Guidelines for Hosting a Field State Age Championship
(January 2017)
CONTENTS
1. Preamble
2. General Statements
3. Financial
4. Other Documents
5. Playing Fields
6. Scoreboards
7. Team and Technical Benches
8. Briefing Rooms
9. Tournament Office
10. Umpires’ Room
11. Selectors’ Room
12. First Aid and Medical Facilities
13. Dressing and Change Rooms
14. Toilet Facilities
15. Catering Facilities
16. Public Address (PA) System
17. Organising Committee
18. Tournament Officials
19. Accommodation and Other Facilities
20. Public Relations and Advertising
21. Program Booklet
22. Protocol and Ceremonies
23. Sponsorship & Merchandising
1. Preamble
1.1. The aims of the Men’s Masters Sub Committee are to:
· encourage players age of 35 and over to continue playing hockey in an enjoyable and competitive environment,
· provide opportunities for players to strive for State and higher honours if they wish, and
· promote Hockey (particularly at Masters level) across the State.
1.2. State Age Championship Tournaments for each age group are conducted each year. Teams representing Associations are ranked on previous performances, and matches are played in graded Divisions. Where appropriate, combinations of regional groups are allowed. Championship trophies and medals are awarded to successful teams, and players can nominate for selection to a NSW representative team to compete at the National Championships conducted by the AMHC.
2. General statements
2.1. The Hosting association will provide a quality venue with adequate facilities needed for the specific age tournament,
2.2. Any Member Association may apply to conduct (host) these State Age Championship s.
2.3. Each year an announcement will be made inviting written applications from Member Associations to host tournaments for the next calendar year.
2.4. The Men’s Masters Sub Committee also reserves the right to approach or invite an association to host a State Age Championship.
2.5. These guidelines are issued by the Men’s Masters Sub Committee and outline the conditions and minimum requirements needed to conduct a State Age Championship.
2.6. Member Associations applying to host a State Age Championship should address each clause of the guidelines, and where a third party is involved (e.g. a council, or the governing body of a sports complex), provide written approval from that third party. If complete compliance with any clause is not possible, the degree of, and reasons for non-compliance should be stated to the Subcommittee with the bid to host.
3. Financial
3.1. Unless otherwise indicated, all costs incurred in providing the facilities and support will be borne by the host association. In return, the subcommittee will pay to the Association an amount based on the number of pitches used and the number of hours used for the matches played.
3.2. The Host Association will be asked to submit an invoice for the cost (including GST where applicable) of using the venue to the Men’s Masters Sub Committee after the draw is issued. The maximum allowable claim will be advised.
4. Other Documents
These Guidelines should be read in conjunction with:
· NSW Men’s Masters Championship Operations Manual;
· NSW Men’s Masters Championship Rules (relevant year); and
· Rules of Hockey (current edition)
5. Playing Fields
5.1. The number and type of playing fields must meet the needs of each State Age Championship group. The requirements will vary between the age groups and from year to year, but will be made clear in the advertised invitation. The minimum requirement will generally be for at least two tournament grade wet or hybrid surface, (one for Over 35’s).
5.2. All fields at each State Age Championship venue must be in the same general location and ideally all fields should be capable of being controlled from a central point.
5.3. The fields must be in good condition with goals and line markings as in the Rules of Hockey. Goals and line markings are to be maintained in good order and condition throughout the tournament, and where necessary playing surfaces are to be adequately cleaned and watered. Watering is to be arranged in liaison with the Tournament Director.
5.4. There must be adequate lighting on all pitches. Details should be provided in the “application to host”. (if there are multiple pitches, this requirement may be modified.)
5.5. Facilities must be provided for washing away spilt blood with water and household disinfectant and / or detergent.
6. Scoreboards
6.1. There should be a scoreboard showing the progressive score and, desirably, a match clock controlled from the technical bench or central officiating point, at each pitch.
6.2. There must be a display board in a prominent position on which the Tournament Director can post match results and progressive score sheets.
7. Team and Technical Benches
7.1. There must be a technical bench adjacent to the centre line of each playing field. It must have adequate seating for technical bench staff and be undercover.
7.2. Under-cover team benches should be located on either side of the technical bench. There must be seating for interchange players and team support personnel.
7.3. There should be seats for temporarily suspended players adjacent to the technical bench.
7.4. The team and technical benches should be separated from spectator areas.
8. Briefing Rooms
8.1. Briefing rooms/areas are needed for the managers’ meeting and the umpire’s briefing prior to the start of the State Age Championship. A table or bench and seating are needed in each area.
9. Tournament Office
9.1. An area (preferably a secure office) with power and lighting, and ideally with phone and internet access, is to be available to the Tournament Director and other officials.
9.2. There should be convenient access to an A4 printer (and ideally photocopier).
10. Umpires’ Room
10.1. A suitable room or space, with power and lighting, is to be identified for use by the Umpire Manager and umpire coaches.
11. Selectors’ Room
11.1. A suitable room with power and light should be provided for use by State e team selectors.
12. First Aid and Medical Facilities
12.1. At all times during the State Age Championship there must be in the close vicinity of each field suitably qualified personnel to deal with injury or other emergency. The minimum requirement is for the senior “medical” person to hold a Level 1 Sports Trainer certificate, a Senior St. John’s Ambulance qualification, or equivalent.
12.2. The Host association must ascertain the names and contact details of at least one local doctor, dentist and physiotherapist who will be available throughout the tournament. Any service provided by them will be on a consultative and fee-for-service basis, with payment being the responsibility of the patient or his team.
12.3. The playing fields must have ready access for ambulance or other transport at all times.
12.4. Crushed ice is to be available for first aid treatment at each field.
13. Dressing and Change Rooms
13.1. An appropriate number of change rooms, with seating, showers and toilets, in close proximity to the playing fields, are to be available for players and umpires. These rooms must be serviced regularly and maintained in a clean state.
14. Toilet Facilities
14.1. There must be adequate toilet facilities for supporters and spectators. These must be serviced regularly and maintained in a clean state.
15. Catering Facilities
15.1. The Host Association should provide (or arrange for) a canteen selling light snacks and refreshments. Alcoholic beverages must only be sold in licensed areas.
16. Public Address (PA) System
16.1. A reliable PA system is to be provided with good coverage to the playing fields, and all of the venue precincts. A wireless microphone is preferable.
16.2. The Tournament Director will have primary control of the PA, but the Host Association is to provide a suitable person to operate the system and make announcements if required.
17. Organising Committee
17.1. The Host Association is advised to appoint an Organising Committee responsible for the overall organisation of the State Age Championship in cooperation with the Sub Committee. This committee should maintain regular contact with the Sub Committee member for State Age Championships, or any other designated person appointed by the Sub Committee.
18. Tournament Officials
18.1. The Tournament Director and Umpire Manager for the State Age Championship will be appointed by the Men’s Masters Sub Committee. In turn they will appoint officials as needed.
18.2. The Host Association will be expected to nominate a liaison person and to provide technical bench personnel to assist the Tournament Director and umpire manager. A roster system is to be organised for the technical bench staff and a copy of the roster is to be provided to the Tournament Director.
19. Accommodation and Other Facilities
19.1. The Hosting region (or city) should have adequate motel or hotel accommodation and food outlets for the anticipated number of competitors, officials and supporters. It is the responsibility of individual teams to book their own accommodation.
19.2. The Host Association is to check with Regional tourism and other local sporting bodies, and notify the Men’s Masters Sub Committee of any other events to be hosted in the area at the same time as the State Age Championship being considered.
20. Public Relations and Advertising
20.1. The Men’s Masters Sub Committee will assist the Host Association where possible to promote the event in the local area via local press, television and radio.
21. Program
21.1. The Men’s Masters Sub Committee will produce a program guide that will include the draw (organised by the Men’s Masters Sub Committee), and important information relevant to the State Age Championship. This will be published on the Hockey NSW website as soon as practical.
21.2. The Men’s Masters Sub Committee will provide an electronic version of that guide and a full list of teams to the Host Association, who will then be expected to add local information including a list of medical facilities, and may also include the association logo, president’s message, committee/volunteers and local businesses or sponsor information if they wish. The Host Association will (at their cost) print sufficient copies of a program booklet for competing teams, volunteers and/or spectators.
22. Protocol and Ceremonies
22.1. The Host Association should ensure that the Tournament Director is made aware of visits to the State Age Championship by any local dignitaries.
22.2. A presentation ceremony will be held at the conclusion of the State Age Championship. The format will be set by the Men’s Masters Sub Committee in consultation with the Host Association.
21.3 The Mens Masters Sub Committee will provide all trophies and medals.
23. Sponsorship & Merchandising
23.1. The Host Association/Organising Committee may gain sponsorship for the State Age Championship provided they have prior written consent from the Men’s Masters Sub Committee and from the Hockey NSW Chief Executive. A championship sponsor should not conflict with the sponsors of Hockey NSW.
23.2. The Host Association is to provide appropriate space for Hockey NSW merchandising sponsors and their signage if asked to do so. The Hockey NSW Equipment and Hardware Supplier may be granted exclusive rights at the venue for the period of the State Age Championship, and advance arrangements for the operation of existing retail outlets at the venue should be negotiated with Hockey NSW and the Mens Masters Sub Committee.
23.3. Any intellectual property for event merchandise specific to the State Age Championship is to be approved in advance by Hockey NSW and the Mens Masters Sub Committee.
23.4. Raffles or lotteries may be conducted at State Age Championships providing they conform to local regulations.
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