Overhead flat-lay photograph of a worn leather Rugby Fives glove resting on a dark wooden court floor, with a hand-stitched ball nearby; deep browns, burgundy shadows, and warm cream highlights evoke a vintage sporting atmosphere.

Rugby Fives Association

The governing body for Rugby Fives — promoting play, coaching and competition across the UK

How to Create a Rugby Fives Club Handbook

A Rugby Fives club handbook is the working reference for how a club operates, from the first trial to the final post-match message. It gives players, coaches, volunteers and committee members a clear account of membership, fixtures, playing standards, welfare, communication and decision-making. For a volunteer-run side, this removes guesswork and lets everyone spend more time enjoying the touch-rugby experience.

Clubs can use the Rugby Fives Association, the UK national governing body and registered charity, as a sound governance model. Its work through competitions, championships, coaching, school programmes, community outreach, rankings, fixtures, results and historical records shows what a well-run club can build. Australian clubs should adapt those principles to local competition structures, council venues and volunteer capacity rather than copying a UK constitution or rulebook wholesale.

Define the club and its ways of working

Start by stating what the handbook covers and who owns it. Name the club, its home base, playing formats, age range and commitment to fair, non-contact Rugby Fives. Explain whether it governs club nights, representative teams, tournaments or school outreach. A one-page purpose statement gives volunteers a clear direction without turning the document into a promotional brochure.

Record the club’s legal and governance arrangements next: legal name, incorporated or unincorporated status, committee positions, financial authority and meeting practice. If the club trades, employs staff, runs a bar or sells merchandise, identify the Australian requirements that apply, including business registration, insurance and GST obligations. Clear delegations show who can approve spending, fixtures, guest players and disciplinary escalation.

Describe how information moves. List official email addresses, the committee chat, social channels, emergency contacts and the person responsible for each update. Australian club culture may be relaxed—members often say “have a crack” when inviting a beginner and “no worries” when checking a detail—but the operating standard should still be fair dinkum: a consistent answer delivered on time, with key decisions recorded.

Build the player and matchday pathway

Build a simple player pathway that joins registration to a meaningful first session. Include an online form or sign-on sheet, fee and payment options, consent, medical information, emergency contacts, image permissions and a code of conduct. Give new members a welcome message with the venue, what to bring, the basic rules and the name of their contact. Keep personal data in a restricted system rather than a shared club spreadsheet.

For each fixture, assign setup, referee, first-aid, check-in and equipment roles. Use a checklist covering goals, balls, bibs, cones, scorecards, water and the club’s first-aid kit. Rugby Fives is played without deliberate contact, but safe spacing, informed consent around substitutions and management of knocks still matter. In hot Australian summer conditions, plan breaks, shade, sunscreen and hydration, and identify an indoor or later-evening alternative if a council oval is unavailable.

Include a short development pathway for players, coaches and volunteers. Explain how beginners progress, how representative teams are selected, how coaching feedback is recorded and where clinics, school sessions and community events appear in the calendar. If the club participates in Rugby Fives Association competitions or uses its rankings and results, link to the official material instead of maintaining a conflicting second version.

Adapt the framework for Australian clubs

Because Rugby Fives arrangements differ across Australia, compare the UK reference point with the local implementation before finalising each policy. Confirm which state or territory body oversees the relevant competition, what the venue insurer and council require, and whether the club needs to align with Rugby Australia safeguarding standards. The comparison below is a practical starting point, not a substitute for local legal advice.

Handbook area	UK reference point	Australian club adaptation
Identity and purpose	National governing body with charitable objectives and country-wide responsibilities	State or territory identity, local purpose, committee authority and incorporated-association requirements
Competitions and records	Fixtures, rankings, results and historical records maintained for the national body	Link to the relevant Australian competition record while maintaining an accurate club fixture and results file
Venues and partners	Clubs, schools and community partners support delivery	Council ovals, school agreements, equipment suppliers and local community organisations
Safeguarding	Clear codes, welfare procedures and reporting routes	State-body, insurer, council and school requirements, plus Australian emergency contacts
Finance	Governance, grants and financial controls	Fees, sponsorship, grants, fundraising, ABN and GST treatment where applicable
Communication	Official channels and published policies	Email, SMS, group chat, social media, committee decisions and member consent records

Australian clubs often work through council-booked ovals in places such as Sydney, Melbourne, Brisbane, Adelaide and Perth, or share school and community facilities under local agreements. That market depends on relationships: a volunteer treasurer, dependable coach and reliable team can unlock a grant or sponsor that a polished handbook alone cannot. Build local contacts into the document, including the council liaison, school coordinator and preferred equipment supplier.

Set standards for safety, inclusion and wellbeing

Set safety standards that match the non-contact nature of Rugby Fives without assuming risk disappears. Require appropriate footwear, remove hazards, warm up properly, use agreed language for questioning a call and stop play when a player is unwell. Name trained first aiders, the nearest medical contact, the emergency action plan and the concussion pathway. A visitor or junior player should be included in the same briefing as regular members.

Make inclusion operational. State the club’s policy on gender, age, disability, cultural background and playing experience; offer modified participation where possible; and make toilets, changing areas and transport information available to new members. Provide equipment and role adjustments so a person can contribute without being singled out. Codes of conduct should address discrimination, harassment, abuse of officials and online conduct, with confidential reporting routes and clear timelines.

Player welfare also covers the habit around the game. Offer warm-up and recovery guidance, breaks for older members, and a referral sheet for local health and support services. Some clubs run mobility sessions before training; a suitable community resource such as Diamundial de Yoga can be listed as optional background material, while club-specific medical advice and first-aid procedures remain the priority. Record accommodations without unnecessary detail so privacy is protected.

Publish, review and put the handbook to work

Treat governance records and money as part of the handbook, not separate paperwork. Record income from subscriptions, tournaments, sponsorship, grants and fundraising, with approval limits and receipt requirements. Explain who maintains the fixture list, results archive, rankings, player register, equipment stock and incident log. For Australian operations, include ABN and GST treatment where applicable, plus invoice, grant-reporting and sponsor due diligence rules that affect the club.

Give the document a visible owner, version number, approval date and review cycle. A practical rhythm is a short operational check each month and a fuller review before the season. Ask players and volunteers for feedback after an incident or event, but log changes through one process so codes, diagrams and contact details do not drift apart. Archive superseded copies and publish the current version in a predictable location.

Create the handbook now: appoint a handbook owner and deputy, open one shared master file, complete the club, legal, venue and emergency details, and ask each committee member to verify their area. Circulate the draft to players and coaches, record agreed amendments, then publish it before the next club night. Make the first review date visible and brief the team on where to find policies, forms and the person to contact when something is unclear.

A close-up photograph of a player's hand striking a small leather ball against a cream-coloured court wall, motion blur conveying speed; warm natural light from above.

What is Fives?

A handball sport with deep roots

Rugby Fives is a fast, skilful handball game played in an enclosed court with walls. It takes its name from Rugby School, where the modern game developed. The RFA provides resources and an introductory video for newcomers eager to understand the rules and spirit of the sport.

Discover the game

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Where to Play

Courts across the country

Rugby Fives is played at schools, universities and clubs throughout the UK. Whether you are a seasoned competitor or picking up a glove for the first time, the RFA can help connect you with local venues and fellow players.

Find a court

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An overhead flat-lay photograph of a handwritten tournament draw sheet on cream paper, with a fountain pen, a leather-bound record book, and a pair of well-worn gloves arranged neatly.

Rankings

Tracking the best in the game

The RFA maintains official player rankings, including a dedicated Women's rankings list and end-of-season standings. A comprehensive record book of tournament winners stretches back to 1925, preserving nearly a century of competitive history.

View rankings

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Fixtures & Tournaments

The competitive calendar

The RFA calendar includes championships, open tournaments, and school and university matches. Major events have included the National Open Singles, the South West Open, the London Open, the Scottish Open, and the Owers Trophy — alongside representative fixtures against schools and clubs.

See fixtures

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