2017 SCYR Summer 7s Series Hosting Handbook

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1 1. Introduction 1.1. The goal for SCYR Summer 7s Series is to have full age group tournaments each open weekend, getting all the clubs involved. SCYR s summer mission is to promote the game of 7s rugby and positive rugby culture in Southern California The purpose of this guide is to identify mandatory requirements, regulations, registration procedures & best practices for SCYR Summer 7s Series tourneys Summer 7s Schedule June 3 June 10 June 17 June 24 July 1 July 8 July 15 July 22 July 29 SCYR 7s Cal State Games 2. Mandatory Requirements 2.1. SCYR Summer 7s Tournament Host Application filled out and submitted online This is the first step in the tournament application process. The online application is submitted directly to SCYR: There is a $50 application fee. Applications will not be considered until payment has been received. Send checks to SCYR, Inc., 1010 San Roque Rd., Santa Barbara, CA SCYR will review application and select clubs for hosting based on the following criteria in order of priority: Club is in good standing with SCYR & USA Rugby Date application fee received Date application submitted Club s tournament hosting history Requested tournament date, location and age levels Ability to meet all SCYR tournament requirements 1

2 Verification of field reservation Club s willingness to use certified & mentored high school/parent/coach referees (IRC graduates) for younger age levels 2.2. Host Clubs awarded a sanctioned event must pay a $50 Sanctioning Fee, to help offset SCYR s expenses in administering the SCYR Summer 7s Series Send checks to SCYR, Inc, 1010 San Roque, Santa Barbara, CA SCYR and USA Rugby Sanction requirements followed (details in Appendix A) Summary: Once SCYR has sanctioned a tournament, host club must fill out USAR s Tournament Sanction Request form and include list of participating teams known at that time. List must be updated regularly as tournament approaches, as USAR is checking to confirm all participating clubs are in good standing. Once list is finalized and all participating clubs are in good standing, USA Rugby will submit letter to club, verifying insurance coverage of event. Insurance will be void if any non-compliant teams participate in the tournament Tournament entry fee caps must be met: $225 for U18, $200 for U16, $175 for U14 and below Exceptions may be made upon request, based on the 7s committees review and approval. Request must be made in writing and be accompanied by field reservation with cost and tournament budget Players must be officially checked in and age verified by tournament personnel All athletes must be properly registered in the MatchApt system, with all required documents and approved picture uploaded and fee paid, NO EXCEPTIONS! All teams must turn in a PRINTED match report listing ALL their properly registered athletes, NO EXCEPTIONS! Tournament administrators must compare athlete in person with match report photo at all age levels Mark each athlete s arm with age and experience bracket Referees check arms prior to each match Athletes without age verification on their arms cannot play in tournament 2.6. Medical personnel requirements must be met 2

3 SCYR will arrange for Certified Athletic Trainers to cover sanctioned tournaments as part of the Player Welfare Program. The host club will pay $125 per pitch/trainer and SCYR will pay the balance (up to 8 hours, over 8 hours is responsibility of host club). The standard is one ATC per pitch for HS-age players and 1 ATC for younger ages. ATCs will enter injury reports for all registered SCYR athletes in the online injury report system and SCYR s PWP Manager will follow up with parents/coaches regarding major injuries and concussions Tournaments must create an Emergency Action Plan (EAP) that includes instructions for emergencies at the pitch, key contact info, etc. Use this form to create the EAP: SCYR strongly recommends that tournament host appoint a Medical Coordinator to ensure all medical requirements are met and to oversee any medical issues on the day of the event SCYR strongly recommends alerting nearby ambulance/fire/emergency response units a week prior to the event A USAR Incident Report must be filled out for any major injuries or incidents (see Appendix D) 2.7. Minimum level of certified referees must be met There must be a minimum of one referee for every six (6) U10 and U12 games and one referee for every four (4) U14, U16 or U18 games to be played during the tournament Tournament hosts are responsible for securing referees, although Referee Allocators will endeavor to assist SCYR will alert the regional Referee Allocators regarding sanctioned tournaments and the Allocators will work to find available referees, HOWEVER, given the continued shortage of referees in Southern California, allocation of referees is not guaranteed and tournament hosts must take the lead to secure referees. SCYR STRONGLY recommends using Intro to Refereeing Course (IRC) graduates to cover youth matches (see below) - this model is working very well. 3

4 SCYR recommends tournament hosts remain in close contact with Referee Allocators in the lead-up to the tournament AND schedule IRC referees for the younger age brackets NOTE: Given the shortage of referees in SoCal, Allocators are exceedingly unlikely to be able to supply more than a handful of referees, if that. SCYR strongly recommends two courses of action to ensure the tournament has enough referees: Host the Intro to Refereeing Course (IRC) and train as many of your club members as possible, well before your tournament Contact Bert Moeller to host an IRC: bert.moeller@gmail.com Provide an incentive to participating clubs to bring 2 or more referees with them (discounted entry fee, etc.) 2.9. Referee payment Tournament is responsible for paying all participating referees SCYR recommends a minimum fee schedule: $75 full day (minimum 5 games), $50 half day (3-4 games), $20 per game (1-2 games) 3. Tournament Application Process and Hosting Timeline 3.1. Application Process SCYR member clubs can submit an application to host a summer 7s tournament on any of the dates listed above Clubs are encouraged to apply for multiple dates, to increase the likelihood of being awarded a tournament Applications are due by MARCH 31, Send the $50 application fee to: SCYR, Inc., 1010 San Roque Rd., Santa Barbara, CA SCYR s 7s Committee will review applications and release the 2017 Summer 7s Series on APRIL 14, If open dates remain after the schedule is released, SCYR member clubs may apply to host a tournament on those dates - at least one month in advance 4

5 3.2. Hosting Timeline DATE March 24 8 Weeks (prior to tourney) ACTION Submit online Tournament Host Application Submit Tournament Sanction request to USA Rugby (use best guess at participating clubs) 7 Weeks Begin sourcing referees & contact Referee Allocator for additional support as available 6 Weeks Send out invitation to participate, include registration details and deadlines 5 Weeks Confirm Athletic Trainer Allocators have tourney info 4 Weeks Update list of participating clubs to USA Rugby 3 Weeks Send out tournament info packet and payment options 2 Weeks Finalize referee arrangements, including IRC graduates for younger ages 1 Week Update list of participating clubs to USA Rugby 5 Days Send out Tournament pools or brackets 1 Day Finalize list of participating clubs to USA Rugby & receive sanctioning letter 1 Day After Post tournament results 2 Days After Post tournament results 4. Best Practices 4.1. Invitation to participate Tournament description, date, location, age levels, fees, payment options, basic rules (No BBQ, dogs, etc.) Registration form Club to acknowledge entry Identify deadline to register (5 week prior recommended) Identify what is being provided for entry fee - food, shirts, etc Identify any food that will be available for sale 5

6 4.2. Tournament Entry and Information Package Description Fees Address & Map Team Sizes Tournament Structure - Pools or Brackets Rules & regulations Amenities - Identify any food and goods that will be available for sale Emergency Action Plan (see below) 4.3. Field preparation Organize fields into age levels. Set up scoring station for each age level and information booth Ensure fields are lined and posted properly, have no hazards (rocks, holes, glass, etc.) and have proper restraints/barriers 4.4. Registration Club to register in morning at least one hour prior to start of tournament Players to register at least 45 minutes prior to first game. Coach to assemble team and take up to registration booth as a group for age verification and arm marking 4.5. Referees Appoint a Director of Referees Set up separate booth for referees Assign to particular field or age level Use youth referees for U10 & U12 as much as possible and have them shadow experienced referees for older matches 4.6. Scheduling Create tournament schedule three days prior to event. Write each age group schedule on large white boards that can be modified on day of tournament easily with black markers Set up separate booth for different age groups and post schedule/results at booth. This reduces traffic and questions and keeps tournament flowing. 6

7 4.7. Administration Appoint Tournament Directors Decide on conflict resolution procedure. Appoint one person or small committee to make final decisions Decide on Team No-Show penalties and contingent plan 4.8. Medical & Emergency Action Plan (EAP) Appoint a medical point person Have a central medical tent Have medical personnel assigned to each field and on-field during games Create an Emergency Action Plan (EAP) Fill out EAP form here: SCYR will completed form to Tournament Director Ensure all medical personnel and all tournament volunteers are familiar with and carry the EAP and post it at the main Medical tent Include the plan in the tournament packet for coaches and parents 4.9. Concessions 7

8 APPENDIX A: SCYR TOURNAMENT SANCTION REQUIREMENTS & HOST CLUB DUTIES (As Of ) Overview All tournaments held in Southern California that include a youth/hs bracket must apply for approval and sanctioning by SCYR AND USA Rugby. SCYR works closely with USAR to ensure that all tournaments hosted by SCYR clubs meet the sanctioning requirements for both organizations. SCYR sanctioning ensures the tournament fits appropriately within the Annual Competitive Calendar and does not conflict with other tournaments (date & location), while USA Rugby sanctioning ensures that the host club s Certificate of Insurance (COI) is valid for the event. In order for an event to qualify for USA Rugby sanctioning, EVERY team participating in the tournament MUST be IN GOOD STANDING with USA Rugby, meaning: 1. Have paid its club dues (all SCYR member club dues have been paid) 2. Have a registered, certified and current Level 200 coach 3. Have minimum 7 or 15 players registered, depending on the competition The steps listed below MUST be completed in order for a tournament to be sanctioned by SCYR and USA Rugby. Failure to follow these requirements will yield disciplinary action by SCYR and an invalid Certificate of Insurance from USA Rugby (and thus major liability risk for the host club)! SCYR Tournament Sanction Process & Host Club Duties NOTE: Apply for SCYR sanctioning before USAR sanctioning! 1. The host club must fill out the current SCYR Tournament Host application at least 3 months before the tournament date (at least 10 weeks for Summer 7s tourneys): Summer 7s Series host application: 2. SCYR will evaluate the tournament request and if approved, SCYR will inform the host club of approval, pending compliance with USAR sanctioning requirements. 3. The host club must then submit to USAR a Tournament Sanction Application ( ) and a list of attending clubs (sanctions@usarugby.org). An expedite fee of $50 will be assessed to late applications that do not meet the four week submission deadline. The host club must inform SCYR (tournaments@socalyouthrugby.org) when the USAR application has been filed. 8

9 APPENDIX A: SCYR TOURNAMENT SANCTION REQUIREMENTS & HOST CLUB DUTIES (As Of ) - Continued 4. The host team may then request a Certificate of Insurance (COI) from USAR: 5. At least 30 days prior to the tournament, the host club must send a list of participating teams to USAR (sanctions@usarugby.org) and copy SCYR (tournaments@socalyouthrugby.org). Be sure to identify the tournament using the original name and date to list participating teams by age grade and gender. 6. USAR will check the list of participating teams and confirm that all are current and in good standing. USAR will directly contact any teams that are out of compliance and inform them of what they need to do to become compliant. USAR will alert both SCYR and the host club of any teams that are not compliant. 7. As the tournament approaches (and the list of participating clubs inevitably changes), the host club MUST continue to update USAR of teams that have been added to (or deleted from) the list of teams participating in the tournament. USAR will continue to confirm team compliance and communicate accordingly. 8. The host club MUST submit the final list of participating teams to USAR by the Wednesday before the tournament. 9. Once all the attending teams are confirmed to be in compliance, USAR will issue to the host club (and copy SCYR) an official letter sanctioning the tournament and listing the approved participating teams this unlocks the insurance coverage promised by the previously issued COI. IF ANY TEAMS PARTICIPATE IN THE TOURNAMENT THAT WERE NOT ON THE LETTER, THE COI IS VOID AND WILL NOT COVER THE TOURNAMENT! 9

10 APPENDIX D: USA RUGBY INCIDENT REPORT To be filled out in the event of any major injuries or accidents. Download the form here: 10