Host Responsibilities for Western RFU

Challenge Matches

Revised 11/30/99

1.         Facilities

            a.         Provide one full size rugby pitch with proper field markings, field flags, goal posts with padding, and crowd control ropes on appropriate sides of the field. These requirements are detailed in the current Laws of the Game booklet.

            b.         Provide staff to ensure the playing areas are accessible only to players, officials, and trainers. All others are to remain behind the crowd restraint ropes and/or in the stands.

            c.         Provide an area within easy walking distance from the playing field for participating teams to warm up before their matches.

            d.         Provide an off-playing area for replacement players from both teams to observe the matches. Replacement players and non playing members of the participating teams are not allowed to stand on the sidelines during the match.

            e.         Provide three balls for the match.

            f.         Provide at least one ball boy for each side of the field for the match.

                        i.         Attire of the ball boys should match and not conflict in anyway with the playing attire of the competing teams or other match officials.

                        ii.        The assigned match officials will have the responsibility to educate the ball boys in their duties and to ensure the balls meet the specifications on the Laws of the Game.

                        iii.       Each ball boy will be given a suitable match ball for use during the match.

                        iv.       Match officials are responsible for any equipment they need to carry out their duties such as ball pressure gauges, touch judge flags, etc.

            g.         Provide all match officials and ball boys with suitable half time and full time refreshments.

2.         Emergency Preparations

            a.         Provide immediate access to a cell phone during the match to call for emergency equipment/services, should they be necessary.

            b.         Have available on-site several copies of a document that provides the name, address, and directions to the nearest hospital should medical attention be required.

            c.         Before the weekend, contact the nearest hospital and emergency service providers such as EMT, ambulance, etc. Notify them of the competition, the location, and kick off time in the event any such services are required.

3.         Tournament Information

            a.         At least six weeks before the match provide to the Western Rugby Union’s Administrative office the following information:

                        i.         name and address of the venue,

                        ii.        names and addresses of several mid price range motels near the field or airport (include phone numbers, reservation contact name, amenities, and rates),

                        iii.       a detailed, clearly readable map of the area showing the fields, the airport, recommended motels, etc.,

                        iv.       the names and locations of stores near the fields where the challenging/visiting team may purchase water and/or other half time and post match refreshments,

                        v.         the names and locations of a variety of restaurants suitable for team meals for breakfast, lunch and dinner,

4.         Team and Player Check-in

            a.         Provide a suitable meeting facility for the representative of the Western Rugby Union to check-in players from the participating teams.

            b.         The area and process will be scheduled the morning of the competition.

            c.         The Western representative has final authority on any disagreements regarding player eligibility. Subsequent actions on eligibility issues will be taken according to the regulations established by USA Rugby. Current eligibility regulations are included in all participating team packets and are included on the web site of USA Rugby. Eligibility questions should be resolved with USA Rugby before any Western competition. Western officials cannot decide to alter or defer any USA rugby regulation.

5.         Match Officials

            a.         All match officials will be appointed by the Western RFU Referee and Laws Committee. The current contact for WRFU officials is Jim Driggs (E-mail: jdriggs@tcresidential.com ; phone 214-349-7987; Address: 9837 Crestwick, Dallas, TX 75238.)

6.         Tournament Entry Fees

            a.         Unless specifically authorized by the Western RFU, no fees or levies may be assessed to any visiting team or player for participation in challenge matches.

7.         Referee Expenses

            a.         The host is NOT required to pay the Western Rugby Referees Association a fee to cover the costs of supplying officials for the match.

            b.         Note that the host of any challenge match are required to provide accommodations and local travel for all officials assigned to these matches.

8.         Trophies

            a.         No trophies are required for challenge matches

9.         Write-up on event - A written report, covering at a minimum, the results of the match, must be forwarded to the Western office within 24 hours of the conclusion of the event. Upon acceptable review, the report will be forwarded to USA Rugby and Rugby Magazine for publication.

10.       Merchandise

            a.         The host assumes full responsibility to ensure that no USA Rugby merchandise is sold or otherwise available at the venue unless it is sourced from an official supplier of USA Rugby.

            b.         The host is solely responsible for the production and sale of any T-shirts or other merchandise and food during the event. The WRFU assumes no responsibility.

11.       Communications

            a.         All seeding, kick off schedules, and match parings will be provided by the West.

            b.         The Western Administrative Office communicates with the participating teams and the officials regarding match schedules, regulations and requirements for the event. It is not necessary for the host to do so.

            c.         The host agrees to provide a contact with e-mail capability and further agrees that e-mail will be the preferred method of communication among the West, the officials, the participants, and the host.

12.       Revenue and expenses - The host assumes full and sole responsibility for any expenses as outlined herein. Any profits realized from the event are the sole property of the host.

13.       Collegiate Events

            a          Under no circumstances will any alcoholic beverages be served or otherwise made available to any participant in these events under the legal drinking age established by state authorities. Regardless of age, no alcoholic beverages will be served anytime or place at the event site to any person wearing rugby kit.

            b.         Further no advertizing for any alcoholic or tobacco products will be featured at the event site unless approved by the host university. Even if permitted, no photographs of this signage and the participating teams and/or players will be permitted.

            c.         No “official” party is permitted in conjunction with a collegiate event. A host may provide a social event for the participating teams, players, and officials. No alcoholic beverages may be served, or otherwise made available, at such a social event. No mandatory fees may be charged for such an event.