2017
Teachers Event Manual
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Contents
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Event timings
What is happening where
What to bring
Welfare – Duty of Care
Welcoming ceremony
Transport & parking arrangements
Photography
Team Registration
Code of conduct – Spirit of the Games
Sports rules and schedule
Road Crossing
Risk Assessments
First Aid
Weather contingency
Accessibility
Challenge Zone
Spectators
Catering
Further Information
T-shirt Orders
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HAMPSHIRE SCHOOL GAMES 2017
Welcome to the Hampshire School Games Finals 2017.
Congratulations on qualifying for the Hampshire School Games Finals in Aldershot. This manual will
help you gain a better understanding of the Hampshire School Games 2017, what you and your pupils
need to know before, during and after the event.
1.
Event Timings
Thursday 29th June
9.30am – 9.45am
10.00am – 10.30am
10.45am
1.00pm
2.30pm
4.30pm
Competitors arrive at the Aldershot Military Stadium for the Welcoming
Ceremony
Welcoming Ceremony – including parade to the pitches
Competitions start
Inclusive Swimming starts
Inclusive competitions end
All other competitions end
N.B. Golf - YEAR 3 & 4 Competition will start straight after the welcoming Ceremony and will finish by 1.30pm, YEAR 5 & 6
Competition will start at 1.30pm and finished at 4.30pm, we would encourage the year 5 & 6 teams to still attend for the
whole day, attending the Welcoming Ceremony and then spending time in the Challenge Zone before their competition
starts at 1.30pm. The YEAR 3 & 4 Swimming competition will be finished by 1.00pm, the Inclusive Swimming competition
will start at 1.00pm and finish at 2.30pm.
Friday 30th June
9.30am – 9.45am
Competitors arrive at the Aldershot Military Stadium for the Welcoming
Ceremony
10.00am – 10.30am Welcoming Ceremony – including parade to the pitches
10.45am
Competitions start
2.00pm
Athletics Track Finals Start (finish 5.00pm)
2.30pm
Inclusive competitions end
4.30pm
All competitions end
2.
What is happening where?
Aldershot Military
Stadium
Queen's Avenue
Aldershot
GU11 2JL
Welcoming Ceremony
Inclusive Athletics
Quad Kids (Thursday)
Army Hockey Centre
Prince’s Avenue
Aldershot
GU11 2LQ
Hockey (both days)
Tri Golf (Thursday only)
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Athletics Knock Out
Track Finals (Friday)
Queen’s Avenue Sports
Pitches
Queen’s Avenue
Aldershot
GU11 2JL
Tag Rugby (Thursday)
Football (both days)
Volleyball (Friday)
Rounders (Friday)
The Wavell School
Lynchford Rd
Farnborough
GU14 6BH
Netball (both days)
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Garrison Sports Centre
Rawlinson Rd
Aldershot
GU11 2LQ
Basketball (Both days)
Swimming (Thursday)
Gymnastics (Thursday)
Aldershot Indoor Tennis
Centre
Prince’s Avenue
Aldershot
GU11 2LD
Tennis (Both days)
Army Combat Sports
Centre,
Rawlinson Road,
Aldershot
GU11 2LQ.
Panathlon (Thursday)
Boccia (Friday)
New Age Kurling (Friday)
Government House Road
Army Combat
Sports Centre
Panathlon
Boccia
New Age Kurling
The Wavell School
GU14 6BH
Netball
Garrison Sports Centre
Basketball Gymnastics
Swimming
Astro Pitches
Hockey
Tri-Golf
Coach
Parking
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Main Event
Car Park
Aldershot Tennis Centre
Tennis
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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, i.e. hockey stick, tennis racket etc.
 Change of clothes in case of inclement weather
 Packed lunch, drinks and snacks
 Full Water Bottle
 Suntan lotion
 Waterproofs
 Hat/cap
 Personal Medication if required – i.e. Inhalers
Each school team should bring with them :
 Completed Team Entry Form signed by the Head Teacher
 Copies all appropriate Medical Forms and emergency details for all pupils and staff travelling
with you and taking part at the games.
 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)
 Team Sport – a set of coloured bibs different to your shirt colour.
4.
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
Please ensure that you have with you copies all appropriate Medical Forms and emergency contact
details for all pupils and staff travelling with you and taking part at the games. This is of greater
importance as travel will take part outside of a traditional school hours day and school offices may not
present an option to source information in the event of an emergency.
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. Each team should come with
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appropriate ratios for the number of pupils they are bringing to the games. As a minimum each team
should have at least two adults.
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.
5.
Welcoming Ceremony
We ask that all teams come to the Welcoming Ceremony in the Military Athletics 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 you to
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.
Schools competing in the Inclusive Boccia, New Age Kurling and Panathlon, should direct to St Omer
Gym for 10.30am.
Banners for the Welcoming Ceremony
Last year many schools created and brought a banner with them to the Hampshire School Games. It
was a huge success and we would like to repeat it again this year. The banners would be for the
Welcoming Ceremony, the Athletes parade and to take to their event. The aim is to help schools create
a team spirit and for participants to be proud of representing their school. We would like the banners
to have a focus on the School Games values and achieving your personal best. The banners will also
add to the event bringing a cultural element and of course colour.
There will be a prize for the best banner for each day, with the winning school being awarded a
Hampshire Talented Athlete visit.
The key information needed on the banners is the school name and the sport/s your school team/s
are participating in. They can be as big or small as you like! Here are some examples from last year:
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The banners will also be great for photographs, for you as a school and for the organisers
School Games Values
The theme for the banners this year is the School Games values as below. You may concentrate on one
or acknowledge them all. Another important message of the games is achieving your personal best, so
you may consider this.
If you have any ideas for the opening ceremony or require any further information about the banners
please contact:
Claire Wallace
6.
SGO South Eastleigh and Winchester SSP [email protected]
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 School Games 2017.
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 or Waldron
Theatre Car Park, both these car parks will be marked with NO PARKING SIGN’S. There is limited space
available at the Garrison Sports Centre, Aldershot Tennis Centre and Hockey Pitches. To ensure all
young people’s 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.) Signs will be available to guide
you.
Mini Buses : Mini Buses can park in the Garrison Sports Centre and 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 Tennis Centre Car Park. Access to this will be via Prince’s Avenue. 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 4.15pm.
If your coaches/buses/mini buses 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.
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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 9.30am, in
which case late arrivals will need to drop on the Queen’s Avenue and then move to the Main Car Park.
Schools competing in the Inclusive Boccia, New Age Kurling and Panathlon competitions can enter the
Barracks via the St Omer Gate and will be able to drop off outside the Gym and stay parked in the
Barracks for the duration of the competition.
7.
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 Energise Me, Schools, School Sports Partnerships, Local & Unitary Authorities and
National Governing Bodies of Sport), either in printed publications, in media, on video and/or on
websites for up to 5 years.
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 for this event. 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
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the moment they arrive at Aldershot, as photographs/filming will be taken at the Welcoming
Ceremony.
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
Under our Duty of Care Guidelines for the Hampshire School Games 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 therefore request that any person wishing to take photographs at the games sign in with the
relevant sports registration desk or general information tent 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.
We request that individuals (parents/carers etc.) do not post photos on social media unless it is of their
own child / children.
Anyone refusing to comply with this policy and who continues to take photographs / video footage will
be asked to leave the site.
8.
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 (expect for Quad Kids Athletics,
you will need to sign in as you enter the Athletics Stadium for the Welcoming Ceremony). Some sports
will be required to provide a declaration prior to the day of the games, this must be returned by Friday
16th June, again these will be provided via your SGO. These sports are;



Athletics – Quad Kids and Inclusive
Gymnastics
Swimming (inc. Inclusive)
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 School Games Values; Honesty, Passion, Determination, Team Work, Self-Belief and
Respect:

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.
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10. Sports Rules & Schedule
Sport Specific Rules can be found on the website www.energiseme.org.
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 School Games Rules
Substitutions
Substitutions of team members not appearing on The Team Entry Form 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 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
School Games has occurred. These are most likely to be the regulations referring to age. 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.

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.
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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.
11. Road Crossing
In the interest 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: [email protected]
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
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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: [email protected]
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 Wednesday
28th June for Thursday competitions and 10am Thursday 29th June for Friday competitions. 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, providing everyone to try other
sporting activities such as Human Table Football, Climbing Wall, Squash, Archery, Taekwondo to name
but a few.
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.
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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 Challenge Zone
providing hot drinks, plus ice cream vans around the venues.
19. Further Information
If you require any further information, or have any unanswered questions please do not hesitate to
contact your SGO (details can be found on the Energise Me website) or the Event Manager:
Sharon Robertson – 01962 676374
[email protected]
www.energiseme.org/schools-colleges/hampshire-school-games
Looking Good at the
Games!
Schools competing at the Hampshire School
Games are more than welcome to wear their
own school kit. However if you would like to buy
the Official Hampshire School Games t-shirts for
your team, prices from £3.50 please go to:
www.serioussport.co.uk
(to go to the online shop, click on Personalised Team
wear, Team Stores, South East Region and then select
your area, if you are unsure of what your area is called
please ask your SGO).
If you have any problems or further questions please
contact or call on 01962 847285
Deadline for orders is 13th June, orders will then be
delivered by 28th June 2017.
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