Chargeable Nomination Meet

🏅 Nomination Feature

The Nomination Feature in ResultsHQ is a paid, advanced feature that allows Centres and/or athletes (and their families) to nominate directly into a meet and/or specific events within a meet through the ResultsHQ platform.

The fee applies to the full functionality of the feature, including both of the following:

1. Eliminating manual data handling, reducing administration time, and improving athlete data accuracy
2. Recording results directly within ResultsHQ, with automatic visibility to athletes and families, while supporting participation across multiple Centres

For more information on multi-centre events, see here: Multi-Centre / Regional Meets with ResultsHQ – Timing Solutions Support Forum

💰 Chargeable Nomination Criteria

A meet becomes chargeable when the following applies:

• There are no fees set up within ResultsHQ. (E.g. It's a free event or if fees have been set up in another platform)

• There are 10 or more nominated (external) athletes with recorded results

• 💲All external athletes in that meet will be billed at the nomination rate in line with the relevant State contract. 

  ❗ ResultsHQ logs all activity within the platform, including when meets, athletes, or results are modified or deleted. Billing will not be adjusted to reflect changes made after an event has taken place.

   

🚫 Non-Chargeable (Exempt) Scenarios

The following situations will not be charged:

• ✅ Paid nominations – where nomination fees are SET UP in RESULTSHQ and the fees are already included in the transaction

• ✅ Personal arrangements – For example, athletes participating across multiple Centres (e.g. due to separated parents)

• ✅ Merged Centre meets (due to small Centre size)
  Where Centres have no choice but to combine for weekly meets due to low numbers or venue limitations.

  Note: We understand that these are out of the control of the Centre, even if the nomination feature is used.

❓ Dispute a Charge?

If you believe you’ve been charged for a meet that should be exempt, please contact us at support@timingsolutions.com.au with the following details:

• State

• Centre

• Meet Name and Date

• Reason why you believe the meet is exempt

If we agree the meet qualifies for exemption, we’ll remove the charge from your invoice.

🧾 Billing – Invoicing

Timing Solutions will issue invoices to the States two to three times per season, aligned with the volume of chargeable nominations. The final invoice will correspond with the last ResultsHQ billing run for the season. States may choose to seek reimbursement from the relevant Centres, where applicable.

Each invoice will be accompanied by a detailed report outlining:

• All nominations that meet the chargeable nomination criteria, including State, Region, Centre, Meet Name, and related details.

❓ FAQ: How are combined meets treated for nomination charges?

• We treat combined meets as a single meet for billing purposes.

• If nomination fees are set up in ResultsHQ for the combined meet(s), they are excluded from chargeable nomination billing.

• If no fees are set up in ResultsHQ, the combined meet will be considered chargeable if there are 10 or more nominated (external) athletes with results across all meets combined - not individually. They will only be charged for once for the event. 

   

Example:
If 3 meets are combined and each has 4 external athletes with results, that totals 12 external athletes.
This meets the chargeable nomination threshold, so all athletes from all 3 meets will be included in the chargeable nomination report and invoiced only once accordingly.