event support - amazon s3€¦ · the rugby world cup 2019 runs from friday 20 september to...

Your Club. Your Values. Our Future. 1

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Event Support

2 Leadership . Enjoyment . Achievement . Engagement . Respect

The Rugby World Cup 2019 runs from Friday 20 September to Saturday 2 November, with games played across host country Japan.

Opening Ceremony

Japan v Russia Fri 20 Sep 11.45am (BST) Tokyo Stadium, Toyko

Scotland Fixtures (POOL A)

Ireland v Scotland Sun 22 Sep 8.45am (BST) International Stadium, Yokohama

Scotland v Samoa Mon 30 Sep 11.15am (BST) Kobe Misaki Stadium, Kobe

Scotland v Russia Wed 9 Oct 8.15am (BST) Shizuoka Stadium Ecopa, Shizuoka

Japan v Scotland Sun 13 Oct 11.45am (BST) International Stadium, Yokohama

Knockout Stages

QF1 Winner Pool C v Runner-up Pool D

Sat 19 Oct 8.15am (BST) Oita Stadium, Oita Prefecture

QF2 Winner Pool B v Runner-up Pool A

Sat 19 Oct 11.15am (BST) Tokyo Stadium, Tokyo

QF3 Winner Pool D V Runner-up Pool C

Sun 20 Oct 8.15am (BST) Oita Stadium, Oita Prefecture

QF4 Winner Pool A v Runner-up Pool B

Sun 20 Oct 11.15am (BST) Tokyo Stadium, Tokyo

Semi-Finals

Winner QF1 v Winner QF2

Sat 26 Oct 9am (BST) International Stadium, Yokohama

Winner QF3 v Winner QF4

Sun 27 Oct 9am (BST) International Stadium, Yokohama

Bronze Final

Loser Semi-Final 1 v Loser Semi-Final 2

Fri 1 Nov 9am (GMT) Tokyo Stadium, Tokyo

Rugby World Cup 2019 Final

Winner Semi-Final 1 v Winner Semi-Final 2

Sat 2 Nov 9am (GMT) International Stadium, Yokohama

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Event Planner for ClubsWithin this guide you will find some tips and advice on how to run vibrant and visible events during the Rugby World Cup to help raise the profile of your club, bring in new members and engage with your local community.


Pre-Event PlanningPutting on an event can be time consuming and may seem daunting, so we’ve put together some simple steps for you to think about when planning your event(s) to help make them as successful as possible.

Before you start organising your event, why not consider the following:

Step

1

What is your Event Activity?

• What do you want to do at your club during the Rugby World Cup 2019? Is it a screening of the fixtures, or do you want to incorporate an activity into this?

• What will work best for your club and the surrounding community?

• What is the objective of the event and what outcome is expected?

• How much will it cost to run? Are these costs covered?

• Do you have the appropriate licencing and insurance in place?

When? Date and Time:

• The day of your event, the start and end time of your event and what else is happening locally (e.g. check fixture times, local school holiday dates and community events).

Where? Venue:

• The location of the event (clubhouse, pitches, booked venue).

• Expected attendance (numbers), is there a capacity? Is there a ticket entry required?

• Venue facilities (toilets, accessibility etc).

What do you need? Materials & Equipment:

• Does your club have the correct equipment and resources to host your event?

• Do you need to organise catering/restock your bar?

• Do you have TVs/adequate sound system to showcase the fixture?

• Do you need rugby equipment?

• Do you need staff or volunteers on the day to help run the event?

Why? What is the purpose of the event?

• What are your club objectives?

• What does success look like to you and your club?

• Does this take into consideration your club development plan?

TOP TIP: Check out some of our fixture specific event ideas for some inspiration


Promoting your eventThere are lots of ways to tell people about your event.

Here are just a few ideas:

Step

2

Word of Mouth Talk to your club members and local communities about your event and encourage them to share details and bring people along.

Social Post details on Facebook and Twitter from your club account, set up an event page including all event details, share across local community pages and encourage members to share your posts.

Club Website Ensure this is up to date and shows your event details.

Email your database Following GDPR guidelines send an email invitation to your club database with all event information.

Posters and Flyers Put these up in your club house and in local businesses.


Step

3 Your event dayThis is your chance to showcase your rugby club and show your support for Scotland.

• Ensure all equipment is checked before the event starts. Allow yourself enough time to organise replacements should this be a requirement.

• Create a welcoming and friendly atmosphere.

• Ensure your club members, staff and volunteers are briefed on the day’s activities and are ready to help new members. Wearing your club colours helps!

• Consider your clubs values and how you can showcase these throughout your event to new members.

• Encourage new members to sign up to the club.

• Keep an eye on the time, if your event has set timings then be sure to keep to this.

• Take lots of photos! This would be great for showing what is happening live from your clubhouse but also for recapping post event and can be a great way to thank all attendees on social media! Use #AsOne so Scottish Rugby can see how you are getting on!

Step

4After Your EventDon’t forget to follow up with attendees after the event.

TOP TIP: Check out our ideas on how we would showcase our values

• Showcase your event success across your social channels.

• Thank all members who helped and supported the day.

• Ask members for feedback regarding the event.

• Ensure you keep in contact with potential new members and welcome them back to the club. (It’s a great opportunity to grow your club database).


Event ideasCheck out some of our event ideas for inspiration.

Step

5

Themed event ideas:

• Everything Scottish: Wear Scotland tartan or saltire clothing and enjoy a Scottish culinary meal.

• Wear blue: encourage everyone in your club to wear blue and get some great images of your clubhouse supporting Scotland.

• Club colours: encourage those coming to watch the game in your clubhouse to wear your club colours, not only will this look great, but it could also enhance your merchandise sales too.

• Around the World: Host a fancy-dress themed event where participants come dressed up as countries participating in the Rugby World Cup.

• With the Rugby World Cup in Japan why not try a Japanese themed cuisine event?

Scotland v Ireland (Yokohama), Sunday 22 September, KO 8.45am (BST)

• Screen the fixture in your clubhouse followed by a day of rugby activities (e.g. Tournament starting after the game, family fun day, ticket to club fixture, open clubhouse).

• Everything Scottish: Wear Scotland tartan or saltire clothing and enjoy a Scottish Breakfast.

• Screen the fixture followed by a meal e.g. Sushi Sunday, Sunday Brunch, Shamrock Sunday.

Scotland v Samoa (Kobe), Monday 30 September, KO 11.15am (BST)

• School of Rugby Breakfast of Champions - use local suppliers to provide healthy breakfast and snacks for youth players in your club house before the game (September Weekend for some areas).

• Arrange a coaching session in a school/schools, with an opportunity for participants to watch the game before-hand.

• Open club morning – invite community or charity groups in to the club to watch the match and finish with a light lunch (a sign-up sheet would help monitor interest to ensure it is worth opening up).

• Business Touch Rugby – hold a Business Touch Rugby Tournament in the morning followed by watching the game in your club house.


Scotland v Russia (Shizuoka), Wednesday 9 October, KO 8.15am (BST)

• School of Rugby Breakfast of Champions - use local suppliers to provide healthy breakfast and snacks for youth players before school (or in a club if school holidays).

• Host a networking breakfast at your club for local businesses, or current sponsors during the game.

• Invite Tartan Touch teams to watch the game and then host a tournament.

• Invite past members down to watch the game (provide bacon rolls) followed by a game of Walking Rugby.

Scotland v Japan (Yokohama), Sunday 13 October, KO 11.45am (BST)

• Screen the fixtures at your clubhouse. Include raffles/lunch to enhance experience.

• RWC themed minis morning – encourage all mini players to bring a friend along to coaching, watch the game and then have lunch, snacks or a BBQ for parents & family.

• Focus on women – host a rugby-based fitness session as an intro to rugby and invite into the club house to watch the game.

• Host a touch/7s/10s or 15s tournament for new or returning players.

• Hold a family fun festival day with a screening of the game at 11.45am.

• Offer a promotion to watch your club fixture (if at home), then stay for the match.

Event ideas

Step

5


Our ValuesLeadership, Engagement, Achievement, Enjoyment, Respect

Section

6Rugby is played by people from all walks of life, in every corner of the country. What binds the rugby community together is a core set of values that we all uphold. Sportsmanship, discipline and mutual respect are at the root of our game.

Teamwork is at the heart of all we do. We work for each other and take pride in wearing the badge of whatever club, school or community we proudly represent. These principles are often what sets the rugby community apart from other sports and what inspires us to become and stay involved in our great game.

We must do everything in our power to maintain good values and a positive ethos to keep this as a cornerstone of our sport. Values are something that we can promote through engagement in rugby. We uphold rugby’s core set of values in the way we conduct ourselves throughout games, training and the social time we spend at our clubs and schools. It is the responsibility of all involved in rugby to promote this whether you are a player, coach, referee, leader or parent.

Scottish Rugby have identified their 5 values as: Leadership, Engagement, Achievement, Enjoyment & Respect.

Examples of how you can showcase these values throughout events during the Rugby World Cup 2019 are detailed below. Or why not use your own club values? What values reflect your own club?

Leadership

• Engage members to help run your Rugby World Cup match day events (i.e. youth teams, social members, parents)

• Task someone to write and present a match day welcome to guests.

• Invite local business or community leaders to engage in supporting the Scotland team through your club.

• Get players involved in organising teams and setting up & taking down equipment for sessions & games.

Engagement

• Invite local community groups to come and watch the Rugby World Cup at your club.

• Organise an open club event to engage new members.

• Extend invites to everyone’s families to come and support Scotland Team matches.

• Promote your events via word of mouth and social media.

Achievement

• Capture moments of celebration during the Rugby World Cup games and share across social media with the hashtag #AsOne.

• Share success stories of your club teams and members.

• Share your event success across social media (e.g. New members, winning teams, full clubhouse).

• Recognise achievement on and off the pitch.


Enjoyment

• Raise the roof - Capture moments of fun and celebration during your Rugby World Cup events and share across social media with the hashtag #AsOne.

• Make sure the experience is enjoyable for all by using different formats of the game.

• Encourage club members to bring along their friends and family.

Respect

• Learn about who we are playing, respect their culture. This could form part of your event theme.

• When watching the game show respect to the opposition, stand for their anthems, welcome their supporters into your club and respect the result.

• Show respect for match officials when watching and playing all formats of the game.

• Ensure a positive environment for all watching the game.

• Intensity and emotions of the game stay on the pitch, shake hands after the game.

• Applaud/recognise good play from the opposition as well as your own team.

Our ValuesLeadership, Engagement, Achievement, Enjoyment, Respect

Section

6


Scottish RugbyBt Murrayfield Edinburgh EH12 5PJ

scottishrugby.org

event support - amazon s3€¦ · the rugby world cup 2019 runs from friday 20 september to...

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