Event Approval Requests

To strengthen governance and ensure participant safety, NSWRL has updated its event approval process, particularly for:

- Higher-risk events conducted outside the Community Rugby League season (October–February)

- Events involving non-affiliated organisations or participants

Clubs and organisations may still apply for approval; however, a revised application process will now include a risk assessment and risk score to guide the approval process.

Failure to obtain the required approvals may result in:

- Loss of NSWRL insurance coverage

- Refusal of future event applications

- Disciplinary action by the Local League and/or NSWRL

Events conducted without the required approvals are not covered by NSWRL insurance.

When is approval required?

Approval is required for:

- Competition matches

- Trial matches

- Carnivals

- Gala Days

- Knockout competitions

- Sevens and Nines tournaments

- Any similar Rugby League event

In-Season Events (March–September)

Each affiliated League will prepare a season calendar with NSWRL Community Competition staff, including:

- Competition rounds

- Pre-season fixtures

- Approved League events

Local League Matches

For internal League matches during the season:

- Approval must be obtained from the Local League Administrator

- Notification should be provided via email

Cross-Border Matches

If a club is participating in a match or event outside its Local League:

- The participating club must obtain permission from its Local League Administrator

- The hosting club must also notify its Local League Administrator

- Notification must be provided to NSWRL via email

Out-of-Season Events (October–February)

Any event, competition, tournament, gala day, trial match or similar activity proposed between October and February requires additional approval.

Applicants must:

- Submit a written application at least 30 days before the event

- Obtain approval from their Local League before NSWRL will assess the application

- Complete any required risk assessment

December–January Abeyance Period

Please note that an abeyance period applies during December and January.

As a result, requests to conduct matches or tournaments during this period will generally not be approved.

No Community Rugby League matches or tournaments may proceed during the out-of-season period without approval from both the Local League and NSWRL Executive.

Events Hosted by Affiliated Clubs or Leagues

Affiliated Clubs or Leagues wishing to host:

- Knockout Carnivals

- Gala Days

- Tournaments

- Sevens

- Nines

- Similar competitions involving affiliated clubs only

must:

1. Obtain written approval from their Local League Administrator.

2. Follow their Local League's event approval process.

If approved:

- Events involving clubs from the same League will be included in the League season calendar and noted by NSWRL.

- Cross-border events involving teams from different Leagues require written approval from both the Local League and the relevant NSWRL Area Manager.

Events Involving Non-Affiliated Organisations

Any event hosted by, or involving, a non-affiliated organisation or team must:

- Submit a written application to NSWRL at least 30 days before the proposed event

- Provide evidence of appropriate Public Liability Insurance

- Provide evidence of Personal Injury/Accident Insurance separate from NSWRL coverage (where required)

Approval of these events is entirely at the discretion of NSWRL.

Minimum Requirements for All Matches

All approved events must comply with the following requirements:

- Compliance with NRL On-Field Policy, including accredited Sports Trainers

- Compliance with NRL Concussion Guidelines and relevant NSWRL policies

- Compliance with the NSWRL Child Safeguarding Policy, including verification of Working With Children credentials

- Appointment of accredited and registered referees

- Completion of misconduct reports and adherence to NSWRL disciplinary processes

- All players must be appropriately registered

- Completed team sheets must be lodged with the Local League by midday on the first business day following the match

- Ground managers and convenors must comply with Heat and Storm Guidelines and monitor weather conditions, acknowledging that events may need to be postponed or cancelled

- Official sign-on sheets must be completed and retained, including previous club details for all players

- An event summary report must be submitted to the Local League Administrator by midday on the first business day following the event

Additional Requirements

- No prize money or cash vouchers may be awarded to participants under 18 years of age.

- All participants must be registered Community Rugby League players.

- NSWRL may require an additional risk assessment as part of the approval process.

- Event organisers must prioritise player welfare, including:

  * Temperature management

  * Number of games played

  * Player fitness and recovery

  * Hydration

  * Medical support

- Organisers must be prepared to cancel or postpone events where extreme weather or other safety concerns exist.

Submit an Event Approval Request

If your club or organisation is seeking approval to conduct a match, carnival, tournament, gala day or other Rugby League event, please complete the Request for Event/Competition Permission form using the link below.

Applications should be submitted at least 30 days prior to the proposed event date to allow sufficient time for assessment and approval. Please ensure all required supporting information is provided, as incomplete applications may delay the review process.

Click here to submit your Request for Event/Competition Permission.