1. Agreement and authority
This Meet Host Agreement supplements the Terms of Service and applies when a club, school, facility, meet director, or other organization (“Host”) uses VAULTmeet Host or VAULTmeet Live for a real event. The representative accepting it states that they are at least 18, are authorized to bind the Host, and have reviewed the Terms and Privacy Policy.
One More Try Software LLC provides the VAULTmeet software under this Agreement.
VAULTmeet provides software. Host operates the event.
2. Host responsibility
Host is responsible for venue permission, scheduling, staffing, supervision, emergency planning, participant safety, equipment, inspections, insurance, sanctioning, rules, officiating, eligibility, registration decisions, fees, refunds, waivers, and official results.
VAULTmeet does not assume the duties of a meet director, coach, facility operator, safety official, sanctioning body, or governing-body official by supplying software, grouping athletes, recommending opening heights, calculating scores, supplying clock defaults, or exporting results.
3. Authority and participant information
Host represents that it:
- Has authority to operate each event and use the venue and branding it submits.
- Has required notices, permissions, and consents to provide participant and staff information.
- Will not direct a child under 13 to create an account or submit personal information directly.
- Will use participant information only for legitimate event and club administration.
- Will cooperate with verified correction, privacy, access, and removal requests.
- Will not publish private, restricted, medical, or eligibility information unless lawful and necessary.
4. Accounts and staff
Host may not direct any minor to create an account or submit information directly. Before creating or approving a host-managed entry for an athlete under 18, Host must obtain and record the authorizing parent or legal guardian's name, relationship, and confirmation. A coach, administrator, or staff member may not be treated as a guardian unless that person independently holds legal guardian status.
Host will invite only authorized adults, assign least-privilege roles, decide who may create meets, remove access when duties end, protect sign-in links and device codes, and report suspected unauthorized activity. The owner retains organization ownership and deletion or transfer authority.
5. Rules, safety, and contingency planning
Host will select and communicate the applicable NFHS, USATF, World Athletics, school, league, sanctioning-body, facility, and local rules. Host is responsible for qualified personnel, runway and landing-area conditions, equipment and standards, weather decisions, warm-up procedures, emergency response, and any required medical personnel.
Host will maintain a reasonable backup process for scoring and critical records. VAULTmeet should not be the only record where an interruption could compromise the event.
6. Automated recommendations and eligibility
Flight grouping, opening-height recommendations, bar progressions, clock defaults, rankings, and other automated outputs are decision-support tools. Host must review them and remains responsible for athlete placement, fairness, rules, and safety.
Host decides registration windows, capacity, divisions, qualification requirements, waitlists, questions, and entry approval. Host will publish accurate requirements and will not represent that VAULTmeet independently verified identity, age, eligibility, seed marks, or personal records.
7. Meet waivers
VAULTmeet activates its standard participation waiver by default for each meet. Host may adopt that version, upload an approved club PDF, or publish club-authored text. Host is responsible for reviewing and selecting the waiver applicable to its event and venue. Host must identify the correct parties and activity, address adults and minors appropriately, use legally required language, and separate optional media consent.
VAULTmeet may store the text or private PDF object, source type, filename, size, hash, version, signer name, signer capacity, and acceptance time. Replacing a waiver creates a new version and does not change prior acceptances. That storage does not guarantee authenticity or enforceability.
For accountless check-in signing, Host will hand the device to the actual parent or legal guardian, permit review of the complete active waiver, and not type or check acceptance fields for that person. VAULTmeet records the witnessing Host session; this flow does not create an account or require an email address.
8. Publication and results
Host controls whether the meet listing is public or unlisted and is responsible for final result approval and timely correction. Official results published through VAULTmeet are public by default and may feed rankings, search, athlete histories, and club statistics, subject to verified athlete-record privacy controls. Host authorizes that processing and will not represent preliminary live results as final or certified records.
9. Fees, refunds, taxes, and insurance
Host determines entry fees and meet-specific refund rules and must disclose the amount, deadlines, treatment of withdrawals, cancellations and weather, any nonrefundable fee, and the contact for refund requests. Host is the seller for meet entries and is responsible for delivering the event. Stripe Connect is optional and is required only when Host elects VAULTmeet-facilitated online card payments; Host may instead accept direct offline payment and must confirm receipt accurately.
The separately published Entry Fee Processing Addendum, when accepted by the organization owner and commercially activated for Host, governs facilitated online payments. The selected commercial model deducts a 4% VAULTmeet platform fee and the actual Stripe payment-processing cost from Host proceeds. Those costs are not added as separate family surcharges. A family's checkout instead shows the published entry fee plus any applicable sales tax before payment. Existing acceptance of this Host Agreement does not accept that addendum or authorize collection while the commercial activation remains disabled.
A completed refund returns the corresponding 4% fee to Host and reverses Host proceeds proportionally. In the test settlement model, VAULTmeet absorbs the proportional Stripe cost that Stripe does not return for the refunded portion. If Host lawfully retains an entry fee under its published withdrawal policy, VAULTmeet retains the corresponding 4%.
One More Try Software LLC is registered in Texas as a marketplace provider. For transactions in which VAULTmeet is legally responsible for marketplace tax, VAULTmeet will calculate, collect, report, and remit the applicable tax after that workflow is approved and activated. Host must provide accurate event, seller, location, price, and exemption information; preserve supporting records; and remain responsible for taxes outside VAULTmeet's legally assigned marketplace duties. Taxability and exemptions vary by Host, event, jurisdiction, and facts. Automatic tax and the 4% fee remain off until the documented activation gates pass.
Host will maintain insurance reasonably appropriate for its organization, venue, staff, and events and will provide evidence of coverage when reasonably requested.
10. Content, records, and cooperation
Host represents it may use submitted logos, meet names, photographs, and text. Host will keep appropriate source records, insurance and sanctioning documents, incident reports, paper backups, and official result approvals outside VAULTmeet where required, and will reasonably cooperate with security investigations, privacy requests, disputes, legal holds, and claims.
11. Claims, term, and precedence
The organization indemnification provisions in the Terms apply to Host, particularly for third-party claims arising from event operation, safety, staff, equipment, venue, eligibility, waivers, refunds, submitted content, or lack of authority to provide information, except where caused by VAULTmeet or where liability cannot lawfully be shifted.
This Agreement continues while Host uses Host features. A signed order form controls for its specific purchase; this Agreement controls over the general Terms for Host-specific duties. Payment, records, privacy, intellectual-property, indemnification, limitation, and dispute obligations survive as needed.
12. Electronic acceptance and contact
By selecting the Host Agreement acceptance control in a club-owner invitation, the representative intends to sign electronically for the named Host. VAULTmeet records the account, organization, representative title, agreement version, request identifier, and acceptance time in its audit history.
Questions or legal notices may be sent to [email protected].