HOCKEY NEW ZEALAND EVENT MANUAL - 2021 Regan Bain
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HOCKEY NEW ZEALAND
EVENT MANUAL
2021
Regan Bain
regan.bain@hockeynz.co.nzContents
Welcome 4
Hockey NZ Strategic Plan 4
Hockey NZ Officers & Board 4
Hockey NZ Staff 4
Pre-Tournament 6
Tournament Allocations 6
Tournament Entries 6
Tournament Administrators, Tournament Director & Umpire Manager 6
Team Registration Forms 6
Player Eligibility 6
Draw 6
Tournament Rules 7
First Aid 7
Policies & Codes 7
Sponsorship 7
Tournament Booklets, Programmes & Newsletters 7
Tournament Publicity 8
Opening & Closing Ceremonies 8
Hosting Fees 8
Turf Fees 9
Hockey Field, Goals & Equipment 9
Facilities 9
Tournament Apparel 9
Managers Meeting 9
During Tournament 11
Control Office 11
Changing Rooms/Showers & Toilets 11
Food & Refreshments 11
Dug Outs 11First Aid 11
80% Alcohol Solution 11
Altiurst, Results & Media 11
Decision Making/Judicial Hearing 12
Post-Tournament 12
Results 12
Sponsorship Banners 12
First Aid & Tournament Report 12
Hockey NZ Payment to Host Associations 12
Recommendation for Future Tournaments 13
Other Important Information 13
Commercial & Marketing for Hockey New Zealand Tournaments 13
Timing of Communications from Hockey NZ to Teams/Associations 16
Photography 16
Health & Safety 16
Appendix 18
1. Hockey NZ Rules 18
2. Hockey NZ Player Transfer 18
3. Hockey NZ Code of Conduct First Aid 18
4. Hockey NZ Photography & Videography Policy 19
5. Hockey NZ Health & Safety Plan 24
6. Host Agreement 30
7. Tournament Turf Charges 31Welcome Congratulations on hosting a Hockey NZ event in 2021. We are excited to work with you to deliver hockey around the country. We hope this manual will answer any questions regarding the running of a Hockey NZ event. If you have any questions or require some support, please don’t hesitate to get in contact. Regan Bain – National Tournament Coordinator – regan.bain@hockeynz.co.nz Colin French – Technical Manager – colin.french@hockeynz.co.nz Ken Maplesden – GM Community and Events – ken.maplesden@hockeynz.co.nz Laura Nagel – Digital & Events Marketing Manager – laura.nagel@hockeynz.co.nz Hockey NZ Strategic Plan To view our 2020 strategic please click here. Please note our strategy is currently under review in the context of the current sporting and wider environment. Other useful documents/policys can be found through the Hockey New Zealand website here. Hockey NZ Officers, Board and Staff Patron: Her Excellency The Right Honorable Dame Patricia Lee “Patsy” Reddy Governor General of New Zealand. President: Pam Elgar Male Vice President: Dr Dennis Slade Female Vice President: Currently Vacant Hockey New Zealand Board: Mike Bignell (Chair), Shane Collins, Kristy Redfern, John Daniel, Sharon Williamson, Louisa Graham, Hamish Clentworth Hockey NZ Staff Chief Executive: Anthony Crummy Administration Manager: Jacinda Matzer Accountant: Gurvinder Singh Finance & Administration Assistant: Aniceto Rodrigues High Performance High Performance Director: Tony Hanks
Team Services Manager: Dana Biset National Coach (Women): Graham Shaw Assistant Coach (Women): Jude Menzies Assistant Coach (Women): Colin Stewart National Coach (Men): Darren Smith Performance Analyst (Men): Julia Herbst Performance Network Performance Network Manager: Simon Brill Athlete Pathway Manager: Bryce Collins Performance Network Coach: Mark Borges Performance Network Coach: Aaron Ford Community General Manager – Community Hockey and Events: Ken Maplesden Community Hockey Manager – Participation: Tama Jones Community Hockey Manager – Capability: Rachel Minton- Smith Technical Manager: Colin French Coaching Development Manager: Nicole Youman National Tournament Coordinator: Regan Bain Events Manager: Richard Palmers National Masters Coordinator: Peter Lowndes Marketing and Media Digital and Events Marketing Manager: Laura Nagel Communications and Media Manager: Joanne Perry Business Development Manager: Avan Polo
Pre-Tournament
Tournament Allocations
- Hockey NZ to allocate to an Association and advise all Associations/schools of tournament
venues.
Tournament Entries
- Hockey NZ to publish the Associations/schools eligible to enter the tournament.
- Remind these Associations/schools to complete these entry forms in a timely manner.
Tournament Administrator, Tournament Director & Umpire Manager
- Host Association (HA) to appoint a Tournament Administrator (TA)
- TA to liaise with Hockey NZ, TD & Hockey NZ with information regarding the tournament.
- Hockey NZ to appoint TD & UM to National Masters, National U18s, National Hockey
Championship, Rankin Cup/India Shield & Federation Cup/Marie Fry Trophy.
- Please note HNZ will appoint a TD & or a UM where possible for all Tier 3 & 4 School
Tournaments.
- Hockey NZ to ensure that TD, TA, HA have a copy of all relevant tournament rules and
relevant documentation.
- Hockey NZ to advice the HA, TA and TD of all teams participating and contact details of each
team.
Team Registration Forms
- Hockey NZ to remind teams to complete their team registration into Altiusrt and ensure this
is done in a timely manner.
- Hockey NZ to ensure the HA can access all the team registration forms are in order for the
tournament programme.
- Hockey NZ to ensure that competing teams are aware that signed ‘Team Reconciliation
Form’ and the signed Association cover sheet are required at the managers meeting.
- Hockey NZ, TD, TA and HA are to ensure that for age group tournaments that players are not
older than the age group.
- TD, TA & HA to ensure all players signatures are on the team registration form. No players
may participate at the tournament if they have not signed the form.
Player Eligibility – Guest Players
- Hockey NZ to advise the TD, TA of whom the ‘Guest Players’ are and the ‘Region of Origin’
players are and ensure the appropriate paperwork is complete
Draw
- Hockey NZ to complete a draft tournament draw and send a copy of the proposed draw to
the HA for consultation of match times.
- Once finalised Hockey NZ to ensure the draw is communicated to the TD, UM, TA & HA and
entered into Altiusrt.Tournament Rules
- Hockey NZ to ensure that all teams have a copy of up-to-date rules and key rule changes for
2021.
- Hockey NZ to ensure that 2021 rules are circulated to the TD, HA, TA and accessible on the
Hockey NZ website.
First Aid
- Please complete the attached First Aid Plan Appendix and send this back to Regan Bain at
least 6 weeks prior to the tournament.
- Hockey NZ have a reciprocal agreement with PROMED and all tournaments in 2021 will be
covered by PROMED.
Policies & Codes
- Hockey NZ to ensure the Head Injury Policy, Code of Conduct Policy, Anti- Doping Policy,
Alcohol Free, Drug Free & Smoke Free Policy (U18 & Secondary Schools) are all circulated to
team managements prior to the tournament
- TD, TA to ensure that these policies are again bought to the attention of team management
at the pre-tournament briefing.
- All of Hockey NZ’s policies can be found on our website here.
Sponsorship
- Hockey NZ to advise the TA & HA of the name of the tournament sponsors and names of
Hockey NZ sponsors
- Hockey NZ to inform the TA & HA if any sponsors banners are to be displayed.
- HA if obtaining sponsorship needs to ensure it is compatible with Hockey NZ’s sponsorship
- Advise Hockey NZ of any acquired local sponsorship for the tournament.
- Refer to “Commercial & Marketing Guidelines” on page 13
Tournament Booklets, Programmes & Newsletter
HA to construct a tournament programme that includes the following information:
- Hockey NZ Presidents Message (Hockey NZ to provide)
- 2021 Hockey NZ Officers, Board & staff (Hockey NZ to provide, also can be found on page 3-4
of this document)
- List of Tournament Officials (Hockey NZ to provide)
- Previous tournament winners (Hockey NZ to provide)
- Tournament Protocols (as done by host to include such things as: teams listed in left hand
column in programme to use dug out on left hand side etc.)
- Team playing colours to be printed with team lists.
Please note all programmes must be approved by Hockey New Zealand before they are finalised. We
will not accept inclusion of competing sponsors logos or advertisements within Hockey NZ
Tournament Programmes.Hockey NZ will post the Tournament Programmes online for the event once complete. Please note
printed tournament covers will no longer be provided from Hockey NZ. If the HA wish to print physical
tournament booklets this will be at the cost of the HA.
If you have any questions or would like an example programme, please contact
Laura.Nagel@hockeynz.co.nz
HA to also ensure key information is passed onto participating teams including:
- Venue Address
- Turf Fees for practices
- Dentists
- Medical Centres
- Physiotherapists
- Transport availability
- Local entertainment/ attractions
A good way to convey these messages is also a regular newsletter in the lead up into tournament.
Tournament Publicity
- Any interactions with local media must go through Hockey New Zealand’s Communications
Manager Joanne Perry: Joanne.perry@hockeynz.co.nz
- HA to provide local media with a draw and information around the tournament to promote
the tournament.
Opening & Closing Ceremonies/ Prizegiving
- Hockey NZ to inform the HA & TA of any Hockey NZ board members, Hockey NZ officials or
national selectors present at the opening and closing ceremonies.
- TA to coordinate the opening/closing ceremonies.
- Liaise with Hockey NZ regarding the opening/closing ceremony.
- TA to ensure MC thanks and acknowledges tournament sponsors and Hockey NZ sponsors
- TA to arrange presentation of trophy and medals in the closing ceremony.
- Hockey NZ to ensure trophy holders return the trophy at the start of the tournament.
- Hockey NZ will organise, Medallions & Trophies Tournament Winners, Tournament Runners
Up, Tournament Third Place and Most Valuable Player Certificates and these will be sent
along with medallions for 1st, 2nd, and 3rd place.
- HA & TA to ensure that one MVP per team is awarded for Secondary Schools.
Hosting Fees
- As stated in our rules Hockey NZ will pay your association a hosting fee of $53 GST inclusive
per team.- $40 GST inclusive can be charged pre-tournament once the following have been received
(First Aid Plan, Signed Host Agreement, Indication of turf fees to be charged)
- $13 GST inclusive per team can be charged post tournament once the tournament
administrator report has been received.
Turf Fees
- As part of the overall entry fee, Hockey NZ will charge the competing teams the relevant turf
fees as per the 2021 turf fee charges found in appendix 7.
- HA to invoice Hockey NZ for the total amount owing for the turf fees as per the 2021 turf fee
charges following the tournament.
Hockey Field, Goals & Equipment
HA to ensure that:
- Markings are correct and visible on the turf.
- Goals are the correct size and are in good condition i.e. no holes in the nets or boards and no
sharp edges on the goal
- Ensure there is a scoreboard on all match pitches.
- Liaise with the TD with any other requirements.
- Ensure that there is an appropriate area, preferably a video tower at the goal ends for team
video analysts and their equipment. The video area must include power outlets and cover
(National Hockey Championship & National U18s only). These video towers must meet
Health and Safety requirements and minimum operating requirements in discussion with
Hockey New Zealand
TD to liaise with HA regarding
- Technical bench requirements
- Turf watering cycles
- Score board count down etc.
Facilities
If you have any issues or queries regarding your facilities and equipment, please reach out to
Hockey NZ immediately so a plan can be put in place to rectify these issues.
Tournament Apparel
- Hockey NZ will supply the HA with the Hockey NZ tournament logo and a tournament
naming rights sponsor logo if applicable.
- HA to ensure that tournament shirts include the Hockey NZ tournament logo and naming
rights sponsor logo.- Apparel designs must be sent to Hockey NZ for approval with sufficient time to make
amendments if required.
- Hockey NZ’s preference is to use the official apparel partner of Hockey NZ, but Hockey NZ
acknowledges HA’s have apparel partners as well and are allowed to create tournament
apparel with their own provider.
Managers Meeting
- This is a good chance to build relationships with the team’s management for the week.
- Liaise with the TD & UMs regarding the structure of managers meeting.
- Have all relevant policy’s available which can be found here. If there are any issues or
confusion surrounding a policy , please ensure these questions are answered.
- Ensure that all venue H&S requirements and information is shared.
- Ensure the Altiusrt team registration form is signed by all team players and team staff.
- Ensure that the team registration form is signed by the Association CEO/Chair (U18/NHC)
- Ensure that the School Sport NZ registration form is completed and signed by the school
principal (Secondary Schools)
- Ensure that any colour clashes are sorted at the meeting (having the Altiusrt colour sheets
organised for day one is a smart idea)
- Ensure any final queries/issues are resolved at the meeting.
- HNZ if possible, will be here to answer any questions. If HNZ are not present then we are
available by phone.
Match Balls
- The ball allocation table can be found on page 16 of this event manual.
- Host Association to ensure they have a supply of match balls should they be required.
- Host Association/ HNZ to remind secondary schools to supply the appropriate match ball.During Tournament
Control Office
- HA to ensure there is a control office for the TA/TD at the tournament with, WIFI,
photocopier, results board.
- HA to provide a separate office/room for the umpire managers and umpires.
- HA to liaise with the TA & TD on any other requirements that maybe required.
Changing Rooms/Showers & Toilets
- HA to provide sufficient and adequate changing rooms, showers, and toilets for teams.
- Provide toilets and facilities for spectators.
Food & Refreshments
- HA to ensure that there are sufficient catering options for players, officials, and spectators.
- HA to ensure that lunches are provided to all officials and umpires for the duration of the
tournament. Payment for these lunches will be sourced through the Hosting Fee HNZ pays.
Dug Outs
- HA to ensure that the dug outs are adequate for team management and reserves.
- HA to also provide a technical dug out or covered area for technical officials (For U18, NHC,
and Tier 1&2 Secondary Schools power and reliable WIFI is to be supplied to the technical
dug out).
First Aid
- Hockey NZ will book and supply first aid as part of the overall entry fee.
- HA to provide a First Aid room for privacy & treatment should treatment be provided.
- Hockey NZ will provide the contact details of your medic
- HA to liaise with First Aid provider on any other requirements i.e. carparks etc.
- HA to ensure ambulance access is available to the venue at all times.
- Hockey NZ will receive all the first aid reports for the tournament post event. If you require
your own copy please reach out.
80% Alcohol Solution
- HA to ensure that there is an 80% alcohol solution readily available at the tournament venue
for blood on the turf.
- HA to liaise with the TD on the availability of this solution.
Altiusrt, Results & Media- Tournament officials will control the daily results through Altiusrt. Hockey NZ will ensure
that there is a link for the public to access these results on the Hockey NZ website
- We encourage the HA and the hockey community to familiarise yourself with the Altiusrt
system.
- Hockey NZ to provide TA & HA with instructions for updating results.
- TA to upload results within 4 hours of the conclusion of each game on Altiusrt
- Ensure all physical match sheets are recorded appropriately and inputted into Altiusrt
- Ensure there are facilities available for media i.e. internet, good viewing area if required
- If reading results out over a load speaker please ensure you say the tournament sponsors
name as much as possible
Decision Making / Judicial Hearing
- TD to make decisions where necessary whilst liaising with Hockey NZ and TA
- If something occurs that is not covered in the tournament rules, contact Hockey NZ. Form a
committee of the TD (chair), TA, and a TD’s nominee if necessary & Hockey NZ
representative if necessary.
- Have the Hockey NZ Code of Conduct available which is found here.
- Please reach out to Regan Bain & Colin French if you have any issues/questions
- If you have any disputes or discipline issues, ensure the TD is well informed of all mitigating
factors.
- Have tournament rules, policy’s on hand if any issues have arisen
- A good notion to remind teams at the managers meeting is rule 7.3 No Protest may be
considered by the Tournament Director or Judicial Committee regarding an umpire’s On-
Field decision. This often avoids disputes occurring, although you might have upset teams a
disputed outcome for an umpire’s decision cannot change an outcome.
Post-Tournament
Results
- TA & HA to ensure that all physical result cards/sheets are returned to Hockey NZ.
Sponsorship Banners
- HA & TA to ensure that sponsors banners are returned to the appropriate people.
Tournament Report
- TA & TD complete a tournament report to Hockey NZ within 4 weeks of the completed
tournament including financial report for costs occurred at a Hosting level.
- TA to ensure tournament report includes all items set out on the domestic report cover
sheet.
- HA to complete a host self-evaluation form on the tournament organisations and submit
with the tournament report.
Hockey NZ Payment to Host Association- HA to send through invoicing for turf fee costs and the second part of the hosting fee $13
INC GST per team
- Hockey NZ will finalizing payment once TA’s report and financial report has been received.
Recommendations for Future Tournaments
- Send to Hockey NZ (with your tournament report), any recommendations or suggestions you
may have for future tournaments.
Other Important Information
Commercial & Marketing Guidelines for Hockey New Zealand
Tournaments
Purpose
The Commercial and Marketing guidelines for Hockey New Zealand’s national tournaments are
designed to provide a set of parameters and a framework for Hockey New Zealand (Hockey NZ) and
Host Associations to work in partnership to coordinate and optimise the revenue generation,
promotion and quality of experience of these events, while ensuring the rights of both our sets of
commercial partners is protected.
Some of the contents below is new but much of it is how we have consistently operated for some
years. The guidelines will act as a clear and concise reference point.
After review and agreement, we will create a simple matrix to allow Hockey NZ and Host
Associations to quickly understand the guidelines and for ease of management.
1. Naming Rights
All national hockey tournaments excluding NZ Indian, NZ Universities, NZ Maori tournament, and
New Zealand Heritage Hockey Tournament are held and run under the auspices of Hockey NZ.
Therefore, Hockey NZ has the rights and responsibility for the naming rights of all these
tournaments and can choose to sell those naming rights to a commercial partner.
Host Associations do not have the right to sell naming rights to any of these events, however,
should a Host Association have a commercial opportunity to sell naming rights to a tournament
that is not currently sold, they can enter into discussions with Hockey NZ to agree a revenue
share model.
As at March 2021 , the national tournaments with a naming rights sponsor are:
• Ford NHC
• Vantage U18• Vantage Black Sticks test match series are also sold by Hockey NZ e.g.: Pioneer Energy Tri
Nations as held in Cromwell in May 2018.
• Other Hockey NZ tournaments also have naming rights partners e.g.:
o Sentinel Homes North v South Series
o Sentinel Homes Premier Hockey League
2. Sponsorship
Hockey NZ is responsible for selling the sponsorships for national tournaments. It means
national sponsorships held by Hockey NZ supersede the Host Association for the time of the
tournament, to ensure there is no competitor sponsors in categories Hockey NZ have already
sold.
Vantage are Associate Sponsors of all Hockey NZ national tournaments.
We are happy to work with the Host Association to allow non-conflicting local sponsors to have
rights and benefits at and around Hockey NZ national tournaments with our approval. This will
continue to be a revenue stream opportunity for Associations.
Secondary Schools
In August 2019, Hockey NZ sold the commercial rights to the National Secondary Schools
tournaments to the New Zealand Sports Collective (NZSC), who now have the rights to sell
broadcast sponsorship, naming rights and up to 6 Associate Sponsors rights.
In this agreement, no Hockey NZ or local sponsors (conflicting or otherwise) can be associated
with, activate at or otherwise promote themselves as an Associate Sponsor of the National
Secondary Schools or local sponsors (conflicting or otherwise) can be associated with, activate at
or otherwise promote themselves as an Associate Sponsor of the National Secondary Schools.
3. Signage
For Ford NHC, Hockey NZ take up the whole perimeter turf fencing of the main turf with sponsor
and partner signage.
For Secondary Schools, NZSC have the rights to all perimeter signage.
For all other HockeyNZ tournaments, the naming rights sponsors get the premium positions –
halfway, behind the goal and in-goal.
As part of local sponsorship packages and pre-existing signage agreements, local Associations
can keep all signs up with the following exceptions:
- direct competitors of Hockey NZ exclusive category sponsors will need to be removed,
covered over or - where practical, signage may need to be moved to another position to
make way for Hockey NZ event sponsors.
We would ask Host Associations, when signing sponsorship or signage deals, to not commit to
providing signage rights, even non-competitive sponsors, at HockeyNZ National tournaments, as
sponsor categories can change.4. Branding As per Naming Rights above, Hockey NZ have sole commercial rights as owner of the tournaments. Therefore, only Hockey NZ has the right to create a logo or brand for a national tournament, especially if that national tournament has a naming rights sponsor, which must be included in that logo. We will create a suit of logos for each national tournament and provide these to the Host Associations for marketing, communications and merchandise needs. 5. Retailers We no longer have an exclusive retail agreement with Just Hockey as at the end of 2018 and will operate a non-exclusive retail presence at all Hockey NZ events and tournaments. Therefore, any hockey retailer, even if there is a Pro-Shop on site, can apply and be granted the right by Hockey NZ to sell products and stock event merchandise at Hockey NZ events and tournaments. 6. Event Apparel and Merchandise Event merchandise may be developed and sold at Hockey NZ events or online before. The merchandise must use the official event logo or branding as developed by Hockey NZ and the range approved by us prior to going on sale. As Host Associations already have apparel partners, for 2021, we will continue to allow the Host Association of each tournament to use their own apparel sourcing, and keep all the revenue, as long as any retailer can purchase it at the same rate if they want to sell it. 7. Photography We have an agreement with BW Media – Simon Watts – who is our official photography partner. BW Media will be granted the sole rights to ‘Official Photographer’ status at all Hockey NZ events and the right to sell photos to the participants and supporters. Other photographers are welcome to attend and shoot at any Hockey NZ event and tournament, by applying for accreditation with Hockey NZ and by abiding by our Photography Policy. As they are running their own business, we are happy for them to sell their photos as usual, but not position themselves as the ‘Official Photographer’. We will work with Host Association staff and the event TD to manage appropriate access to the turf, as per the policy. 8. Live Streaming/Broadcasting Live Streaming has become a growing area of opportunity to add significantly more visibility to local signage and to branding within the stream. As per point 2 Sponsorship, this needs to be managed collaboratively with Hockey NZ. The Ford NHC and Secondary Schools Tier 1 tournaments will both be exclusively on Sky Sport, along with all Black Sticks test matches, other than FIH Hockey Pro League.
Other Hockey NZ tournaments such as the Sentinel Homes North v South and Sentinel Homes
Premier Hockey League are also exclusively sold for broadcast to Sky Sport.
All other national tournaments, we will work with each Host Association to look into the
opportunity to live stream and develop a set of commercial guidelines – based on this document
– to manage costs and share revenue.
9. Ball allocations
The match balls for all Hockey NZ tournaments must be sourced from our official ball partner –
Kookaburra. In a change for 2021, Hockey NZ are specifying the brand and model of ball to be
used, as follows:
Event or Tournament Kookaburra specified ball Supplied by
Black Sticks Test Match Dimple Elite Hockey NZ
Ford NHC Dimple Elite Hockey NZ
National University Standard Host Association
Vantage U18’s Dimple Elite Host Association
Secondary Schools – Tier 1 and Dimple Elite Participating Schools
2
Secondary Schools – Tier 3 and Standard Participating Schools
4
Masters Standard Host Association
Kookaburra Hockey also have a range of balls suitable for all levels of Hockey within your
Association.
Timing of Communications from Hockey NZ to Teams/Associations
Domestic calendar released – October 2020
Secondary Schools entry’s open – start of term 1 2021
Secondary Schools entry’s close – end of term 1 2021
Representative tournaments entry’s open – 10 weeks before tournament
Representative tournaments Entry’s close – 8 weeks before tournament
Draw released – 4 weeks before tournament.
Hockey NZ to appoint a TD & UMS – 6 weeks before tournament
Altiusrt links released to management – 4 weeks before tournament
Altiusrt registrations due – 2 weeks before tournamentPhotography
Please see Appendix 4 for Hockey New Zealand’s Photography & Videography Policy
Health and Safety
Health & Safety legislation makes it clear that the safety of all involved with an event is a shared
responsibility – Health & Safety is EVERYBODY’S responsibility.
To clarify the roles of the multiple organisations that may be involved in an event (Event Organisers,
NSO’s, Venue Management, Associations,), we have developed an Event Health & Safety System for
facilitating safe competition environments for all involved. HNZ strongly advises Event Organisers to
refer to this Event Health & Safety System in developing their RAMS/Safety Plans, this is included
here in Appendix E.
Health and Safety is not a ‘tick box’ exercise and we know that event organisers take this seriously.
Your organisation may have its own forms and processes but Safety Action Plan templates, including
RAM’s templates are available here and are included as Appendix F of this manual. If you wish to
use these, please ensure that all elements of the HNZ Event Health & Safety System, Event
Management/Sport Risks/Venue Management are included in your plan.
The preparation and submission of the Event Health & Safety Plan is the responsibility of
the Associations Event Organiser/Tournament Administrator and must include:
a. Event Safety Plan – details of risk management associated with the specific
event
b. Venue Safety Plan – including emergency evacuation procedures. The
management of the venue you are using should be able to supply you with this.
These forms must be submitted through to Regan Bain – regan.bain@hockeynz.co.nz 6 weeks before
the tournament.
If you do not submit a Health and Safety plan and a Venue Safety plan within 2 weeks of the
tournament Hockey New Zealand & School Sport New Zealand (Secondary Schools) will remove
sanctioning of the event and notify all participating teams/schools.Appendices Appendix 1: Hockey NZ Rules Available on our website here, and secondary school’s rules here Appendix 2: Hockey NZ Player Transfer Guest Player Forms here Association of Origin Forms here Appendix 3: Code of Conduct Hockey NZ Code of Conduct, click here
Appendix 4: Hockey NZ Photography & Videography Policy
Policy Statement:
The following guidelines have been developed to assist Associations and Hockey New Zealand when
acquiring and displaying images and videos of participants from Hockey New Zealand tournaments.
Prior to participating in a Hockey New Zealand tournament all participants will sign a waiver which
gives Hockey New Zealand the right to use participants in photography and video for commercial
and branding purposes.
Background:
Most people taking photos at sporting events are doing so for acceptable reasons and are using
appropriate methods, for example, a parent videoing their child at a sports presentation or a
professional photographer taking photos for a club. The decreased size of cameras and introduction
of mobile phone cameras has meant that it is harder to monitor photos at a sporting event.
Purpose:
The aim of this policy is to promote good practice through:
1. Promoting the health and welfare of the participants when it comes to taking and using
images shot during Hockey New Zealand Tournaments.
2. Promoting and implementing appropriate procedures to safeguard the wellbeing of
participants and protect them from harm.
3. Supporting staff, members and volunteers to adopt best practice to safeguard the wellbeing
of participants and protect them from harm.
4. Responding to any allegations of misconduct or harm to participants through photography
or videography.
5. Implementing the relevant investigative disciplinary and appeals procedures.
Scope:
This Policy applies to all commercial photographers and videographers during a Hockey New Zealand
tournament.
A commercial photographer or videographer is someone who is taking photographs for commercial
use, this can be but is not limited to for business, sales, money or advertisements.
Policy:
• Hockey New Zealand will get waivers signed by all players prior to any Hockey New Zealand
tournament. For children under the age of 16 parental consent needs to be signed. The
waiver details players consent for their name, image, video and any other information to be
used without payment, in accordance with the Privacy Act 1993.• The Tournament Director/Hockey New Zealand Communications and Media Manager will
monitor and ensure any professional photographers or videographers taking
photographic/video images need to register at the events control room.
• The Tournament Director will provide professional photographers with a waiver form and
after completing registration they will be provided with a vest that needs to be worn while
they are taking photographs.
• The Tournament Director will clearly outline the areas that photographers are allowed to go
during matches.
• If there are concerns or complaints raised of inappropriate photographic behaviour or
content, please contact support@hockeynz.co.nz
• Hockey New Zealand owns the rights at all National Tournaments. No company is able to sell
photographs from Hockey New Zealand tournaments without written consent from the
Hockey New Zealand Communications and Media Manager.
• The waiver that players sign at the beginning of a tournament only covers Hockey New
Zealand and any Hockey New Zealand authorised company to use and display participants
images.
• Permission needs to be obtained from a participant if they are over the age of 16 and from a
parent for those under the age of 16 to display images and use the names of the athletes.
This needs to be sought if the company has not been given Hockey New Zealand permission
to display the images.
Photographer Guidelines and Rules:
• Only use appropriate images of the participants, all images must be relevant to the sport or
activity, and all athletes need to be suitably clothed. Images of athletes in sports or activities
that involve minimal clothing or unusual body positions/poses, which could be misused,
need to focus on the activity and not on a particular athlete.
• All commercial photographers and videographers need to register with the Tournament
Director at the control room as a photographer at the event. At this point the photographer
/ videographer will be issued with a high visibility vest to use while shooting the event and
be advised the areas they can operate in.
• Only the official Hockey New Zealand photographer/videographer is allowed on the turf
during the match.
• No photo position can be reserved in any area of the facility.
Complaints Process:
Player Complaints Procedure:
• If any issue arises from a player or team towards a photographer / videographer, they are to
notify the team management (Team management to refer to responsibilities of Manager
and Coaches section)
• Team Management will assess the issue and determine if the problem will be taken to the
Tournament Director or Hockey New Zealand Communications and Media Manager.
• If any issue arises from a photographer/videographer towards a participant, they are to
notify the Communications and Media Manager. This issue will then be assessed and dealt
with according to the Hockey New Zealand code of conduct.Photographer/Videographer Complaints Procedure:
• If any issue arises due to poor behaviour by a player or team management towards a
photographer/videographer. This is to be reported to the Communications and Media
Manager of Hockey New Zealand immediately.
When dealing with a complaint it is important to ensure that:
• Ensure the complainant is safe from immediate harm and danger
• Listen to the complainant and reassure them.
• Record accurately and appropriately any information received/observed. Record facts
concisely including:
o Type of harm
o Signs and symptoms noted
o Any particular incidents with dates, times and place
o Any action taken
• The complaint will then be assessed fully, promptly and with only the appropriate people
being aware of any allegations.
• Hockey New Zealand must inform the person that the complaint has been made against
once it has been put in writing.
• Any investigation will be handled sensitively and confidentially.
In some circumstances, Hockey New Zealand may decide that an investigation is necessary even
where a formal complaint has not been made.
Responsibilities of Managers and Coaches
Managers and Coaches have the following responsibilities to:
• Understand what is acceptable and what is not;
• Ensure the participant is safe from immediate harm
· Model appropriate behaviour at all times;
• Ensure the personnel within their supervision are aware of this Policy
· Listen and seek to fully understand concerns raised;
• Intervene in any inappropriate behaviour, and seek to stop it;
· Ensure that complainants are not victimised as a result of making a complaint;
· Investigate any allegations of personnel; take reasonably practicable steps to prevent the
recurrence that has been found to have occurred
The Outcome
Any person who has been found to have breached this policy may be subject to disciplinary action
this will be in line with the Hockey New Zealand Code of Conduct.
Possible outcomes of the investigative process:
• A satisfactory mediated outcome
• Disciplinary action imposed for a breach of this policy
• No action taken due to finding no breach of the policy or insufficient evidence
• Action against the complainant (or other person) due to a finding of frivolous, vexatious or
malicious allegation.
• Referral to another agency.Types of actions or penalties that could potentially result from a breach of the policy will be decided
in line with the Hockey New Zealand Code of Conduct:
• Written warnings
• Banning of a person from activities held by or sanctioned by Hockey New Zealand.
• A direction to complete a reasonable task i.e.: letter of apology or corrective action
• Referral of the matter to an appropriate authority.
• Ongoing education on the matter.
Vexatious or Malicious Complaints
The purpose of the complaint procedure set out in this policy is to provide an avenue to raise
genuine complaints in good faith.
If a complaint was vexatious or maliciously made, then disciplinary action against the complainant
may be taken. However, just because a complaint is not upheld does not mean that it is vexatious
and / or malicious.
Support Available:
You can seek support from:
• Your manager
• Your coach
• Tournament Director
• Hockey New Zealand Competitions Manager
• Hockey New Zealand Communications and Media Manager
• Support@hockeynz.co.nz
Breach of Policy
Any breach of this Policy will be taken seriously and could result in being banned from Hockey New
Zealand sanctioned events.Hockey New Zealand Photography Event Registration and Waiver Any commercial photographers or videographers capturing images or video content at a Hockey New Zealand tournament, will be required to fill in and sign the following form. This will be available in the control room at all Hockey New Zealand Tournaments. I agree to abide by all the guidelines that have been outlined above for the duration of the time that I am filming and / or shooting photos of the Hockey New Zealand Tournament . When uploading photos or video shot during the event, I agree to abide by all the rules that have been outlined above in the Hockey New Zealand Photography Policy. I comprehend and appreciate that there are foreseeable, unforeseeable and inherent dangers and risks of harm involved in the sport of hockey. I understand that there is risk of damage to myself and / or my personal property and take full ownership of the risks associated with photographing and videoing hockey. I acknowledge that Hockey New Zealand cannot be held accountable for any damage to myself and / or my personal belongings while shooting photography during a Hockey New Zealand event. I understand that Hockey New Zealand can allocate the exclusive commercial sales of any Hockey New Zealand tournament and this could impact on me being able to sell any images I shoot during the tournament. Photographer / Videographer Details: Name: Phone Number: Email: Address: Company: Signature Please ensure that your bib is returned to the tournament office at the conclusion of each day.
Appendix 5: Hockey NZ Health & Safety Plan
HOCKEY NEW ZEALAND
2021 EVENT HEALTH & SAFETY PLAN TEMPLATE
1. The completion of an Event Health & Safety Plan is a requirement of ALL Associations
hosting a Hockey NZ event. Event Health & Safety Plans must be submitted 6 weeks prior to the
event date to the National Tournament Coordinator, regan.bain@hockeynz.co.nz .
2. The preparation and submission of the Event Health & Safety Plan is the responsibility of
the Associations Event Organiser/Tournament Administrator and must include;
a. Event Safety Plan – details of risk management associated with the specific event
b. Sport Specific Safety Plan – details of risks inherent in the specific sport. The NSO
responsible for your sport should be able to supply you with this.
c. Venue Safety Plan – including emergency evacuation procedures. The management
of the venue you are using should be able to supply you with this.
3. This template may assist you in identifying risks and developing appropriate actions to
mitigate these when developing an Event Health & Safety Plan. However, if you have a plan in
an alternative format you are welcome to submit that providing it covers the required material
in 2 above.
SECTION 1: Event Information
Event Name: This Plan Dated:
Event Location
Event Date
Organisation delivering event
Number of Participants
Number of Teams Participating
Event overview. Provide a brief summary of what your event will involve.
SECTION 2: Event Personnel.
Event Personnel: List key event personnel, roles and contacts – some suggestions have been made here but
you may alter to suit your event as appropriate.
Vulnerable Children’s Act: Event organisers must ensure that events comply with the requirements of the
VCA. Indicate below any of the core roles where Police Vetting of personnel has been completed under VCA
requirements or state NA if VCA does not require this.
Name Role Responsibility Qualifications or Contact Details VCA status
Experience NA or Police
Vetted
Event Manager Overall responsibility
Volunteer Volunteer recruitment,
Coordinator training & management
Officials Recruitment, training
Coordinator & management
Health and Risk assessments, legal
Safety Officer compliance, site
inspections, first aid
Welfare Toilets and wash facilitiesWaste Waste clearance and
Management recycling
Disputes & Convening & Chairing
Discipline disputes panel
Tournament
Administrator
Tournament
Director
Umpire
Manager
First Aid Provider Information- Please complete either Section A or Section B
Section A
Company: No. of personnel on site:
e.g. St Johns, Red Cross
Ambulance or other medical transport on site: Yes/No
Duration on Site e.g. 1 hour before first game of the day through to 1 hour after last game of day for all days of the tournament:
Section B
Please complete the relevant details for your providers (minimum of 1 provider)
Provider 1 Provider 2
Name: Name:
Qualification: Qualification:
Date and times on site: Date and times on site:
Ambulance or other medical transport on site: Yes/No
Medical Equipment
Supplied by provider: Yes/No
Number of First Aid Kits on Site:
Medical Centre Details
Hospital: Dentist:
Address: Address:
Phone Number: Phone:
Accident & Emergency Centre (if different from After Hours Dentist (if different from above):
above):Address: Address:
Phone: Phone:
Transport Information
Please complete the following section if no ambulance will be on site at any point during the tournament
Hospital/Medical Centre informed about tournament and likelihood of possible injuries: Yes/No
Dentist informed about tournament and likelihood of possible injuries: Yes/No
Local Ambulance Provider (e.g. St Johns) informed about tournament and possible need for transport: Yes/No
Please add any other relevant information
SECTION 3: Risk Assessments and Management
You can use the guide below to assess risk levels in completing your Event Risk Assessment. The
template on the following page will guide you.
Consequence
Likelihood
Insignificant Minor Moderate Major Critical
Almost Certain Medium Medium High Extreme Extreme
Likely Low Medium High High Extreme
Possible Low Medium High High High
Unlikely Low Low Medium Medium High
Rare Low Low Low Low Medium
Consequence Description of Consequence Likelihood Description of Likelihood
Will only occur in exceptional
1. Insignificant No treatment required 1. Rare
circumstances
Minor injury requiring First Aid Not likely to occur within the
2. Minor treatment 2. Unlikely foreseeable future, or within the
(e.g. minor cuts, bruises, bumps) project lifecycle
May occur within the foreseeable
Injury requiring medical treatment or
3. Moderate 3. Possible future, or within the project
lost time
lifecycle
Serious injury (injuries) requiring Likely to occur within the
4. Major specialist medical treatment 4. Likely foreseeable future, or within the
or hospitalisation project lifecycle
Almost certain to occur within the
Loss of life, permanent disability or 5. Almost
5. Critical foreseeable future or within the
multiple serious injuries Certain
project lifecycle
Description of Risk Level
Assessed Risk Level Actions
If an incident were to occur, there would be little Undertake the activity with the existing controls in
 Low
likelihood that an injury would result. place.
If an incident were to occur, there would be some
 Medium chance that an injury requiring First Aid would Additional controls may be needed.
result.
If an incident were to occur, it would be likely that Controls will need to be in place before the activity
 High
an injury requiring medical treatment would result. is undertaken.
Consider alternatives to doing the activity.
If an incident were to occur, it would be likely that a
 Extreme
permanent, debilitating injury or death would result.
Significant control measures will need to be
implemented to ensure safety.
Control the Risk: Use the template on the following page;
1. List the hazards/risks you have identified.
2. Rate their risk level (refer to information above to assist with this).
3. Detail the appropriate control measures you will implement to control the risk.
Note: Control measures should be implemented in accordance with the preferred hierarchy of control.
Hierarchy of Controls -
Most effective
(High level) Elimination: remove the hazard completely from the workplace or activity
Substitution: replace a hazard with a less dangerous one (e.g. a less hazardous chemical)
Engineering control: making an event safer separate people from the hazard (e.g. safety barrier)
Administration: putting rules, signage or training in place to make the event safer (e.g. induction, route
plan, safety training)Least effective Personal Protective Equipment (PPE): Protective clothing and equipment (e.g. helmets, mouth guards,
(Low level) PFD’s)
3A: Event Risk Assessment & Management Plan
Event Hazard Identification and Risk Assessment
Hazard or Risk Risk Level of Control
identified. Level (see previous page) Action
What could go Low Eliminate Substitute Engineer Admin PPE How will we prevent Person What we will do if it
wrong? Med control Control it? responsible happens?
High
Extreme
Sunstroke or med no no yes yes yes Proper clothing / hat Event Refer to onsite first
heat Sunscreen / sun block Manager aid
exhaustion Event schedules
Shade provided at
multiple sites
3B: Sport Specific Risk Assessment & Management Plan – you may have already included
the risks specific to your sport in the Event Risk Assessment above. If you have not done so,
please provide a risk assessment specific to the hazards in your sport here OR if your NSO
has supplied you with a Sport Specific Risk Assessment & Management Plan, please attach it
to this document.Sport Specific Risk Assessment
Hazard or Risk Risk Level of Control
identified. Level (see previous page) Action
What could go Low Eliminate Substitute Engineer Admin PPE How will we prevent it? Person What we will do if
wrong? Med control Control responsible it happens?
High
Extreme
Concussion Med No No No Yes Yes Compulsory mouth Team Refer to onsite
guards Manager first aid
Referees will all be safety Event
trained Manager
3B: Venue Safety Plan – including Emergency Evacuation Procedures. Please attach a copy
of the Venue Safety plan to this document. The Venue Management will be able to supply
you with this.
SECTION 4: Core Provisions and Communications.
Core Provisions: Please give details of the following core provisions as they apply to your event
or state NA if they do not apply
Item. Provider Person
Contact Management Notes
Responsible
First Aid and Medical
services
Drinking water
Food
Shade
Toilets
Event Security
Waste Management
Spectator Controls
Parking
Vehicles onsite
Event Insurance
MediaEvent Communications Plan. Please give details of the following as they apply to your
event.
Communication Item Person
Audience When? Notes – eg Content
Responsible
Pre Event Info – to schools,
participants
Event Briefing – Safety Briefing,
Event info for students, coaches,
managers
Event Day Communications –
Cancellations, changes, weather
Emergency
Communications - evacuation,
lost person, emergency services,
notification to
schools/parents/media
Media information
Post event reporting
Please submit this plan to the National Tournament
Coordinator, regan.bain@hockeynz.co.nz 6 weeks prior to the event date.Appendix 6: Host Agreement
HOSTING AGREEMENT – SIGN AND
SEND BACK TO HOCKEY NZ
We, hereby agree to
the above responsibilities, obligations and conditions, and agree to
fulfil the requirements as set down in the above hosting agreement
and any additional requirements as discussed with Hockey New
Zealand.
Tournament:
Signed:
Name:
Position:
Date:
Please return a copy of the signed agreement to the Hockey NZ
office by
1st June 2021Appendix 7: Tournament Turf Charges
2021 GUIDELINES FOR HOCKEY NZ
TOURNAMENT TURF CHARGES
From 1 January 2021 – 31 December 2021- Updated 18th October 2020
TOURNAMENT TEAM CHARGE FOR
USAGE
National Masters Tournament To be discussed with HA
National University Tournament To be discussed with HA
National Secondary School Tournaments Tier 3 & 4 $300
National Secondary School Tournaments Tier 1 & 2 $350
U18 Tournaments $450
Ford NHC $450
These charges will be charged to teams as part of the overall entry fee by Hockey
New Zealand
Host Associations are to invoice Hockey NZ for the total turf fee cost for their
tournament – this will be the number of teams competing multiplied by the team
usage charge:
Eg. Rankin Cup/India Shield – 32 teams
Host Association to invoice Hockey NZ – 32 x $400 = $12,800 excl. GST
Eg. U18 Tournament – 16 teams
Host Association to invoice Hockey NZ – 16 x $450 = $7,200 excl. GST
Please note all prices are GST Exclusive.You can also read
