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BC Rugby Clubs & Affiliates

REGISTER AND COMPETE

Welcome to the Resources section for Clubs and Affiliates. Learn how to set up a Rugby Program or Club and explore handy resources for Membership and Registration.

HOW TO SET UP A RUGBY PROGRAM OR CLUB

Are you interested in starting a Rugby club? BC Rugby encourages and supports Rugby development across the Province. If you would like to apply for BC Rugby membership, you must complete a Membership Application Form that requires the following documents:

  • The Club’s current By-Laws and/or Constitution
  • A list of the Club Executive
  • Certificate of Good Standing
  • Statement of Accounts
  • A copy of the minutes of the most recent AGM

Once the application is received with these documents, the BC Rugby Board will review the application for consideration. Upon approval, the Club Membership becomes effective from the date of the Board decision.

THINGS TO THINK ABOUT

Use this handy drop-down menu for tips, pointers and what to think about before applying to set up a new Rugby Club:

  • Why is there no Rugby Club in the local community?
  • Has there been a Rugby Club previously?
  • Is there any other type of Rugby in the community (High School, University etc)?
  • What is the closest Rugby Club and do people in the community travel to play there?
  • What type of Rugby demographic does the community hold (if any)?
  • Are there any reasons Rugby could not sustain in the community?
  • Do we have the right people for the job?
  • Do we have access to funding to help us get started?
  • What facilities can we use and access?
  • What type of Risk Management procedures do we have in place?
  • Registration as an incorporated society with the BC Societies
  • Certificate of Good Standing
  • Organization’s Constitution and Bylaws as most recently filed with the relevant authority
  • Minutes of most recent Annual General Meeting
  • Statement of Accounts
  • How do we access facilities?
  • Are their openings for new groups?
  • Are rental fees feasible?
  • Initial Public Meeting – engage the local community (media, community centres, schools)
  • Any municipal grants or funding available?
  • What is the fundraising/sponsorship potential?
  • Once it is decided that the Club will be founded, a Strategic Planning session with the Board and other stakeholders must take place

MEMBERSHIP APPLICATIONS AND RENEWAL

Every Member must uphold the BC Rugby Constitution and comply with the BC Rugby Bylaws. Each Member shall be in good standing with BC Rugby provided that such member completes the following:

  • Pay Annual Dues

    Paid the annual dues set by BC Rugby for such membership, or all other monies owed by it to BC Rugby, not later than 45 days after payment is due.

  • Deliver the following to BC Rugby

    Not later than 45 days after notice in writing from BC Rugby:

    • Statement of Annual Accounts for the preceding financial year of the Club
    • A certificate of Good Standing issued by the relevant regulatory authority
    • A copy of its current Constitution and Bylaws
    • A certificate of incumbency confirming the names of the persons holding office as directors or officers of the Club

SAFEGUARDING YOUR CLUB

Use the drop-down menu for more information on Safeguarding your Club:

New legislation is in place that all societies must abide by and BC Rugby’s Governance Committee, with support from Fasken Martineau LLP, created a guide for any Rugby Club or Association to successfully transition in accordance with the new BC Societies Act.

The transition guide contains a step-by-step process for you to follow as well as a ‘Rugbyfied’ bylaws template.

Societies Act Transition – Guidelines for BC Rugby Clubs and Associations – PDF

Societies Act Transition – Guidelines for BC Rugby Clubs and Associations – Word Doc

All people who work with or may have potential for unsupervised access to children or vulnerable adults need to have a Criminal Record check. 

The Government of British Columbia supports non-profit organisations with their Criminal Records Review Program (CRRP).

This allows organisations to apply to the program and then receive free criminal record checks of volunteers who work with children and vulnerable adults.

Club volunteers can submit their request online using a code that is specific for your Club and your Club contact will receive the clearance letter directly. This eases the process of getting this necessary documentation done.

Click here for more information on this program.

ADDITIONAL RESOURCES

For more resources to support your Club, viaSport provides a number of helpful toolkits and resources on their website:

Communication Toolkit for Sport

Whether you are just getting your feet wet or are a seasoned communications professional, this toolkit has something for you.

Learn More

Social Media ToolKit

The Social Media Toolkit is here to help you - our BC sport partners - navigate the confusing and rapidly evolving world of social media.

Learn More

#ERASEbullying Resources

View a list of websites and resources campaigning around erasing bullying in sport.

Learn More

Aboriginal Cultural Relations Module

Celebrating Diversity through sport.

Learn More

MANAGING REGISTRATION

Sportlomo

BC Rugby uses SportLomo to manage Membership and registrations and provides this platform to all Member Clubs (free of charge) to manage their Membership and collect dues. This is for Club administrators and registrars to ensure that you have all the tools and resources you need for a smooth and successful season.

BC Rugby offers several different Membership types to ensure that everyone who wants to get involved can do so and access insurance coverage. All Members (players, coaches, officials, management, volunteers, medical staff, etc.) must be registered to participate in activities during the season.

A Club’s registrar or administrator will need access to the Club’s SportLomo administration site. If your Club needs assistance logging in, please contact Marga Sison at the BC Rugby Office. Membership types for the upcoming season will be added to your SportLomo account by BC Rugby.

Once the Membership types are in your account, Clubs can create their own Membership types to suit their needs and then proceed to creating Membership packages for Members to purchase for the season.

SportLomo implemented a new refund process wherein Clubs now have the option to process manual refunds online. By processing manual refunds online through SportLomo, Clubs now have the option to have the refund go directly back to the Member, without having to write a cheque or other payment methods. Clubs will need to set up the Offline Payment option on Sportlomo, using the guide below.

Manual Refunds – Online Guide

Offline Payment Set-Up Guide

Team sheets need to be submitted on SportLomo prior to Kick Off. Any changes and edits can be made up to 48 hours after the match has ended.

A complete team sheet includes all players, coaches, medical staff, import/national team players (if any), and team staff.

Club administrators and registrars can export system reports in SportLomo. Log in to your SportLomo admin account, click System Reports under the Reports heading and select the report you need.

Is your Club hosting a fundraiser, Club day or TRY Rugby event? Use SportLomo to manage event registrations and payments.

MEMBER FAQ

Use the drop down menu below for information on Refund Requests, Transfers and Upgrades:

To request a refund for your registration fees, log in to your SportLomo account to initiate the request.

Automatic Refunds: If the refund is requested within 14 days of your registration date and you have not participated in any Rugby activity (game or practice), the member qualifies for an automatic refund and the money will go back directly to the credit card used to purchase the Membership.

Manual Refunds: If the refund is requested after 14 days of your registration date and you have not participated in any Rugby activity (game or practice), the refund will be manually processed by Rugby Canada, BC Rugby and the Club separately and make separate payments to the Member.

If you are moving between Clubs, you must get a transfer release from your old Club. Log in to your SportLomo account to initiate the transfer request. The transfer process can take several days for approval between Clubs and Provincial Unions so please allow at least 5-7 days’ notice of transfer to ensure you are properly registered with your new club.

If you are already a registered Member and you wish to add another role to your Membership (i.e. official, coach, etc.), log in to your SportLomo account and you can upgrade your Membership to include multiple roles without having to create a new account.

SPORTLOMO GUIDES

Use these guides in relation to your SportLomo account:

Admin-Registration-Guide

Admin-Registration-Guide

Download

Member FAQ Guide

Member FAQ Guide

Download

Sportlomo Membership Payments Manual

Sportlomo Membership Payments Manual

Download

Sportlomo FAQs

Sportlomo FAQs

Learn More

Sportlomo Membership Services

Sportlomo Membership Services

Learn More

MEMBERSHIP CATEGORIES AND FEES

Click on the Flip Boxes for more information relating to Membership Categories and Fees:

2021-22 Membership Dues

2021-2022 Membership Dues

Download

Membership Definitions

Membership Definitions

Learn More

2020-21 Birth Year Chart

2020-21 Birth Year Chart

Download

MEMBERSHIP CATEGORIES 2020-21 (UNTIL AUGUST 31, 2021)

Non-contact

The following non-contact Membership categories will become available when your Club has received sanctioning approval and registration can re-open.

These Memberships are valid for 12 weeks and are permitted for the Rugby Re-Engage and Rugby Restart phases. No international travel is permitted within these Memberships.

The 12-week period of a non-contact Membership begins on the date that a program starts (this is when a Member’s insurance becomes active) and is valid for the 12 weeks after that program begins.

The 12-week period will vary between Clubs depending on when your Club has received sanctioning approval, and can start getting programs set up. When the 12 weeks expires and we are still in a non-contact phase, Members will have to register for a non-contact Membership again.

Player CategoriesRugby Canada DuesBC Rugby Annual DuesBC Rugby Excess Medical DuesTotal DuesNotes
Senior and Masters Players (12 week)$10.00$10.00$7.00$27.00Valid from first scheduled week of activity
Junior Players U13-U19 (12 week) $10.00$10.00$3.50$23.50Valid from first scheduled week of activity
Minor Players (12 Week)$10.00$10.00$3.50$23.50Valid from first scheduled week of activity

*Minor U12 Non-Contact Full Season ($43.50) will be available when registration opens for minor Members who wish to register for the full 2020-21 season. As this is a full season Membership compared to the 12-week option above, international travel is permitted within this Membership.

Contact (Until August 31st, 2021)

Player CategoriesRugby Canada DuesBC Rugby Annual DuesBC Rugby Excess Medical DuesTotal DuesNotes
Senior Players (19-77 years) – Summer Only$45.00$0.00$7.00$52.00May 15 – August 31, 2021
Junior Players (U13-U19) – Summer Only45.00$10.00$3.50$58.50May 15 – August 31, 2021

Contact (Interior and Northern BC Clubs)

Player CategoriesRugby Canada DuesBC Rugby Annual DuesBC Rugby Excess Medical DuesTotal Dues
Senior Players – Contact $62.50$0.00$7.00$69.50

LEAGUE MANAGEMENT SYSTEM

Download and use SportLomo’s Guide to creating Team Sheets:

Creating Team Sheets

Creating Team Sheets

Download

FUNDING INFORMATION

BC GOVERNMENT COMMUNITY GAMING GRANT

Community Gaming Grants provide $140 million annually to not-for-profit organisations in B.C., to support the delivery of ongoing programs that meet the needs of their various communities. 

For more information on eligibility and how to apply for funds in 2021, please visit BC Government’s Community Gaming Grant page.

IMPORTANT NOTE: If your Club received a Community Gaming Grant in 2019, the branch will NOT ask you to repay funding for previously approved programming, which is cancelled/postponed as a result of the COVID-19 pandemic. 

BC AMATEUR SPORT FUND

The BC Amateur Sport Fund is a gift-giving program designed to provide fundraising initiatives to develop amateur sport on a national level. For more information on how to develop fundraising programs, please visit the BC Amateur Sport Fund page.

KIDSPORT BC

KidSport BC aims to remove financial barriers that prevent children from playing organized sport because every kid deserves a chance to enjoy the positive experience that sports offers. BC Rugby is a member of Sport BC and therefore, children are eligible to apply for KidSport funding. For more information on how to apply for assistance, please visit the KidSport BC page.

COVID-19 SUPPORT

Use the below drop-down menus for support and advice on COVID-19:

FOR ORGANISATIONS

The BC Government has opened its application for the Provincial $1,000 Emergency Benefit. It may be a benefit that can support some of your Coaches or sport supporters.

Non-profit organisations, like a Rugby Club, are eligible employers for a subsidy of 75% of employee wages for up to 12 weeks, retroactive from March 15, 2020. This wage subsidy will enable you to re-hire workers previously laid off because of COVID-19, help prevent further job losses, and better position you to resume normal operations following the crisis. To learn more, including eligibility and how to apply, visit the CRA Website

Eligible employers who had any drop in revenue can now qualify for the wage subsidy, starting with the claim periods that began July 5. 

The Canada Emergency Business Account (CEBA) will provide interest-free loans of up to $40,000 to small businesses and not-for-profits, to help cover their operating costs during a period where their revenues have been temporarily reduced. To qualify, these organisations will need to demonstrate they paid between $20,000 to $1.5 million in total payroll in 2019.

Applications for a Canada Emergency Business Account are to be made directly through your organisation’s bank or credit union. Learn more about the CEBA loan.

There are currently a few programs of support that are yet to come online, as well as avenues for deferring payments and commercial rent assistance. The Government of Canada has provided a short survey to help you identify your organisation’s eligibility for any COVID-19 support for businesses.

FOR INDIVIDUALS

A new B.C. Emergency Benefit for Workers will provide a tax-free $1,000 payment to British Columbians whose ability to work has been affected by COVID-19.

The benefit will be a one-time, tax-free payment for B.C. residents who are eligible for the new federal Canada Emergency Response Benefit (CERB), including people who have run out of employment insurance (EI) benefits and now qualify for the CERB.

The Federal Government will provide a taxable benefit of $2,000 every 4 weeks for up to 16 weeks to eligible workers who have lost their income due to COVID-19.

Eligibility has been revised and updated recently, so best to visit Government Canada to learn more and to apply. You can also apply over the phone: 1‑800‑959‑2019 or 1‑800‑959‑2041.

LIST OF GRANT AND FUNDING OPPORTUNITIES FOR CLUBS

Use the below drop-down menus for information on grants and funding opportunities for Clubs:

BC Ferries Sports Experience Program

BC Ferries and viaSport provide travel support to eligible not-for-profit sport organisations and athletes (12 business days before first day of travel).

LeadForward Grant: Advancing Balanced Representation in Sport

May 2021: aims to strengthen balanced leadership for female coaches, officials or organisational staff throughout BC by supporting their professional development opportunities.

Northern BC Coaching and Officiating Development Fund

(May 2021): to provide support for coaching and officiating development leading up to the 2015 Canada Winter Games and beyond.

Visit viaSport Website for more information.

Visit viaSport for external funding sources including:

Active Girls (Victoria)

Denise Coutts Memorial Scholarship

Dream Catcher Charitable Foundation

Good Sports

KidSport British Columbia provides grants of up to $400 per eligible kid, per year (January 1st – December 31st) towards sport registration fees.

Eligibility Requirements

Apply Online

Apply via Paper

The support of A4K is available Province-wide for children ages 5 to 18 who are currently enrolled in school. Basic registration fees are paid for a multitude of approved sports, up to an annual maximum of $350 per child (which is considerably higher than other sport funding charities).

Applicant checklist

Apply Online

Apply via Paper

Various grant and funding opportunities: I-SPARC Grants, First Nations Health Authority, Active Living Grants, Foundations/Community and General Grants, including:

I-SPARC Equipment Grant Program

BMO Community Giving

Northern Health

Good Sports Equipment Grant

S’cool Life Fund