Guidelines for Holding a Festival
Guidelines to Clubs / Teams,
wishing to organise a
Scottish Golden Oldies Rugby Festival
With Compliments
www.pitchero.com/clubs/scottishgoldenoldiesrugby
GUIDELINES FOR ORGANISING A SCOTTISH GOLDEN OLDIES RUGBY FESTIVAL
The Event should be a Rugby Festival based on "Fun, Friendship, Fraternity".
The Golden Oldies Players must be 35 years of age or above and should be able to take part and enjoy the Game they love and look back on the Event as a memorable experience. Who wins on the pitch is irrelevant.
Any Scottish Rugby Club, or Golden Oldies Rugby Team can apply to the President, Scottish Golden Oldies Rugby, to request consideration to Host a Scottish Golden Oldies Rugby Festival ( hereinafter called the - Festival )
Preference will be given to a Team / Club who wish to become a Candidate to host the Festival who have attended a previous GOR Festival, or Festivals and gained the ethos of Golden Oldies Rugby.
A Team / Club, will be need to form a competent, enthusiastic Rugby Local Organising Committee
( hereinafter called - LOC ) hopefully supported by their Parent Club and Local Authority.
Full support will always be available to the LOC from Scottish Golden Oldies Rugby ( hereinafter called SGOR ) who will assist with the Organisation and Promotion of the Festival, seeking Sponsorship, Notifying Teams etc....
The LOC, shall spread the workload and make all the Festival arrangements relating to the Festival site -
1. Registration
1.1. Invitations are open for all Golden Oldies Teams from Scotland plus non-Scottish Teams, ( Twin Towns etc ) who, as with all Teams, shall be accepted at the discretion of the LOC.
Invitations to participate should be sent out about six months prior to the event, and followed up regularly.
1.2. Entries from Individual Players or Groups of Players may also be accepted.
1.3. The maximum number of Teams able to participate will be decided by the LOC.
1.4. Teams will be asked which type of Golden Oldies Rugby they wish to play - Contested (usually age group 35 - 50 years) or Uncontested (usually age 50+ and older Players). All matches will be played according to the Golden Oldies Laws of Game,
1.5. An Entry Fee per person, shall be agreed by the LOC and SGOR
2. Participation
2.1. It is hoped that all participating Teams comprise of a minimum 20 players, including a " Team Manager ' ( Playing, or Non Playing ) and if possible, a Referee. Age Ranges / Colour of Shorts will be adhered to most strictly.
2.2. All participants will be asked to pay the Festival Entry Fees.
2.3. Contents of the " Festival Team Package ' to be finalised nearer the Festival
2.4. Teams from outside Scotland may participate in the Festival at the discretion of the LOC.
2.5. All Festival participant Teams should be paid up Members of SGOR.
3. Festival Package
3.1. The Festival Package Fee pays for:
4.1. The LOC shall identify Accommodation which is prepared to offer Special Rates for any Participating Teams. These hotels will offer twin and double or three bedded rooms (bed and breakfast). Teams are requested to select their accommodation from the approved list and are responsible for settling their own hotel bills. These expenses are not part of the LOC Budget. 4.2. The LOC shall identify Accommodation offering suitable Discounts for VIP's / Sponsors etc who may attend the Festival
5. Travel arrangements
5.1. Teams are asked to organise their own travel arrangements themselves. The LOC shall make appropriate Parking arrangements.
6. Festival Programme
1.1 A Festival Brochure shall be prepared by SGOF and shall include any relevant articles / information, the LOC may wish to see included. An agreement shall be reached with Festival Sponsors who may wish an Advert included. The LOC shall advise SGOR of any local Companies / Businesses etc who may wish to advertise in the Brochure and shall source such Adverts.
7. Insurance
1.1 It is the responsibility of the Team Manager to make sure that all persons travelling with the Team, whether Playing or Non - Playing, are adequately Insured for any injury, sickness or loss / damage of personal property which may occur when participating in the Festival.
Team Managers will be required to sign a document, prior the start of the Festival, prepared by the LOC, stating that all Members of their Team have such Insurance.
8. Conditions of payment for the Festival Package
8.1. A Deposit ( TBA ) shall be levied to each Team when it Registers its participation.
8.2.. Festival Package Fee ( Team or Individual ) must be paid in full at the Festival Registration Desk, on arrival.
8.2. The LOC is obliged to pay an appropriate Fee ( TBA ) to SGOR from the income of the Festival for the exclusive privilege of holding the SGOR Festival
8.3. After all Expenditure and Bills have been paid by the LOC, the profit from the Festival should be used by the LOC for the development of Youth Rugby in the local area / Club and to support any Charity, agreed by the LOC and SGOR.
General
The "Agreement' between SGOR and the LOC should be signed as soon as possible after the Venue / Date of the Festival is agreed.
A " Final Festival Report ' to assist future Festival Organisers should be sent to the SGOR Secretary no later than four months from the close of the Festival.
The LOC should keep SGOR regularly updated with the Festival's progress.
The LOC should encourage Sponsors / Local Traders to take a Stall in the Festival Village, along with any other item which can enhance the Family aspects of the Festival.
The LOC is requested to provide a room / tent for the SGOR Annual General Meeting, which follow the Festival.
SCOTTISH GOLDEN OLDIES RUGBY COMMITTEE LOCAL ORGANISING COMMITTEE
Dave McDonald
President President
Date ..............................................................................................
.
wishing to organise a
Scottish Golden Oldies Rugby Festival
With Compliments
www.pitchero.com/clubs/scottishgoldenoldiesrugby
GUIDELINES FOR ORGANISING A SCOTTISH GOLDEN OLDIES RUGBY FESTIVAL
The Event should be a Rugby Festival based on "Fun, Friendship, Fraternity".
The Golden Oldies Players must be 35 years of age or above and should be able to take part and enjoy the Game they love and look back on the Event as a memorable experience. Who wins on the pitch is irrelevant.
Any Scottish Rugby Club, or Golden Oldies Rugby Team can apply to the President, Scottish Golden Oldies Rugby, to request consideration to Host a Scottish Golden Oldies Rugby Festival ( hereinafter called the - Festival )
Preference will be given to a Team / Club who wish to become a Candidate to host the Festival who have attended a previous GOR Festival, or Festivals and gained the ethos of Golden Oldies Rugby.
A Team / Club, will be need to form a competent, enthusiastic Rugby Local Organising Committee
( hereinafter called - LOC ) hopefully supported by their Parent Club and Local Authority.
Full support will always be available to the LOC from Scottish Golden Oldies Rugby ( hereinafter called SGOR ) who will assist with the Organisation and Promotion of the Festival, seeking Sponsorship, Notifying Teams etc....
The LOC, shall spread the workload and make all the Festival arrangements relating to the Festival site -
- Adequate number of Pitches relating to number of Team Entries sought
- Enough Changing Rooms / Tentage and Showers for participating Teams attending
- Appropriate discussions with the Host Club Committee, Local Council, Police and local Sports Council
- Media Launch, if possible with Sponsors and ongoing News Items to continuously promote the Festival
- Prepare a Festival Pack and if possible, get a Web presence.
- Appropriate Medical cover - Doctor, Physios, First Aid / Para Medic, Ambulance, Water, Ice etc
- Sponsorship, Grants etc sought, to offset costs
- All appropriate Bookings, Insurances, Licenses etc
- Suitable Food and Drink facilities, at fair prices, for Teams and Supporters
- As far as possible, it is always hoped to hold a " Green ' Environmentally Friendly Festival
- Sourcing " Freebies " to augment each Player's Goodie Bag
- Festival shall select an appropriate Charity - Kit Aid etc
- Any other ideas which may enhance the Festival
1. Registration
1.1. Invitations are open for all Golden Oldies Teams from Scotland plus non-Scottish Teams, ( Twin Towns etc ) who, as with all Teams, shall be accepted at the discretion of the LOC.
Invitations to participate should be sent out about six months prior to the event, and followed up regularly.
1.2. Entries from Individual Players or Groups of Players may also be accepted.
1.3. The maximum number of Teams able to participate will be decided by the LOC.
1.4. Teams will be asked which type of Golden Oldies Rugby they wish to play - Contested (usually age group 35 - 50 years) or Uncontested (usually age 50+ and older Players). All matches will be played according to the Golden Oldies Laws of Game,
1.5. An Entry Fee per person, shall be agreed by the LOC and SGOR
2. Participation
2.1. It is hoped that all participating Teams comprise of a minimum 20 players, including a " Team Manager ' ( Playing, or Non Playing ) and if possible, a Referee. Age Ranges / Colour of Shorts will be adhered to most strictly.
2.2. All participants will be asked to pay the Festival Entry Fees.
2.3. Contents of the " Festival Team Package ' to be finalised nearer the Festival
2.4. Teams from outside Scotland may participate in the Festival at the discretion of the LOC.
2.5. All Festival participant Teams should be paid up Members of SGOR.
3. Festival Package
3.1. The Festival Package Fee pays for:
- Entry to the Festival, with a minimum of three Games
- Souvenir Festival Brochure
- Any relevant items, or " Goodies '
- Food and Drink Vouchers
- Water
- The same Festival Package offer is valid for a Team's Supporters or for Individual Entrants who pay the Entry Fee.
4.1. The LOC shall identify Accommodation which is prepared to offer Special Rates for any Participating Teams. These hotels will offer twin and double or three bedded rooms (bed and breakfast). Teams are requested to select their accommodation from the approved list and are responsible for settling their own hotel bills. These expenses are not part of the LOC Budget. 4.2. The LOC shall identify Accommodation offering suitable Discounts for VIP's / Sponsors etc who may attend the Festival
5. Travel arrangements
5.1. Teams are asked to organise their own travel arrangements themselves. The LOC shall make appropriate Parking arrangements.
6. Festival Programme
1.1 A Festival Brochure shall be prepared by SGOF and shall include any relevant articles / information, the LOC may wish to see included. An agreement shall be reached with Festival Sponsors who may wish an Advert included. The LOC shall advise SGOR of any local Companies / Businesses etc who may wish to advertise in the Brochure and shall source such Adverts.
7. Insurance
1.1 It is the responsibility of the Team Manager to make sure that all persons travelling with the Team, whether Playing or Non - Playing, are adequately Insured for any injury, sickness or loss / damage of personal property which may occur when participating in the Festival.
Team Managers will be required to sign a document, prior the start of the Festival, prepared by the LOC, stating that all Members of their Team have such Insurance.
8. Conditions of payment for the Festival Package
8.1. A Deposit ( TBA ) shall be levied to each Team when it Registers its participation.
8.2.. Festival Package Fee ( Team or Individual ) must be paid in full at the Festival Registration Desk, on arrival.
8.2. The LOC is obliged to pay an appropriate Fee ( TBA ) to SGOR from the income of the Festival for the exclusive privilege of holding the SGOR Festival
8.3. After all Expenditure and Bills have been paid by the LOC, the profit from the Festival should be used by the LOC for the development of Youth Rugby in the local area / Club and to support any Charity, agreed by the LOC and SGOR.
General
The "Agreement' between SGOR and the LOC should be signed as soon as possible after the Venue / Date of the Festival is agreed.
A " Final Festival Report ' to assist future Festival Organisers should be sent to the SGOR Secretary no later than four months from the close of the Festival.
The LOC should keep SGOR regularly updated with the Festival's progress.
The LOC should encourage Sponsors / Local Traders to take a Stall in the Festival Village, along with any other item which can enhance the Family aspects of the Festival.
The LOC is requested to provide a room / tent for the SGOR Annual General Meeting, which follow the Festival.
SCOTTISH GOLDEN OLDIES RUGBY COMMITTEE LOCAL ORGANISING COMMITTEE
Dave McDonald
President President
Date ..............................................................................................
.
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