Step 2: Rugby Event Competition Submission

Q: How do I, as a rugby event organiser, submit my competition for my Rugby Event?

Default Club for Team Registration

We recommend all rugby event organisers set their "Default club for team registration" in their My Association/My Rugby Event Entity page. This will assist teams registering who select 'not part of a club', they will be connected with your entity's default club and follow the club approvals process.  

1. Administration > My Association/My Rugby Event Entity > Details tab
2. Search for "Default club for team registration"
3. Ensure all other required fields are completed 
4. Click "Save"

Next step is to submit your competition to your parent admins for approval.

Rugby Event Comps

1. Rugby Events > Rugby Event Comps
2. Click “Create Rugby Event”
3. Select your Entity, Season, Competition Type and Age level from the dropdowns
4. Enter Max Players
   • This is the maximum number of players that can be selected on a team list. For example, 15-a-side would be limited to 23 players. 
5. Enter Competition Name
6. Add Website Address (optional)
   • This will point the Rugby Xplorer app to this competition's specific website, as opposed to the competition owner's website. 
7. Select Venue
8. Draw Builder Helpers include the following:
9. Game Duration, Half-Time Duration, Time between Matches in minutes 
10. Enter Number of Rounds (including finals) and Default Start Time
    • Please note, the default start time will be linked to the venue's timezone.
11. Select Spill Venues and/or Hub Venues if applicable.
    • Spill Venues: handle overflow when home venues reach capacity. 
    • Please note, these are important for competitions that will be using the Comprehensive Draw Builder and require these additions. 
12. If you competition will have Pools and/or a Ladder, check these boxes 
    • Pools are used to group different teams within a competition.
    • Ladders are used for ranking teams within a competition based on their results from matches.  
13. Option to add a Default Forfeit Score 
    • Check "Use Default Forfeit Score" and add in points for Winning Team and Losing Team
    • When a match is marked as 'forfeit' in the admin portal and/or Rugby Match Day app, you add the team calling the forfeit and the score will automatically populate for the winning team and losing team. 
14. Update Max Competition Player Points and tick ‘Use Player Points’ (if applicable) 
    • Note, all rugby events will default to ‘0’ in the Competition Player Points field.
15. Enter Registration End Date (Team), Registration End Date (Participant), Competition Start Date and Competition End Date 
16. Agree to the Rugby Event conditions statement. 
17. Click "Save"
18. A confirmation pop-up will appear on screen
19. Click into your Competition and click "Rugby Event" tab (this tab will automatically appear after you have saved your Competition Details)
20. Enter ‘Number of days’ your event will run for 
21. Enter the ‘Max number of teams’ that can register
22. Enter ‘Max number of players per team’ that can register to a team
23. Select No/ Yes if ‘you have contacted your preferred referee association to appoint to this Rugby Event.
    • Select your preferred referee club (association) from the dropdown. If you referee club does not appear, click other and enter in your referee club in the text box.
24. Ability to "Upload your Rugby Event Rules & Judicial Procedures" 
    • Rugby Event organisers can upload PDF versions of their Rugby Event rules and judicial procedures. This will assist with approval for your Rugby Event.
25. USA Rugby Event Entities only: ability to tick "Allow USA Team Choice".
    • For more information on this process, please see 'USA Rugby - USA Payment Types' help article
26. Ability to tick "Expression of Interest required for this event"
    • For more information on this process, please see 'Rugby Events - Expression of Interest' help article
27. Click “Save”
28. You can ‘Add Note’ if required, e.g. accredited referees and click “Add”
29. The relevant approval admins will receive a ‘Rugby Event Competition Request’ email, providing the Competition ID, Competition Name, Season and Status
30. Click "Save"

Rugby Event Tab

• Registration & Competition end dates cannot be in the past.
• ‘Registration End Date’(Team) is the date team and player registrations close. If you enter today’s date, then registrations will close at midnight tonight.
• ‘Registration End Date’ (Participant) is the date participant registrations close. If you enter today’s date, then registrations will close at midnight tonight.
• ‘Competition Start Date’ is the date the rugby event will commence.
• ‘Competition End Date’ ensures players and non-playing members registrations remain ‘active’ while they are competing. 
• ‘Number of days’ is how long the event runs for and is used to calculate insurance and state fees for both individual players and/ or teams. The numbers of days can be minimum of 1 and maximum of 5.
• ‘Maximum number of teams’ will cap the number of teams that can register into the competition.
• ‘Maximum number of players per team' is important to determine insurance and state fees if ‘team pay’ is selected plus will block any additional player registrations once the maximum number has been reached. The recommended max number of players based on game format are XVs = 25 players; 10s = 17 players; and 7s = 13 players.
• The additional information regarding referees is required to ensure the event is compliant.

My Account Details

• Rugby event entities will need to setup their account details to ensure registrations open and you can collect your registration fees.