2018 Teachers Event Manual

Transcription

1 2018 Teachers Event Manual

2 2 Contents Page 1. Event timings 1 2. What is happening where 1 3. What to bring 3 4. Welfare Duty of Care 3 5. Welcoming ceremony 4 6. Transport & parking arrangements 5 7. Photography 6 8. Team Registration 7 9. Code of conduct Spirit of the Games Sports rules and schedule Road Crossing Risk Assessments First Aid Weather contingency Accessibility Challenge Zone Spectators Catering Further Information 11 T-shirt Orders 11

3 1 HAMPSHIRE SCHOOL GAMES 2018 Welcome to the Hampshire School Games Finals Congratulations on qualifying for the Hampshire School Games Finals in. This manual will help you gain a better understanding of the Hampshire School Games 2018, what you and your pupils need to know before, during and after the event. 1. Event Timings Thursday 21 st June 9.30am 9.45am 10.00am 10.30am 10.45am 1.00pm 2.00pm 4.30pm Competitors arrive at the Military Stadium for the Welcoming Ceremony Welcoming Ceremony including parade to the pitches Competitions start Inclusive Swimming starts Inclusive competitions end All other competitions end N.B. Golf - YEAR 3 & 4 Competition will start straight after the welcoming Ceremony and will finish by 1.30pm, YEAR 5 & 6 Competition will start at 1.30pm and finished at 4.30pm, we would encourage the year 5 & 6 teams to still attend for the whole day, attending the Welcoming Ceremony and then spending time in the Challenge Zone before their competition starts at 1.30pm. The YEAR 3 & 4 Swimming competition will be finished by 1.00pm. Friday 22 nd June 9.30am 9.45am 10.00am 10.30am 10.45am 1.00pm 2.00pm 4.30pm Competitors arrive at the Military Stadium for the Welcoming Ceremony Welcoming Ceremony including parade to the pitches Competitions start Athletics Track Finals Start (finish 5.00pm) Inclusive competitions end All competitions end N.B. The Inclusive Swimming competition will be start at 1.00pm. 2. What is happening where? Military Stadium Queen's Avenue GU11 2JL Welcoming Ceremony Inclusive Athletics Quad Kids (Thursday) Athletics Knock Out Track Finals (Friday) Queen s Avenue Sports Pitches Queen s Avenue GU11 2JL Football (both days) Volleyball (Friday) Rounders (Friday) Challenge Zone (Friday) Army Hockey Centre Prince s Avenue GU11 2LQ Hockey (both days) Tri Golf (Thursday only) The Wavell School Lynchford Rd Farnborough GU14 6BH Netball (both days)

4 2 Garrison Sports Centre Rawlinson Rd GU11 2LQ Basketball (Both days) Swimming (Thursday & Friday) Gymnastics (Thursday) Aquathlon (Friday) Army Combat Sports Centre Rawlinson Road GU11 2LQ. Multi Skills (Thursday) Boccia (Friday) New Age Kurling (Friday) Indoor Tennis Centre Prince s Avenue GU11 2LD Tennis (Both days) 3G Pitch Queen's Avenue GU11 2JL Handball (Friday) Rugby Stadium Queen's Avenue GU11 2JL Challenge Zone (Thursday) Government House Road The Wavell School GU14 6BH Netball 3G Handball Army Combat Sports Centre Multi Skills Boccia New Age Kurling Garrison Sports Centre Basketball Gymnastics Swimming Aquathlon Astro Pitches Hockey Tri-Golf Main Event Car Park Coach Parking Tennis Centre Tennis

5 3 3. What to bring Each participant, team manager and helper will need to bring with them: Sports Kit appropriate for the sport you are competing in, i.e. hockey stick, tennis racket etc. Change of clothes in case of inclement weather Packed lunch, drinks and snacks Full Water Bottle Suntan lotion Waterproofs Hat/cap Personal Medication if required i.e. Inhalers Each school team should bring with them : Completed Team Entry Form signed by the Head Teacher Copies all appropriate Medical Forms and emergency details for all pupils and staff travelling with you and taking part at the games. Practice Equipment Optional groundsheet for wet weather conditions if competition is outside For outdoor sports, teams may bring a gazebo for shade/shelter but please ask Sport Organiser where it can be placed before erecting it. First Aid kit Photo consent wristbands / stickers (provided by your SGO) Team Sport a set of coloured bibs different to your shirt colour. 4. Welfare Duty of Care etc. The welfare of young people is taken very seriously by the LOC and event team. This is a schools event and it is expected that all teams travelling will be attending as a school team. As with all school trips you are required to complete your regular off site forms for your school. We expect all teams to abide by their school policy on use of adult helpers to support the teams travelling to the event and providing support on the day. Please ensure that all your team members have the following parent/carer consent in place prior to the day: Attendance at this event Travel arrangements Photographic permission Please ensure that you have with you copies all appropriate Medical Forms and emergency contact details for all pupils and staff travelling with you and taking part at the games. This is of greater importance as travel will take part outside of a traditional school hours day and school offices may not present an option to source information in the event of an emergency. Duty of Care remains with the school teacher at all times. We expect all schools to have taken responsibility for ensuring all the team managers and adult helpers have undergone the appropriate checks and briefings on safeguarding of young people on school trips. Each team should come with

6 4 appropriate ratios for the number of pupils they are bringing to the games. As a minimum each team should have at least two adults. All staff, volunteers, young leaders, team managers and officials will be asked to sign the code of conduct at registration. All Event Staff, Leaders, Officials and Volunteers will be wearing branded clothing. VIPs and press will be asked to register on arrival and must wear an identity card or wristband. 5. Welcoming Ceremony We ask that all teams come to the Welcoming Ceremony in the Military Athletics Stadium, which will commence at 10am. The Ceremony will include music, performances and speeches and will end with the Parade to the Pitches. The children will parade around the athletics track with their sport and will then continue on out of the stadium to their respective sports competition venues. We ask you to ensure that, when called to the track, your pupils take all of their belongings with them and that you either join them on the walk or join them as they start to leave the stadium. Banners for the Welcoming Ceremony Last year many schools created and brought a banner with them to the Hampshire School Games. It was a huge success and we would like to repeat it again this year. The banners would be for the Welcoming Ceremony, the Athletes parade and to take to their event. The aim is to help schools create a team spirit and for participants to be proud of representing their school. We would like the banners to have a focus on the School Games values and achieving your personal best. The banners will also add to the event bringing a cultural element and of course colour. There will be a prize for the best banner for each day, with the winning school being awarded a Hampshire Talented Athlete visit. The key information needed on the banners is the school name and the sport/s your school team/s are participating in. They can be as big or small as you like! Here are some examples from last year: The banners will also be great for photographs, for you as a school and for the organisers School Games Values The theme for the banners this year is the School Games values as below. You may concentrate on one or acknowledge them all. Another important message of the games is achieving your personal best, so you may consider this.

7 5 6. Transport & Parking Arrangements It is the responsibility of each school, with the support of your School Games Organiser (SGO) to make your way to for the Hampshire School Games Cars : There are a number of car parks that can be utilised at the venues, but the main event park is at the far end of Prince s Avenue and will be clearly sign posted, we ask that you follow the instructions of the parking stewards. Please DO NOT park in the Rehabilitation Centre Car Park or Waldron Theatre Car Park, both these car parks will be marked with NO PARKING SIGN S. There is limited space available at the Garrison Sports Centre, Tennis Centre and Hockey Pitches. To ensure all young people s safety we ask that cars DO NOT try and drop young people off on the Queen s Avenue. (N.B. Netball - You will NOT be allowed to park at Wavell School. You will need to park at the main event car park and walk across the Queen s Avenue Sports pitches.) Signs will be available to guide you. Mini Buses : Mini Buses can park in the Garrison Sports Centre and main event car park, again follow the instructions of the parking stewards. You may pull up on the Queen s Avenue by the Athletics Stadium to drop off your young people if you should so wish, but please follow the instructions of the road patrol attendants. Coaches : Coaches can drop off on Queen s Avenue. Once the coaches have dropped off the athletes, they will be parking at Tennis Centre Car Park. Access to this will be via Prince s Avenue. The Coaches are to remain here all day until the completion of competitions at which point they are to return to Queen s Avenue (Football & Rugby pitch side), where they can wait from 4.15pm. If your coaches/buses/mini buses are not staying all day, they must drop off on Queens Avenue (Athletics Stadium side), and then return to pick up on Queen s Avenue (Football & Rugby Pitch side) at the times stated above. Disabled Parking : There are disabled parking bays in each of the car parks to cater for individual cars carrying a disabled parking blue badge. School Mini Buses transporting young people with disabilities will be able to pull into the Athletics Stadium Car Park to drop off prior to the Welcoming Ceremony. They will then need to move them to the Main Car Park. This will not be possible after 9.30am, in which case late arrivals will need to drop on the Queen s Avenue and then move to the Main Car Park.

8 6 7. Photography Photo Consent Official photographers and the Press will be present at the games. Photographs and videos taken may be used in future publicity by the organising committee and their partners (specifically Energise Me, Schools, School Sports Partnerships, Local & Unitary Authorities and National Governing Bodies of Sport), either in printed publications, in media, on video and/or on websites. Every school is responsible for ensuring they have gained consent for each individual child from their school attending the games as to whether permission is given or not given in relation to photography/videoing for this event. You will be required to declare this on your Team Entry Form which you will hand to the sports registration on the day of the games. This form MUST be signed by your Head Teacher. Every young person, official and volunteer will be given a wrist band/sticker indicating whether or not we have received permission to take photos/videos of them. A red band/sticker will be an indication that permission has NOT been given and a green or yellow band/sticker indicates that images can be taken. It will be your responsibility as the Teacher/Team Manager to ensure all young people in your care, plus coaches and yourself, are wearing the correct wristband/sticker. Your SGO will provide you with enough stickers / wristbands prior to the event. If you require more of either colour please ask the sports registration on the day of the games. Please ensure your young people are wearing these from the moment they arrive at, as photographs/filming will be taken at the Welcoming Ceremony. For players in the Basketball & Netball competitions, we request that these wrist bands are worn around the ankle ensuring they are still visible. Taking photos & video We are aware that teachers, parents and competitors will want to take photos at the games, we respectfully request that people taking photos are mindful of the request of individuals not to have their photos taken in relation to the above policy. Under our Duty of Care Guidelines for the Hampshire School Games we require any person who wishes to use video or close range photography to record activities at the games to collect and wear a photo wristband, this will help ensure we know they understand our photo policy. Each school will be given a number of wristbands to distribute to their pupils parents / carers etc. Additionally individuals can collect a wristband by signing in with the relevant sports registration desk or general information tent before carrying out any video or photography. In the case of Swimming and Gymnastics all people taking photos are required to register prior to doing so at the sports venue, even if they already have a wristband. We request that individuals (parents/carers etc.) do not post photos on social media unless it is of their own child / children.

9 7 We ask that teachers speak to their pupils prior to and during the games to ensure they understand the issues associated with taking and posting photos and comments on social media, and where it is not appropriate to take photos ie in toilets and changing rooms etc. Anyone refusing to comply with this policy and who continues to take photographs / video footage will be asked to leave the site. 8. Team Registration You will be provided with a Team Entry Form for each of your teams by your SGO. You will need to bring this form with you to the Games and hand to the Registration Table for your sport when you arrive at your competition venue following the Welcoming Ceremony (expect for Quad Kids Athletics, you will need to sign in as you enter the Athletics Stadium for the Welcoming Ceremony). Some sports will be required to provide a declaration prior to the day of the games, this must be returned by Friday 7 th June, again these will be provided via your SGO. These sports are; Athletics Quad Kids and Inclusive Gymnastics Aquathlon Swimming (inc. Inclusive) 9. Code of Conduct - Spirit of the Games Young people, Team Managers and Spectators are reminded that The Hampshire Games are played in the spirit of the School Games Values; Honesty, Passion, Determination, Team Work, Self-Belief and Respect: The emphasis is on competition enjoyment. Those involved in the Hampshire Games are representing their school and should reflect their behaviour accordingly Winning at all costs is NOT encouraged and teams/individuals must compete within the rules of competition We ask that everyone takes pride in themselves and their team. Always respect the Officials and Referees decision. Have fun and enjoy the Games. 10. Sports Rules & Schedule Sport Specific Rules can be found on the website Where possible, playing schedules will be made available prior to the day of the games via your School Games Organiser (SGO). However if these are not available due to team entry changes, they will be handed out at registration on the day of competition. Generic Hampshire School Games Rules Substitutions Substitutions of team members not appearing on The Team Entry Form are not allowed once a team has been declared.

10 8 Late Arrivals If a team arrives at an event after the designated start time because of unavoidable delay, Sport Organisers have been asked to allow that the team take part if at all possible within the structure of the event, although the final decision is left with the Sport Organiser. Adjudication of Disputes Sport Organisers have total responsibility for the interpretation and enforcement of their own Governing Body s rules and regulations. The Sport Organiser in charge of the competition will finally determine any disputes. No appeals against age qualifications will be investigated after the event unless they were lodged with the Sport Organisers before the close of the event. Instances may occur where it is alleged that a break of rules and regulations specific to the Hampshire School Games has occurred. These are most likely to be the regulations referring to age. In these cases, the following procedures shall be observed: The complaint shall be reported immediately by the Teacher / person in charge of the team to the Sport Organisers responsible for running the competition in the sport concerned. The Sport Organiser is empowered to investigate the complaint to decide whether the complaint shall be upheld and, if so, what action should be taken as a result. Before making a decision, the Sport Organiser shall ensure that both parties in the dispute have the opportunity to state their case in each other s presence, and their respective teacher/school representative is given the opportunity to comment. It is hoped that both parties will agree to adhere the decision of the Sport Organisers within the spirit of the Games. If, however, either party will not adhere to the decision, there is a right of appeal. The Appeals Committee will meet upon request to enable Team Managers to appeal against a decision. Sport Organisers are responsible for determining the final results of Schools taking part in their sport. Disputes over the allocation of points should be raised once the sport has finished with the Event Manager at the main information centre, who will endeavour to contact the officials concerned to check that a simple error has not occurred.

11 9 11. Road Crossing In the interest of safety we ask you use, and ensure your children and other staff use the Pedestrian Crossing on Queen s Avenue to cross the road. 12. Risk Assessments Full Risk Assessments for the Event, Venues and Sports are available on request. 13. First Aid The general medical cover throughout the games will be provided by St John Ambulance at your individual sports venues. Additionally we would like to remind schools that they should provide their own first kit for minor incidents such as plasters. Our medical cover will only deal with minor medical problems, more serious cases will be transferred to Frimley Park Hospital or the Royal Surrey Hospital. Frimley Park Hospital Address: Frimley Park Hospital, Portsmouth Road, Frimley, Camberley, GU16 7UJ Main switchboard number: Website: main.reception@fph-tr.nhs.uk Directions from Military Stadium - Distance: approx 5.5 miles, about 15mins Queen s Avenue, At the roundabout, take the first exit. At the roundabout, take the fourth exit onto Lynchford Road A3011. At the roundabout, take the second exit onto A3011. Continue onto A331. At the roundabout, take the fourth exit onto A331. Exit onto Slip Road, Bear left onto Farnborough Road A325. At the roundabout, take the second exit onto Portsmouth Road A325. At the roundabout, take the third exit. Arrive at Hospital. The Royal Surrey County Hospital Address: The Royal Surrey County Hospital, Egerton Road, Guildford, GU2 7XX Main switchboard number: Website: rsc-tr.enquiries@nhs.net Directions from Military Stadium - Distance: approx 12.5 miles about 25 mins Queens Avenue. At the roundabout, take the first exit. At the roundabout, take the fourth exit onto Lynchford Road A3011. At the roundabout, take the third exit onto Holly Bush Lane A3011. At the roundabout, take the first exit onto A3011, Continue onto A331. At the roundabout, take the first exit onto A331. Continue onto Hogs Back A31. Continue onto A31. Continue onto Guildford and Goodling Bypass Road A3. At the roundabout, take the second exit onto Egerton Road. At the roundabout, take the third exit onto Egerton Road. At the roundabout, take the first exit, Arrive at Hospital.

12 Weather Contingency There are a number of wet weather contingencies in place to help try and ensure most, if not all events can continue regardless of the lovely British climate. If a decision needs to be made regarding poor weather, either cancellation or change of venue, this will happen no later than 10am on Wednesday 20 th June for Thursday competitions and 10am Thursday 21 st June for Friday competitions. All School Games Organisers will be notified and it will be their responsibility to contact their schools directly. Please be assured that competitions will only run if it is safe to do so and all sports organisers and Governing Body Officers will be consulted before any decisions is taken. 15. Accessibility All of our sports venues have disability access, where necessarily accessible portaloos will also be available. If you require any further information of assistance please contact the Event Management Team. 16. Challenge Zone During the day a Challenge Zone, will be running in the Rugby Stadium (Thursday) and Queens Ave. Sports Pitches (Friday), providing everyone to try other sporting activities such as Cricket, Squash, Archery and Fencing to name but a few. 17. Spectators Spectators are more than welcome at all of the competition venues, some places have a larger viewing opportunity than others. We just ask that spectators respect requests from the Sport Organisers if they start to encroach on the field of play. There will be very limited viewing at the Basketball competition. 18. Catering We ask that you ensure all your young people bring a packed lunch and plenty to drink, there are a few limited vending machines at some venues and there will be a catering van at the Challenge Zone providing hot drinks, plus ice cream vans around the venues. 19. Further Information If you require any further information, or have any unanswered questions please do not hesitate to contact your SGO (details can be found on the Energise Me website) or the Event Manager: Sharon Robertson sharon.robertson@energiseme.org

13 11 Looking Good at the Games! Schools competing at the Hampshire School Games are more than welcome to wear their own school kit. However if you would like to buy the Official Hampshire School Games t-shirts for your team, prices from 3.50 please go to: (to go to the online shop, click on Personalised Team wear, Team Stores, South East Region and then select your area, if you are unsure of what your area is called please ask your SGO). If you have any problems or further questions please contact or call on Deadline for orders is 6 th June, orders will then be delivered by 20 th June 2018.