Other Events & Competitions

other events & competitions

Friendly Fixtures 

Friendly fixtures are a great way to build team experience, foster relationships with other Universities, and enjoy competitive sport outside of BUCS leagues. If your club is planning a friendly match, here’s what you need to know:

All friendly fixtures must be arranged in consultation with the Sports Club Development Coordinator. They will:

• Help secure facility time for home fixtures
• Ensure the fixture aligns with university policies and schedules

Make sure to contact them well in advance to avoid clashes and ensure availability.

Your club committee is responsible for:

• Booking match officials (e.g. referees, umpires)
• Budgeting for associated costs, including:
  • Facility hire
  • Officials’ fees
  • Equipment
  • Travel (if applicable)

Ensure all costs are accounted for and approved through your club’s financial processes.

If your friendly fixture is away (at another university or venue), you must follow the university’s trips process:

• Complete and submit a Trip Form before the event.
• Include details such as travel arrangements, participants, and risk assessments.

Hosting a Competition

Hosting a competition is a fantastic opportunity to showcase your club, bring teams together, and create a memorable sporting experience. To ensure everything runs smoothly, there are key steps and procedures you must follow.

Before planning begins, your club must follow the Event booking procedure. This includes:

• Submitting an event booking form
• Completing any required risk assessments
• Gaining approval from relevant departments, including the Students' Union and Centre for Sport. 

This ensures your event is safe, well-organised, and compliant with university policies.

Managing the financial side of your competition is essential. Your club must:

• Work with your relevant coordinator to raise an invoice(s) for any external teams or participants attending.
• Set up ticketing or entry fees via your club webpage. 
• Ensure all costs (e.g. facility hire, officials, equipment, catering) are budgeted and approved

Your committee will also need to:

• Book qualified officials for the competition
• Book medical cover, such as sport therapists/first aiders
• Arrange equipment needed
• Coordinate volunteers if needed

Before the event:

• Confirm all bookings and payments.
• Share event details with participants.
• Ensure safety and emergency procedures are in place.

External Competitions 

aking part in external competitions is a great way to challenge your team, gain experience, and represent your university beyond BUCS. However, there are important steps to follow to ensure everything is properly organised and approved.

If your club is attending an external competition, whether it's a one-day event or a multi-day tournament, you must complete and submit a Trip Form. This is mandatory for all clubs travelling outside of Bristol and helps ensure:

• Your trip is safe and insured
• All participants are accounted for
• Travel and accommodation plans are approved

Make sure to submit the form well in advance of the competition date. 

Showcases 

If your club would like to organise and host a showcase event, you must follow the Event booking process. This includes:

• Submitting an event proposal
• Completing risk assessments
• Coordinating with the your relevant coordinator for venue booking and logistics

You’ll also need to consider budgeting, ticketing (if applicable), and promotion through your club’s webpage and social media.

If your club is invited to or plans to attend a showcase hosted by another university or external organisation, you must follow the Trips Process:

• Submit a Trip Form with full details of the event, travel plans, and participants.
• Ensure all attendees have the correct club membership to be covered under university sport insurance.

Events 

If your club is planning to host any type of event, such as fundraisers, workshops, or promotional activities, you must follow the Event Booking Process. This ensures your event is properly approved, safe, and supported with the necessary resources. Be sure to submit all required documentation and liaise with the Opportunties team for guidance and support.

Something else? 

If your club is planning any activity or event that doesn’t clearly fall under competitions, showcases, trips, or events, and you're unsure which process to follow, please contact the Opportunities Team as soon as possible. They’ll help you determine the correct procedures, provide guidance, and ensure your plans are safe, supported, and approved.