Sanctioning & Clearance

COME & TRY RUGBY EVENTS

Come and Try Rugby Events are intended to provide an opportunity for Rugby Clubs to offer a session where kids, youths and/or adults can Come & Try non-contact rugby activities. Come & Try Events do not require new participants to register through the National Registration System, for the Come & Try Event. Each new participant is able to attend 1 Come & Try Event prior to registering.

Prior to hosting a Come & Try Rugby Event, the Rugby Club should have the event sanctioned by Rugby Canada. To apply for sanctioning please CLICK HERE and select ‘Come and Try Rugby’. All applications must be submitted two weeks prior to the event date to avoid being charged a late processing fee ($50).

Each Rugby Club can access 2 FREE Come & Try Event per calendar year. Any Come & Try Events that need to be sanctioned thereafter will cost $50.00. To access the two free Come & Try Events, each club will need a discount code before they go through the Sanctioning process. To be provided with your discount codes please email your Provincial Union if you have not recieved your codes.

Once you have finished hosting your Come & Try Event you will need to email a fully completed Roster to sanctioning@rugby.ca. Rugby Canada must receive a fully completed Roster Form, participants are at risk of having no insurance coverage if Rugby Canada does not receive a fully completed Roster Form.

Please download a Roster Form by clicking the link below:

Official Rugby Canada Roster Form (English)

Official Rugby Canada Roster Form (French)

Please review the following flow chart to verify if your event is and can be sanctioned as a Come & Try Rugby Event prior to submitting your application:

Please do not

• Apply for consecutive Come & Try Events. The Come & Try Event must be a standalone event to provide the opportunity for individuals who are new to the sport try the sport one time.
• The Come & Try Event can not be a festival or tournament

Please do

• Send a complete Roster Form to Rugby Canada with 48 hours of the event completion (sanctioning@rugby.ca)

If you are looking for activities or resources to host a Come & Try Event, HSBC Rookie Rugby resources can be found by visiting rookierugby.ca.

OUTBOUND TEAM TOURS

It is the responsibility of the player and/or player’s parent(s) or guardian(s) to ensure that any travel is in full accordance with the provincial and federal governments’ travel advisory in place at the time of travel. Clearance is NOT an exemption from the current provincial or federal government travel advisory.

For Canadian clubs and schools wishing to tour in another Union.

In accordance with World Rugby Regulation 16,

All tours travelling outside of Canada must be sanctioned by your Provincial Union and Rugby Canada. International Unions and World Rugby require that all teams must have National Union Sanctioning prior to the departure date.

For non-member organizations i.e. high schools, colleges, universities or any other third party organization travelling outside of Canada to play rugby must provide adequate insurance coverage to Rugby Canada as part of the sanctioning application. General Liability Insurance Coverage (which covers contact sports) from the school/school board or third party must be presented prior to departure.

Age banding guidelines must be followed when touring. Please reference age banding guidelines here before submitting your application to ensure you are following guidelines as set by World Rugby: Click here. Rosters that do not follow age-banding guidelines will NOT be approved by your Provincial Union and/or Rugby Canada.

Individual players looking to play in another union

If you are a player looking to play rugby in another Union, in accordance with World Rugby Regulation 4, when moving to another country all players (both youth & adults) are required to obtain international clearance from their current Union in order to play rugby for a club in another Union. Please click here for more information.

Emergency Medical/Travel Assistance (Available only to Member Organizations and Registered Members)

Before you leave Canada, please Click Here to download the Industrial Alliance travel medical insurance card, which provides contact details for emergency medical, travel and security assistance which is available 24 hours a day 7 days a week. If you are in a medical emergency, first call local emergency response services and then contact Industrial Alliance as soon as possible. Pre-certification is required for all hospital inpatient care, surgical treatment and medical evacuations. CLAIMS WILL NOT BE PROCESSED FOR TOURS THAT ARE NOT SANCTIONED. 

For more information on the Travel Medical Policy Click Here.

NOTE REGARDING COVID COVERAGE: Rugby Canada’s National Travel Medical Insurance is a Medical Policy so only medical expenses will be covered (i.e/hospital visits, prescription drugs, etc). Items such as extended hotel stays, food related expenses, or change of flights will not be covered.

Application Process For Member Organizations

Member Organization Outgoing Tour Sanctioning Application

Please ensure to submit a sanctioning application at least two weeks in advance of any event seeking approval and insurance coverage. A completed application will meet the following criteria:

1. Completed Online Tour Sanctioning Application
2. A fully completed tour roster which includes all players, coaches and support staff (all listed participants on the roster must be registered and active with a full membership on SportLoMo). Age banding guidelines must be followed as per World Rugby. Please review guidelines here: Click here. The roster must have the minimum number of players that meets the competitions variations, however, it is strongly recommended to have extra players than the required minimum.
3. Details of your match itinerary must be outlined in your application
4. Your Provincial Union will also be required to approve your tour, prior to Rugby Canada providing clearance. Please send your application to your Provincial Union for their review and approval before sending it to Rugby Canada. Unsigned applications will be sent back.
5. All finalized rosters must be submitted to sanctioning@rugby.ca 2 weeks prior to the departure date
6. In exceptional circumstances should the roster change please email your Provincial Union for approval and sanctioning@rugby.ca for Rugby Canada’s approval. This can be done no later than 24 hours of your tours departure date.

Applications are entered into processing upon submission. All changes to the listing of participating clubs or players need be communicated to Rugby Canada staff by email. There is a $75 Tour Sanctioning fee and an expedite fee ($50) will be assessed to late applications that do not meet the two-week submission deadline.

Outbound Tour Sanctioning Application – Club (English)

Outbound Tour Sanctioning Application – Club (French)

Application Process For Schools (non-member associations)

Please ensure to submit a sanctioning application at least two weeks in advance of any event seeking approval and insurance coverage. A completed application will meet the following criteria:

1. Completed Online Tour Sanctioning Application
2. Submit evidence of sufficient insurance i.e. certificate of insurance and/or copy of the policy (the school must be listed on the policy and/or certificate of insurance)
3. A fully completed tour roster which includes all players, coaches and support staff. Age banding guidelines must be followed as per World Rugby. Please review guidelines here: Click here. The roster must have the minimum number of players that meets the competitions variations, however, it is strongly recommended to have extra players than the required minimum.
4. All finalized rosters must be submitted to sanctioning@rugby.ca 2 weeks prior to the departure date
5. In exceptional circumstances should the roster change please email sanctioning@rugby.ca

Applications are entered into processing upon submission. All changes to the listing of participating clubs or players need be communicated to Rugby Canada staff by email. There is an $75 Tour Sanctioning fee and an expedite fee ($50) will be assessed to late applications that do not meet the two-week submission deadline.

Outbound Tour Sanctioning Application – Schools/Non-member Associations (English)

Outbound Tour Sanctioning Application – Schools/Non-member Associations (French)