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Police Sport UK

PSUK Rules for Organising Sports Championships

PSUK Rules for Organising Championships - Document 2013

ALL PSUK CHAMPIONSHIPS

The responsibility for agreeing to hold PSUK Championship events rests solely with

PSUK Council.

Once a Championship is approved by Council,the annual arrangements for the event are the

responsibility of theSports Section Committee

PSUK CHAMPIONSHIPS

Sports Section Committee

The Section Committee may

organise the Event centrally.

The Section may allocate the Event to

a Host Force Sports Club

PSUK CHAMPIONSHIPS

The Section Committee may

organise the Event centrally

The Section may allocate the Event to

a Host Force Sports Club.

CONSIDERATION MUST BE GIVEN TO THE LOCATION OF THE EVENT,

Events held centrally WILL encourage more entrants and avoid unnecessary travel or accommodation costs.

Events held in some more remote parts of the UK will increase costs for travel and possibly accommodation.

This should be avoided if possible.

PSUK CHAMPIONSHIPS

Arrangements will be identical

Appoint a CHAMPIONSHIP COMMITTEE

andCHAMPIONSHIP SECRETARY

PSUK CHAMPIONSHIPS

The Championship Committeeshould allocate tasks as appropriate -

1. Entry Form & Entry Collation2. Venue Liaison3. Health & Safety4. Hotels & Accommodation Liaison5. Prizes & Trophies6. Function7. etc.

PSUK CHAMPIONSHIPS

1. Entry Form & Entry Collation

ALL Entry Forms must be approved byPSUK Admin Manager

PRIORto general circulation to Force

Secretaries or Force Point of Contact

PSUK CHAMPIONSHIPSALL Entry Forms must be approved by

PSUK Admin ManagerFAILURE TO SUBMIT FORMS FOR

APPROVALwill result in withdrawal of any PSUK

Grant to that National Championships, and possibly

withdrawal of approval to Host the Event on behalf of PSUK.

PSUK CHAMPIONSHIPS1. Entry Form & Entry CollationEntry Forms must include a FULL

BREAKDOWN of Financial costs.Bearing in mind that MOST Force Sports

Clubs only pay a proportion of competitor costs, particularly for meals

and accommodation.‘Package Prices’ must be apportioned,

so Force Sports Clubs can decide on the level of support to their members.

PSUK CHAMPIONSHIPS1. Entry Form & Entry CollationENTRY FEES

At all Championship Events there is an expectation that Entry Fees are kept to

a minimum, and should only cover legitimate expenses for costs associated

with hosting the Event.This should NOT include

‘Function’ costs.

PSUK CHAMPIONSHIPS1. Entry Form & Entry CollationENTRY FEES

Individual & Team Entry Fees -Should cover costs associated with the

Event logistics, a breakdown of how the Entry Fee has been calculated MUST be

included in the Entry Information.Section Secretaries will be in a position

to advise Organisers.

PSUK CHAMPIONSHIPS2. Venue Liaison

1.Location and Accessibility2.Fit for Purpose

3.Cost

1.Location and Accessibility -Ensure that the location is near to

motorway and rail networks. Avoid expensive costs such as

flights to and from venues.

2. Fit for Purpose -All venues should normally have

been previously utilised for a similar size or ‘like for like’

sports event.

Ensure that all costs are reasonable and that a written agreement is in place between both parties. Take into account

extras such as VAT.

Ensure ALL bookings include set-up and set-down charges.

PSUK CHAMPIONSHIPS

3. Health & Safety

All PSUK Championships should have a ‘SAFETY OFFICER’

who will have sole responsibility for conducting a full Risk Assessment for

the Event

PSUK CHAMPIONSHIPS

3. Health & Safety

Guidelines for Safety Officers can be found on the PSUK web site

www.policesportuk.com(ABOUT PSUK)

PSUK CHAMPIONSHIPS

3. Health & Safety

Risk Assessments MUST include1. Venue

2. Competitors3. Officials

4. Members of the Public

PSUK CHAMPIONSHIPS4. Hotels & Accommodation Liaison

1.Location and Accessibility2.Fit for Purpose

3.Cost

Try to offer a MENU of choices.It is not necessary for everyone to

stay in the same hotel !Consider Hotels, Travelodge or

University Accommodation

Set a BUDGET for Hotel Costs.It is suggested by Force Sports

Clubs that £30-£45pp is adequate for Bed & Breakfast

accommodation.

Remember – Not ALL Force Sports Clubs pay the full

lodging costs. This can place extra burden on the competitor

and may reduce entrants.

All competitors MUST be offered accommodation for a minimum number of nights. Avoid ‘package deals’ that restrict competitors from returning home as soon as possible. Remember they may HAVE TO

return to duty or home.

5. Prizes & Trophies

All awards presented at PSUK Championships must be deemed

appropriate for the Event.Normally a medal or plaque is adequate

to recognise the achievement.

PSUK CHAMPIONSHIPS

It is totally inappropriateto award –

CASH PRIZESor EXPENSIVE GIFTS.

Remember you are using Sports Club money to fund prizes.

PSUK CHAMPIONSHIPS

All ‘perpetual’ trophies are the property of PSUK and a proper record of

presentation and recipient should be maintained for future events.

PSUK CHAMPIONSHIPS

Experience has shown that having a single person responsible for trophies and prizes

will result in a swift and efficient prize giving.

PSUK CHAMPIONSHIPS

The Prize Presentations should be held as soon as possible after the completion of the Event, this ensures that competitors

are not unduly delayed in returning home.

PSUK CHAMPIONSHIPS

PSUK CHAMPIONSHIPS6. Function

It is fully recognised by PSUK that the

‘FUNCTION’ associated with a

Championship is an integral part of the

Event.

However, organisers MUST note that the ‘function’ is additional to the Event and should not be

considered more important.

Expensive Banquets and Lavish Entertainment are

not appropriate.Again, remember that

Sports Clubs and Competitors are paying towards the costs.

Consider a ‘menu’ of options for the Event.

Simple food, or buffet meal.D.J. rather than Live Band.No expensive after dinner

speakers.

Under normal circumstances there should be NO FREE alcohol or wine

provided, other than a welcome drink for VIP’s and/or sponsors etc.

Avoid making the dress code too elaborate.

Some competitors may NOT be in a position to afford this.

Under NO circumstances should there be more than ONE official

function associated with each Championship Event.

The cost of any PSUK Function should not normally exceed the recommended price per head.

(Currently £30 per head)

It should be fully clear on the Balance Sheet the costs

associated with the ‘function’.This must not be funded out of

Entry Fees.

PSUK CHAMPIONSHIPS7. Miscellaneous

There has been a growing practice at many PSUK events to provide a memento of the event,

e.g. T.shirt etc. This practice is unnecessary and should only be

allowed if sponsorship pays for the items. Force Sports Clubs should not be expected to buy such items, out of entry fees, for their members.

SPONSORSHIPPSUK fully supports ALL efforts by Championship Organisers to secure sponsorship on a local basis.

However this should not directly conflict with PSUK Official Sponsors, and must conform to

normal ‘standards’ as appropriate to the service.

PSUK CHAMPIONSHIPS

7. Miscellaneous

SPONSORSHIPWhenever sponsorship is received, e.g.

cash amount, this should be offset against the cost of Entry Fees etc.

If the sponsorship is in specific goods, these should be distributed

appropriately.

RAFFLE & PRIZES

If the Organisers decide to have a Raffle as part of the event or function, this

should be self funding and normally for a charitable purpose.

ACCOUNTS

All Championships should have a separate Account Balance Sheet for the

Event.This should not be included in

Section Accounts

ACCOUNTS

Accounts should be completed in line with the example shown on the PSUK

Websitewww.policesportuk.com

ACCOUNTS

A copy of the Final Accounts must be forwarded to the PSUK Admin Manager

within three months of the Event.

ACCOUNTS

If an Event makes a profit it is PSUK policy that the profit should be split

equally three ways –PSUK, Sports Section Funds,

and Host Force

SALARIES & HONORARIA

Under NO circumstances should any individual associated with PSUK be paid either a salary or honoraria for services

associated with the organisation of a PSUK Championship Event.

PSUK Championship Strategy Document 2013

GRATUITIESShould any individual associated with

PSUK receive any gratuity or ‘benefit in kind’ as a result of organising any event, details of the benefit MUST be shown in

the Championship Accounts and declared to the PSUK Admin Officer.

Police Sport UK

PSUK Rules for Organising Sports Championships

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