Hosting an International Event And Hosting an International Exchange Player Information

Transcription

1 Hosting an International Event And Hosting an International Exchange Player Information Polocrosse Association of New South Wales Inc.

2 Table of Contents HOSTING AN INTERNATIONAL EVENT INFORMATION 4 Introduction 4 International Tours and Exchanges 4 Events and Competition 4 CHECK LIST TO HOST AN INTERNATIONAL EVENT OR EXCHANGE 5 Polocrosse Association of New South Wales 5 Invitation to an Association 5 Selection of NSW Team(s) 5 Horses 5 Appointment of Coach and Manager 5 Invitation to Host Clubs and Zones 6 Umpires 6 Itinerary 6 Event Kits 6 Prizes & Sponsorship 7 Funding 7 Child Safety Checks 7 NSW Host Zones 8 Invitation to Host Families 8 Activities with visiting Teams 8 Zone Team(s) 8 Horses 8 Prizes & Sponsorship 8 NSW Host Clubs 9 Venue & Availability 9 Meals 9 Draw 9 Umpires 10 Event Kit 10 Public Address Equipment 10 Announcer 10 Funding 10 Prizes & Sponsorship 10 NSW Teams & Horses 11 Selection of NSW Team(s) 11 Horses 11 Appointment of Coach and Manager 11 Code of Conduct 11 Uniforms 11 Funding 12 NSW Host Families 12 Host Family Requirements 12 Indemnity 12 Responsibility 12 Medical 12 Child Safety Checks 12 2

3 Funding 12 International Player Exchanges 13 Invitation 13 Fees 13 Duration 13 Club 13 Host Family 13 Indemnity 14 Responsibility 14 Medical 14 Child Safety Checks 14 Contact Details 14 Insurance 14 Communication 14 3

4 HOSTING AN INTERNATIONAL EVENT INFORMATION Introduction This Hosting an International Event Information document has been prepared by the Polocrosse Association of New South Wales (PANSW) to assist NSW Zones, Clubs and families in understanding what is involved in hosting an invited international visiting team(s) for a tour or player(s) as part of an official exchange. International Tours and Exchanges PANSW has been successfully participating in international tours and exchanges for many decades. Over the years the number of tours and exchanges has grown to potentially as many as 7 in and out bound tours or exchanges in a year. Each event requires significant effort in the organisation, which ideally should commence 12 months before players arrive or depart. This document covers tours and exchanges that are officially organized by PANSW. However it is also important to recognise that from time to time a team or individuals from another country may play in NSW but are not part of an official event organised by PANSW. The following information is presented in a series of checklists so stakeholders can clearly see what is involved as a host. Where information is common, it has been repeated within each relevant checklist so stakeholders do not need to go searching. While the checklists are comprehensive, they are not exhaustive, so if you identify additional information that is important or could be useful to include, notify the PANSW International Officer and the information can be considered for inclusion. Events and Competition The underlying goals in all tours and exchanges are to promote the sport of Polocrosse, strengthen relationships between Polocrosse associations and to demonstrate good sportsmanship. The competition involved in a tour may be for a trophy such as the Trans Tasman Challenge between PANSW and NZPC for the Roger Ross Cup. Other tours such has the PANSW & APA (USA) Junior tours are more focused on building goodwill between the associations and providing opportunities for young players. Where a competition is conducted it will normally be between the principle NSW team and the principle team of the invited international association(s). Other NSW, Zone and or club teams may be invited to participate in the tour, and play against the principle NSW and international teams, they would be considered support teams, unless expressly stated otherwise in the invitation. That is, regardless of success on the field, the support team(s) will not be eligible to win the event or trophy. 4

5 CHECK LIST TO HOST AN INTERNATIONAL EVENT OR EXCHANGE Polocrosse Association of New South Wales Invitation to an Association Where the PANSW invites an international association to tour NSW, the associations will agree the nature of the event (competitive or developmental, the number of teams, the number of games and the number of chukkas per game) and the date for the tour. Typically touring teams will play under PAA rules, but there may be some events where international rules are applied. These arrangements need to be clarified and agreed in writing prior to any invitation for selection or hosting an exchange is circulated. Selection of NSW Team(s) Horses PANSW will through its normal processes, select one or more NSW teams. All NSW players, as a condition of selection, are required to provide 2 suitable, fully equipped horses for the horse pool to mount the host and visiting teams. Players should note they might not end up riding their own horse. The two horses and equipment supplied do not need to be owned by the player but could be provided on behalf of the player. PANSW will provide insurance for the loan horses for the duration of the tour (conditions apply). The information on the insurance requirements will be provided to players via the team manager. Appointment of Coach and Manager PANSW through its normal processes will appoint a qualified coach and manager for the NSW team(s). The manager will communicate with the team and will collect and forward any information provided and/or required by PANSW. 5

6 Invitation to Host Clubs and Zones PANSW will invite clubs and or Zones to host the event and billet players and officials. PANSW will provide, as part of the invitations, the relevant information outlining what the hosts are required to do to ensure a successful event. The information will include, where relevant, but is not limited to: Event Kit The status of teams (competitive or support) Prizes Level of Funding available Umpires Itinerary Event Kits The PANSW Chief Umpire (or their delegate) will provide a briefing to the visiting team(s) on PAA rules and what the differences are between the PAA rules and the visitor s national or international rules. The Chief Umpire (or delegated senior tournament umpire)will identify and invite umpires for the event and consult with the host club(s) to ensure each match has suitable umpires. When the details are finalised PANSW will provide the relevant information to the host zone, host clubs and host families. PANSW will loan the host club an event kit, which includes: Australian Flag NSW Flag Australian National Anthem The visiting team (s) should be requested to provide a National Flag and Anthem to the host club. The national anthems should be on CD and or a device such as an MP3 file. 6

7 Prizes & Sponsorship Funding PANSW will provide funding for the following prizes: Best Visiting player (male & female) Best NSW player (male & female) Best Loaned Horse A Trophy if required The host club is able to provide other prizes if they wish to. Zones, clubs, teams and individuals are also free to seek sponsorship. However any sponsorship should follow PAA and PANSW protocols. PANSW will provide funding for the prizes indicated and the NSW players with one playing shirt. All other costs are the responsibility of the zone, club, family or player participating in the tour or exchange. Child Safety Checks Where required under Australian and/or NSW law or PAA and/or PANSW rules the host family will need to complete a child safety check. Forms and information will be provided by PANSW the SEO of PANSW will ensure these have been completed by host families 7

8 NSW Host Club and Zones Invitation to Host Families A critical element of any successful tour is the families who generously host visiting players and officials. PANSW will invite zones to host visiting teams and will request the zone to identify and organize host families. Activities with visiting Teams The zone in partnership with PANSW may liaise with the host families to identify additional activities the host families can do with their visitor. PANSW will ensure any information is shared with the NSW Team manager and international team manager. Dependent on the physical distance between host families, they potentially may be asked to bring the visiting team together for a mid week activity. Zone Team(s) Horses If a zone is invited to select a team as part of the tour, the team will provide a supporting role unless expressly stated otherwise in the invitation. The host zone may be asked to provide a number of suitable spare horses to provide for remounts in the event that a pool horse is injured. Prizes & Sponsorship PANSW will provide funding for the following prizes: Best Visiting player (male & female) Best NSW player (male & female) Best Loaned Horse A Trophy if required The host club is able to provide other prizes, if they wish to. Zones, clubs, teams and individuals are free to seek sponsorship with the express understanding the sponsorship must follow PAA and PANSW protocols. 8

9 NSW Host Clubs PANSW will invite clubs to host international events, typically in conjunction with the club s annual carnival. The invitation will provide an event template (I will need to check with David what he means with this) to assist the club in making an informed choice about accepting the invitation. Hosting an international event provides the opportunity for players and their families to watch an international level competition. The host club has the potential to increase the profitability of the carnival due to the additional representative teams and other teams attending that would not normally attend the host clubs carnival. Venue & Availability Meals Draw The host club will provide the venue for the event, typically international tours are held in conjunction with the clubs annual carnival. The host club should arrange suitable areas to allow teams to ride and practice. The host club would normally provide Friday & Saturday meals free of charge to the international team(s). The host club will organize the draw as per usual for their annual carnival, in addition the club will include the games associated with the tour. The tour may consist of 3 or 4 teams, on rare occasions 5 teams. The tour games and in particular, games involving international teams should be treated as a highlight. These games should be on a field with an announcer. International teams should not be scheduled for the first game of the day. The feature game of the event is the principle NSW Team Vs. the International Team. It is recommended this game be held mid afternoon on the Sunday. 9

10 Umpires Event Kit The PANSW Chief Umpire (or senior tournament umpire)will identify and invite suitable umpires for the event games and liaise with the host clubs so the clubs have the relevant information to include in the draw. PANSW will loan the host club an event kit that includes: Australian Flag NSW Flag The hosts will be required to have the Australian National Anthem. The visiting teams will be requested to provide a National Flag and Anthem. The national anthems should be be on a CD and or a device such as an MP3 file. Depending on the timing of the tour, the host club is to return the event kit to the SEO PANSW or the next host club, if they are conducting the next event the following week. Public Address Equipment Announcer Funding The host club is to supply suitable equipment to announce the game and play the national anthems. The equipment must be able to read CDs or MP3 files. The host club is to provide an announcer(s) to introduce the teams and announce each game of the event. Following the introduction of the players, the national anthems are to be played, commencing with the visitors anthem. PANSW will provide funding for the prizes indicated and provide NSW players with one playing shirt. All other costs are the responsibility of the zone, club, family or player participating in the tour or exchange. Prizes & Sponsorship PANSW will provide funding (to the value of $) for the following prizes: Best Visiting player (male & female) Best NSW player (male & female) 10

11 Best Loaned Horse A Trophy if required The host club is able to provide other prizes, if they wish to. Zones, clubs, teams and individuals are free to seek sponsorship with the express understanding the sponsorship should comply with PAA and PANSW protocols. NSW Teams & Horses Selection of NSW Team(s) Horses PANSW will through its normal processes, select one or more NSW teams. All NSW players, as a condition of selection, are required to provide 2 suitable, fully equipped horses for the horse pool to mount the host and visiting teams. Players should note they might not end up riding their own horse. The two horses and equipment supplied do not need to be owned by the player but could be provided on behalf of the player. PANSW will provide insurance for the loan horses for the duration of the tour. The information on the insurance requirements will be provided to players via the team manager. Appointment of Coach and Manager PANSW through its normal processes will appoint a qualified coach and manager for the NSW team(s). The manager will communicate with the team and will collect and forward any information provided and/or required by PANSW. Code of Conduct Uniforms NSW teams and team officials are required to ensure they do not breach the PANSW Code of Conduct and the conditions of selection and/or appointment. PANSW will provide 1 playing shirt, all other uniform and equipment is to be provided by the player. Players may order and pay for additional shirts. 11

12 Funding PANSW will provide funding for the prizes indicated and provide NSW players with one playing shirt. All other costs are the responsibility of the zone, club, family or player participating in the tour or exchange. NSW Host Families It is the generosity of host families that is the foundation of every successful tour PANSW has hosted. Invitation to Host Families The zone on behalf of PANSW will invite families to participate in a tour as host to a visiting player and/or official. Host Family Requirements In the normal course of hosting an international player or official the host family would provide: Accommodation through the week and at the event Meals Transport to events Activities with the player and/or official during the week In addition the host family may be asked to transport their visitor to a team activity mid week. Child Safety Checks Where required under Australian and/or NSW law or PAA and/or PANSW rules the host family will need to complete a child safety check. Forms and information will be provided by PANSW. Funding PANSW will provide funding for the prizes indicated and provide NSW players with one playing shirt. All other costs are the responsibility of the zone, club, family or player participating in the tour or exchange. 12

13 International Player Exchanges An exchange is when PANSW through an official invitation hosts a player or players from another Polocrosse association and in turn PANSW is invited to select a player or players to represent PANSW while playing on exchange with the Polocrosse Association of NSW. Invitation Fees Duration Club Hosts On request from PANSW, a zone will identify and invite interested families to host an exchange player(s). The zone will provide the particulars of the host family to the PANSW International officer and copy to the SEO. The host family and visiting player are not required to pay member fees to play in NSW on the provision: It is an official exchange following an invitation from PANSW The Player has completed the appropriate Player Proceeding Overseas forms The Player s international association has lodged these forms with PAA and copied these forms to PANSW PANSW will notify the zone of the duration of the visiting player(s) exchange so they are able to provide this information when inviting host families. Typically, the visiting player would be on exchange for 2-3 carnivals. If the exchange is longer there may be implications for insurance and costs to host Clubs. Typically the exchange player(s) would play as a member of the host club. Effectively the exchange player will live with the host, attend and compete at carnivals with the host. In the normal course of hosting an exchange player the host would provide: Accommodation through their stay and at the event All Meals 13

14 Transport to and from the airport and carnivals A Horse to play Club shirt (may be loaned or as a gift) Medical In the event the visiting player is under 18 years of age, PANSW will obtain on the host families behalf, a signed authority from the player and player s parents authorizing the host family to seek medical assistance and administer medication as directed by a registered medical practitioner. Child Safety Checks Where required under Australian and/or NSW law or PAA and/or PANSW rules the host family will need to complete a child safety check. Forms and information will be provided by PANSW. Contact Details PANSW will provide the host with the contact information for the exchange player, flight details, player s family where appropriate and the PANSW. ß Communication The primary contact for all questions that relate to the organisation and operation of any international exchange in NSW is the PANSW International Officer, secondary contact is the PANSW SEO. 14