How to host a Rugby Tournament

Patrick Sheerin
August 22, 2025

Why you should host a rugby tournament?

Clubs looking to maximise profits and make use of their grounds should look at hosting a tournament. Rugby tournaments are friendly, entertaining and competitive. Rugby Tournaments are also easy to organise, whether it’s for juniors, youth or adults. Rules can be changes to adopt tag rules or contact safety rules to ensure everyone in the community can take part and have fun.

Sports tournaments and galas are an ideal way to attract the local community and bring them to your premises, helping to introduce a new audience to your club. By hiring food vans, and contacting local sports teams, or asking for team submissions, a football gala can assuredly offer a lucrative and enjoyable event for all ages.

Many club runners and secretaries have event organising experience. Preparation and detailed planning is essential. Events are important for communities and key to supporting venues throughout the year; events often fundraise for charities and club improvements – so it’s crucial to plan properly and ensure the event goes ahead smoothly.

At Club Insure, we’ve put together a 7 step guide to hosting a rugby tournament at your club:

1. Select a date and time

It’s important to choose a date for the event that works for both organisers and competitors. Look in the diary and see if you can avoid any major events or national events – such as major sporting finals or public holidays.

Also check the weather. For a rugby tournament you’ll want good weather, which can be checked accurately upto a month prior, which should help to make adjustments.

2. Prepare the Equipment needed

Successfully plan a rugby tournament by investing in some long-term equipment. Firstly, list the equipment you already own. Scoreboards, post pads, balls, corner flags, stopwatches, whistles. Many of these can be provided by visiting teams or referees.

There’s nothing worse than getting caught short on the day of the event, especially after all your hard work and planning. Keep updating your list throughout the planning process to ensure you have the equipment available.

3. Make Registration Easy

Registration needs to be simple and easy. Technology has advanced, so consider adopting an online portal which can easily collect participants and explain the rules and details of the day. Alternatively, have a digital sign-up sheet that can be manually manipulated to add or subtract interested teams. Ensure your required registration details include contact information so organisers can get in touch with the team or individuals. Also mandate emergency contact details and correspondence addresses as part of the sign-up form.

Have your registration protocol in place before marketing the event as to not miss out on any competitors or audience-members who would like to attend.

4. Market your Rugby Tournament Event

Flyers are great for local events. Create a physical flyer that can be displayed in off-license, shops, takeaways and local businesses.

Social online marketing is the best way to advertise your event currently. Create and online advert on your business’s Facebook page and tell your members to share. Send a digital poster to participants and ask them to share it for you.

Your promotion material should include: Event Name, Location, Date, Tournament Format, How to Apply, What to Expect, Additional services available, and Winners Prizes.

5. Book Third Party Services for your Event

Any good event, including tournaments, should have some third party services to ensure members have a good times. Consider food trucks on-site, selling burgers, hot dogs or tacos. Drinks stationed should also be sorted for both competition and audience-members.

Games, carnival rides, coffee vendors are also great options if you have the room to spare. Entertain the children and attract more locals to your premises with fun entertainment on offer.

Remember, services on-site and third-party businesses will require their own liability insurance, both public and employers. Request they have this in place before attending your premises.

6. Conduct a full risk assessment

Hazard identification is crucial to conducting a full risk assessment. Risk assessments are important because if an injury or theft or damage does happen, you have the documents in place to say your business did it’s due diligence.

Identify hazards by listing all the potential risks, such as injuries or equipment failure. Have first aid stations on site and clear access for emergency services. Identify who may be harmed and how to safely manage the position of audience members and staff. Have a clear border between pitches and ensure parents or audience members are informed of the rules.

Evaluate the likelihood or severity of an impending risk, and then list the controls you’ve put in place to reduce the risk. Appoint a health and safety manager for the event to take control. Be sure to review and update the assessment when changes are made, and let all staff or volunteers understand their responsibilities.

Check out our Risk Management Services here

7. Review your public liability insurance

Many rugby clubs, social clubs or multi-sport clubs on a standard business and contents insurance cover will not have the insurance in place to cover events. Events can exceed the average capacity of your venue, and therefore have not been catered for during your renewal. Check your insurance details with your broker to make sure you can host the event safely. For last minute checks, contract Club Insure for a confidential review.

To host a rugby tournament, clubs will require one day event insurance. Our recommendation: Insure Our Event have an excellent quote form which is free to view and compare. They also provide information specific to sporting events.

Insure Our Event also have available Cancellation Insurance. This covers you incase the worst happens, such as a death, bad weather or a vendor doesn’t show. Cover the costs of your deposits and fees with effective cancellation insurance.

Go To Insure Our Event