BSRFC MATCH DAY BRIEFING
MINI RUGBY FESTIVAL ARRANGEMENTS
followed by
Barbarians v New Zealand
Twickenham Stadium
Saturday 5th December 2009
Contents:
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Introduction
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Running Order for the day
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Travel Logistics + Child safety & security
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Stadium seating & access
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Playing Schedule
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Festival rules and organisation
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Spectators' Code of Conduct
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FAQ's
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Medical form (for completion)
1. Introduction
Thank you to everyone for submitting payment for our day out at Twickenham on 5 December. All of the age groups have 20+ players, so we will have large representation on the field. We are also expecting over 200 parents and supporters travelling via the BSRFC buses, or under their own steam. This briefing document addresses our logistics plans for the day, and gives other useful information that should be of assistance in planning.
If there are any more questions please feed into the organiser for your age group:
U9: Stefan Sarles
U10: Simon Wilson
U11: May Butler
U12: Stuart White
All parents – please complete AND SIGN the medical details and parental consent form attached and return to your age group organiser ASAP. Players without a completed consent form will not be able to play!!!
2. Running Order for the Day
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715
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Coaches leave BSRFC
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0830-0915
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Team arrivals via Gate D (see schematic) – Youth Rugby match ticket required
Teams to make their way to the designated enclosure areas pitch side via the NE corner gate.
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0900
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East Stand lower tier seating open for spectators. Access via the NE Corner
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0910
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Briefing for 1 Coach from each team, Refs & helpers by RFU staff
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0915
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U9s/U10s/U11s teams to be ready to play and directed to pitch side holding area- All other teams to go to their designated holding area
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0930
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Games commence (see full playing schedule)
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1200
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Final games commence
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1215
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Festival concludes
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1230
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All teams and spectators to clear pitch and stadium via NE Corner/as directed
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1430
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Barbarians vs All Blacks match commences
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1630-1700
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Coaches depart Twickenham
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1830
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Coaches arrive BSRFC
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3. Travel Logistics + Child Safety & Security
As have around 100 children travelling into an extremely busy environment, their safety and protection has been our priority in planning logistics. The players for each age group will travel together, with one team bus per age group, with seats allocated first to players plus a single parent/guardian, then to coaching staff and then to parents/supporters based on the date of receipt of their payments. Most of the team buses are full with just the players and guardians, and supporters should expect to travel in overflow buses.
Before the event:
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Each age group will have a co-ordinator who is responsible for child security arrangements and for allocating seats on the buses. The co-ordinator will contact parents/supporters ahead of the event to communicate where seats have been allocated in the buses.
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The co-ordinator will also partner up individual children with specific members of the coaching staff on a 5:1 ratio (or less) to ensure that we can keep track of the players between arriving at Twickenham and the conclusion of the mini festival.
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The age group co-ordinators will liaise with parents and coaches ahead of the event to ensure that mobile phone numbers have been exchanged.
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Each player will also be issued with an emergency contact card containing mobile phone numbers of parent and coach, plus details of where the BSRFC group will be located in the stadium
On arrival at the ground:
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Each member of the coaching staff will maintain a sign-in/sign-out sheet for the players under his supervision. If parents elect to remove their child from the coach's supervision, then the child must be signed out. All guardians will be required to physically “sign-in” children into the appropriate coach's care before arrival at Twickenham, and to “sign-out” children after the mini festival has completed. Please help us safeguard the security of your child by following this simple process.
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The age group co-ordinator will agree a meeting point/time with the bus driver and communicate to players & supporters
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If you are travelling to the event by bus, but plan to make your own arrangements to travel home, please let the bus co-ordinator know so that we are not waiting for you!
During the festival
Before departure from Twickenham
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The co-ordinator will ensure that all children not signed back into parents' care are on the bus before it departs
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The co-ordinator will be the central point of contact for any parents with questions about return coach travel
4. Seating Arrangements and Access to the Stadium
TEAM ACCESS AND HOLDING AREAS
Access
Everyone involved in the festival must have a match ticket to enter the stadium.
Teams will enter via Gate D from the North car park. Please allow sufficient time for bag searches by Security staff when teams enter the stadium.
Toilet facilities are located underneath the NE corner of the stand. Access to these facilities will be via the designated access route and not via the seats in the East Stand.
Holding Areas
The teams will be directed to the enclosure areas along the side of the pitch; signs will indicate their relevant holding area.
The concourses must be kept clear. Children must be directed not to sit on or stand behind the LED advertising boards.
Teams will enter the field of play from North East and South East corners of the pitch as directed by RFU staff. Teams must exit via the NE Corner pitch gate at the conclusion of the festival.
MATCH DAY SPECTATOR SEATING, TICKETS & PARKING
Team Parking
Team coaches and mini buses, with a North car park pass, will be able to enter the North car park, located off Whitton Dene from 0800.
Spectator Parking
Parking in the stadium’s car parks should be pre-booked. To pre book and pay please email carparking@rfu.com
RFU car parks will be open from 0800. Spectators with Cardinal Vaughan car park passes should park and then enter the stadium at Gate C and walk around to the concourse to Gate D and be directed to the seated accommodation in the East Stand lower tier.
Spectator Seating for Youth Rugby
Seats will be unreserved in the East Stand lower tier for the duration of the festival. At the end of the festival, at approximately 1215, stewards will direct spectators out of the seating bowl as this area will not fully open until 13.00.
Photos may only be taken from the seated area in the stands. Spectators will not be permitted on the concourse or on the touch line.
Match Tickets
We have reserved seats for the teams and supporters for the Barbarians v New Zealand game in the North and South Lower
5. Playing Schedule
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A |
B |
C |
D |
E |
F |
G |
H |
I |
J |
K |
L |
M |
N |
O |
P |
| 1 |
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| 2 |
TIME |
MATCH |
POOL |
AGE |
PITCH 1 (A) |
REFEREE |
TIME |
MATCH |
POOL |
AGE |
PITCH 1 (B) |
REFEREE |
| 3 |
9:30 |
1 |
A |
U9's |
Brighton |
v |
Braintree |
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9:30 |
1 |
A |
U10's |
Brighton |
v |
Braintree |
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| 4 |
9:42 |
2 |
B |
U9's |
Bishops Stortford |
v |
Ealing |
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9:42 |
2 |
B |
U10's |
Bishops Stortford |
v |
Ealing |
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| 5 |
9:54 |
3 |
A |
U9's |
Brighton |
v |
Saracens |
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9:54 |
3 |
A |
U10's |
Brighton |
v |
Saracens |
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| 6 |
10:06 |
4 |
B |
U9's |
Bishop Stortford |
v |
Romford & Gidea Park |
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10:06 |
4 |
B |
U10's |
Bishop Stortford |
v |
Epping & Upper Clacton |
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| 7 |
10:18 |
5 |
A |
U9's |
Saracens |
v |
Braintree |
|
10:18 |
5 |
A |
U10's |
Saracens |
v |
Braintree |
|
| 8 |
10:30 |
6 |
B |
U9's |
Romford & Gidea Park |
v |
Ealing |
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10:30 |
6 |
B |
U10's |
Epping & Upper Clacton |
v |
Ealing |
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| 9 |
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| 10 |
10:42 |
7 |
A+B |
U9's |
3rd Place Pool A |
v |
3rd Place Pool B |
|
10:42 |
7 |
A+B |
U10's |
3rd Place Pool A |
v |
3rd Place Pool B |
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| 11 |
10:54 |
8 |
A+B |
U9's |
2nd Place Pool A |
v |
2nd Place Pool B |
|
10:54 |
8 |
A+B |
U10's |
2nd Place Pool A |
v |
2nd Place Pool B |
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| 12 |
11:06 |
9 |
A+B |
U9's |
1st Place Pool A |
v |
1st Place Pool B |
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11:06 |
9 |
A+B |
U10's |
1st Place Pool A |
v |
1st Place Pool B |
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| 13 |
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| 14 |
TIME |
MATCH |
POOL |
AGE |
PITCH 2 |
REFEREE |
TIME |
MATCH |
POOL |
AGE |
PITCH 1 |
REFEREE |
| 15 |
9:30 |
1 |
A |
U11's |
Brighton |
v |
Braintree |
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|
|
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| 16 |
9:42 |
1 |
A |
U12's |
Brighton |
v |
Braintree |
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| 17 |
9:54 |
2 |
B |
U11's |
Bishops Stortford |
v |
Ealing |
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| 18 |
10:06 |
2 |
B |
U12's |
Bishops Stortford |
v |
Ealing |
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| 19 |
10:18 |
3 |
A |
U11's |
Brighton |
v |
Saracens |
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| 20 |
10:30 |
3 |
A |
U12's |
Brighton |
v |
Saracens |
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| 21 |
10:42 |
4 |
B |
U11's |
Bishop Stortford |
v |
Romford & Gidea Park |
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| 22 |
10:54 |
4 |
B |
U12's |
Bishop Stortford |
v |
Romford & Gidea Park |
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| 23 |
11:06 |
5 |
A |
U11's |
Saracens |
v |
Braintree |
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11:16 |
Mark out pitch |
| 24 |
11:18 |
6 |
B |
U11's |
Romford & Gidea Park |
v |
Ealing |
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11:18 |
5 |
A |
U12's |
Saracens |
v |
Braintree |
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| 25 |
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11:30 |
6 |
B |
U12's |
Romford & Gidea Park |
v |
Ealing |
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| 26 |
11:30 |
7 |
A+B |
U11's |
3rd Place Pool A |
v |
3rd Place Pool B |
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| 27 |
11:42 |
8 |
A+B |
U11's |
2nd Place Pool A |
v |
2nd Place Pool B |
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11:42 |
7 |
A+B |
U12's |
3rd Place Pool A |
v |
3rd Place Pool B |
|
| 28 |
11:54 |
9 |
A+B |
U11's |
1st Place Pool A |
v |
1st Place Pool B |
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11:54 |
8 |
A+B |
U12's |
2nd Place Pool A |
v |
2nd Place Pool B |
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| 29 |
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12:06 |
9 |
A+B |
U12's |
1st Place Pool A |
v |
1st Place Pool |
Please note: Each age group will play 3 matches of 8 minutes duration (no half time), hopefully as shown above
6. Festival Rules & Organisation
SQUAD SIZES & RULES
Each team will have a maximum of: U9 13 Players
U10 13 Players
U11 15 Players
U12 15 Players
These numbers are the team sizes for each game, including substitutes. BSRFC has opted to take large squads, and the Head Coaches will be announcing which players will take part in which match.
Matches will be played under RFU Continuum Regulations with the following
exceptions:-
EQUIPMENT, CLOTHING AND ESSENTIAL ITEMS
Please ensure players wear the correct safety equipment (padding, shinpads, mouthguards & boot studs etc.
Players should arrive at Twickenham Stadium ready to play
A change of clothing in case of rain and warm clothing in case of cold weather is
recommended for players. The coaches should be available in the car park and may be used as temporary changing rooms if required
MATCH MANAGEMENT
In the event of inclement weather anything that may affect the staging of the main game
will be considered. This could include reducing playing time on the pitch, relocating the game to a nearby alternative location or at worst cancelling the festival altogether.
Field of Play Permitted Personnel
Permission for the following persons to go onto the pitch / playing area will be given:
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Allocated Teams
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Two coaches for each team – to be pre-determined
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Referee and Assistant Referees
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Medically trained persons – to be centrally located
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RFU staff
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RFU Match Day Medical staff
Replacements, Coaches and helpers for teams playing will be positioned on the hard standing behind the goal posts of their respective pitch and must not go onto the Pitch / Field of play unless authorised to do so by RFU staff
Replacements
Replacements will be on a rolling substitutes basis with a coach / helper from each side liaising with the Assistant Referee so that minimal disruption to the game occurs.
Actual Playing Time
Games will be a maximum of 8 minutes’ duration with no breaks or half time. No extra time will be permitted including for any injuries, delays or games drawn. If teams are not at the right pitch on time, playing time will be reduced accordingly.
7. Questions?
A list of the questions received so far is below:
Q: Do we know where we will be seated in the stadium?
A: Yes. During the mini game we will be in "free seating" in the Lower East Stand. During the Baba's game, we will be in either the Lower North or Lower South stands.
Q: I heard a rumour that the matches won't be played at Twickenham
A: The organisers have assured us several times at all the matches will be played in the stadium and I have seen internal correspondence between the organisers and the RFU about the playing order. However there is a contingency plan that in the event of the pitch being unplayable (due to frost or rain) that the matches will be played elsewhere.
Q: What time will the coach leave the club?
A: 7:15am prompt
Q: Where will the coach drop off?
A: At the stadium itself.
Q: When will we return to the club?
A: Probably around 6-6:30pm, assuming we can clear the ground by 5:00pm.
Q: How long is each game?
A: 8 minutes, no half time or change of ends
Q: If there is a very early start - What happens if I miss the coach?
A: Don't! If you are running late, please call the person who issued your travel details. If we know you are on the way we may be able to arrange for you to travel with parents who are travelling by car
Q: Is there any access to changing facilities so that the players can change into dry clothing?
A: No. The organisers recommend tracksuits for the day. Please remember a change of clothes if the weather is wet. It's possible to leave and re-enter the stadium, so we may be able to use the coaches for any changing activity and to store gear after the festival.
Q: Will the organisers provide any catering?
A: No. And it’s not clear when the food outlets in the stadium will open
Q: Will the game at Barnet on the following day be cancelled?
A: No. Not all of the players are going to Twickenham, and in any event are likely to play for only 8 minutes at Twickenham anyway
Q: What provision is there for travellers with special needs?
A: The coaches will park in the stadium coach park, which is a short walk away. Please liaise with the person responsible within your age group so that we can assess any special needs.
Q: I’m travelling by car. Can I take my own son home after the game?
A: Yes, but make sure you sign them out and let your age group co-ordinator know, preferably in advance.
Q: I already had tickets for the Barbarians’ game. Can I come to the morning event?
A: Yes
Q: What provision is there for travellers with special needs?
A: Please liaise with the person responsible within your age group so that we can assess
Q: Will there be opportunity to ask more questions?
A: Yes – we are planning a full meeting with all attendees in November, and will issue updates via the web site.
The Parents’ & Spectators’ Code of Conduct
Parents & Spectators Should:
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Act as positive role models to all children, remember children learn by example. Be polite to all other people involved in the sport.
-
Be familiar with, and abide by, the RFU Safeguarding Children and Vulnerable Adults Policy, particularly in relation to verbal and emotional abuse.
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Respect guidance from the club / tournament Officials with regard to spectator behaviour.
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Remember children play sport primarily for their own enjoyment
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Acknowledge good individual and team performance from all players and encourage all players whatever their ability, irrespective of the team in which they play. Never ridicule any player. Focus on the child’s efforts, rather than winning or losing.
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Respect match officials’ decisions, even if they appear to make a mistake – remember they are volunteers providing an opportunity for children to play rugby, and encourage others to do likewise.
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Never verbally abuse players, coaches, match officials or fellow spectators: such behaviour can create a negative environment for players and their behaviour will often reflect this.
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Verbally encourage all players in a positive manner, shouting ‘for’ not ‘at’ the players.
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Remember it is generally not appropriate or desirable for alcohol to be consumed in front of mini or youth players.
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Remain within the seating enclosure; you will not be permitted into the player’s area or pitch side.
TOURNAMENTS & COMPETITIONS DEPARTMENT
Player Medical Details and Parental Consent Form
Barbarians v New Zealand
Youth Rugby Festival
Twickenham Stadium
Saturday 5th December 2009
Player details:
Surname…………………………………
First Name……………………………………
Address……………………………………………………………………………………………………………………………………………………
Post Code………………..
Tel. Nos.: (Day)……………………………………(Eve)………………………………….
Medical Details:
I set out below details of any medical conditions from which my son is suffering, together with details of any treatment and/or medication currently prescribed
………………………………………………………………………………………
………………………………………………………………………………………
(please continue on a blank sheet if required)
Parental Consent:
I agree to authorise the lead coach or team manager of the squad to give consent on my behalf for an anaesthetic to be administered on the advice of a medical practitioner.
Use of Photographs and Recorded Images:
I consent to the photographing/videoing and publication of images of my child / ward in line with the RFU Child Protection Procedures and Best Practice Guidelines (this may also include live/ recorded images onto the big screens within the stadium and/ or televised and / or used within RFU publications)
Parent/Guardian Signed
(please print name) ………………………….. …………………………..
To be completed by each player’s parent or guardian and returned to the Team Manager
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