Tips for new(er) clubs

We occasionally receive questions about forming a new club or administration. The following is intended to answer some of the initial questions, but there is much more detail. Note that any URLs below were current as of this writing but may change over time. Lastly, this is intended for Senior Clubs, but may partially be applicable to HS/Youth and Colleges.

  • Liability issues/insurance/waivers
    • Generally, this is covered by having all members (players, coaches) registered under USAR.
    • Each team must have a registered USAR Level 1 coach; those individuals must have background checks done by USAR as well as required (online) SafeSport training completed.
    • If you have players under 18 OR are under 19 and in the front row, the following USAR form needs to be completed for each: https://usaclub.rugby/wp-content/uploads/2023/09/2023-24-U18-U19-Waiver.pdf
    • Other issues include general safety. Look for holes, grates, anything protruding up from the ground, or objects that are within 5 to 10 meters of the playing area.
  • Costs to set up and maintain a viable program
    • This can vary.
      • You need jerseys, sideline ropes, goal post pads, rucking pads, balls, and whatever other equipment deemed necessary for practice.
      • You need to pay for fields, field setup, referees, socials, practice equipment, balls, goal post pads, sideline ropes, and…probably other items.
      • How do you pay for this? You need to have a combination of fundraising and dues. Dues on club teams can vary anywhere from $100-$200+/season (note: clubs don’t normally pay for player registrations).
      • The club needs a checking account and this needs to be separated from someone’s personal account.
  • Administrative and legal requirements to establish and maintain a new club
    • You’d probably want to be incorporated.
    • You’d want club bylaws and operating procedures.
    • You might create member agreements (dues, behavior, and so on).
    • As mentioned above, every team needs a certified coach who has a valid background check as well as completed SafeSport training (both of those are facilitated via registration as a coach). Note: coaching courses in the Maryland and Virginia areas are generally announced via the Capital Facebook group (https://www.facebook.com/groups/capitalrugby).
    • Player and coach registration is required via Rugby Xplorer (https://myaccount.rugbyxplorer.com.au/). Player registration includes fees for the Capital Rugby Union, the Senior Club Council, and USAR. Coach registration is a little bit more because of background check costs.
    • The club should maintain a binder that contains the following: roster lists, photocopy of IDs of eligible players, insurance cards in the event of emergencies, and emergency contacts for each player. Keep this handy at matches and you’ll also be prepared for check-ins at tournaments or playoff events.
  • Are there requirements for providing referees, line judges etc.?
    • Yes, for each home game.
    • You would contact the PSRFR (https://www.potomacreferees.org/) in the DC/MD/NoVA area and the RSV (https://rugbyrefs.us/) in Virginia/NC to get this done.
      • Be prepared for a fee for each match. Your season operational budget costs should include an estimate based on the number of home games you have that season.
    • Traditionally, each team provides one touch judge, unless it’s for a higher-level match where folks are assigned.
  • Can we use a non-standard (football) field and still compete with the other clubs?
    • This isn’t a simple yes or no. It’s possible, but it has to be safe.
    • For example:
      • Is there anything close to the boundaries?
      • Are there any objections by the referee or opposing teams?
      • Where are the goal posts and how will that be handled (and are there any objections)? Goal posts need to be on the goal line and, if they are at the dead ball line, the issue should be reviewed with the opponent and the referee.
    • This needs to be worked out in advance.
  • What resources are there for club leaders and coaches to help get the organization and team running?
    • Ask advice from nearby club sides.
    • Ask Union representatives and competition coordinators on other questions and seek advice on specifics that aren’t addressed here.
    • Note: There had been some training in the past but USAR’s bankruptcy a few years ago suspended a lot of that. We are not aware of any current courses for this topic in the USAR Learning Portal.
  • Process to arrange matches once the club is up and running
    • Divisional matches are set up by divisional coordinators.
      • Note that clubs are required to enter rosters, subs/replacements, and results after every divisional match within the Rugby Xplorer Gameday app see https://rugby.org/registration/ for the link to the app as well as general RX info).
    • Other matches (“friendlies”) are set up by the clubs with other clubs.
    • Clubs joining during the year need to inform the divisional coordinator NLT May 15 that they would be playing with a fully prepared side in the Fall Season (Sep-Nov) with games likely spilling into the Spring Season.
  • Various
    • A fundraising and a recruitment strategy/approach are needed. These usually involve someone with graphic design and social media skills in order to do decently well.
    • Don’t allow your website, social media page, or whatever become an internet ghost town.
    • Every player needs a pair of cleats, mouthguard, sock, and shorts. These are normally paid for by the player.
      • Note: If a player wears glasses, World Rugby approved goggles must be used. These have a significant price tag and may be a barrier for some players, but are required.
    • Field reservations for practices and games will be needed. Need to contact your local park and rec to confirm access and attain permits as required by your locality. You may need to turn in a Certificate of Insurance provided by USA Rugby (https://usa.rugby/insurance) once your club pays their dues.
    • Be prepared to work with local union administrators and attend the Union AGM.