Management of PSUK Events

Guidelines for Organising PSUK Events.

 LETTER SENT TO SECTIONS - 26th JANUARY 2011

The Management Committee of Police Sport UK has raised concerns regarding the costs of some national Championships and other Police Sport UK events.  Issues have also been raised by the Police Clubs Forum who, in many cases, fund individuals and teams to attend National Championship events. 

You will all be aware that due to Government cut backs all Police Forces throughout the U.K. are having to make reductions in staffing levels of both Police Officers and Support staff.  This will have a big effect on the amount of revenue Sports and Social Clubs will receive due to reduced membership and also the amount of revenue Police Sport UK will receive from the Affiliated Sports and Social Clubs as this is based on a per capita system.

It is therefore incumbent on all Sports Sections to be mindful of the circumstances we are all facing and to make sure that National Championships are realistically priced.  As you know the Management Committee now receive balance sheets from all National Championships and it is clear there are some huge differences between Sections for things like Hotel accommodation and Presentation meals.

The Management committee would like to see some uniformity across all Sports Sections and some of the recommendations are:-

Location.

Ideally should be within easy reach for the rest of UK and close to major motorway networks. Whenever possible Section committees should chose a location which minimises the number of nights that competitors need to stay over. Consideration must be given to a location which may involve no accommodation therefore reducing travel times and costs.

 Championship Venues.

Should be based upon reasonable costs including hire charges. It is not necessary to host events at top price venues incurring high hire charges.  Consider the close proximity of reasonably priced accommodation and transfer of competitors to and from the venue. Also consider a reduction in the programme of events to reduce the extent of the event.

Entry fees.

Should be kept to a minimum and ensure the event breaks even or makes only a slight profit. Give-aways such as Tee shirts and goody bags should not be included in the competitor fees. If these are to be provided they must come from sponsors although ideally if cash sponsorship is obtained this should be offset against entry fees rather than handouts.  Please consider refunding Force Sports Clubs if a large profit is made on any event.

Accommodation.

It is not necessary to stay in 4 or 5 star hotels. The organiser should consider a menu of options for travelling teams/individuals ranging from budget hotels to universities, all within easy reach of the venue. It is not a requirement that all competitors are accommodated at one single expensive hotel. The post championship function or prize giving does not need to be in a top expensive hotel or venue.  Organisers should look for best value at competitive prices.  It is understood that in some parts of the U.K. prices will be more expensive than in others but every effort should be made to secure sensible prices.

Presentation of Prizes.

Presentations should be staged as soon as possible after the event is concluded. This will enable competitors to leave and travel home as soon possible afterwards.

Presentation Meals.

There is a developing culture that this is more important than the event itself. Often forces have tried to go one better than last year. Expensive venues and high costs are prohibitive. One section in 2010 charged sixty pounds for the presentation dinner - this is misguided in today's financial climate.  Whilst the evening formal event is often an integral part of the Championships and is an important part of  social  networking amongst competitors, the costs MUST be minimal. Consider a buffet style function rather than formal sit down banquet style dinner. The provision of free wine is not an option. Entertainment expenses such as after dinner speakers, live bands etc. isn't often necessary or actually wanted by those taking part.

Sectional Meetings

All Annual General Meetings should ideally be held in conjunction with National Championships. Committee meetings should be held in central locations or conference calling should also be a consideration to reduce costs. Police Sport UK funds should NOT be used to support attendance at committee meetings or AGM’s.  The purpose of the Police Sport UK grant is to support approved Sectional Sport only.

ACT NOW TO PRESERVE THE FUTURE OF POLICE SPORT

 The drastic cuts in police budgets will have a similar effect on ALL Police Sports and Social Clubs. A reduction in their membership numbers will result in a reduction in funds available for grants to sports sections and inevitably Police Sport UK Championships. It is important that ALL Police Sport UK Section Committees ACT NOW and make a full review of their Championship arrangements for 2011/12 to maximise participation. Quite simply Sections cannot afford to operate as they have in the past. Standing still is not an option. Carry on as previously and Police Sport UK will lose the support of some of the Sports Clubs and eventually devalue your Championship event. 

Your co-operation in this matter is greatly appreciated and anticipated.

I hope that the good practice set out above can be taken on board and that Police Sport UK National Championships can continue to be successful and enjoyable events.

Yours sincerely

Steve Finnigan

Chief Constable, Lancashire Constabulary

Chairman Police Sport UK