hot Shots website in order
to claim their free gift at www.tennishotshots.co.nz

Put your key deliverers through an Introduction to Hot Shots course and ensure consistency of delivery.

Take on and accept the responsibility of renewing your Community Play registration annually.
Benefits to the Club
In consideration of the Club complying with its obligations, Tennis New Zealand will provide the Club with
the following benefits:
a) Free attendance on an Introduction to Hot Shots course for your Community Play Coordinator and
deliverers
b) A welcome pack on first year sign-up including:
1. A Tennis Hot Shots branded kit bag
2. 1 x mini net
3. 1 x dozen red balls
4. 1 x dozen orange balls
5. 1 x dozen green balls
6. A Tennis Hot Shots Community Play branded fence banner
c) Online resources including:
1. A Community Play manual outlining the core principles of the program
2. Session plans
3. Marketing resources including editable posters and press releases
4. The Tennis New Zealand Tennis Hot Shots logo, web banner and brand guidelines
5. Red, Orange and Green score sheets
d) Discounts on equipment via an online order form on www.tennishotshots.co.nz*
e) Exposure and promotion of your venue on www.tennishotshots.co.nz
f) Free Tennis Hot Shots gifts for every online registered participant
g) National competitions for your registered participants
www.tennishotshots.co.nz
11
Tennis Hot Shots Community Play - Agreement
2013/2014 (continued)
h) Monthly Community Play emails from Tennis New Zealand
i) An attractive second year sign up benefit for Community Play venues (yet to be determined)
*Orders can be placed from 1st September 2013 via an email order form. An order form will be available on
the Tennis Hot Shots website once the website is live. Equipment purchased is not for resale.
SIGNED for and on behalf of the Club by its duly authorised officer:
Name:
Position:
Signature:
Date:
Club Coach Name (if applicable):
Signature:
Club Official Name:
Position:
Signature:
www.tennishotshots.co.nz
12