Does your school run a Sevens Competition, a Festival or a League?

If so, RFU Regulation 15.9 requires you to get approval. This is to ensure that minimum standards are met: First Aid provision, risk assessed, insured, safeguarding and not conflicting with similar events nearby.
 

Where - Choose a venue appropriate to the setting. Consider how your participants and spectators will get to the venue and can they park cars?

Who – who are you targeting and how will they know you are holding this event? Will visitors have any special needs that you should consider?

When – consider the time of year, the consequences of extreme weather conditions.
Also will it clash with other events organised at the time for the same playing cohort in rugby in your community or national events?

Event Safety Management Plan 

To ensure that the planned event is safe and successful, the following list should be covered as far as they are applicable:

Event Co-ordinator – This person needs to be identified at an early stage

Event Team – Establish an event team and agree responsibilities

Timescale – Allow a minimum of 12 weeks from beginning of planning to event date

 Experience – Discuss what event experience you have of putting on an event

 Health & Safety Policy and Arrangements – Ensure that you have Health & Safety Policy and a written risk assessment stating how you will deal with health and safety issues

Insurance – Ensure that the event is covered by appropriate insurance cover with your LEA or Bursar. If in doubt, contact your KSRFU, or the ERFSU at Twickenham, or your insurer

Attendance - How many people are you planning for? Consider carefully whether your facilities and services match the maximum anticipated attendance of both participants and supporters.

Site Plan - Consider the layout of the proposed venue taking into account access and exits, playing areas and changing facilities, spectator areas, circulation routes, vehicle, toilets, catering; Be wary of field parking being reduced in very wet weather.

Emergency Plan – A formal plan of how you will deal with any emergency situation that may arise. This plan should be the result of hazard spotting and assessing the risks involved with the event. For example, assess your event for the of risk of fire; identify what hazards could cause a fire.

Liaison – if planning a large event discuss your plans with the police, fire brigade, ambulance and first aid providers.

Risk Assessment – You will need to provide and produce a copy upon request of an assessment of the above hazards and risks associated with your event and ways in which you intend to reduce the level of risk where found.

Tickets – Will you be selling tickets or controlling entry by some other method into an enclosed event space or is the event open. If open how will you control numbers?

Marketing / publicity - Who are you targeting and how will you attract them?

Stewards – Their main responsibility is crowd management. They are also there to assist police and other emergency services. Stewards should be readily identifiable, and provided in the ratio of at least one per 100 persons. They will need briefing/training.

First Aid – First aid cover should be provided in accordance with the HSE Event Safety Guide. St John Ambulance and the British Red Cross can advise

Toilets – The following tables should be used:
               Female  - 1 WC per 100
               Male      - 1WC for up to 100

 Drinking Water – This should be available at first aid posts

Refuse, litter – The event co-ordinator is responsible for ensuring that provision for the collection and storage of refuse occurs including caterers throughout the event and afterwards.

Sign-posting – All emergency exits, toilets, drinking points, and first aid points should be clearly indicated

Access / Egress for Emergency Services – The routes should be identified by signs and kept clear at all times. When called in emergency the event co-ordinator shall give the correct park access point for the emergency vehicle or appropriate open space in the event of a helicopter.

Child Welfare – You need to consider in your plan how you will ensure child safety, not only of players but other young people attending.

Alcohol - Is alcohol going to be served? You need to define areas and access and apply for a TEN from your local Council, a minimum about a month ahead of the event.