Police Sport UK
PSUK Rules for Organising Sports Championships
PSUK Rules for Organising Championships - Document 2013
ALL PSUK CHAMPIONSHIPS
PSUK Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS
Arrangements will be identical
Appoint a CHAMPIONSHIP COMMITTEE
andCHAMPIONSHIP SECRETARY
PSUK Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS2. Venue Liaison
1.Location and Accessibility2.Fit for Purpose
3.Cost
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS2. Venue Liaison
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.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS2. Venue Liaison
2. Fit for Purpose -All venues should normally have
been previously utilised for a similar size or ‘like for like’
sports event.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS2. Venue Liaison
Ensure that all costs are reasonable and that a written agreement is in place between both parties. Take into account
extras such as VAT.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS2. Venue Liaison
Ensure ALL bookings include set-up and set-down charges.
PSUK Rules for Organising Championships - Document 2013
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 Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS
3. Health & Safety
Guidelines for Safety Officers can be found on the PSUK web site
www.policesportuk.com(ABOUT PSUK)
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS
3. Health & Safety
Risk Assessments MUST include1. Venue
2. Competitors3. Officials
4. Members of the Public
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS4. Hotels & Accommodation Liaison
1.Location and Accessibility2.Fit for Purpose
3.Cost
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS4. Hotels & Accommodation Liaison
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
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS4. Hotels & Accommodation Liaison
Set a BUDGET for Hotel Costs.It is suggested by Force Sports
Clubs that £30-£45pp is adequate for Bed & Breakfast
accommodation.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS4. Hotels & Accommodation Liaison
Remember – Not ALL Force Sports Clubs pay the full
lodging costs. This can place extra burden on the competitor
and may reduce entrants.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS4. Hotels & Accommodation Liaison
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.
PSUK Rules for Organising Championships - Document 2013
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
PSUK Rules for Organising Championships - Document 2013
5. Prizes & Trophies
It is totally inappropriateto award –
CASH PRIZESor EXPENSIVE GIFTS.
Remember you are using Sports Club money to fund prizes.
PSUK CHAMPIONSHIPS
PSUK Rules for Organising Championships - Document 2013
5. Prizes & Trophies
All ‘perpetual’ trophies are the property of PSUK and a proper record of
presentation and recipient should be maintained for future events.
PSUK CHAMPIONSHIPS
PSUK Rules for Organising Championships - Document 2013
5. Prizes & Trophies
Experience has shown that having a single person responsible for trophies and prizes
will result in a swift and efficient prize giving.
PSUK CHAMPIONSHIPS
PSUK Rules for Organising Championships - Document 2013
5. Prizes & Trophies
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 Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
It is fully recognised by PSUK that the
‘FUNCTION’ associated with a
Championship is an integral part of the
Event.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
However, organisers MUST note that the ‘function’ is additional to the Event and should not be
considered more important.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
Expensive Banquets and Lavish Entertainment are
not appropriate.Again, remember that
Sports Clubs and Competitors are paying towards the costs.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
Consider a ‘menu’ of options for the Event.
Simple food, or buffet meal.D.J. rather than Live Band.No expensive after dinner
speakers.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
Under normal circumstances there should be NO FREE alcohol or wine
provided, other than a welcome drink for VIP’s and/or sponsors etc.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
Avoid making the dress code too elaborate.
Some competitors may NOT be in a position to afford this.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
Under NO circumstances should there be more than ONE official
function associated with each Championship Event.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
The cost of any PSUK Function should not normally exceed the recommended price per head.
(Currently £30 per head)
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS6. Function
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 Rules for Organising Championships - Document 2013
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.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
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 Rules for Organising Championships - Document 2013
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.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
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.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
ACCOUNTS
All Championships should have a separate Account Balance Sheet for the
Event.This should not be included in
Section Accounts
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
ACCOUNTS
Accounts should be completed in line with the example shown on the PSUK
Websitewww.policesportuk.com
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
ACCOUNTS
A copy of the Final Accounts must be forwarded to the PSUK Admin Manager
within three months of the Event.
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
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
PSUK Rules for Organising Championships - Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
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 Rules for Organising Championships - Document 2013
PSUK Championship Strategy Document 2013
PSUK CHAMPIONSHIPS7. Miscellaneous
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.
PSUK Rules for Organising Championships - Document 2013
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PSUK Rules for Organising Sports Championships