2014
Schools Event Manual
Contents
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Event timings
What is happening where
What to bring
Welcoming ceremony
Transport & parking arrangements
Photography
Team Registration
Sports rules and schedule
Code of conduct – Spirit of the Games
Welfare – Duty of Care
Road Crossing
Risk Assessments
First Aid
Weather contingency
Accessibility
Challenge Zone
Spectators
Catering
Further Information
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HAMPSHIRE GAMES 2014
Welcome to the Sainsbury’s School Games finals in Hampshire & IOW, The Hampshire Games 2014.
Congratulations on qualifying for the Hampshire School Games finals in Aldershot. This manual will
help you gain a better understanding of the Hampshire Games 2014, what you and your pupils need to
know before, during and after the event.
1.
Event Timings
9.30am – 10.00am
10.00am – 10.30am
10.45am
2.00pm
4.30pm
Competitors arrive at the Aldershot Military Stadium for the
Welcoming Ceremony – including parade to the pitches
Competitions Start
3 v 3 Basketball, Inclusive Athletics, Boccia, New Age Kurling
and Inclusive Tag Rugby competition end
All other competitions end
N.B. Golf - with so many different age groups competing in the Golf Competition start and finish times
will vary according to age groups. Schools competing in these competitions will be provided with more
detail nearer The Games. Swimming - will end by 1.30pm
2.
What is happening where?
Aldershot Military
Stadium
Queen's Avenue
ALDERSHOT
GU11 2JL
Welcoming Ceremony
Athletics
Aldershot Rugby
Stadium
Queen’s Avenue
Aldershot.
GU11 2JL
Inclusive Tag Rugby
Challenge Zone
Army Hockey Centre
Prince’s Avenue
Aldershot
GU11 2LQ
Hockey
The Wavell School
Lynchford Rd,
Farnborough
GU14 6BH
Netball
Garrison Sports Centre
Rawlinson Rd
Aldershot
GU11 2LQ
Basketball
Swimming
Samuel Cody School
Ballantyne Rd
Farnborough
GU14 8SN
Gymnastics
Trampolining
Aldershot Indoor Tennis
Centre
Prince’s Avenue
ALDERSHOT
GU11 2LD
Boccia
New Age Kurling
Tennis
Queens Ave. Sports
Pitches
Queen’s Avenue
Aldershot.
GU11 2JL
Cycling
Tri Golf
Rounders
Tag Rugby
Football
Volleyball
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3.
What to bring
Each participant, team manager and helper will need to bring with them:
 Sports Kit appropriate for the sport you are competing in
 Change of clothes in case of inclement weather
 Packed lunch, drinks and snacks
 Water Bottle
 Suntan lotion
 Waterproofs
 Hat/cap
Each school, team should bring with them
 Completed Team Entry Form signed by the Head Teacher
 Practice Equipment
 Optional groundsheet for wet weather conditions if competition is outside
 For outdoor sports, teams may bring a gazebo for shade/shelter but please ask Sport Organiser
where it can be placed before erecting it.
 First Aid kit
 Photo consent wristbands / stickers (provided by your SGO)
4.
Welcoming Ceremony
We ask that all teams come to the Welcoming Ceremony in the Military Athletes Stadium, which will
commence at 10am. The Ceremony will include music, performances and speeches and will end with
the ‘Parade to the Pitches’. The children will parade around the athletics track with their sport and
will then continue on out of the stadium to their respective sports competition venues. We ask that
you ensure that, when called to the track, your pupils take all of their belongings with them and that
you either join them on the walk or join them as they start to leave the stadium. If you have made a
flag or tartan, please bring it along for this ceremony.
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5.
Transport & Parking Arrangements
It is the responsibility of each school, with the support of your School Games Organiser (SGO) to make
your way to Aldershot for the Hampshire Games 2014.
Cars : There are a number of car parks that can be utilised at the venues. But the main event park is at
the far end of Prince’s Avenue and will be clearly sign posted, we ask that you follow the instructions
of the parking stewards. Please DO NOT park in the Rehabilitation Centre Car Park. There is limited
space available at the Garrison Sports Centre, Aldershot Tennis Centre and Hockey Pitches. To ensure
all young peoples safety we ask that cars DO NOT try and drop young people off on the Queen’s
Avenue.
(N.B. Netball - You will not be allowed to park at Wavell School. You will need to park at the main
event car park and walk across the Queen’s Avenue Sports pitches.)
Mini Buses : Mini Buses can park in the main event car park, again follow the instructions of the
parking stewards. You may pull up on the Queen’s Avenue by the Athletics Stadium to drop off your
young people if you should so wish, but please follow the instructions of the road patrol attendants.
Coaches : Coaches can drop off on Queen’s Avenue. Once the coaches have dropped off the athletes,
they will be parking at Mons Barracks Parade Square. Access to this will be via Prince’s Avenue. The
Driver will need to display the Coach Parking sign provided in their window and state at the guarded
gate that they are part of the Hampshire Games, (the coach driver will need to show photo ID driving license/passport). The Coaches are to remain here all day until the completion of competitions
at which point they are to return to Queen’s Avenue (Football & Rugby pitch side), where they can
wait from 1.45pm (inclusive Competitions only) or 4.15pm
Disabled Parking : There are disabled parking bays in each of the car parks to cater for individual cars
carrying a disabled parking blue badge. School Mini Buses transporting young people with disabilities
will be able to pull into the Athletics Stadium Car Park to drop off prior to the Welcoming Ceremony.
They will then need to move them to the Main Car Park. This will not be possible after 9.45am, in
which case late arrivals will need to drop on the Queen’s Avenue and then move to the Main Car Park.
If your coaches/bus are not staying all day, they must drop off on Queens Avenue (Athletics Stadium
side), and then return to pick up on Queen’s Avenue (Football & Rugby Pitch side) at the times stated
above.
Coach Transfers to Samuel Cody School : Gymnastics & Trampolining
Several coaches will be available to transfer young people taking part in the Gymnastics and
Trampolining competitions, which will be taking place off site at Samuel Cody School. These will leave
outside the Athletics Stadium following the Welcoming Ceremony and will return here once the
competitions finish.
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6.
Photography
Photo Consent
Official photographers and the Press will be present at the games, supported by young volunteers.
Photographs and videos taken may be used in future publicity by the organising committee and their
partners (specifically Schools, School Sports Partnerships, Sport Hampshire & IOW, Local & Unitary
Authorities and National Governing Bodies of Sport), either in printed publications, in media, on video
and/or on websites.
Every school is responsible for ensuring they have gained consent for each individual child from their
school attending the games as to whether permission is given or not given in relation to
photography/videoing. You will be required to declare this on your Team Entry Form which you will
hand to the sports registration on the day of the games. This form MUST be signed by your Head
Teacher.
Please note that photography/video consent is valid for five years from the date of the Games.
Every young person, official and volunteer will be given a wrist band/sticker indicating whether or not
we have received permission to take photos/videos of them. A red band/sticker will be an indication
that permission has NOT been given and a green or yellow band/sticker indicates that images can be
taken.
It will be your responsibility as the Teacher/Team Manager to ensure all young people in your care,
plus coaches and yourself, are wearing the correct wristband/sticker. Your SGO will provide you with
enough stickers / wristbands prior to the event. If you require more of either colour please ask the
sports registration on the day of the games. – Please ensure your young people are wearing these from
the moment they arrive at Aldershot.
For players in the Basketball & Netball competitions, we request that these wrist bands are worn
around the ankle ensuring they are still visible.
Taking photos & video
Duty of Care Guidelines for the Hampshire Games require that we record the details of any person
(including teachers and parents) who wish to use video or close range photography to record activities
at the games.
We are therefore request that any person wishing to take photographs at the games sign in with the
relevant sports registration desk or general information control trailer and register their name and
address before carrying out any video or photography. A wristband will be issued which must be worn
at all times.
Anyone refusing to comply with this policy and who continues to take photographs / video footage will
be asked to leave the site.
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7.
Team Registration
You will be provided with a Team Entry Form for each of your teams by your SGO. You will need to
bring this form with you to the Games and hand to the Registration Table for your sport when you
arrive at your competition venue following the Welcoming Ceremony. Some sports will be required to
provide a declaration prior to the day of the games, again these will be provided via your SGO. These
sports are;





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Inclusive Athletics
Trampolining
Gymnastics
Swimming
Inclusive Athletics
Sports Rules & Schedule
Sport Specific Rules can be found on the website www.sporthampshireiow.co.uk.
Where possible, playing schedules will be made available prior to the day of the games via your School
Games Organiser (SGO). However if these are not available due to team entry changes, they will be
handed out at registration on the day of competition.
Generic Hampshire Games Rules
Substitutions
Substitutions of team members not appearing on the team declaration sheets are not allowed once a
team has been declared.
Late Arrivals
If a team arrives at an event after the designated start time because of unavoidable delay, Sport
Organisers have been asked to allow that the team take part if at all possible within the structure of
the event, although the final decision is left with the Sport Organiser.
Adjudication of Disputes
Sport Organisers have total responsibility for the interpretation and enforcement of their own
Governing Body’s rules and regulations. The Sport Organiser in charge of the competition will finally
determine any disputes.
No appeals against age or residential qualifications will be investigated after the event unless they
were lodged with the Sport Organisers before the close of the event.
Instances may occur where it is alleged that a break of rules and regulations specific to the Hampshire
Games has occurred. These are most likely to be the regulations referring to age and residence
qualifications. In these cases, the following procedures shall be observed:

The complaint shall be reported immediately by the Teacher / person in charge of the team to
the Sport Organisers responsible for running the competition in the sport concerned.
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
The Sport Organiser is empowered to investigate the complaint to decide whether the complaint
shall be upheld and, if so, what action should be taken as a result.

Before making a decision, the Sport Organiser shall ensure that both parties in the dispute have
the opportunity to state their case in each other’s presence, and their respective teacher/school
representative is given the opportunity to comment.

It is hoped that both parties will agree to adhere the decision of the Sport Organisers within the
spirit of the Games. If, however, either party will not adhere to the decision, there is a right of
appeal.
The Appeals Committee will meet upon request to enable Team Managers to appeal against a
decision.
Sport Organisers are responsible for determining the final results of Schools taking part in their sport.
Disputes over the allocation of points should be raised once the sport has finished with the Event
Manager at the main information centre, who will endeavour to contact the officials concerned to
check that a simple error has not occurred.
9. Code of Conduct - Spirit of the Games
Young people, Team Managers and Spectators are reminded that The Hampshire Games are played in
the spirit of the Olympic and Paralympic Values; Respect, Excellence, Friendship, Courage,
Determination, Inspiration and Equality:

The emphasis is on competition enjoyment. Those involved in the Hampshire Games are
representing their school and should reflect their behaviour accordingly

Winning at all costs is NOT encouraged and teams/individuals must compete within the rules of
competition

We ask that everyone takes pride in themselves and their team. Always respect the Officials and
Referees decision. Have fun and enjoy the Games.
During the Games, our team of Special Agents will be out spotting competitors, teachers, team
managers, spectators and officials displaying the Olympic and Paralympic Values, will you be
rewarded?
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10. Welfare – Duty of Care Etc.
The welfare of young people is taken very seriously by the LOC and event team.
This is a schools event and it is expected that all teams travelling will be attending as a school team. As with
all school trips you are required to complete your regular off site forms for your school. We expect all
teams to abide by their school policy on use of adult helpers to support the teams travelling to the event
and providing support on the day.
Please ensure that all your team members have the following parent/carer consent in place prior to the
day:
 Attendance at this event
 Travel arrangements
 Photographic permission
Duty of Care remains with the school teacher at all times. We expect all schools to have taken
responsibility for ensuring all the team managers and adult helpers have undergone the appropriate checks
and briefings on safeguarding of young people on school trips.
All staff, volunteers, young leaders, team managers and officials will be asked to sign the code of conduct at
registration.
All Event Staff, Leaders, Officials and Volunteers will be wearing branded clothing. VIPs and press will be
asked to register on arrival and must wear an identity card or wristband.
11. Road Crossing
In the interested of safety we ask you use, and ensure your children and other staff use the Pedestrian
Crossing on Queen’s Avenue to cross the road.
12. Risk Assessments
Full Risk Assessments for the Event, Venues and Sports are available on request.
13. First Aid
The general medical cover throughout the games will be provided by St John Ambulance at your
individual sports venues. Additionally we would like to remind schools that they should provide their
own first kit for minor incidents such as plasters.
Our medical cover will only deal with minor medical problems, more serious cases will be transferred
to Frimley Park Hospital or the Royal Surrey Hospital.
Frimley Park Hospital
Address: Frimley Park Hospital, Portsmouth Road, Frimley, Camberley, GU16 7UJ
Main switchboard number: 01276 604604
Website: www.frimleypark.nhs.uk
Email: main.reception@fph-tr.nhs.uk
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Directions from Aldershot Military Stadium - Distance: approx 5.5 miles, about 15mins
Queen’s Avenue, At the roundabout, take the first exit. At the roundabout, take the fourth exit onto
Lynchford Road A3011. At the roundabout, take the second exit onto A3011. Continue onto A331. At
the roundabout, take the fourth exit onto A331. Exit onto Slip Road, Bear left onto Farnborough Road
A325. At the roundabout, take the second exit onto Portsmouth Road A325. At the roundabout, take
the third exit. Arrive at Hospital.
The Royal Surrey County Hospital
Address: The Royal Surrey County Hospital, Egerton Road, Guildford, GU2 7XX
Main switchboard number: 01483 571122.
Website: www.royalsurrey.nhs.uk
Email: rsc-tr.enquiries@nhs.net
Directions from Aldershot Military Stadium - Distance: approx 12.5 miles about 25 mins
Queens Avenue. At the roundabout, take the first exit. At the roundabout, take the fourth exit onto
Lynchford Road A3011. At the roundabout, take the third exit onto Holly Bush Lane A3011. At the
roundabout, take the first exit onto A3011, Continue onto A331. At the roundabout, take the first exit
onto A331. Continue onto Hogs Back A31. Continue onto A31. Continue onto Guildford and Goodling
Bypass Road A3. At the roundabout, take the second exit onto Egerton Road. At the roundabout, take
the third exit onto Egerton Road. At the roundabout, take the first exit, Arrive at Hospital.
14. Weather Contingency
There are a number of wet weather contingencies in place to help try and ensure most, if not all events
can continue regardless of the lovely British climate. If a decision needs to be made regarding poor
weather, either cancellation or change of venue, this will happen no later than 10am on Thursday 19th
June. All School Games Organisers will be notified and it will be their responsibility to contact their
schools directly.
Please be assured that competitions will only run if it is safe to do so and all sports organisers and
governing body officers will be consulted before any decisions is taken.
15. Accessibility
All of our sports venues have disability access, where necessarily accessible portaloos will also be
available. If you require any further information of assistance please contact the Event Management
Team.
16. Challenge Zone
During the day a Challenge Zone will be running in the Rugby Stadium, which will include a Climbing
Wall and other sporting activities. Additionally there will be roving activities for young people to try
during breaks in their competition schedule.
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17. Spectators
Spectators are more than welcome at all of the competition venues, some places have a larger viewing
opportunity than others. We just ask that spectators respect requests from the Sport Organisers if
they start to encroach on the field of play. There will be very limited viewing at the Basketball
competition.
18. Catering
We ask that you ensure all your young people bring a packed lunch and plenty to drink, there are a few
limited vending machines at some venues and there will be a catering van at the main stadium
providing hot drinks.
19. Further Information
If you require any further information, or have any unanswered questions please do not hesitate to
contact your SGO or the Event Management Team:
Sharon Robertson – 01962 845021 or sharon.robertson@hants.gov.uk
Heather Windust – 01962 846172 or heather.windust@hants.gov.uk
www.Sporthampshireiow.co.uk/hampshire-games
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