BAY OF PLENTY PRIMARY SCHOOLS RUGBY UNION TAI MITCHELL TOURNAMENT 2018 ROTORUA BOYS HIGH SCHOOL

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1 BAY OF PLENTY PRIMARY SCHOOLS RUGBY UNION TAI MITCHELL TOURNAMENT 2018 ROTORUA BOYS HIGH SCHOOL MANAGEMENT HANDBOOK Introduction Welcome to the 2018 Bay of Plenty Primary Schools Tai Mitchell Rugby Tournament held at Rotorua Boys High School. We are looking forward to hosting you in Rotorua for the 4 days of the tournament and trust that you will enjoy the experience that will be provided at this tournament. As well as the experience of being in our City and all that it has to offer during your stay. The planning for this tournament has been in place for the last year with a group of enthusiastic volunteers who have dedicated much time in planning and preparation for this event. We are extremely excited that the event is now upon us and looking forward to getting underway. Our aim is to run a highly successful and well run tournament. This will ensure that you and your team will be able to participate with minimal distractions and with the ability to concentrate on playing rugby and completing your team objectives successfully. However in order for us to do this we require the buy in of each team and management team at tournament to follow the requirements outlined in this document. Please use this document as a guideline before the start of the tournament and during the event. If there is anything that you cannot find contained in this guide please ask. We are more than happy to help and assist. Finally good luck to you and your team in this year s tournament. We look forward to seeing some great performances and champion players on display throughout the week. Rawiri Wihapi Rotorua Primary School s Tai Mitchell Tournament Organiser

2 Tournament Contacts Rawiri Wihapi Tournament Organiser Shaun Douglas Tournament Manager Tournament Committee Wayne Fell Para Meha Whare Clarke Rhys Hohepa Rotorua Boys High Liaisons Ngarimu Simpkins Deon Muir Liaisons per team from Rotorua Boys High School (TBC) OPENING CEREMONY WEIGH IN The Opening ceremony will take place on Thursday morning 5 th July at Rotorua Boys High Grandstand or Hall. Teams will assemble at the back of the Grandstand or Hall and will move in to the grandstand at 9.45am. Teams should be dressed in their team uniform. If wet teams will assemble in the school hall. See Appendix 1 Opening Ceremony. All procedures and requirements of this event are outlined here. The first weigh ins will take place at their respective venues for the pretournament games. The final weigh in will take place in the Management Headquarters. This is under the Millennium Centre near the end of the Boys High No.1 field after the opening ceremony. Only players and team management along with tournament officials are permitted in this room for weigh in. TAI MITCHELL PRE-TOURNAMENT WEIGH INS 2018 Weigh in Order will be as follows approx. 10 minutes for each team, starting at 9.00 am Weigh in 1 - Sunday 24 th June Galatea (Round 1/Week 8) 1 - Te Puke 2 - North 3 - West 4 - Maroon 5 - East 6 - Rangitaiki 7 - Opotiki 8 - Gold 9 - Whakatane 10 Galatea Weigh in 2 Sunday 1 st July Rotorua Boys High School (Round 2/Week 9) 1 Whakatane 2 Gold 3 Te Puke 4 Galatea 5 West 6 North 7 East 8 Maroon 9 Opotiki 10 Rangitaiki

3 MILLENNIUM ACCESS BOYS HIGH PARKING TOURNAMENT STRUCTURE TOURNAMENT HEADQUARTERS CHANGING ROOMS CHANGING ROOM ALLOCATION PLAYING FIELDS WARM UP TECHNICAL ZONES Weigh in 3 Thursday 5 th July Rotorua Boys High School (Round 3) 1 Te Puke 2 Gold 3 West 4 Galatea 5 East 6 North 7 Opotiki 8 Maroon 9 Whakatane 10 Rangitaiki Please refer to the Weigh in Rules Appendix 2. Only players and team management along with tournament and BOPPSRU officials will have access to changing rooms and only team management will have access to the Cafeteria on the upper level of the Millennium Centre. The car park off Pererika Street at the far end of the school will be the best access to use. Parking for parents and supporters will be in car park near the hostel, or on the roadway. The tournament is played over 4 days Thursday 5 th July to Sunday 8 th July. 10 Teams participate in this tournament representing each of the sub unions of the Bay of Plenty Rugby Union. Teams are divided into 2 pools from previous year s final seedings and play qualifying games. 1 game each day with 2 games being played on Friday. Semi Finals Games played on Saturday. Final Games played on Sunday. See Appendix 3 for Tournament Rules. See Appendix 4 for Tournament Draw. The Management Headquarters is under the Millennium Centre near the end of the Boys High No.1 field. Only team management along with tournament officials are permitted in this room at all times. The tournament will be controlled from this office. If you require any assistance please see Shaun or other staff situated here. Each team will be allocated a changing room or changing space. It will be the teams responsibility to ensure this area remains tidy and clean throughout the week. The rubbish bins will be emptied each day. Not all changing spaces will have their own toilet and shower facilities. You will be required to take team belongings with you, lock each changing space when teams leave for their games and will reopen at the conclusion of the match. To be confirmed, either before tournament starts via or on the day. Games will be played on Boys High 3 (By Hostel), Boys High 2 (By Millennium Centre) & Boys High 1 (No.1 Boys High Field). Team warm up areas are behind the dead ball zones of all fields. No teams are to warm up on the Boys High No.1 field. Each team will be allocated a space on the same side of the field where their reserves and management will be seated. A technical zone will be marked at halfway and enough chairs / benches will be in this zone to cater for team reserves and management to be seated. This applies for all fields.

4 Management are reminded that under Tai Mitchell rules there is no coaching of your players from the side-line. Management cannot leave the technical zone during each half of play. (ie there is no walking up and down the side-line or moving to meet with your team behind the goal line if a try has been scored against them) WATER CARRIERS CROWD CONTROL POST MATCH PLAYER OF THE DAY TEAM SCORE SHEETS SPORTSMANSHIP AWARD ICE LAUNDRY Apart from the 2 Water Carriers and the 1 Crowd Control people, (see below) team management and players no one else should be in this area or inside the barriers on the field of play. If there are supporters encroaching onto the FOP Referees will be asked to stop play and team management need to be responsible to move supporters back to the correct areas. Teams can nominate 2 parents or suitable persons to be water carrier / medical person. These cannot be the coaching staff or team manager. Teams will be issued with 2 water carry bibs for the tournament and water carriers must wear these when bringing water onto the field or attending to an injured player. Water can only be brought onto the field when play is stopped and allowed for by the referee. (as per the rules of rugby) Post a try being scored reserves are able to run water onto the field. Each team is to nominate 1 member of their parent body each game to be responsible to ensure that parents and supporters respect the restrictions with regards to encroaching onto the playing arena. These parents are to be supplied High Vis Vests to wear and to be identified as Crowd Control Please ensure all your equipment and gear is removed from the FOP. Please ensure that all rubbish is collected and disposed of in the bins provided around the school. If you have a game following yours on the same field please move quickly out of the technical zone and off the FOP. At the end of each game teams will meet at the halfway and thank each other for the game. Coaches or Managers of each team will give a Player of the Day (BOP Rugby Ball & BOP Drink Bottle) to a player of the day selected by the opposition team. Managers are responsible to collect their teams score sheets from the tournament office at the beginning of the first day for the 4 days. Please ensure it is filled in completely and fully post match. It is to be signed by the referee and returned to the tournament office no more than 30 minutes post match. These sheets form the basis of all records for the tournament and need to be accurate. See Appendix 3 for a copy of the Score Sheet Template The Shepherd Trophy will be awarded for team sportsmanship. Throughout the tournament points will be collated from different sources. You will note on the score sheet you will be contributing to this by rating your opposition. Other contributors to this will be weigh in process and conduct, team documentation, tournament officials, referees, Roller Mills Selectors, state of changing rooms, state of laundry. The tournament will supply ice to each team on daily basis. Team will have 1 bag of ice per game per day (2 bags of ice on Friday for the 2 scheduled pool games). Ice will be located in the management headquarters. Laundry will be completed on a daily basis. It will be collected from the management headquarters and returned to the management

5 MANAGERS LOUNGE headquarters the next morning approx. 2 hours before the first games start. Please bring your dirty playing strip (turned right way out and with tape etc removed from garments) in a team gear bag that is clear marked identifying your team to the tournament headquarters no more than 45 minutes post your match. Your washed strip can be collected from the tournament office as well next morning. The cost for laundry will be $160 per team and needs to be paid at the pre-tournament meeting. (Cheques made out to Rotorua Primary Schools Rugby ). Team Coaches and Managers have an allocated rest area in the Cafeteria of the Millennium Centre upstairs. Tea, coffee, biscuits and hot food will be available on a self-serve basis throughout the playing day. Please leave tidy when you have finished. MANAGERS MEETING Manager s Meetings will be held daily Thursday through to Saturday 45 minutes post the last match of the day. (see Social Calendar for timings Appendix 6) Meetings will be held in the Millennium Centre. It is COMPULSORY that at least 1 management member of each team attend this meeting. No excuses!!! These meetings will deal with daily issues of the running and management of the tournament. The duration of these meeting should not exceed 45 minutes. SHERIFFS MEETINGS COMMUNICATIONS JUDICIAL MEETINGS MEDICAL TREATMENT Sheriffs meetings will take place on Thursday, Friday and Saturday. It is expected that at least 1 member of your management team attend this meeting if not all. Every team is to contribute $50 to team boot shouts. Please refer to the Social schedule Appendix 6 Fines will be used for the final shout. Urgent communications will be sent to managers and coaches though a group text message. Please ensure the tournament organisers have your correct mobile phone number. Other communications will be sent out by . Please ensure we have an address that you can access during tournament week. In the event that a player is required to attend a Judicial hearing through either repeated yellow cards (sin bin), red card (sent off) or cited for an act of foul play. The Judicial Committee will form to hear the charge. The committee will be made up of the Chairman, Secretary of the BOPPSRFU and either the Judicial Manager Major Bruce or the Organising Committee Tournament Manager. The player along with a representative of his team s management will be required to attend the hearing. The hearing will be held at the management headquarters or other suitable venue on site. The meeting will be held as soon as possible after the offence has been committed and team management will be advised of time and place. Please do not leave Rotorua Boys High until the meeting has been held. Lakes Medical Services Trust will be onsite at Boys High (or other venues if the tournament is moved due to weather) each day and throughout the period of play. If your player requires further medical intervention Lakes Medical Services Trust will arrange in conjunction with your team manager / representative transportation to the Emergency department of the hospital. For any other medical requirements post play this can be accessed at-

6 TOURNAMENT PROGRAMMES Rotorua Hospital Pukeroa St (All Departments) Lakes PrimeCare Cnr Arawa and Tutanekai Sts Each team will be provided with 30 programmes free of charge. Any additional programmes can be purchased at a cost of $5 per programme. These will be on sale at the management headquarters. ACCOMMODATION BOPPSRU Official Tony Goonan will be staying at - Rotorua Citizens Club Te Arawa Road Rotorua MEDIA FACEBOOK FOOD GROUND ENTRY CLOSING CEREMONY Many marae & hostels can accommodate teams, use google to find accommodation. We will be sending results out to media sources on a daily basis. Please complete any game day details so that we can provide further content as required to the local media We will have a Rotorua Tai Mitchell Tournament 2018 Facebook page posting results and photos for the duration of the tournament. A variety of catering will be available at Rotorua Boys High throughout each day for the players, parents and supporters to purchase. Refreshments for the coaches and managers is as outlined above under Managers Cafeteria. Entry to the ground for parents and supporters is free. Closing Ceremony will take 45 minutes after the finish of the final. All teams are to be seated in the grandstand in the same places / seats as for the opening ceremony. Teams should be dressed in their team uniforms. Guests will be on a seated area on the field. If raining guests will be seated in the school hall with speeches and presentations taking place in front of the team seating area. Trophies being awarded Shepard Trophy - Sportsmanship Jim McKinnon Trophy & Murupara Services and Citizens Club Miniature Player of the Tournament Bill Murray Trophy Plate Winner Rob Shaw Trophy Fourth Place Gavin Parkinson Shield Third Place Lawrence Boyton Shield Second Place Tai Mitchell Shield First Place Winners medals to winning team

7 Bay of Plenty Primary Schools Tai Mitchell Tournament 2018 APPENDIX 1 OPENING CEREMONY On arrival at Rotorua Boys High your team will assemble at the grandstand. At 9.45am all teams are to be assembled in their team at the back of the grandstand. At this time teams will be asked to move in the order as listed below. Wayne Fell will escort / direct teams. At the grandstand the first team is to stop and wait until the Haka Pohiri has started. This is the signal to move into the grandstand. 1. Te Puke 6. Tauranga North 2. Tauranga West 7. Rotorua Maroon 3. Tauranga East 8. Rangitaiki 4. Opotiki 9. Rotorua Gold 5. Whakatane 10. Galatea Please ensure movement into the grandstand is swift and efficient. Have the boys stand until signalled to sit by the Kaumatua. Someone will reply on behalf of the manuhiri. (To be confirmed) Once the official ceremony is completed and the tournament is opened we ask that you keep your players seated. A tournament photo will be taken of all the teams while seated in the stand. This should take no more than 3 minutes. Te Puke & Rotorua Gold will then be asked to stand to attend weigh in first. All other teams will then be asked to move on the direction from their managers. If wet you will be advised of the change to procedure on your arrival at the Rotorua Boys High. Teams will assemble outside the school hall and enter in the same procedures as in the grandstand. Parents and spectators can seat themselves in the grandstand either side of the teams seating area. APPENDIX 2 BOPPSRU Tai Mitchell Tournament Weigh In Rules Weigh in Round 1-53 kgs Sunday 24 th June Galatea Rugby Club Weigh in Round 2 53 kgs Sunday 1 st July Rotorua Boys High School Weigh in Round 3 53 kgs Thursday 5 th July Rotorua Boys High School All boys attending tournament will be weighed 3 times. The first weigh in on Sunday 24 th June. Where a team may weigh in up to 25 boys at a weight limit not exceeding 53 kgs. The second weigh in is on Sunday 1 st July. Where a team may weigh in up to 25 boys at a weight limit not exceeding 53 kgs. Where 22 boys (of the previous 25 players weighed in on day 1) are presented for the third weigh in at a weight limit not exceeding 53 Kgs.

8 Reserve Tournament Players The 3 boys numbered 23, 24, 25 at the Thursday Tournament Weigh In are considered the Travelling Reserves and are the only boys eligible to be used as replacements required through either - Weigh Outs from the first, second or third weigh ins Injury (Verified by a doctors certificate and confirmed as a replacement through the tournament committee and sanctioned by the BOPPSRU Executive Committee) Reserves called in under the above criteria must weigh in before they play and meet the above weigh in requirements If a boy weighs out at anytime (1 st, 2 nd or 3 rd weigh in) he is no longer eligible to play at the tournament. All team documentation must be completed before a player can be weighed. This documentation needs to be presented to the weigh in committee prior to the weigh in starting. The weigh in committee will consist of the BOPPSRU Secretary and Chairman and one other being Tournament Organising Committee Manager or another representative of the organising committee. The Weigh In 1. A suitable room will be provided for the weigh ins that offer privacy and seating for 25 boys, a table for the secretary to record on, and sufficient light to read the scales. 2. The BOPPSRU will provide digital scales. 3. Teams will line up in order determined by the draw and present themselves at the given time. 4. Teams will enter the room quietly, be greeted and seated. 5. Boys will be asked to remove excess clothing if they are close to the weight limit [53kgs]. 6. When a boys name is called he will come forward and step quietly on the scales. If he makes the weight the official will say YES the boy will step off and return to his seat. If the answer is NO he is out HOWEVER he does then have the opportunity to step off the scales and STRIP TO UNDER PANTS. He may weigh again. If he is still over, he is out of the tournament. 7. When all the team, is weighed the team may quietly leave the room. 8. If for some reason a boy is unable to weigh in with his team, the weigh in officials MAY make arrangements to weigh that boy at a later time but before they play any rugby.

9 APPENDIX 3 Tournament Rules Qualification Primary School Players in classes not higher then Year 8 who were under 13 years of age on the 1 st January and do not exceed 53 kgs at the official weigh ins. Duration of the Games Two halves of 30 minutes each with a 5 minute halftime break Points For the 5 qualifying games the following points are awarded 4 for a win 2 for a draw 1 for scoring 4 or more tries 1 for losing by 7 points or less Ranking After the qualifying games teams are ranked 1 10 on their points gained. If two or more teams end up on the same number of points differentials are used by dividing point for by points against. Once teams are ranked they fit into the draw for the semi-final games. Results from semi-finals determine the draw for the games on finals day. Tai Mitchell Shield Semi Final (i) Team 1 v Team 4 (ii) Team 2 v Team 3 Plate Semi Final (ii) Team 5 v Team 8 (iv) Team 6 v Team 7 In semi-finals if the scores are level at fulltime the following method will be used to find a winner; [a] A further 10 minutes each way will be played. [b] If the scores are still level after extra time, the team scoring more tries is deemed the winner. [c] If teams are still unable to be separated the team to score the first try will be the winner. [d] If still a deadlock a penalty shootout from the centre of the 22 metre line will decide the outcome. Note: In the finals if the scores are equal at full time, the trophy will be shared.

10 APPENDIX 4 TAI MITCHELL TOURNAMENT DRAW 2018 Thursday 5 th July 2018 Round 3 Rotorua Boys High School 12.00pm F 2 Te Puke Rotorua Gold 12.30pm F 3 Tauranga West Galatea 1.15pm F 2 Tauranga East Tauranga North 1.45pm F 3 Opotiki Rotorua Maroon 2.30pm F 2 Whakatane Rangitaiki Friday 6 th July 2018 Round 4 Rotorua Boys High School 9.00am F 2 Whakatane Rotorua Maroon 9.00am F 3 Opotiki Tauranga North 10.15am F 2 Tauranga East Galatea 10.15am F 3 Tauranga West Rotorua Gold 11.30am F 2 Te Puke Rangitaiki Friday 6 th July 2018 Round 5 Rotorua Boys High School 12.45pm F 2 Opotiki Galatea 12.45pm F 3 Tauranga East Rotorua Gold 2.00pm F 1 Tauranga West Rangitaiki 2.00pm F 2 Te Puke Rotorua Maroon 2.00pm F 3 Whakatane Tauranga North Saturday 7 th July 2018 Semi Finals Rotorua Boys High School 10.00am F am F am F pm F Bye 10 - Bye Sunday 8 th July 2018 Finals Rotorua Boys High School 9.30am F am F 2 Winner 5 vs 8 Winner 6 vs am F 3 Loser 5 vs 8 Loser 6 vs am F 2 Loser 1 vs 4 Loser 2 vs pm F 1 Winner 1 vs 4 Winner 2 vs 3

11 TAI MITCHELL FINALS DRAW 2018 Saturday 7 th July 2018 Semi Finals - Rotorua Boys High School 10.00am F am F am F pm F Sunday 8 th July 2018 Finals Day Rotorua Boys High School 9.30am Plate Final Bill Murray Trophy F 1 9 th Place 10 th Place 9.30am F 2 Winner 5 v 8 Winner 6 v am 3 rd Place Gavin Parkinson Shield / 4 th Place Rob Shaw Cup F 3 Loser 5 v 8 Loser 6 v am F 2 Loser 1 v 4 Loser 2 v pm 1 st Place Tai Mitchell Trophy / 2 nd Place Lawrence Boyton Shield F 1 Winner 1 v 4 Winner 2 v 3

12 Bay of Plenty Primary Schools Tai Mitchell Tournament Score Sheet Rotorua 2018 APPENDIX 5 Managers are responsible to collect score sheets from the tournament office before their first tournament game for the duration of the tournament. Complete score sheet with point scorers of your team. (Showing the number of tries / penalties / conversions / drop goals by each individual player) Ensure the half and full time score is filled in at the top under the team names. Completed sheets need to be signed by the referee to confirm the score. Sheets must be returned to the Tournament Office no later than 30 mins after the game has finished. Team Score Sheet Day Date : / /2018 Halftime Score: Final Score : Halftime Score : Final Score : V Player # Tries Penalties Conversions Drop Goal Total Total Fair Play Points : (Award your opposition for Fair Play 1 Poor 10 Best) : - / 10 General Comment: (Please make comment about your game these will be used to help form media releases) Referees Signature: Managers Signature:

13 APPENDIX 6 Bay of Plenty Primary Schools Tai Mitchell Tournament 2018 SOCIAL PROGRAMME 4.15pm 6.30pm 7.30pm 8.00pm 3.45pm 5.30pm 6.30pm 7.00pm 2.00pm 5.00pm 6.00pm Late THURSDAY 5 JULY 2018 Managers Meeting Millennium Centre Courtesy Vans Collect Team Management WASPS Club Rooms Sheriffs Meeting WASPS Club Rooms Courtesy Vans Depart Citizens Club FRIDAY 6 JULY 2018 Managers Meeting Millennium Centre Courtesy Vans Collect Team Management WASPS Club Rooms Sheriffs Meeting WASPS Club Rooms Courtesy Vans Depart Local Pub Crawl SATURDAY 7 JULY 2018 Managers Meeting Millennium Centre Courtesy Vans Collect Team Management - Rugby Club Tour Sheriffs Shout - Rugby Club Party On - Town Each team is to pay $50 for team boot shouts.

14 TAI MITCHELL PRE-TOURNAMENT DRAW & WEIGH INS 2018 Weigh in Order will be as follows approx. 10 minutes for each team, starting at 9.00 am Weigh in 1 - Sunday 24 th June Galatea (Round 1/Week 8) 1 - Te Puke 2 Tauranga North 3 Tauranga West 4 Rotorua Maroon 5 Tauranga East 6 - Rangitaiki 7 - Opotiki 8 Rotorua Gold 9 - Whakatane 10 Galatea TAI MITCHELL PRE-TOURNAMENT DRAW 2018 Sunday 24 th June 2018 Round 1 (Galatea) 10.30am F 1 - GRC Te Puke Tauranga North 11.00am F 1 - GS Tauranga West Rotorua Maroon 11.45am F 1 - GRC Tauranga East Rangitaiki 12.15pm F 1 - GS Opotiki Rotorua Gold 1.00pm F 1 - GRC Whakatane Galatea Key: GRC Galatea Rugby Club, GS Galatea School TAI MITCHELL PRE-TOURNAMENT DRAW & WEIGH INS 2018 Weigh in Order will be as follows approx. 10 minutes for each team, starting at 9.00 am Weigh in 2 Sunday 1 st July Rotorua Boys High School (Round 2/Week 9) 1 Whakatane 2 Rotorua Gold 3 Te Puke 4 Galatea 5 Tauranga West 6 Tauranga North 7 Tauranga East 8 Rotorua Maroon 9 Opotiki 10 Rangitaiki TAI MITCHELL PRE-TOURNAMENT DRAW 2018 Sunday 1 st July 2018 Round 2 (Rotorua Boys High School) 10.30am F 1 Whakatane Rotorua Gold 11.00am F 2 Te Puke Galatea 11.00am F 3 Tauranga West Tauranga North 11.45am F 1 Tauranga East Rotorua Maroon 12.00pm F 2 Opotiki Rangitaiki Tai Mitchell Hostel F3 F2 F1