RUNNING A FENCING EVENT – INFORMATION AND GUIDES FOR ORGANISERS

Last Updated: 10th January 2023

Event Licensing

To be covered by the BF insurance policy all competitions and events must hold a BF Event Licence, whether competitive, ranking, open, closed or simply recreational. For more information on Event Licensing, click here

Policies and Procedures

Fencing competitions in the UK run under the auspices of British Fencing must adhere to a variety of policies and procedures. These are put in place by BF as the National Governing Body of the sport to help keep our sport safe and provide an appropriate quality environment that meets the needs of all participants – fencers, coaches and volunteers.

For insurance to be valid, your event must follow BF policies and procedures – these include BF Safety and Safeguarding policies and procedures. Information on BF Policies and Procedures can be found in the Policy Zone

It is important that the following incidents are reported to BF:

  • Accidents and Near-Misses
  • Disciplinary offences/ Black Cards
  • Welfare Concerns

Reporting forms/information can be found on contact us page 

Event Welfare Officers

You must have a trained welfare officer at all events open to members for the duration of the event. The event welfare officer is not just responsible for the welfare of U18 fencers, but also the welfare of U18 officials and any adults at risk. For a description of the roles and responsibilities of an Event Welfare Officer click here.

You will need to display posters at the event so participants know who the welfare officer is and how to contact them. This information should also be sent out to participants (athletes and officials) in advance, and you should consider adding this information to a referee briefing. All Safeguarding incidents must be reported to BF after the event.

Membership Requirements

All members of the competition organising team must be members (supporter membership is sufficient). Depending on the type of event participants may need to be members. All traditional fencing competitions require participants to hold compete licences, and recreational events require recreational (or starter) memberships. One-off ‘come and try’ sessions open to members of the public do not require participants to be members.

Running Events through the BF Platform allows membership validity and eligibility (such as age) to be automatically checked.

For events that are not using the BF platform to run events, BF provide an online membership checker to help competition organisers check that participants hold valid memberships, for more information contact [email protected].

It is also important to check that fencers are representing affiliated clubs.  If you are using the BF membership platform to accept entries this is automatically done – if you are using a different system you should manually check your lists here.

Using an online entry system

Cadet and Junior Ranking Competitions are required to be ran on the BF Platform. Senior Opens and other non-ranking competitions may chose to run using an alternative entry system. If you are using an alternative types of event entry system you must make sure that you have the necessary GDPR policies and agreements in place to transfer and publish personal data.

As a reminder, unless your event is a come and try event, you must also make sure that all participants are members. There is a tool available which allows organisers to check valid memberships – contact [email protected] for more details.

Publicising your Event 

Both Competitive and Recreational events have the option to be displayed on the BF Events Calendar, this means that your event can be viewed on the online calendar here

For ranking events, there is a requirement that the event is listed on the BF events system for a minimum period of time – see the event licensing terms and conditions for more information

When should I hold my event?

When holding an event, in particular a competitive event, it is important for organisers to check events that are already taking place in the local area, as this could have an impact on entries and workforce. This can be checked through the Event Search

If you are scheduling a major event please contact [email protected] for support and further information on calendar plans. 

First Aid/Medical Provision

You should consider whether your event requires medical cover, as different competitions have different requirements. Depending on the type of competition you are running you may need St John’s Ambulance services or local services.

It is important to ensure you have access to the Accident and Injury Forms in the case of an incident. For more information click here.

Creating a welcoming environment 

It is important to think about how you will communicate expected behaviour to participants and at the venue.

Posters are a great eye-catching way to educate people, you can also use barriers and accreditation to control the risks around this. Coaches should be checked on the BF coaching register before being given any accreditation to specific fields of play.

At all compete level (including all ranking) competitions the codes of conduct for fencers, coaches and parents must be clearly displayed.

Think about how you will communicate information to your attendees pre the event. Ensure your pre-event information is clear and attendees have contact details to reach organisers if they have any questions or issues. E.g. a number to ring if running late to check in.

Organisers running events on the BF Events Platform can send emails to all participants through the event admin panel. Find out more here

Risk Assessments 

You will need to conduct a risk assessment for the event for the insurance to be valid.  Sometimes this may be undertaken by the venue itself, but it will need to be amended for the competition.

It is most likely you will be responsible for the risk assessment and will need to liaise with the venue on this.  A Risk Assessment may have been undertaken for a previous event at the same venue and it is worth obtaining a copy of this to provide a starting point for your event.

Either way, start your risk assessment early and don’t forget to review it on the morning of the competition (at the venue!) and update it if anything has changed. BF provide a generic Event Risk Assessment Template which can be used as a starting point.

GDPR Compliance 

If you are running your event through the BF membership platform and you are only downloading the data you need to put into the competition management software you can be confident that you are GDPR compliant.

If you are planning to do something different, you need to make sure you have a Privacy Policy in place and accessible that covers how you will use participant data. You also need to check the Privacy Policies of any entry systems you use and ensure that you can demonstrate that these are GDPR compliant and that you have a record of the informed consent of individuals to process their data which includes passing it to any third party providers you are using.

Workforce 

When organising an event, it is important to consider who will be on the organising team for the event. Roles to consider for your event:

  • DT
  • Welfare Officer
  • Floor Team
  • Armoury
  • Check in

Referees

If you are looking for referees for your event, BF can help to promote your event within the refereeing community. Complete the Referee Request Form for Competition Organisers  for your event to be listed as an upcoming  refereeing opportunity 

 

 

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