Leicester-Shire & Rutland School Games Summer Championships FRIDAY 29 TH JUNE 2018 Uppingham School Sports Centre, Leicester Road, Uppingham, LE15 9SE 2018 INFORMATION PACK Issued: June 2018
CHAMPIONSHIPS SCHEDULE Time Event Responsible Venue 6.00 8.30am Event staff set up site (event control, signage, opening ceremony) 8.00am Event Staff / volunteers support Security with traffic management Event staff Event Staff / Volunteers All sites X3 Car Parks 8.30am 8.30am Young Leaders and Generic Volunteers arrive and assigned roles Competition Managers arrive, check in and receive briefing 8.30 9.45am Competition Managers / volunteers check sports areas and finalise set up Volunteer Manager Competition Managers / School Games Manager Competition Managers / volunteers Event Control (Upstairs studio, Sports Centre) Event Control (Upstairs studio, Sports Centre) Competition sites 8.45 9.45am Teams arrive and register Event registration / SGOs Grass Athletics Track/ Event Control 9.00am VIPs arrive for Opening Ceremony VIP Liaison Hospitality Suite/ Balcony 9.15am Partnership squad photographs to Event staff / SGOs / Stage be taken Photographer 9.15am Spectators arrive for Opening Ceremony Event Staff / volunteers Grass Athletics Track 9.15am SGO to provide any team changes to Event Control Event Control / SGOs Event Control (Upstairs studio, Sports Centre) 9.45 10.15am Opening Ceremony Event staff Grass Athletics Track 10.15am Team Managers lead teams to Team Managers / Competition sites sport sites volunteers 10.30 am 2.30pm Competitions take place Competition Managers Competition sites 2.00pm 2.30pm Competition Managers radio in full results Competition Managers / event control Team managers / volunteers Competitions Sites / Event Control 2.30pm Team Managers lead teams to Awards Ceremony Grass Athletics Track 2.45 3.30pm Awards Ceremony Event Staff Grass Athletics Track 3.30pm Depart Event Staff / All sites volunteers / SGOs 4.00pm Site Take Down Event Staff / All sites volunteers 2
VIP Timeline Time Event Responsible Venue 9.00am VIPs arrive / refreshments VIP Liaison Hospitality Suite, Sports Centre 9.45 10.15am Opening Ceremony Event Staff Athletics Track 10.30am 12noon VIP Tours around Competition Sites VIP Liaison / Volunteers 12noon 1.30pm ELITE Leadership Academy VIP Liaison presentation & VIP Lunch Competition sites Hospitality Suite, Sports Centre 1.30 2.30pm VIP Tours around Competition Sites VIP Liaison / Competition sites Volunteers 2.45 3.30pm Closing Ceremony Event Staff Athletics Track School Games Competition Summary (7 sports; 11 competitions. C4L Festival) Sport Age Category Gender Venue Quadkids Athletics Y3/4 Y5/6 Kwik Cricket Y5/6 Y5/6 Tri Golf Y3/4 Y5/6 Mixed Mixed Girls Mixed Mixed Mixed Grass Athletics Track Grass Pitches Grass Pitches Quicksticks Hockey Y3/4 Y5/6 Mixed Mixed Hard Courts High 5 Netball Y5/6 Mixed Netball Courts Sportsability KS2 Pan Disability Mixed Sports Hall Swimming Y5/6 Mixed Swimming Pool Change 4 Life Festival Y3/4 Mixed Gymnasium & Squash Courts 3
Key Locations & Personnel Event Control / Team Registration Point Information Point Upstairs studio (Sports Centre) Gazebo situated outside Sports Centre Key Event Management Team (Azure Blue t-shirts) School Games Manager School Games Operations Matty Crackell (07826067621 + Via Radio) Geoff Maltby (Via Radio) Teresa Dalby (Via Radio) Uppingham Sports Centre Operations Jack Evans + Alexis Gray (Via Radio) Welfare Officer Media Liaison VIP Liaison Young Leader / Volunteer Liaison Event Control / Team Registration / Results Competition Support Noel Haines (via radio) Jayne Maltby (via radio) John Byrne (via radio) Natalia Marshall (via radio) Teresa Dalby & Jo Spokes (via radios) LRS link officers supporting each sport (via radios) Volunteer Team Young Leaders Volunteers / Competition Volunteers White T-Shirts Young Leader White T-shirts Volunteer
Competition Managers (Azure Blue T-Shirts) Quadkids Athletics John Skevington Grass Athletics Track Kwik Cricket Tom Leonard + Sam Shipman Grass Pitches Tri-Golf Stacey Mitchell Grass Pitches Quicksticks Hockey Deirdre Sanders + Jane Jelley Hard Courts Netball Val Kindred Netball Courts Sportsability John Duggan Sports Hall Swimming Annette Kendrick Swimming Pool Change 4 Life Festival Hussein Khan Gymnasium and squash courts School Sport & Physical Activity Network Team Managers (Team colours) District Colour School Games Organisers (SGO) Blaby & Harborough (Learning South Leicestershire) Light Green Ruth Mann North Charnwood Purple Nicola Parker South Charnwood Maroon Aaron Asawla Hinckley & Bosworth Dark Green Steph Tirrell East Leicester Black Charlotte Spencer West Leicester Red Dan Hewins Melton & Belvoir Royal Blue Clare Marlow North West Leicestershire Sky Blue Brian Rushe Oadby & Wigston (Learning South Leicestershire) Orange Anne Clarke Rutland Grey Chris Thomas 5
Upper Coach Park Mini bus drop-off Mini bus & Coach Parking NOTE: Mini busses and Coaches parking all day will park in the Upper Car Park. Overflow traffic will be directed accordingly. CAR DROP OFF 6
Transport & Car Parking Arrival From 8.45am DROP OFF For all transport not staying on site Coaches All official school transport (coaches) to use the lay-by opposite the school on Leicester Road for drop off. Event staff will be present to support with road crossings. Mini-Buses All official school transport (mini buses) will use the drop off point in the Upper Coach Park (signposted). Cars Any cars dropping off will use the VIP/disability car park. Cars will NOT be permitted to park here, only to drop athletes off. Event staff and volunteers will be on hand to escort children the short distance to their school groups. If you would like to park and walk your child to the event, please use the Middle Car park LE15 9TR / LE15 9TW PARKING For those requiring an all day stay Parents & Spectators Parking All parents / spectators staying all day (including those bringing participants) will park in the Uppingham Town Cricket Club car park (signposted) on Leicester Road (this is a 15- minute walk away). Any overflow cars will then be directed to The Middle Car Park, (Newtown Road, LE15 9TR) a 10-minute walk back to athletics field. This is the closest parking available. Any overflow traffic from here will then be directed to the London Road entrance (LE15 9TW), a 15-minute walk back to the athletics field. Coaches - Parking All official school transport (coaches) requiring all day parking can use the Upper Coach Park at the end of the athletics track. Overflow parking for coaches will be available at Uppingham Community College main car park, where parking will be available from 9am-2.30pm (this is a 3 min drive away towards Uppingham onto the A6003, LE15 9TJ). These coaches may be boxed in. Mini-Buses - Parking All official school transport (mini-buses) requiring all day parking can park in the Upper Coach Park. Mini busses staying all day may be boxed into this car park depending on capacity. Any overflow mini busses will then be directed to The Middle Car Park, (Newtown Road, LE15 9TR) a 10-minute walk back to athletics field. This is the closest parking available. Any overflow traffic from here will then be directed to the London Road entrance (LE15 9TW), a 15-minute walk back to the athletics field. Disability Parking Any school transport / pupils needing disabled access will be directed closer to the site accordingly for appropriate drop-off and will then park in the lower car park. VIPs The lower car park will also be reserved for VIPs. No-one else other than designated staff and VIPs displaying an official pass must park in this car park. 7
Event Staff - Competition Managers & Adult Volunteers All event staff (limit of 1 car per sport) will park in the lower car park. Cars will be blocked in for the day due to space / capacity. If you wish to leave the site earlier than the 3.30pm departure time, you are advised to park in the Cricket Club car park. Please note equipment can be dropped off closer to the site (by 8am), if needed, before cars are parked appropriately. Departure From 3:30pm PICK UP / COLLECTION All official school transport (coaches & mini-buses) returning to the site to collect pupils will pick up from the same lay-by/drop off point that they dropped off at, opposite the sports grounds on Leicester Road/ Upper Coach Park. Young people will be supported on mass by event staff / volunteers to transition across the road to their designated transport once it has arrived. All parents / guardians collecting children at the end of the day, must park in the Cricket Club/Upper Coach Park and walk down to the sports site to collect their children. The Athletics Track Field will be the meeting point for all young people / staff / parents and guardians at the end of the event. All young people must meet here before they depart on their designated transport School Games Organisers / Team Managers are responsible for ensuring that all of their athletes are accounted for before they leave campus either on transport provided or with parents / guardians and ensure that they safely leave the site at the end of the day. NO OTHER PARTS OF LEICESTER ROAD OR ADJOINING ROADS (E.G. LIME TREE AVENUE, COTTESMORE ROAD, QUEEN S ROAD) ARE ALLOWED TO BE USED TO DROP OFF, PICK UP OR PARK DUE TO SAFETY AND RESIDENTIAL REASONS. Event Control / Team Registration Event Control / Team Registration will be based upstairs in the Sports Centre. We ask that only SGOs come to Event Control to confirm final squads, not individual Team Managers. All participants will register with their School Games Organiser / Team Managers on the grass athletics track, within their designated Partnership area, identified by their Partnership Flag. Parents / Spectators Parents / Spectators are welcome and encouraged to attend the School Games Championships throughout the whole day. There will be specific spectator areas on-site for the Opening and Closing Ceremonies and at each competition site. Please adhere to these designated areas at all times. Please ensure that all parents / spectators must complete a photo consent form and wear a photo consent sticker at all times, if they wish to take photos at the event. Forms will be available from the Public Information Point. Refreshments can be purchased on the day. 8
Competition Boxes All Competition Managers have a designated Competition Box. The Competition Box contains generic and sport specific stationery / equipment as requested following site visits, copies of documentation required at your sport venue i.e. result sheets, Values score sheets etc and t-shirts. All LRS competition liaison staff will be given a Radio for communication throughout the day. Please use this to communicate to any other Event Staff / Event Control throughout the event. *Please remember to collect your Competition Box from Event Control on arrival first thing in the morning. Radios All School Games Organisers and staff mentioned below will be issued with a radio for the event. Please ensure that your radio is on the appropriate channel (Channel 4) with the volume turned up at all times to ensure you are able to hear any radio call-outs Radios are to be collected, signed for and returned to the Event Control Office. Only those individuals stated below on the will be issued with a radio. Each radio will be numbered. If you are issued with a radio, you are responsible for returning the radio you are issued with. (Radios cost 400 each). For efficient and professional use of the radio, it is essential that everyone working at the event knows how to use a 2-way radio correctly. If you are unsure ask at Event Control. Please start your message by stating your name and the person to whom you are speaking, e.g. John to Joanne, come in, over. Always finish your sentence with over, so that people are aware that you have finished and can respond. At the end of your conversation, finish with out so that other people know that the airways are free. If you need a more detailed conversation over radio, please ensure you switch to a separate agreed channel. 1. CHECK THAT THE AIRWAVES ARE CLEAR BEFORE YOU BEGIN YOUR MESSAGE 2. KEEP YOUR MESSAGES SHORT AND TO THE POINT 3. DO NOT TALK OVER SOMEONE ELSE 4. ENSURE YOU KNOW WHAT YOU ARE GOING TO SAY BEFORE YOU START 5. TURN TO A DIFFERENT CHANNEL FOR LENGTHY DISCUSSIONS 9
The following people will be issued with a radio and will be contactable via the radio network on the day: School Games Manager School Games Operations Uppingham School Sports Centre Operations Welfare Officer Media Liaison VIP Liaison Young Leader / Volunteer Liaison Event Control Competition Liaison Car Parking Partnership Squad Lead Contacts Partnership Safeguarding Officers First Aid Services Soar Photo Matty Crackell Geoff Maltby & Teresa Dalby Alexis Gray & Jack Evans Noel Haines Jayne Maltby John Byrne Natalia Marshall Teresa Dalby & Jo Spokes Various LRS Staff Event Stewards / Volunteers School Games Organisers School Games Organisers X 1 Paramedic / X 1 First Aider Various media staff Toilets All competition venues will have access to toilets where required and will be signposted accordingly. These can be found in the Sports Centre and within the Pavilion. Opening Ceremony Opening Ceremony The Opening Ceremony will take place on the grass athletics track by the outside courts between 9.45-10.15am. All partnership squads will be sat in marked out zones behind their Partnership Flag. There will be specific designated areas for VIPs and spectators. There will be a performance by British Judo, a mascot race and also a mass warm up before the start of the competitions. 10
Results / Closing Awards Ceremony The Presentation of winners Trophies and the Spirit of the Games winners will take place during the Closing Awards Ceremony on the grass athletics track between 2.45pm 3.30pm. Please note the presentation of some of the disability competition awards may take place at an earlier time at competition venues. Partnership squads and spectators will have specific marked out zones / areas as per the opening ceremony. All teams are asked to return to and attend the Closing Awards Ceremony. Competition Managers Please give your full result listings (positions 1-10, no joint places) and Spirit of the Games Winner to your LRS competition liaison officer as soon as your competition has finished. Spirit of the Games Awards School Games Values Each Competition Manager is asked to award one Partnership Team the Spirit of the Games Award for their individual sport competitions. Score sheets will be provided within your Competition Box for you and your competition staff to score each competing Partnership Team on each of the School Games Values. Officials at the various sport venues will be responsible for assessing a team s School Games Values, although they may consult the Competition Managers for guidance / assurance. Additional areas to consider include: Playing by the rules and respecting the officials decisions Respect for the opposition Spectator behaviour Team spirit Punctuality 11
Packed Lunches, Catering & Water Packed lunches will be provided for Event Staff, Competition Managers, their preidentified officials/referees/volunteers, Young Leaders, Generic Volunteers and School Games Organisers who are supporting the running of the event/competitions. Team Managers, support staff, coaches, and athletes are asked to bring their own packed lunch. There will be the following additional on-site food outlets open during the day: Outlet Cold snacks soft drinks, crisps, chocolate etc. (vending machine) Hot snacks tea, coffee, burgers, hot dogs Water will be provided at all venues during the day. Players and staff are encouraged to use changing facilities to top up their personal water bottles. Water fights are strictly prohibited. Health & Safety T-shirts have been allocated to Athletes/Team Managers, Competition Managers and their officials/volunteers, Young Leaders, Generic Volunteers and Event Staff. This will assist with the identification of young people and key personnel. First Aid Provision Official First Aid Services will be provided for the Championships. These staff will be strategically placed on the site and each will be issued with a 2-way radio. Accidents should be reported directly to First Aid Services using a radio located with all Competition Managers and School Games Organisers. Please state the nature of the injury and where the accident has taken place. They will get to you as soon as possible. Important If the Emergency Services are required, dial 999 immediately; please liaise with the School Games Manager and the Uppingham School Sports Centre Manager to ensure access for the Emergency Services to the correct point on site. There will be a qualified Lifeguard on duty at the Swimming Pool. Any accident, no matter how small, will be recorded by the First Aid Services staff and logged with the School Games Manager. Completed forms should be handed to the Competition Managers who will pass them on to Event Control. 12
Swimming Spectator Ticket System There will be a ticketing system in operation for all spectators of the Swimming Competitions due to limits to capacity and health and safety policies. Each athlete will be given 1 spectator ticket by their Partnership Team Manager. It is the responsibility of each Partnership Team Manager / SGO to ensure that their tickets have been distributed correctly and to deal with any disputes personally related to their partnership spectators. We apologise for any inconvenience caused by this. Insurance Public Liability insurance and Employers Liability insurance has been provided to cover the actions of the events staff, referees, officials and event volunteers deployed by the events team. School Games Organisers should ensure that they have adequate insurance cover for their employees, volunteers and players. Please seek the advice of your local authorities / School Risk Services team or equivalent. Lost Children If a child is reported lost to you, use the 2-way radio to feed this information to other radio holders who should then conduct a local search. The Event Control Office will contact you to clarify the child s personal details. When the child is found, please relate this message to all the radio holders. Lost children who present themselves to you, should be identified (ask them their name, their team, which sport and who is their team manager). Please accompany them (or nominate a responsible person to do so) to the appropriate destination. In all circumstances, details of lost children and action taken should be reported to event control who will keep a written log of events and inform the Welfare Officer. Lost Property Lost property should be forwarded to Event Control (via an official or volunteer) and then logged in the lost property book. All queries regarding lost property should be forwarded to Event Control. Use of Outdoor Shoes - IMPORTANT The use of outdoor shoes in the indoor playing facilities is strictly prohibited. Only nonmarking shoes can be worn on indoor sport surfaces. Please advise players and Team Managers to bring their playing shoes with them and change them on arrival at their individual competition sites. Ice for Injuries If ice is needed, please radio a First Aider for assistance. Should ice be needed for injuries indoors, please ensure that used ice packs are not left on sports hall floors, as this can cause damage. 13
Evaluation Evaluation of the Championships will be carried out by Event Staff and Volunteers with athletes, Team Managers and Leaders. However, these evaluation forms are also available online to complete: Athletes/Team Managers: www.lrsport.org/schoolgamessurvey Leaders: www.lrsport.org/forms/view/sgleaders17-18 Photographs, Videos and Live Streaming Consent Live streaming will be used at the 2018 School Games Championships. It is intended that this will improve the experience of young people and promote the School Games to new audiences, primarily family, friends and schools. Leicester-Shire & Rutland Sport s Facebook page will be used as the medium to deliver live streaming. Consent Details for Parents, Staff and Spectators Anybody wishing to take photographs or videos at the School Games Championships must complete the Photo & Video Registration Form. This measure is to safeguard the welfare of children and young people. This form will be available at all Information Points and also available to tear-out in the School Games Programme on the day. The form needs to be handed in to the Information Point upon arrival, where a sticker will be issued, which must be worn at all times. Anyone taking photos/video without a sticker displayed will be challenged by Event Staff/Volunteers. Consent Details for Athletes Any athletes that do not have / wish to give their photograph/video/live streaming consent should have been already identified by their SGO. Upon registration these athletes need to be issued with a yellow wrist band, which is to be worn and visible at all times. Our official photographers this year will be Soar Photo, who will produce an official record of the event. Leicester-Shire & Rutland Sport (LRS) will also be taking photographs, video footage and live stream footage of athletes competing, young leaders, volunteers, VIPs, spectators and staff. Please be aware that photographs and video footage taken may appear in Leicester-Shire & Rutland Sport and registered partners, internal and external promotional materials such as printed and online publications, videos, online photo galleries, on websites, social media platforms and in the media. Please note that websites can be viewed throughout the world, not just in the United Kingdom where UK law applies. All photographs will be available to download free of charge from Leicester-Shire & Rutland Sport s Facebook page: www.facebook.com/lrsport/ 14
Procedure for Missing Participants ACTION Timeline Minutes (approx.) 0 School Team Manager/Staff/Peer of Participant recognises a young person is missing Establish whether young person actually travelled to the venue by asking a school team manager / staff member who accompanied the team 2 Contact LRS Safeguarding Lead to brief them of situation Local Staff Member to instigate search of local venue. 10 If young person is not found within the local sporting venue contact LRS Safeguarding Lead. Inform School Games Manager. Search of whole site and surrounding area to be conducted. 20 If Participant is not found within 20 minutes contact Parents and Police. Maintain search until Police support arrives. Incident Report to be completed and accounts from those involved logged. File with Event Control. 15
Reporting Incidents Below demonstrates the usual management chain for reporting incidents. PARENTS / SPECTATORS PARTICIPANT COMPETITION MANAGER SCHOOL TEAM MANAGERS SSPAN MANAGERS / SSPAN SAFEGUARDING OFFICER LRS SAFEGUARDING LEAD SCHOOL GAMES MANAGER The School Games Manager will liaise with the LRS Safeguarding Lead to decide appropriate action to take the matter further. Under no circumstances should the event radios be used to report Safeguarding Issues please use mobile phones or make face to face arrangements Safeguarding Procedures at a Glance Allegations of child abuse Contact the LRS Safeguarding Lead IMMEDIATELY. Be calm and reassuring. Do not promise not to tell. Allegations of poor practice Inform SSPAN Safeguarding Officer who will deal with this level of incident Inform the relevant Line Manager of the incident Allegations of Bullying Inform SSPAN Safeguarding Officer who will deal with this level of incident. Inform LRS Safeguarding Lead when necessary. 16
Suspicious Stranger is seen on site Inform the LRS Safeguarding Lead IMMEDIATELY. Ensure that young people are safe. Non-Accredited Photographer taking photos All event staff are empowered to approach individual and explain accreditation procedure. Contact LRS Safeguarding Lead if suspicious. Missing Young Person (Refer to Missing Young Persons procedure see page 12). A Major Health and Safety Incident Occurs Inform the School Games Manager immediately. Ensure young people are safe. Key Points: Always ensure young people are safe Never be on your own with a young person Never make false promises Inform the LRS Safeguarding Lead of all incidents Always ensure that appropriate records are logged 17