Smokefree Sidelines – Terms and Conditions of Participation
- Introduction
Smokefree Sidelines is a project commissioned by Nottingham City Council Public Health and delivered by The Media Group (TMG) on behalf of the Nottingham and Nottinghamshire Smoking and Tobacco Alliance. The project is endorsed by:
- Nottinghamshire Football Association (Nottinghamshire FA)
- Nottingham Forest Community Trust
- Notts County Foundation
The project supports grassroots football clubs and teams to create healthier, family-friendly sporting environments by promoting smokefree and vapefree sidelines.
The Nottingham and Nottinghamshire Smoking and Tobacco Alliance has a shared ambition to reduce adult smoking prevalence to 5% or lower by 2035 and help create a smokefree generation by ensuring children born in 2022 remain smokefree by their 18th birthday in 2040.
Participation in Smokefree Sidelines is voluntary and is open to eligible grassroots football clubs and affiliated teams located within the Nottingham City boundary.
Whilst the primary focus of the project is youth grassroots football clubs and teams, applications from all grassroots football clubs operating within Nottingham City are welcome.
These Terms and Conditions govern participation in the Smokefree Sidelines programme. Nottingham City Council Public Health and The Media Group reserve the right to amend these Terms and Conditions, the programme offer or the registration process where necessary.
- Eligibility
To participate in the Smokefree Sidelines programme, clubs and teams must:
- Be a grassroots football club or affiliated football team operating within the Nottingham City boundary.
- Agree to support and promote the Smokefree Sidelines principles.
- Complete the required registration process.
- Agree to these Terms and Conditions.
Nottingham City Council and The Media Group reserve the right to verify eligibility and decline, suspend or remove applications that do not meet the programme criteria.
Where a club or team is found to be outside the Nottingham City boundary but within Nottinghamshire County, Nottingham City Council and The Media Group may share the registration details with Nottinghamshire County Council and/or its appointed delivery partners for consideration under the Nottinghamshire Smokefree Sidelines programme or a similar countywide offer.
- Registration Process
Eligible clubs and teams may register through:
- The Nottingham and Nottinghamshire Smoking and Tobacco Alliance website Nottingham and Nottinghamshire Smoking and Tobacco Alliance – Nott Smoking; or
- An approved online registration platform developed and managed by Teamgrassroots &The Media Group.
Registration does not guarantee allocation of resources.
Participants may be asked to provide information relating to their club, teams, facilities and participation levels for eligibility, monitoring and evaluation purposes.
By registering for the programme, participants confirm that:
- They have read, understood and agreed to these Terms and Conditions.
- They are authorised to register on behalf of the club or team.
- The information provided is accurate to the best of their knowledge.
- Resource Packages
Participating clubs and teams may be eligible to receive Smokefree Sidelines resources, which may include football equipment, promotional materials, signage and campaign resources.
Resource packages are limited and will be allocated on a first-come, first-served basis to eligible clubs and teams that successfully complete registration.
To ensure fair distribution across grassroots football:
- Each eligible club may receive one (1) Club Pack.
- A maximum of ten (10) Affiliated Team Packs per club may be allocated.
- Allocations remain subject to stock availability and overall programme capacity.
Club Pack (up to 76 Clubs)
- 1 x Equipment Bag
- 1 x Set of Bibs (22 bibs)
- 10 x Footballs
- 1 x Pavement Board
- 1 x Banner
- 1 x A2 Correx Board
Affiliated Team Pack (up to 200 Teams)
- 1 x Equipment Bag
- 1 x Set of Bibs (22 bibs)
- 4 x Footballs
- 1 x Pavement Board
- No Banner
- No A2 Correx Board
Package contents may vary due to stock availability, supplier availability or operational requirements.
Nottingham City Council and The Media Group reserve the right to:
- Adjust package contents.
- Substitute items with equivalent alternatives of equal or greater value.
- Limit the number of packs allocated to a club or team.
- Refuse applications once available stock has been exhausted.
- Prioritise allocations to ensure fair distribution across eligible clubs and teams.
The final allocation of all resources shall be at the sole discretion of Nottingham City Council and The Media Group.
- Ownership and Use of Resources
All equipment, resources and promotional materials provided through the Smokefree Sidelines programme are awarded to the registered football club or affiliated team.
The resources:
- Belong to the club, team or organisation and not the individual volunteer, coach, manager, parent or player who completed the registration.
- Must remain with the club or team if personnel or contacts change.
- Must not be sold, transferred, exchanged, gifted or otherwise redistributed without prior written approval from Nottingham City Council or The Media Group.
- Should be used to support football activity and the aims of the Smokefree Sidelines programme.
- Remain associated with the participating club or team for the duration of their use.
The club or team shall be responsible for the ongoing care, storage, maintenance and appropriate use of all resources provided through the programme.
Where a club or team ceases to operate within 12 months of receiving resources, Nottingham City Council or The Media Group reserve the right to request the return of any unused equipment, promotional materials or campaign resources for redistribution to another eligible club or team.
- Collection and Delivery
Participating clubs and teams will be responsible for collecting their allocated resources.
Collection opportunities may be organised through:
- Football events;
- Tournaments;
- Community events; or
- Other collection points arranged by The Media Group.
Details of collection arrangements will be communicated separately.
Where a club or team is unable to collect resources, postal delivery may be available at the discretion of The Media Group.
Any postage, packaging or delivery costs shall be the responsibility of the club or team and must be paid before resources are dispatched.
If a club or team:
- Fails to respond to collection communications;
- Failure to collect resources within the specified period of one calendar month may result in their withdrawal. Requests for an extension beyond this period will be considered on a case-by-case basis.; or
- Fails to arrange or pay postage costs where required,
Nottingham City Council and The Media Group reserve the right to withdraw the allocation and offer those resources to another eligible club or team.
- Smokefree Commitment
By joining the programme, clubs and teams agree to:
- Support and promote Smokefree Sidelines campaign messages.
- Encourage players, coaches, volunteers, parents, carers and spectators to respect smokefree and vapefree sidelines.
- Display campaign resources where appropriate.
- Promote positive role modelling for children and young people.
- Help create healthier sporting environments.
- Support a respectful and positive approach to encouraging smokefree and vapefree behaviours.
- Display and maintain campaign resources appropriately.
- Not alter, deface or remove Smokefree Sidelines branding from provided materials.
Participation in the programme does not create any legal enforcement responsibilities for clubs, teams or volunteers.
The Smokefree Sidelines initiative promotes awareness, education and positive behaviour change through voluntary engagement.
- Monitoring, Evaluation and Reporting
Participating clubs and teams may be asked to provide feedback on:
- Their experience of the programme.
- Use of the resources provided.
- The impact of the programme on their club environment.
- Suggestions for future improvements.
Clubs and teams may also be invited to share:
- Case studies;
- Testimonials;
- Photographs;
- Examples of good practice; and
- Other information demonstrating participation in the programme.
Any information collected may be used by Nottingham City Council, The Media Group and programme partners for monitoring, evaluation, reporting, communications and future programme development.
- Photographs, Case Studies and Promotional Activity
By participating in the Smokefree Sidelines programme, clubs and teams acknowledge that photographs, testimonials, case studies and examples of participation may be used by:
- Nottingham City Council;
- The Media Group;
- The Nottingham and Nottinghamshire Smoking and Tobacco Alliance; and
- Supporting project partners
for reporting, evaluation, promotional, educational and awareness-raising purposes.
Participants retain ownership of any materials they submit but grant Nottingham City Council, The Media Group and programme partners a non-exclusive, royalty-free licence to use, reproduce and publish such materials in connection with the Smokefree Sidelines programme.
Where photographs or videos include children or young people, participating clubs and teams are responsible for ensuring that appropriate parental consent and safeguarding requirements have been satisfied before submission.
- Data Protection
Personal information provided as part of the registration process will be processed in accordance with UK data protection legislation.
Information provided may be shared between Nottingham City Council, The Media Group and authorised delivery partners solely for the purposes of:
- Administering the programme;
- Verifying eligibility;
- Managing resource allocation;
- Monitoring participation; and
- Evaluating project outcomes.
Where a registration is received from a club or team outside the Nottingham City boundary but within Nottinghamshire County, participant details may be shared with Nottinghamshire County Council and/or its appointed delivery partners solely for the purposes of assessing eligibility and administering the Nottinghamshire County Smokefree Sidelines programme.
Personal information will not be used for unrelated marketing purposes without consent.
- Removal from the Programme
Nottingham City Council and The Media Group reserve the right to refuse, suspend or withdraw participation where:
- False, inaccurate or misleading information has been provided.
- A club or team is found to be ineligible.
- Resources have been sold, transferred, exchanged or otherwise misused.
- Resources are being used inconsistently with the aims of the programme.
- A participant acts in a manner that may bring the Smokefree Sidelines programme, the Alliance, project partners or endorsing organisations into disrepute.
Removal from the programme may result in resources being withheld, future allocations being cancelled and participation being terminated.
- Liability
Nothing in these Terms and Conditions limits or excludes liability where it would be unlawful to do so.
Neither Nottingham City Council, The Media Group, the Nottingham and Nottinghamshire Smoking and Tobacco Alliance, Nottinghamshire FA, Nottingham Forest Community Trust nor Notts County Foundation shall be liable for any loss, damage or injury arising from the use, misuse, storage or transportation of resources supplied through the programme, except where required by law.
Participating clubs and teams remain responsible for ensuring that all equipment and resources are used safely, suitably and in accordance with any relevant guidance.
Whilst every reasonable effort will be made to provide and distribute resources, Nottingham City Council and The Media Group do not guarantee availability of specific items or delivery within any particular timeframe.
- Changes to the Programme
Nottingham City Council and The Media Group reserve the right to:
- Amend the programme.
- Revise eligibility criteria.
- Adjust allocation limits.
- Modify resource packages.
- Change collection arrangements.
- Suspend, withdraw or discontinue the programme where operational, financial, legal or other circumstances make this necessary.
Any changes will be communicated through appropriate programme channels where reasonably practicable.
- Contact Details
For queries regarding the Smokefree Sidelines programme, registrations, resource allocations or these Terms and Conditions, please contact:
Organisation: _Nottingham City Council
Contact Name: Gita Rana
Email: gita.rana@nottinghamcity.gov.uk
Website: _ Nottingham and Nottinghamshire Smoking and Tobacco Alliance – Nott Smoking
- Acceptance
By registering for the Smokefree Sidelines programme, the club or team confirms that:
- It has read and understood these Terms and Conditions.
- It agrees to participate in accordance with the aims and principles of Smokefree Sidelines.
- The person registering has authority to act on behalf of the club or team.
- The information provided during the registration process is accurate to the best of their knowledge.
- It understands that submission of a registration form does not guarantee receipt of a resource package.
- It accepts that resource allocations will be made in accordance with these Terms and Conditions, available stock and overall programme capacity.