Rugby Union Game Day Planning Guide

It's ten past one on a Saturday and first grade kicks off at two. The change rooms still have the junior players' gear scattered across the benches. The referee has arrived and there's no payment envelope waiting for him - nobody's sure what the fee is this round. The post pads on the western goal are hanging off because the straps snapped last week and nobody replaced them. And the post-match function room hasn't been set up because the volunteer who usually handles it assumed someone else was doing it today.

The rugby will probably be fine. Eighty minutes of hard-fought football between two suburban clubs, same as every other Saturday. But the experience around the rugby - the part that determines whether the visiting club enjoys coming to your ground, whether the referee requests your fixture again, whether the new family in the stand feels like this is a club worth joining - that experience is already compromised before kick-off.

This is the planning guide. It covers the week-of logistics, hour-by-hour timelines, safety requirements, and operational checklists that make a rugby union match day work. For the atmosphere and community-building side, see our rugby union game day experience guide.

The week-before timeline

Wednesday - confirm the roster and the details

Volunteers: Confirm every named role. Game day manager, canteen volunteers (two shifts for a full day), bar staff, gate volunteer, first aid officer, set-up crew, and - specific to rugby union - the post-match function coordinator. Rugby union's post-match social is not optional in most competitions; it's a fixture requirement with expectations around food and hospitality for the visiting club. Someone needs to own it.

Referee liaison: Confirm the referee appointment with your union. Know who's officiating, what time they'll arrive, and whether they need touch judges supplied by the club. Have the match fee amount confirmed - it changes by grade and competition. Prepare the payment envelope now, not at halftime.

Opposition coordination: Confirm how many grades the visiting club is bringing, expected arrival times, and any specific needs. Some clubs travel with large supporter groups; others bring just the playing squad. Knowing in advance helps you plan change room allocation and catering numbers for the post-match function.

Ground allocation: If your club runs multiple grades (juniors, colts, reserves, first grade), map out which teams play where and when. Junior rugby uses modified field sizes - an under-7s game on a full-size field with full-height posts makes no sense. Mark out mini fields if needed.

Thursday - supplies and contingency

Post-match catering: Order or confirm food for the post-match function. Most rugby union clubs serve a hot meal or substantial finger food for both teams after the main game. This isn't a pie from the canteen - it's part of the rugby culture and the visiting club will judge your club by it. Confirm numbers (typically 30 to 50 for a first-grade function, more if you include lower grades), confirm the menu, and confirm who's preparing it.

Weather check: Look at the four-day forecast. Wet weather in rugby union is more nuanced than just ground safety - a saturated field changes scrum dynamics and increases the risk of front-row injuries. If heavy rain is expected, start thinking about whether you need to communicate with the referee or your union about scrum protocols on the day.

Canteen stock: Confirm supplies for the full day. A rugby union Saturday with four grades can generate significant canteen revenue - but only if you've got stock.

Friday - stage everything

Equipment staging: Pull everything out and lay it by the storeroom door. Goal post pads (both sets if you're running two fields), corner flags, kicking tees, lineout marker discs, first aid kit, defibrillator, scoreboard equipment, canteen float. Saturday morning should be carry-and-place, not search-and-find.

Function room setup: If your post-match function runs in a clubhouse or function room, set it up on Friday if possible. Tables, chairs, glassware, any decorations for a milestone game or special round. If the function is outdoors (trestle tables under a marquee), confirm the marquee is available and the tables are clean.

Ground marking: If you handle your own line marking, Friday afternoon is the time. A rugby union field has more lines than most sports: try lines, 22-metre lines, 10-metre lines, halfway, dead ball lines, and the 5-metre and 15-metre dashes for lineouts. Allow two to three hours for a full mark.

The Saturday timeline

This covers a standard community rugby union Saturday: juniors in the morning, colts or reserves early afternoon, first grade mid-afternoon. Adjust to your competition.

7:00am - ground crew

Two to three people. Checklist:

• Unlock the ground, change rooms, storeroom, clubhouse, and toilets
• Ground inspection: walk the entire field. Check for glass, holes, uneven surface, exposed sprinkler heads. Pay particular attention to the scrum areas - the two zones around the 22-metre lines where most scrums pack. Soft or uneven ground here is a front-row injury waiting to happen
• Goal posts: secure, upright, crossbar intact. Fit all padding - posts and crossbar if your competition requires it. Check straps
• Corner flags: in place, flexible posts
• Team benches set up on the correct sides

8:00am - facilities and canteen

• Canteen opens: urn on, pie warmer on, float in till, menu displayed
• Toilets checked and stocked
• First aid station set up: kit accessible, defibrillator visible and signed, ice in eskies
• Change rooms open, clean, hot water running
• Referee's change room prepared: clean towel, tea and coffee supplies, match fee envelope on the bench

8:30am - junior fixtures

Junior rugby union runs modified rules that change by age group:

• Under-7 and under-8: No scrums, no lineouts, no kicking. Small fields, often set up across the main field. Minimal equipment needed - cones for field markings, a whistle for the coach-referee.
• Under-10 and under-12: Contested scrums introduced progressively. Standard field dimensions but shortened. Need proper goal posts (or reduced-height markers) and boundary markings.
• Under-14 and under-16: Full-field, full rules (with some safety modifications). Standard senior setup applies.

Your ground setup needs to accommodate whichever age groups are playing. The common mistake is setting up for seniors only and then improvising for juniors - plan it the other way around, since juniors play first.

12:00pm - transition

• Junior games finish. Quick presentations (keep them short - parents are ready for a break)
• Change rooms turned over: swept, bins emptied, showers checked
• Main field inspected for damage. Fill divots in the scrum areas - this is important. A scrum packing on a surface that's been chewed up by four junior games needs attention
• Canteen restocks for the afternoon
• Senior warm-ups begin

1:00pm - colts or reserves

• Full match operations: scoreboard, timekeepers
• Touch judges in place (if not appointed by the union, your club supplies them - confirm who's doing it before match day)
• Interchange steward managing the bench

3:00pm - first grade (adjust to your competition)

• Peak operations. Canteen fully stocked, bar open, PA active
• Sponsor acknowledgements during warm-up and at halftime
• Official photographer or social media content capture
• Post-match function: final food preparation begins. Time it so the meal is ready 20 minutes after full time

5:00pm (approx) - post-match function

This is where rugby union is culturally distinct from almost every other community sport. The post-match function - both teams, referees, officials, club members - is a core part of the game day. In most competitions it's not optional; it's an expectation.

• Both teams invited into the function area
• Food served (hot meal or substantial finger food)
• Bar open
• Presentations: player of the match from each team, milestone acknowledgements
• Captain's speeches - home captain welcomes the opposition, away captain thanks the host club. These short speeches are a rugby tradition worth preserving
• The function typically runs 60 to 90 minutes

7:00pm - pack-down

• Goal post pads off and stored
• Corner flags collected
• Function room cleaned: tables wiped, glassware washed, food disposed of
• Canteen cleaned, cash reconciled
• Bar closed, stock counted
• Change rooms checked and locked
• Full ground walk: rubbish collected, equipment accounted for
• All buildings locked, gates secured

Safety requirements

Goal post padding

Non-negotiable in every competition. Padding must cover both uprights to the height specified by your state union (typically 2 metres) and, in many competitions, the crossbar as well. Check straps before every game. A player running into an unpadded post at speed is one of the most preventable serious injuries in rugby.

Scrum safety

Community rugby has specific scrum engagement protocols that change by age group. Your referee will manage the on-field process, but the club's responsibility is the ground surface. Scrum areas - roughly the zones around each 22-metre line - need to be firm and even. If recent rain has made the surface soft, or if junior games have churned up the turf, fill divots and assess whether scrums should be uncontested. Discuss this with the referee before kick-off, not after the first scrum collapses.

First aid

A qualified first aider must be present for every game. Rugby union injuries are frequently more severe than in non-contact sports: concussions, dislocations, and open wounds from stud contact are all common at community level. Your first aid kit needs:

• Ice packs (lots - knees, ankles, and shoulders take a beating)
• Compression bandages
• Wound closure strips and antiseptic
• Concussion recognition tool (World Rugby's is available free online)
• Disposable gloves
• Emergency contact numbers for nearest hospital and ambulance

The first aider must not be rostered to any other role. They need to be pitch-side and available immediately.

Blood bin protocol

Rugby union's blood bin rule means a player with any open wound must leave the field for treatment and cannot return until the bleeding has stopped and the wound is dressed. Your first aid officer needs wound care supplies and the confidence to make the call. The referee will enforce it, but a well-prepared first aid station makes the process faster and gets the player back on the field sooner.

Weather contingencies

Wet weather

Rugby union plays in rain - it's part of the sport's identity. But a wet field has specific safety implications:

Scrums: Wet surfaces increase the risk of scrum collapses, particularly for inexperienced front-row players. If the ground is heavily saturated, the referee may order uncontested scrums. Support that call - it's a safety decision.

Footing: Check the field for areas where standing water has collected. The in-goal areas and the areas behind the goal posts are often the lowest points on a field and the first to flood. If the in-goal is unplayable, discuss with the referee before kick-off.

Facilities: Wet weather means muddy boots, muddy change rooms, and muddy everything. A hose at the change room entrance, extra towels, and a plan for cleaning up afterwards save hours of post-match mess.

Communication: If conditions are genuinely unsafe and games need to be cancelled, decide early and communicate clearly. By 7am for morning games, by 10am for afternoon games.

Extreme heat

Most state unions follow the Australian Sports Commission's heat guidelines, with specific triggers at 36°C and above. Extended water breaks, shortened halves for juniors, and potential postponement are all on the table. Know your competition's policy before the season starts.

Operational changes: extra water at every bench and behind the posts, ice towels for players at every break, shade for spectators, sunscreen at the gate.

Lightning

Same protocol as every outdoor sport: if lightning is visible or thunder is audible, play stops immediately and everyone moves to shelter. Wait 30 minutes after the last flash before resuming. No exceptions.

Equipment checklist

Ground:

• ] Goal post pads (both uprights, crossbar if required)
• ] Corner flags (flexible posts)
• ] Kicking tees (home and away)
• ] Lineout marker discs
• ] Scoreboard (numbers or electronic, charged)
• ] Team benches
• ] Modified-field equipment for juniors: cones, shorter posts/markers

Safety:

• ] First aid kit (fully stocked - see list above)
• ] Defibrillator (charged, pads in date)
• ] Incident report forms
• ] Emergency contacts list
• ] Concussion recognition cards

Canteen and bar:

• ] Float ($200 mixed)
• ] Full-day stock
• ] EFTPOS terminal (charged)
• ] RSA signage

Post-match function:

• ] Food ordered/prepared
• ] Plates, cutlery, napkins
• ] Glassware and drinks
• ] Presentation awards (player of the match)
• ] Table setup (chairs, tablecloths if used)

Administration:

• ] Team sheets
• ] Referee payment envelope (correct amount, cash)
• ] Wayfinding signage
• ] Touch judge flags (if club-supplied)

Volunteer roster

Full Saturday (juniors through first grade plus post-match function): 14 to 18 volunteers.

| Role | Morning (7am–12pm) | Afternoon (12pm–5pm) | Function (5pm–7:30pm) | |------|--------------------|--------------------|----------------------| | Game day manager | All day | | | | Canteen | 2 volunteers | 2 volunteers | - | | Gate/welcome | 1 volunteer | 1 volunteer | - | | First aid | 1 volunteer | 1 volunteer | - | | Ground announcer | - | 1 volunteer | - | | Scoreboard | 1 volunteer | 1 volunteer | - | | Touch judges | - | 2 volunteers (if not appointed) | - | | Bar | - | 1 volunteer | 1 volunteer | | Function coordinator | - | - | 1 volunteer | | Function kitchen | - | - | 2 volunteers | | Pack-down crew | - | - | 3 volunteers |

The function coordinator and kitchen crew are unique to rugby union - most other sports don't have a formal post-match catering expectation. Build it into your roster from the start of the season, not as an afterthought.

How TidyHQ helps with game day planning

Rugby union's game day has more moving parts than most sports: multiple grades, a formal post-match function, referee coordination, and the specific safety requirements of a contact sport. The administrative load is real.

TidyHQ's event management handles the recurring fixture setup, volunteer rostering, and automated reminders that keep the Wednesday-to-Saturday cycle running without the game day manager chasing people by text. Members claim shifts, confirm attendance, and see who else is rostered - all from their phone.

For the club-level reporting that your state union and Rugby Australia increasingly require, TidyHQ's check-in tools and contact database give you actual participation numbers. Match day attendance, volunteer hours, junior participation rates - the data that matters for affiliation, grants, and facility negotiations with council.

Frequently asked questions

What makes rugby union game day planning different from other sports?

Two things. First, the post-match function - a formal-ish social with food for both teams is a cultural expectation in rugby union that most other sports don't have. It needs its own planning, budget, and volunteers. Second, the safety requirements of a contact sport with contested scrums mean goal post padding, qualified first aid, and ground surface assessment are not suggestions - they're competition requirements that get audited.

How do we manage the post-match function on a tight budget?

Keep it simple but present. Sausage rolls and party pies from a bulk supplier, a garden salad, and bread rolls will feed 40 people for under $150. Some clubs rotate the catering responsibility among team families - one family per round provides the food, with the club covering the cost. The point is not fine dining; it's sitting down together after the game. Do that well and the food is secondary.

What if we can't get enough volunteers for the full day?

Split the day into clear shifts and be honest about the time commitment. "We need you from 7 to 11am to help with junior setup and canteen" is a ask people can say yes to. "We need help on Saturday" is vague enough that people say they'll try and then don't show. Publish the roster before the season starts, use a rotation system, and use TidyHQ's volunteer tools to automate the reminders and swaps that would otherwise eat the coordinator's week.

A rugby union Saturday is a long day with a lot of logistics - more than most sports, because the post-match function adds a full event on top of the games themselves. But the planning is the same as any well-run operation: confirm early, stage the night before, assign named roles, and run off a checklist. Start there. The rest follows.

References

• Rugby Australia - The national governing body for rugby union in Australia, including community rugby programs and club resources
• Rugby Union Game Day Experience Guide - Our companion guide to creating a great match day atmosphere at community rugby union clubs
• World Rugby - The international governing body, including Laws of the Game and player welfare resources
• Leading a Grassroots Sports Club - Book Review - Our review of Geoff Wilson's practical guide to running community sports clubs
• Australian Sports Commission - The Australian Government agency responsible for supporting and investing in sport at all levels
• Play by the Rules - National program providing information on safe, fair, and inclusive sport