Welcome!

Congratulations on your decision to start a youth rugby program in your community. Rugby for school-aged
athletes is one of the fastest growing sports in the USA! Rugby Virginia needs dedicated individuals such as you
who can give back to the game of rugby by build youth programs. The work is challenging but very rewarding.
You get to teach the game of rugby and watch your players come together as a team and grow in their love for
the sport. Rugby Virginia is committed to helping you start a program!

This guide is intended to help you become a rugby coach and start a new team. Additional information is
available on the Rugby Virginia website or by emailing info.rugbyva@gmail.com. In addition, USA Rugby’s
website has information on how to start a team.

Rugby's organizational structure is different from most other youth sports in that it is a top-down organization
(USA to local). All youth rugby players and officials are members of USA Rugby and then are connected locally
through a State Rugby Organization (SRO) that runs rugby tournaments and seasons on behalf of USA Rugby. So,
your club will be registered with USA Rugby but locally playing rugby as a part of Rugby Virginia, the SRO for
Virginia. All players, coaches and helpers must register with USA Rugby.

Here’s what is required to field a club:

1. Register with Rugby Virginia

2. Register with USA Rugby
3. Recruit volunteers
4. Recruit players
5. Players register with USA Rugby

You don’t need to go through this process alone; we are here to help!

Starting a Club
1. Register with Rugby Virginia
Please contact Rugby Virginia (info.rugbyva@gmail.com) regarding your desire to start a club, indicating where
your club will be located and the age groups that you want to field. We can help get you started with next steps,
pointers, answering questions and reviewing the content in this document. Rugby Virginia clubs register their
intent to play upcoming seasons on an annual basis, with registrations due in late August in order to align with
USA Rugby’s program year that starts on September 1. Once your club is active, Rugby Virginia will contact you
to expedite this process.

Rugby Virginia typically has two seasons of play:

 Spring – Rugby 15s
 Summer – Rugby 7s/Rugby 11s (youth)

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If enough teams express interest, there can also be a Fall High School Boys rugby 7s season.

In addition to the official seasons, clubs typically conduct informal offseason clinics and tournaments to recruit
players and keep teams together throughout the year.

2. Register with USA Rugby

You will need to formally register with USA Rugby as a coach. There is a registration fee which includes
accidental injury insurance, liability insurance, level 100 coaching course, online coach resources, and your
background check. You might consider reimbursing the coach registration fee with club funds.

After you register as a coach, you will need to create a new club. As explained below, your players will register
with USA Rugby and associate their membership with your club. Rosters are maintained on the USA Rugby
website and serve as your official roster so it is critical that players select your club for their USA Rugby
membership.

3. Recruit Volunteers
You can’t do it all! Running a team requires a lot of time and dedication. Your parents want their child’s
experience to be positive so they have incentive to assist in making the season run smoothly.

You might want to start with a small number of folks to help you launch but then consider a broader network of
parents to make everyone’s load light. Here are potential roles to fill:
 Team officers
 Team parent
 Fundraising Coordinator
 Events Coordinator
 Concessions Coordinator
 Spirit Wear Coordinator
 Communication Coordinator
 Webmaster/Social Media Coordinator
 Field Manager
 Culture Keeper

Hold a Parent Informational Meeting

The old adage that many hands make work light is true. Holding a team parent meeting early in the season is a
great opportunity to make connections and identify potential helpers.

Meeting Objectives
 Become acquainted with your team and their parents
 Review league, practice, and game schedules
 Review concussion signs and information
 Understand team goals and rules
 Understand league specific rules and structure

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  Assign team parent roles
 Address any concerns of the parents
 Review parent, player, referee, and coach codes of conduct
 Review Laws of the Game, the basics of rugby and its unique culture
 Discuss registration and documentation required for players/parents

Meeting Considerations
 Hold the meeting early in the season, preferably before the first team practice.
 Do not hold this meeting at a bar. If you cannot hold it in a school, try a public library, private home, or
community center.
 Prepare any handouts you would like to distribute, for example:
o Summary or outline of the meeting
o Schedule of practice and games
o Team roster
o Team goals/rules
o Parents make excellent assistant coaches! Make sure to recruit and retain help from the earliest
point possible.
o Player registration information

4. Recruit Players
Unfortunately, there is no single approach to recruiting and it can be a non-stop activity. Try a few different
approaches to see what works. Your best recruiting options will be dictated by the age group that you plan to
coach.

 Rookie Rugby. To introduce rugby to athletes up through middle school, consider Rookie Rugby. Rookie
Rugby is a USA Rugby program designed to introduce the sport to children up to 15 years old. Rookie
Rugby clinics can be held in schools, after school programs, community organizations, and anywhere a
group of children gather for an organized activity. Rookie Rugby is an easy, safe, and inexpensive way to
teach basic game play and the rules of rugby. For more information, visit the Rookie Rugby website.

 Local Youth Sports Organization. For all age groups, including high school, if you have a local youth
sports organization that coordinates other leagues such as soccer, basketball, etc. try connecting with
them to see if rugby can become a new sport in the organization. Being part of a local organization can
provide administrative support, a website presence, credibility to your program, access to playing fields,
and the ability to communicate with local families who are interested in youth sports. You can also
connect with Boy Scouts, church groups and community groups. In general, organizations will be much
more receptive to this idea if it is explained that rugby is not “competing” with them for members and
field space.

 Other Youth Coaches. We recommend that you engage with coaches for sports in your offseason (e.g.,
football, soccer) and other youth rugby coaches to discuss recruiting techniques that they have found
effective. We can help you connect with other youth rugby coaches in Virginia.

 School sponsored clubs. In many counties, a teacher or school official can sponsor a rugby club.

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  Player clinics. Host open clinics where players can invite friends to learn the game.

 School Posters and Fliers. Some school districts allow nonprofit sports organizations to display posters in
schools. USA Rugby offers material this is professional in appearance that can be found on the USA
Rugby website. Find out who is in charge of poster approval, and submit a poster along with a short
letter of introduction.

 Registration Event & Meeting. Hold an informational meeting and registration event in your community.

 Rugby Clinic. Hold a youth, non-contact rugby clinic in your area so kids can get an introduction to rugby.
Put players through some easy drills and play some mini-games. Emphasize that all players get to run
with the ball, can score and play defense.

Of course, after your first season or set of off-season clinics, your best recruiters are going to be your players
and parents. This is probably the most effective way to start a club and gain a critical mass of players. Have your
existing players invite friends to clinics and open practices.

Don’t get discouraged with low numbers of players at the beginning of your team. Once kids start to experience
rugby word will spread they will start bringing our friends and players. Stay the course and your team will grow.

In most cases, the initial group of athletes may have parents who either have played rugby or are at least
familiar with the sport. More likely, the parents will know nothing about rugby. Worse yet, they may harbor the
old “football without pads” perception. The most difficult part of the job as a youth rugby organizer will be to
dispel the myths about rugby, and convince parents that the game is safe for their children. Be ready to explain
the differences between American football and rugby.

5. Players Register with USA Rugby

All players must be registered with USA Rugby to participate in Rugby Virginia competitions. Players register
individually on the USA Rugby website. During the registration process players must select a club, so provide
prospective team members with the team name you provided earlier in this process. If needed, players can
update their membership if they select the wrong team.

Helpful Information
Coaching Courses
In addition to courses that are available through USA Rugby, from time-to-time local Rugby Virginia clubs will
host coaching courses. Rugby Virginia will help promote these courses with other coaches so you can take
advantage of their availability.

Coaching Resources

USA Rugby Coaching Resources

IRB Coaching Resources

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Positive Coaching

Rugby Coach Weekly

Recommended Startup Items

Starting a youth rugby program involves minimal costs compared to many other sports. Here is a list of items
you should consider purchasing:
 Rugby balls
 Kicking tee
 Cones
 Ball bag
 Medical kit
 Jerseys
 Water bottles
 Goal post pads
 Depending on your field setup, you might also need field paint and field flags

Other potential costs may include:

 Field rental
 EMT/trainer fees
 Referee fees
 Tournament entry fees
 Medical kits re-stocking
 Transportation to and from games

As your program grows, you might want to invest in tackle and rucking pads, scrum machines, and other
equipment.

You can look to the community; high school sports boosters, local rugby clubs, and internal fundraising efforts
for support. In addition, you might be able to secure a grant from the US Rugby Foundation.

Club Finances
Coaches may approach a bank to open an account “doing business as” their club. * Beware that most banks will
require an individual’s SSN if not incorporated. The requirements and process for opening an account vary
depending on legislation. Contact the bank of your interest to request more information

[sample budget - TBD]

Practice and Game fields

Finding adequate field space can be a challenge. Dedicate time to do some research, contact your local youth
sports organization and Parks & Rec department if needed.

Remember, coaches and teams are representing the entire sport of rugby to other organizations including other
youth sports. Field space is often a contested issue among youth sports so it is important to solidify field

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times/reservations and to keep a copy of the schedule on hand. It may also be helpful to introduce yourself to
the other youth coaches. As a group with a common goal—to provide youth with an opportunity to participate
in sports—you’ll be better able to come to an agreeable solution on field space.

Player Equipment
Rugby requires minimal equipment. To start, each player must have:
 A mouth guard
 Cleats (soccer cleats are permitted but cleats with a toe cleat are prohibited)
 Rugby shorts
 Long socks

As players advance and become more familiar with the game, they may want to invest in:
 A scrum cap
 Shoulder pads

Marketing a Youth Rugby Program

 Press Release. Generally, a release should be very concise, and should follow the “who, what, where and
when” format. Be sure to provide a name and contact information. Emphasize what the program offers.
Include the website address. Indicate exactly when the information should appear in the newspaper.
Develop a list of the newspapers.

 Newspaper Article. Ask the local newspaper to publish an article on youth rugby, the growth of our sport
and the benefits of playing rugby, include a photo and information on your team. This is a great way to
get free newspaper coverage.

 Web Site. A website is essential in marketing your team, the awareness of youth rugby is growing and
kids and parents looking for teams and they are searching the internet. A simple website can be set up
cheaply, and can be operated for less than $10.00 per month. This is a very powerful tool for marketing
a program. The site does not have to be elaborate. A site with basic contact information, a calendar of
events, directions and a photo or two will suffice. If it is decided to have a website created, then include
the web address on all printed material created for marketing the program.

 Social Media. Develop a Facebook page for addition exposure to your team and for players to share.
Another avenue of recruitment is current collegiate rugby players. Collegiate rugby is the largest club
sport in the United States. This is a prime recruiting tool for assistant coaches and referees.

Medical and Safety Considerations

Coaches are required to have their player’s emergency contact, insurance information and waiver release
available at all times.

Medical Kits
Every coach should be prepared to handle emergency situations during practice or at games. It is essential that
coaches have at least one fully stocked first aid kit on hand whenever athletes are playing. The medical kit

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should be checked and restocked on a regular basis. The National Center for Sports Safety
(www.sportssafety.org) has compiled a list of items that should be included in every coach’s first aid kit:

 Non-powdered barrier gloves  Alcohol swabs

 Resuscitation mask/face shield  Disinfectant pads
 Instant ice cold pack  Insect sting swabs
 Elastic fabric flexible bandages standard size  Antiseptic pads
 Strip bandages (Band-Aids)  Hydrocortisone cream
 Triangular bandage for sling  Q-tip swabs
 2” x 2” sterile gauze pads  Sun block (30) SPF
 2” king roller gauze  Insect repellant
 3” x 3” sterile gauze pads  Splint
 Non-stick pads  Tape cutter
 Large patch bandage  Scissors
 Eye patch kit (eye patch and clear tape)  Tape
 Adhesive tape

Trainer/EMT
TBD

Emergency Action Plan

TBD

Referees
TBD

Thanks to…
Rugby Montana, Rugby Pennsylvania and Rugby Texas for sharing their guides for starting a new team!