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?*
- RRRC XVs
- RRRC 7s
- TOLA 7s
- Other
Rugby Club, Association, or Business Name*
Venue Name*
Approximate Venue Address*
Email*
Phone*
Have you ever hosted a Championship or 7s event?
- Yes
- No
- Other
If you answered YES, please scroll down and choose SUBMIT. You do not have to complete the entire form as we have your information on file.
Have you made contact with your local convention & visitors bureau (CVB) regarding this event?
- Yes
- No
- Other
Please 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 Grass
- Artificial Turf
Field 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:
Accepted file types: jpg, jpeg, png, gif.
Do you have a back-up venue if the fields are unplayable due to weather?
- Yes
- No
Do you have regulation goal posts for the match field(s)
- Yes
- No
- Other
Do you have regulation goal posts for the back-up match field(s)?
- Yes
- No
- Other
Will any fields have markings for any other sports besides rugby?
- Yes
- No
- Other
Are there permanent platforms, at mid-field, to film from?
- Yes
- No
- Other
If you answered no, will you provide TV platforms (e.g. scaffolding)?
- Yes
- No
- Other
Is there enough room on the platforms for team videographers? (1 per team)
- Yes
- No
- Other
Can you provide a warm-up area near the match pitch?
- Yes
- No
- Other
Are locker rooms available for use at the venue site?
- Yes
- No
- Other
If 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?
- Yes
- No
- Other
Can you provide a covered area at mid-field for Match Administration?
- Yes
- No
- Other
Can you provide a scoreboard and operator for each field?
- Yes
- No
- Other
Please 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?
- Yes
- No
- Other
Will you be able to provide at least one Athletic Trainer per event day?
- Yes
- No
- Other
Can you provide a dedicated Score Reporter for each field for the duration of the event?
- Yes
- No
- Other
Can you provide 2 ball runners per game, per field?
- Yes
- No
- Other
Can you provide a photographer?
- Yes
- No
- Other
Can you provide a a block of discounted hotel rooms that covers all attending teams?
- Yes
- No
- Other
Can you ensure that the Match Officials will get free lunch vouchers for concessions or sandwiches brought in each day?
- Yes
- No
- Other
Can you ensure that the Match Officials will have water and Gatorade/Powerade for each event day?
- Yes
- No
- Other
Can you provide a large tent/covered area close to the match pitch exclusive for the Match Officials?
- Yes
- No
- Other
Can you provide tables and chairs for the Match Officials?
- Yes
- No
- Other
Will you produce a bracket board for the event?
- Yes
- No
- Other
Would you like to submit documents to support your bid?
- Yes
- No
If so, please send them separately to admin@texasrugbyunion.com. Supporting documents could include: - Facility diagrams - Bid packet - Other items that highlight why your bid should be chosen
Phone
This field is for validation purposes and should be left unchanged.

Event Hosting Application

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