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Permission to run Tournament or Festival

Does your school run a Sevens Competition, a Festival or a League?

If so, RFU Regulation 15.9 requires you to get approval. This is to ensure that minimum standards are met: First Aid provision, risk assessed, insured, safeguarding and not conflicting with similar events nearby.


Regulation 15.9 Festivals and Fixtures

In Season

15.9.1:  Subject to Regulation 15.6.3, [which places limitations on when U7s to U12s can play] festivals, fixtures and competitions may be played at any time during the Season provided the School’s CSU gives its written approval.  Download Application to organise and send it to David Bowers (details on the form)

Out of Season

15.9.2:   U6s to U18s may only play in festivals or fixtures outside the Season provided that:
(a)   the festival or fixture is classified as a “Pre-Approved Activity”; and
(b)   the hosting Constituent Body has given written approval.

[“Pre-Approved Activity” is defined at 15.6.5 and is about what type of game can be played at different Age Grade levels]

15.9.3:   All festivals and fixtures that do not fall within the definition of “Pre-Approved Activity” are not permitted out of season unless the written consent of the RFU Legal and Governance Director is obtained.

National Festivals

15.9.4:   National Schools’ Festivals may only take place provided the written approval of ERSFU (and the hosting Constituent Body is notified) is obtained.
Applications must be made in good time and by no later than three months prior to the date of the proposed National Schools’ Festival

National Schools Festival or not

For the purposes of Regulation 15.9.4 above a Festival is considered to be “National” if participating Schools are drawn from more than just neighbouring Constituent Bodies and there are more than six entrants.
So - What do you need to do?
Permission – This is needed from either us (Kent Schools RFU) or ERFSU (depending upon the scale of your event).
As a Governing Body the RFU needs to ensure festivals don’t spring up in conflict with other existing planned rugby events. Also we wish to check that welfare, safety and playing regulations and disciplinary procedures are adhered to, so all events conform to high standards that help to reassure families that rugby is a safe and fun environment for young people to associate with.
In the advice below we have highlighted in orange the most relevant things for most events you may consider. Those in blue are more relevant to larger, pan county / country events.
Complete the form Application to organise an event and send it to us. We will advise you as to whether we can sanction the event or, because it involves schools from outside the county, we need to discuss with ERFSU.
Some may well see this as another call on precious time. However, it is worth noting that if anything went wrong and the permission was not in place …… No need to say more.
Advice on Event Pre-planning
Event organisers need to consider the feasibility of the idea before embarking on the detail needed to plan an event:
What – what kind of event are you planning and do you or those you intend to work with have the skills, knowledge, capacity and experience to host a safe and successful event?

Where - Choose a venue appropriate to the setting. Consider how your participants and spectators will get to the venue and can they park cars?

Who – who are you targeting and how will they know you are holding this event? Will visitors have any special needs that you should consider?

When – consider the time of year, the consequences of extreme weather conditions.
Also will it clash with other events organised at the time for the same playing cohort in rugby in your community or national events?

Event Safety Management Plan 

To ensure that the planned event is safe and successful, the following list should be covered as far as they are applicable:

Event Co-ordinator – This person needs to be identified at an early stage

Event Team – Establish an event team and agree responsibilities

Timescale – Allow a minimum of 12 weeks from beginning of planning to event date

 Experience – Discuss what event experience you have of putting on an event

 Health & Safety Policy and Arrangements – Ensure that you have Health & Safety Policy and a written risk assessment stating how you will deal with health and safety issues

Insurance – Ensure that the event is covered by appropriate insurance cover with your LEA or Bursar. If in doubt, contact your KSRFU, or the ERFSU at Twickenham, or your insurer

Attendance - How many people are you planning for? Consider carefully whether your facilities and services match the maximum anticipated attendance of both participants and supporters.

Site Plan - Consider the layout of the proposed venue taking into account access and exits, playing areas and changing facilities, spectator areas, circulation routes, vehicle, toilets, catering; Be wary of field parking being reduced in very wet weather.

Emergency Plan – A formal plan of how you will deal with any emergency situation that may arise. This plan should be the result of hazard spotting and assessing the risks involved with the event. For example, assess your event for the of risk of fire; identify what hazards could cause a fire.

Liaison – if planning a large event discuss your plans with the police, fire brigade, ambulance and first aid providers.

Risk Assessment You will need to provide and produce a copy upon request of an assessment of the above hazards and risks associated with your event and ways in which you intend to reduce the level of risk where found.

Tickets – Will you be selling tickets or controlling entry by some other method into an enclosed event space or is the event open. If open how will you control numbers?

Marketing / publicity - Who are you targeting and how will you attract them?

Stewards Their main responsibility is crowd management. They are also there to assist police and other emergency services. Stewards should be readily identifiable, and provided in the ratio of at least one per 100 persons. They will need briefing/training.

First Aid First aid cover should be provided in accordance with the HSE Event Safety Guide. St John Ambulance and the British Red Cross can advise

Toilets The following tables should be used:
               Female  - 1 WC per 100
               Male      - 1WC for up to 100

 Drinking Water – This should be available at first aid posts

Refuse, litter – The event co-ordinator is responsible for ensuring that provision for the collection and storage of refuse occurs including caterers throughout the event and afterwards.

Sign-posting – All emergency exits, toilets, drinking points, and first aid points should be clearly indicated

Access / Egress for Emergency Services – The routes should be identified by signs and kept clear at all times. When called in emergency the event co-ordinator shall give the correct park access point for the emergency vehicle or appropriate open space in the event of a helicopter.

Child Welfare – You need to consider in your plan how you will ensure child safety, not only of players but other young people attending.

Alcohol - Is alcohol going to be served? You need to define areas and access and apply for a TEN from your local Council, a minimum about a month ahead of the event.