How to run a successful Rugby Fives fundraiser
A well-planned fundraising tournament can raise money, attract new players, and give your local Rugby Fives club a stronger presence in the community. The best events feel like a genuine sporting occasion rather than a sales exercise: players enjoy competitive matches, spectators learn about the game, and every pound has a clear purpose.
Before booking courts or approaching sponsors, agree what the fundraiser will support. You might be raising money for junior coaching, court hire, equipment, travel to championships, access initiatives, or repairs to an ageing facility. A specific goal makes it easier to set a realistic target and explain the event to members, families, schools, and local businesses.
The Rugby Fives Association can provide a useful national connection for clubs planning competitions, coaching activity, and community engagement. Your event can also help introduce the sport to people who have never seen a Rugby Fives match, particularly when the programme includes demonstrations and beginner-friendly activities.
Set a clear purpose and realistic target
Begin with a short event brief covering the date, venue, intended audience, fundraising goal, and the club activity that will benefit. Agree how much you need to raise after costs, rather than focusing only on gross income. Court hire, first aid, refreshments, printing, trophies, payment fees, and insurance can reduce the final total.
A modest target supported by careful budgeting is more useful than an ambitious figure with no spending plan. Create a simple income forecast for entry fees, sponsorship, donations, food sales, raffles, and merchandise. Then list fixed and variable costs. Keep fundraising money separate in the club’s records and arrange for two authorised people to review payments and receipts.
Be transparent with participants. State what the money will fund and whether the club is a registered charity, a community organisation, or a sports club raising funds for its own activities. If the event involves a charitable appeal, follow the relevant rules and use accurate wording in all publicity.
Choose a format that suits your courts
Rugby Fives offers several practical tournament formats. A singles competition can be simple to administer, while doubles encourages social participation and gives newer players support from an experienced partner. A round-robin group stage followed by knockout matches provides plenty of court time, although it needs a longer schedule.
You can create separate competitive and social divisions, use graded entry bands, or introduce a handicap system approved by your club committee. A short festival format may work better than a full championship if the aim is to welcome schools, families, alumni, and first-time players. Include a demonstration match so spectators can understand the movement, serves, rallies, and scoring.
| Format | Best suited to | Strengths | Planning points |
|---|---|---|---|
| Singles round robin | Experienced club players | Fair comparison and many matches | Requires careful timing |
| Doubles festival | Mixed abilities and new participants | Sociable and accessible | Pairing players needs thought |
| Group stage and knockout | A headline competition | Builds excitement through the day | Needs a reserve-court plan |
| Short taster sessions | Schools and community guests | Encourages future participation | Requires coaches and equipment |
| Handicap tournament | Clubs with varied standards | Keeps matches competitive | Publish the system in advance |
Set match lengths before entries open. Timed games can keep a busy programme moving, while standard scoring may suit a smaller event. Publish the rules, arrival time, clothing requirements, entry conditions, and cancellation policy so competitors know what to expect.
Build a reliable event team
A tournament rarely succeeds through the effort of one organiser. Assign named roles for competition control, venue liaison, safeguarding, registration, finance, refreshments, publicity, photography, and volunteer coordination. One person should have overall authority on the day, but decisions should be shared during the planning phase.
Recruit volunteers early and give each person a defined shift. A court marshal can call matches and record results, while a welcome desk can collect entries, sell raffle tickets, explain the schedule, and direct visitors. Provide a short written run sheet with contact numbers, emergency procedures, court allocations, and the location of first-aid supplies.
Practical roles to confirm
- Tournament director responsible for the draw, rules, timings, and disputes
- Welfare or safeguarding lead for children and vulnerable participants
- Treasurer responsible for cash handling, online payments, and expense records
- Court and equipment team checking balls, footwear, lighting, signage, and cleanliness
- Hospitality and publicity team managing refreshments, sponsors, photographs, and announcements
If children are involved, use the club’s safeguarding policy and make sure appropriate adults are present. Obtain consent for participation and photography where required. Check venue insurance, first-aid arrangements, emergency access, and any requirements from the school, leisure centre, or court owner.
Make the finances work before opening entries
Entry fees should be easy to understand and proportionate to the experience offered. Consider one price for competitive players and a lower rate for juniors or taster participants. You could include a meal, drink, or commemorative item in the entry fee, but avoid adding benefits that create unnecessary cost.
Local businesses may sponsor a court, match, trophy, or refreshments. Offer specific recognition in return, such as a logo on the event poster, a mention during presentations, or a named award. Keep sponsor promises realistic and record what has been agreed. In-kind support, including food, printing, prizes, and professional services, can be as valuable as cash.
A raffle, auction, or prize draw may require compliance with UK rules, depending on how it is operated. Check the requirements before advertising it, especially if tickets are sold in advance or prizes have significant value. Use card or online payments where possible, limit the amount of cash held on site, and have two people count and record cash together.
Promote the day beyond the club
Start promotion six to eight weeks ahead, with a clear event name, date, venue, entry cost, registration link, and fundraising purpose. Send the announcement to club members, nearby schools, former players, universities, sports centres, and community groups. A short video showing a rally or a beginner session can help people understand the sport more quickly than a long description.
Use the club’s website and social channels consistently. Publish the entry deadline, introduce coaches or sponsors, share training tips, and provide reminders as places fill. Ask the Rugby Fives Association and partner organisations to share relevant information through their networks when appropriate. Avoid overpromising attendance or fundraising results.
On the day, make the event visible from outside the venue with signs and a welcome desk. Have a simple explanation of Rugby Fives available for spectators. A display of historic photographs, old rackets, rankings, or club records can connect the tournament to the wider history of the game and encourage conversations between generations of players.
Deliver a smooth and welcoming tournament
Prepare the draw and court timetable in advance, then leave space for late arrivals, equipment issues, and longer matches. Use a visible results board or digital scoring system so players can track progress. Announce the next matches clearly and keep one volunteer responsible for updating results.
Build in breaks for refreshments and social conversation. A beginner coaching station or guided court tour can give visitors something to do between matches. Make sure the venue is welcoming to people with different abilities and experience levels, and provide clear information about changing facilities, toilets, parking, and public transport.
After the final presentation, thank volunteers, sponsors, players, coaches, and the venue team. Publish results and photographs only with appropriate permissions. Within a few days, calculate the net amount raised, pay outstanding expenses, and share a brief report explaining how the money will be used.
Turn the event into lasting club growth
A successful fundraiser should leave the club with more than a one-day surplus. Collect consented contact details from people who want information about beginner sessions, junior coaching, fixtures, or future tournaments. Follow up promptly with a friendly message, a training date, and a named contact rather than a general invitation.
Review the event while details are fresh. Ask players and volunteers what worked, where the timetable struggled, and which activities generated the most income or interest. Save the budget, supplier details, draw format, risk assessment, publicity files, and post-event notes in one shared location. This will reduce preparation time for the next competition.
Set a date for the next step, whether that is a new-player session, an inter-club fixture, or the following annual fundraiser. Contact the Rugby Fives Association for guidance on connecting your activity with wider competitions, coaching opportunities, and the national Rugby Fives community. Start planning now, assign the first responsibilities, and give local players a tournament worth supporting.
