- The Tournament Committee of the EPRU shall have the responsibility for sanctioning all tournaments held within the jurisdiction of the Union. A "tournament" shall include all festivals, invitationals and competitions where eight (8) or more teams participate. *Note* Only Full Members of the EPRU can host tournaments.
- Clubs desiring to host a tournament must file a Tournament Approval Form, along with a check for $50 payable to "EPRU" with the EPRU Tournament Chairman NO LATER THAN OCTOBER 31ST of the previous year in which the tournament will be held. Requests received after October 31st may be rejected. All financial obligations to the EPRU must be current and hosts MUST be fully enrolled in the current USA Rugby CIPP Program.
- All tournaments must carry liability insurance coverage. ALL players and reserves must carry at least $100,000 medical coverage and clubs must have liability coverage for a minimum of $1,000,000. A healthcare professional, approved by the EPRU Medical Chair, must be present for the duration of the tournament. All players must be enrolled in CIPP prior to the start of the tournament. Tournament host is responsible for checking the USA Rugby CIPP database and not allowing anyone to play who is not CIPP enrolled.
- The EPRU Tournament Chairman, after sanctioning a tournament, will contact the Referees Society regarding the number of referees requested. The Referees Society will appoint a Head Referee for the tournament. The Head Referee and the Club's Tournament Coordinator will decide on which option to choose for scheduling referees (see Tournament Responsibilities for those options). Clubs CANNOT invite outside referees without contacting the Referees Society first.
- Host clubs must arrange (at least 3 weeks prior to the tournament) for a representative of the EPRU/EPRRS to tour the facility. As a result of the inspection, the EPRU will determine if the tournament will be sanctioned. Sanctions given ahead of time will be "conditional" and depend upon approval of the field. The EPRU Tournament Chairman will notify the host club, in writing, as to the acceptance or denial of sanctioning for the tournament.
The Disciplinary Committee shall have the additional responsibility for taking appropriate action against individuals and/or teams that:
- Do not honor tournament commitments
- Act in any manner which is detrimental to the tournament or the spirit of rugby
Attempt to play any ineligible players
*Note* Any player sent off the field during a tournament is ineligible to play for the rest of the tournament,
On receiving acceptance from a team outside the EPRU jurisdiction, the Club's Tournament Director/Committee MUST notify the EPRU Tournament Chairman promptly. The EPRU Tournament Chairman will then contact the home union of the outside team to determine if any discipline reports have been filed against the team or any of its members. He will also determine if the club is "in good standing" within that Union. If discipline reports have been filed or the club is not in good standing, the EPRU Disciplinary Committee will make an appropriate recommendation to the Club's Tournament Director or Committee.
The EPRU Tournament Committee may refuse to sanction a tournament for failure to follow the Disciplinary Committee's recommendation.
- It is the responsibility of the Club's Tournament Director or Committee to invite only members in good standing from any Union. There will be NO recourse through the Union should a club allow non-members to participate in their tournament and an incident, or incidents, occur that would normally warrant disciplinary action.
- The list of participating teams in the tournament MUST be sent to the EPRU Tournament Chairman and EPRU Referees Society Match Secretary NO LATER THAN TWO WEEKS BEFORE THE TOURNAMENT.
- It is recommended that teams try to schedule tournaments early in the playing season, or out of season, in order to secure referees. Tournaments scheduled during the season cannot be guaranteed referees even if approved by the Union.
- Any scheduling conflicts will be decided by the EPRU Tournament Committee.
Teams holding and/or attending any unsanctioned tournaments will be subject to disciplinary action and fines.
*REFEREES SOCIETY NOTE*
The Referees Society will NOT assign referees to any tournament permitting non-members unless it is a representative side and thefollowing conditions are met:
- A complete roster of the team is sent to the Referees Society Secretary at least one week before the tournament.
- A letter from each of the players' clubs is submitted with the roster certifying that they are a dues paying member of a club who belongs to a recognized union.