World V int age Rugby Carnival - MANAGER'S MANUAL A week long celebration of Rugby
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V i n t a g e
World iv a l
C a r n
Rugbyng celebration of Rugby
A week lo
MANUAL
AGER’S
MAN
www.vintagerugbyfiji.com
Team Manager’s Manual Contents
Welcome 2
What to expect 2
How to form a team 3
Getting started 4
How to register 4
What is the Carnival Package 4
Why take a package 5
Package Payment Plan 5
Team managers tips 5
New Zealand teams travelling to Fiji 5
Carnival Programme 6
FAQ’s 7
Medical Advice 7
General Considerations 7
Fundraising 7
FROM THE CARNIVAL DIRECTOR
Welcome to the first step in compiling your team for the time of your lives at the
World Vintage Rugby Carnival in Fiji, 2019.
The purpose of this document is to give you a heads up as to who we are, what
to expect and things to look out for so you can hopefully answer most of the
questions potential team mates may ask. Having done this for many years we
like to think we know just about all the pitfalls.
I would also recommend that time is taken to look at the website - www.vintagerugbyfiji.com.
Thanks for taking the time to read this Manager’s Manual we hope it is useful.
If you have any questions at all contact us right away - we’re here to help and we look forward to
seeing you in Fiji.
Carnival Director
Peter McDermott
peter@govsl.com
Office: +64 9 486 1644
Mobile: +64 21 936 907
VINTAGERUGBY
5 Tamariki Ave., PO Box 271 Orewa 0946, New Zealand
Ph: +64-9-486 1644; E: rugby@govsl.com
1WELCOME TO THE WORLD OF VINTAGE RUGBY
Vintage Rugby is about getting on the field – participating in friendly competition, rather than playing
with a do-or-die winner-takes-all attitude.
For men and women aged 35+ it is a whole way of life that lets you play to the best of your ability and
go on enjoying your favourite sport for many more years. The emphasis is on getting another chance
to play the game they love in a new part of the world and getting the maximum amount of fun from it.
The first Vintage Rugby Carnival was held in Limerick, Ireland, 2004. Since then there have been eight
hugely enjoyable Carnivals in New Zealand, South Africa, Australia and Argentina.
You and your team are always welcome.
WHAT TO EXPECT AT A VINTAGE RUGBY CARNIVAL
Team Managers and Referees Briefings
The first event at every Vintage Rugby Carnival is the briefing for Team Managers and Referees.
They are held prior to the opening of the Carnival and the timing may depend upon the expected
arrival of teams into Fiji and settle into their accommodation. Team Managers and Umpires will
be advised in advance of the time and venue.
Opening Celebration
Things kick off with the Opening Ceremony, and Welcome Party where teams, officials and
supporters will meet, mix and mingle and enjoy a big party that normally includes an open bar,
delicious food and live entertainment!
Three Match Days
There will be three match days during the week, on Monday, Wednesday and Friday. When a
team enters they will pick the most relevant grade to play in, and from there the final draws are
put together. The grades are competitive, social and mixed.
Optional Midweek Picnic Day
Although we’ve traditionally called it a Picnic Day, it’s more a day trip /social function to an iconic
local attraction. In terms of dress, anything goes. Take account of the weather conditions but go
casual. This is a time to relax, chat to new friends made on and off the field or catch up with old
friends from previous Carnivals. Needless to say, there is always plenty of entertainment on offer!
In Fiji the optional Midweek Picnic Day is a South Sea Island Day Tour. See the details on the
website here and book your tickets.
Grand Finale Dinner and Awards
This wonderful occasion rounds off a great week. Tonight the dress is a little more formal and it
is suggested that teams arrive in their smart travelling uniforms. This is usually a sit-down meal
with unlimited beverages and plenty of fantastic entertainment. Teams are seated together so it
is possible to create a team HQ around your tables. It’s also an occasion for limitless swapping
of anything that teams have left – sweaters, hats, jerseys ties etc.
Uniforms and Dress
Traditionally teams have a travelling uniform and playing uniform. Travelling uniforms can range
from the simplest of tracksuits through to the most elaborate. Playing uniforms range from the
traditional through to the totally radical!
Vintage Rugby Awards
At the Grand Finale Dinner and Awards night, a number of awards are presented. These are
awarded to teams and individuals for a variety of special merits. Just sit back and enjoy the
celebration because it’s all in the spirit of the week.
Playing Equipment
All balls will be provided. Your team is required to provide all other playing gear needed for your
members.
2Referees
If you or someone in your team would like to play and also officiate we will welcome you with
open arms. Maybe you know someone who would like to be part of the fun in Fiji but only as a
referee - bring them along.
This is a vital part of any Vintage Rugby Carnival and we greatly appreciate the support of all
those who put their hands up to referee. Referees must be competent to enable games to be
played in a safe manner and within the spirit of Vintage Rugby.
Potential referees will be asked to join the newly established IGORRA (International Golden
Oldies Rugby Referees Association). There is no charge for joining and there are great benefits
for consistency of Golden Oldies Rugby laws.
Full information is on our website here or contact IGORRA President David Haines - dave@govsl.com
Registration
All teams will be required to register before playing their first games.
Player Waiver
Everyone who takes the field in Fiji is required to accept the terms and conditions by signing the
‘Player Waiver’ prior to taking the field.
Player waivers will be sent to team managers three months prior to the Carnival.
Carnival Guide
A copy of the Carnival Guide will be supplied upon arrival at the Carnival to every team member.
This will include details of the programme for the week, transport arrangements and information
such as medical facilities and emergency numbers to contact in the host destination.
HOW TO FORM A VINTAGE TEAM
We suggest the following steps:
1. Send potential players to the Vintage Rugby website; www.vintagerugbyfiji.com
2. Organise a meeting with all interested players and supporters. In person is best, if possible, or
through Facebook or email. Establish and maintain constant communication with every member
of the group.
3. At team meetings arrange to: the playing calendar, fund-raising, payment schedules, updates
from the organisers, playing gear/travelling uniforms, progress on tour arrangements.
4. Get each member to pay a small subscription to help cover administration.
5. Hold regular meetings to increase interest and membership. Gradually allocate and arrange further
team responsibilities such as fundraising, sponsorship, travel arrangement, social committee,
coach, medical, tour manager etc.
3GETTING STARTED
Careful planning in the initial stages will ensure that your group don’t hit any snags later. Always
try and think ahead and ensure you allow enough time in the preparation of all the different
components of your tour.
Here are some questions that should be asked, and actions taken, in the early stages of planning:
• How much money will be needed?
• What will be the tour itinerary, the number of places you will visit, overall length of the tour?
• How will funds be raised?
• The Team Manager should be responsible for every facet of the tour from the time of departure
until the arrival back home. Because of the responsibilities and in view of the commitment
needed, the election of Team Manager needs careful consideration!
• What will the climate be and the playing conditions?
• Travel and medical insurance for all members of the group is essential – who will be
responsible for organising this?
• What equipment will your team need to take?
• What passports and visas will be required?
• How will we recruit supporters to travel with the team?
HOW TO REGISTER
ONLINE: TEAM MANAGER REGISTERS TEAM
Team Manager registers their team and pays the registration fee (NZD$200) at the same time. On
this same form Team Managers also register themselves (providing the information we require and
selecting their package type) at the same time.
For Team Managers to register now, Click here (the ‘Register Now’ button can also be found on the
top right corner of the website).
All participants must take a Carnival package - a deposit of NZD$400 per person is required to secure
accommodation.
NEED A HAND?
If you any issues, we’re here to help. Simply email ellie@govsl.com or call (NZ) 0064 9 486 1644.
MANUAL REGISTRATION
Download the booking form here - fill and return
WHAT IS THE CARNIVAL PACKAGE?
Every Vintage Rugby Carnival offers an event package that is designed to make participation
easy. Which is why each package includes all the essential elements of the event:
• 7 nights accommodation in the accommodation of your choice (see website for options)
• Match day transfers between hotels and sports venues
• Admission, food and drinks at the two major social functions (Opening Ceremony, Grand Finale
Party & Awards)
• Guaranteed minimum of three matches
• Souvenir
• Carnival handbook
4WHY TAKE A CARNIVAL PACKAGE?
Vintage Rugby Carnivals are planned and organised to bring players, partners, families and supporters
together and encourage them to be part of the sports and social activities held during the week.
The Carnival packages ensure that you and your teams are able to be involved in all aspects. So
they include accommodation, match day transfers, guarantee three matches, and include tickets
to the opening ceremony and grand finale party.
We do offer a non-accommodation package, but in most cases, teams have found that the cost
savings are minimal. Plus non-accommodation packages DO NOT include match day or function
transfers, which means a Team Manager has to organise separate transport for those days. And
then rely on that company to pick up and drop off at the right place and times.
All in all, you’ll find your Carnival package represents exceptional value and the Carnival package
system simplifies keeping your team together throughout your stay in the host city so you share
the unique Vintage Rugby spirit.
PACKAGE PAYMENT PLAN
ACCOMMODATION PACKAGE NON ACCOMMODATION PACKAGE
A deposit of NZD$400 per person is required to A deposit of NZD$165 per person is required to
secure event packages. secure event packages.
A second deposit of NZD$400 per person is A second deposit of NZD$200 per person is
required 15th January 2019 required 15th January 2019
A third deposit of NZD$400 per person is required A third deposit of NZD$200 per person is required
15th March 2019 15th March 2019
Full payment of the balance is to be paid no later Full payment of the balance (NZD$200) is to be
than 15th July 2019 paid no later than 15th July 2019
Golden Oldies and VSL are not liable for remitting
bank fees, please make any arrangements
necessary to cover such fees.
WHAT IF YOU ENTER AFTER ONE OF THESE DATES?
If you enter after one of more of the instalment dates above, your first payment must include all
instalment amounts that you have missed.
* Deposit payments are non-refundable, but are transferrable to another team member.
TEAM MANAGER TIPS
Before departure:
1. Establish an accurate list detailing the names, addresses, phone numbers (mobile), e-mail address of
each player and their spouse or partner (if travelling). In fact, everyone in the touring group!
2. Ensure everyone has taken out travel and medical insurance.
3. Make sure everyone has current passports and visas as necessary. For some countries
passports have to have an extended life of six months in order to obtain a visa.
4. Tourism Visas: Go to https://fijihighcom.com/consular/visa-services-permits-waivers to see if
you need a Visa. If you are in any doubt contact the Fiji Embassy in your country.
NEW ZEALAND TEAMS TRAVELLING TO FIJI
If you need a hand with your travel requirements, Katherine has holidayed in Fiji many times and so
we highly recommend Katherine Emilé. As a she knows Fiji inside out!!
Travel Broker for Flight Centre she has access to Email Katherine - katherine@govsl.com or call her
all the great deals on flights, pre and post event on 09-425 4400 and 021-956 283
holiday packages, cruises, sightseeing and travel
insurance.
5CARNIVAL PROGRAMME
SUNDAY, NOVEMBER 10 around Nadi.
Teams arrive and make their way to their selected
Festival accommodation on Denarau Island. THURSDAY, NOVEMBER 14
Teams will register at the HQ Hotel and the Team A day of rest and relaxation in and around
Managers meeting will take place at 1.30pm at Denarau, Nadi with the opportunity to do any of a
a venue to be advised. Mid-afternoon teams will number of optional tours.
gather for the Opening Ceremony and then enjoy
the Welcome Party featuring finger foods, an FRIDAY, NOVEMBER 15
open bar for beer, wine, juices and entertainment. Morning transfer for the third day of fixtures at
Churchill Park, and once again a great venue for
MONDAY, NOVEMBER 11 Vintage Rugby with food and beverage available
Morning transfer to Churchill Park Rugby in right throughout the day. Evening free to explore
Lautoka approximately, 40 minutes’ drive from and enjoy restaurants and bars in and around
Denarau for the first day of fixtures. With three Nadi.
rugby fields this great facility hosts international rugby
matches such as the Pacific Nations Cup and the SATURDAY, NOVEMBER 16
Pacific Rugby Cup as well as local rugby competition A day of leisure with the opportunity to do more
such as the Colonial Cup and Sanyo Cup. sightseeing, a bit of shopping or just relax by
the pool. Early evening teams will meet for the
TUESDAY, NOVEMBER 12 Finale Awards Dinner and Dance. A buffet meal,
A day of rest and relaxation in and around open bar for beer and wine. Good entertainment
Denarau, Nadi with the opportunity to do any of a will ensure a great Vintage Rugby Party to equal
number of optional tours. anything we have enjoyed previously.
WEDNESDAY, NOVEMBER 13 SUNDAY, NOVEMBER 17
Morning departure for the second day of fixtures Time to extend your stay, why not have a few
at Churchill Park, and once again a great venue days out on one of the many Fiji Islands or head
for Vintage Rugby with food and beverage for home after a great week of Vintage Rugby,
available right throughout the day. Evening free social events, eating, drinking and mixing and
to explore and enjoy restaurants and bars in and mingling.
Sheraton Hotel
6FAQs
HOW OLD DO YOU HAVE TO BE TO PLAY VINTAGE RUGBY?
For men only those who have reached the grand old age of 35 may take part on the field. For
women the starting age is 30. There is no maximum age – you can play as long as the spirit
moves you!
WE WANT TO FORM OUR OWN VINTAGE RUGBY TEAM. DOES IT HAVE TO AFFILIATED?
It’s not essential for a team to be affiliated to a club or association.
ARE THERE ANY SPECIAL GAME LAWS?
There are some special variances from the normal rules of the game. (See them here) These laws
are designed to ensure that all games, whether played socially or competitively, are still dedicated
to participation in an environment of goodwill. The organisers do their best from information
received from Team Managers, to ensure that teams are drawn against sides of a similar ability
and attitude.
IS INSURANCE REQUIRED?
YES - Adequate personal, medical and travel insurance is essential for every member of your
group when attending a Vintage Rugby event.
Advice on Fiji medical care can be read here.
WHAT GRADES ARE AVAILABLE?
Competitive, social and mixed.
CAN I ENTER MY TEAM NOW AND SELECT ACCOMMODATION LATER?
Yes - but be quick to make sure you get your first preference.
CAN THE WHOLE FAMILY COME?
Yes, we have childrens packages on request and some of the accommodation options have baby
sitting services.
CAN I ENTER AS AN INDIVIDUAL?
Yes - We can place you with a team looking for more players.
CAN I COME JUST AS A REFEREE?
Yes - Referees are as important as players.
MEDICAL ADVICE
Some important tips before you start your trip
• Make sure you’re healthy before your travel starts.
• If you wear glasses take a copy of your prescription along. If you happen to lose your glasses they
can be quickly replaced.
• If you are on any medication take an adequate supply with you as the particular brand you take
may not be available locally. Ask your doctor to give you a list of the drugs you take with the
generic name rather than the brand.
Upon arrival at the Carnival everyone will be given a copy of the Carnival Guide. This booklet will
contain details of emergency numbers, local medical services, hospitals, dentists etc. At the playing
fields and at the various activities planned, a medical team will be on hand to treat any injuries that
may occur.
GENERAL CONSIDERATIONS
DRINK WATER
Before your trip to Fiji, and while you are there, drinking plenty of water is the number one way to help
your body adjust easily to high temperatures.
PACK FOR SUNSHINE
Bring sunglasses, sunscreen, lip balm... and swimming gear.
7FUNDRAISING – PLAN, PLAN, PLAN!
Fundraising may be the most important part of your team’s off-field activities so it is an exercise which
requires planning and needs to be treated in a business-like manner!
Start off by considering the following:
• Will one large fundraising effort be better to maintain involvement of your team members than
numerous small ones?
• Plan the order in which the projects will be undertaken. To maintain interest and involvement of
your team-members don’t over-commit them
• Plan the clear profit margin your team wants to make out of each activity
• Plan the expected hours required – how many helpers are you likely to have?
• What skills have you available among your team members?
• Decide which festival expenses will be covered by your fundraising.
• Allocating certain funding events to festival expenses might be better suited to the fundraising
activity, e.g. quiz night proceeds to go towards airfares only.
• If holding a whole day/evening event, avoid public holidays, festive seasons or local events.
• Create a funding barometer to let everyone know how well you are doing and keep motivation high.
For you to obtain the most revenue you possibly can, go out of your way to advertise for your
fundraising event.
• Set up a Facebook page for you team and assign someone to update it regularly. This page could
further be used for updates of your team during your festival.
• Advertise in your nearby schools, clubs, shops, gyms and newspapers.
• Contact your local news outlet and get them to do a human interest story before and after your
fundraiser.
• The more people that know about your event the more potential sponsors you get.
2
• Organise a meeting to brainstorm ideas - Get as many things donated as possible
• Leverage your resources. Your team will all have connections, networks and relationships within the
community. Get in touch and start building up these relationships to benefit your fundraising. This is
your biggest aid so make it work for you as best as you can.
Here’s a list of ideas to get you started – many may well not be applicable to your area but are
thought starters:
• Film evenings – organise with your local cinema if you can buy out all the seats and preview a new
released movie. To make it more unique, add onto the ticket pre movie drinks and nibbles along
with goodie bags and raffles.
• Special dinners with guest speakers, comedy evenings.
• Sponsored golf days – encourage your team’s work and connections to sponsor a hole
• Bingo evening or Trivial Pursuit evening
• Security/Parking – a good one for you big fellas. You and your team could be security at day
functions or school fairs or look after the parking arrangements.
• Raffles – Get people from your networks to donate the prizes. Place the raffle sign-up sheet in your
local petrol stations and local events. They could also be sold through your teams’ workplaces,
schools, sport clubs
• Planned saving schemes e.g. term deposits or regular payments from the team
• Sausage sizzles/barbeques at your club
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