Event Hosting Application Event Hosting Application Minimum Requirements Ensure that the event complies with all of TRU & USA Rugby’s safety requirements, guidelines, rules, regulations, policies, directives, decisions and all procedures set forth are in effect at the time of the event. Confirm that all participating clubs and all participating participants, including athletes, coaches, referees and officials are CIPP registered with USA Rugby. Reserve or obtain permission and all applicable permits from local jurisdictions for the use of fields, venues, facilities, etc. Conduct the event in accordance with the current competitive rules as specified in the applicable RRRC & USA Rugby rule book or World Rugby rules. Accept full responsibility for the management of this event and any parties it employs, recruits and contracts with to assist with the production of said event, including but not limited to, the supervision of paid and non-paid employees and volunteers. Requirements of the Host - Match Field/Venue Match Fields – The playing surface must meet World Rugby minimum standards, including dimensions, safety perimeter, and surface. The playing field: -must be at least 68 meters wide and not exceeding 70 meters wide -must be at least 96 meters long from goal line to goal line and not exceeding 100 meters long -must have try zones at least 10 meters long and not exceeding 22 meters long -MUST have a 5-meter safety perimeter of continuous grass, sand, or artificial turf -MUST have sideline barriers stretching from goal line to goal line at least 5 meters from the touch lines Exact field dimensions can be found here: http://www.texasrugbyunion.com/administration/rugby-stadium-field-diagrams/. Please upload (or send separately) the exact dimensions of the proposed venue, including any surrounding structures or landscape changes (i.e. buildings, stands, berms, slopes, ditches, etc.) within 10 meters of the playing surface. Medical Coverage It is required, as a minimum, that there be 2 qualified medical persons field side. Qualified medical persons include Certified Athletic Trainer (ATC), medical physician (preferably sports medicine or orthopedic specialty), and physician’s assistant with orthopedic experience. A canopy with a table and chairs shall be provided for use by the medical staff along with a cooler with ice to treat players. The presence of an EMT and Ambulance does not replace any of the aforementioned qualified medical persons and should be provided based on host’s experience with emergency medical response time at the event location when an ambulance is not present. The host must also prepare an Emergency Action Plan (EAP) for the tournament. The EAP must be completed and submitted to the TRU Admin no later than 10 days before the tournament for review. Name* First Last Which event(s) are you bidding to host?* TRU 15s RRRC 15s RRRC 7s Collegiate 15s Collegiate 7s Other Rugby Club, Association, or Business Name*Venue Name*Approximate Venue Address*Email* Phone*Have you ever hosted a Championship event?*YesNoOtherHave you made contact with your local convention & visitors bureau (CVB) regarding this event?*YesNoOtherPlease list any/all additional events that you plan on operating or working with in conjunction to this event. Examples include high school tournaments on outside fields, fundraisers, etc.*Playing Surface*Natural GrassArtificial TurfField 1 - What is the width of the playing surface (in meters)?*Field 1 - What is the length of the playing surface from goal line to goal line (in meters)?*Field 1 - What is the length of the try zones (in meters)?*Field 2 - What is the width of the playing surface (in meters)?*Field 2 - What is the length of the playing surface from goal line to goal line (in meters)?*Field 2 - What is the length of the try zones (in meters)?*Please submit the venue layout here:Do you have a back-up venue if the fields are unplayable due to weather?*YesNoDo you have regulation goal posts for the match field(s)*YesNoOtherDo you have regulation goal posts for the back-up match field(s)?*YesNoOtherWill any fields have markings for any other sports besides rugby?*YesNoOtherAre there permanent platforms, at mid-field, to film from?*YesNoOtherIf you answered no, will you provide TV platforms (e.g. scaffolding)?*YesNoOtherIs there enough room on the platforms for team videographers? (1 per team)*YesNoOtherCan you provide a warm-up area near the match pitch?*YesNoOtherAre locker rooms available for use at the venue site?*YesNoOtherIf locker rooms are available, approximately how many?*Can you provide two team benches for teams, located on the same side of the field, for each field?*YesNoOtherCan you provide a covered area at mid-field for Match Administration?*YesNoOtherCan you provide a scoreboard and operator for each field?*YesNoOtherPlease describe the scoreboards you have for the event:*How many restrooms are available at the venue site?*Approximately how many parking spaces are available within a 5-minute walk of the venue?*Will you be able to provide a 10'x10' tent for each participating team to rest & recover in before, between, and after matches?*YesNoOtherWill you be able to provide at least one Athletic Trainer per event day?*YesNoOtherCan you provide a dedicated Score Reporter for each field for the duration of the event?*YesNoOtherCan you provide 2 ball runners per game, per field?*YesNoOtherCan you provide a photographer?*YesNoOtherCan you provide a a block of discounted hotel rooms that covers all attending teams?*YesNoOtherCan you ensure that the Match Officials will get free lunch vouchers for concessions or sandwiches brought in each day?*YesNoOtherCan you ensure that the Match Officials will have water and Gatorade/Powerade for each event day?*YesNoOtherCan you provide a large tent/covered area close to the match pitch exclusive for the Match Officials?*YesNoOtherCan you provide tables and chairs for the Match Officials?*YesNoOtherWill you produce a bracket board for the event?*YesNoOtherWould you like to submit documents to support your bid?* Yes No If so, please send them separately to email@example.com. Supporting documents could include: - Facility diagrams - Bid packet - Other items that highlight why your bid should be chosenPhoneThis field is for validation purposes and should be left unchanged.