Request for Event Permission Policy

The updated policy is to enable stronger oversight of event approval with regard to higher risk events proposed to be played out of season (October to February) and increasing number of events involving non affiliates.

Applicants will still be able to apply to NSWRL for approval, however an updated application form will be implemented to provide a risk score to guide the review process.

1.14 Games, Carnivals and Gala Days – Request for event permission

This policy outlines event permission requirements for all competition games, carnivals, gala days and similar events conducted within Community Rugby League.

Failure to comply may result in loss of insurance coverage, refusal of future applications, and/or disciplinary action by the Local League or NSWRL.

Events conducted without required approvals will not be covered by NSWRL insurance.

Each affiliated League will prepare a season calendar in liaison with NSWRL Community Competition staff detailing:

1. Scheduled competition rounds (April–September)
2. Proposed pre-season fixtures (March)

Entities seeking to conduct any event, competition, gala day, trial match, series or similar event out of season, proposed to be held in October, November, December, January or February must:

1. Submit a written application at least 30 days prior to the proposed start date/event date
2. Obtain Local League permission before NSWRL will consider the application and risk assessment
3. Please note an abeyance period for matches is applicable in December and January meaning approval request for tournaments and games are generally declined.

Community Rugby League matches or tournaments must not proceed out of season from October to February without both Local League and NSWRL executive permission.

1. All internal league matches in season (March to September) require approval from the Local League Administrator.
2. Notification must be provided via email.

1. Clubs must gain permission their Local League Administrator when participating in matches or events outside their local League
2. Hosting Clubs must also inform their Local League Administrator.
3. Notification must be provided via email to NSWRL.

Affiliated Clubs or Leagues wishing to host a Knockout Carnival, Gala Day, Tournament, Sevens, Nines, or similar competition involving affiliate clubs only must:

1. Obtain written permission from the Local League Administrator
2. Follow the local League approval request processes

If approved by the Local League:

1. Events involving clubs from within the same League are added to the League’s season calendar to be noted with NSWRL
2. Cross-border events involving internal and external teams from different associations require written approval from both the Local League and NSWRL Area Manager

Proposed events, competitions or programs hosted by or involving non‑affiliated bodies or teams seeking NSWRL approval to host an event must:

1. Submit a written application to the NSWRL at least 30 days before the proposed commencement date
2. Proof of Public Liability insurance and Personal Injury/Accident insurance cover separate to NSWRL coverage is generally required for non-affiliate host entities seeking NSWRL permission.

All event approval decisions remain at the sole discretion of NSWRL.

Minimum requirements for all Matches

• Compliance with NRL On-Field Policy, including accredited Sports Trainers
• Compliance with NRL Concussion Guidelines and relevant NSWRL policies
• Compliance 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 registered
• Completed team sheets lodged with the Local League before midday the first business day after the match
• Ground managers/convenors must follow Heat and Storm Guidelines, monitoring of weather forecast in lead up to the event with understanding events may be cancelled or postponed  
• Official sign-on sheets must be used and retained, including previous club details for all players
• Submission of event report summary to the Local League administrator before midday on the first business day after the event

Additional requirements:

• No prizemoney or cash vouchers for participants under 18
• All participants must be registered Community Rugby League players
• Additional risk assessment may be requested 
• Special consideration must be given to player welfare (temperature, number of games, fitness, hydration, medical support), event organisers must be prepared for cancellation in the event of extreme weather