Winchester 2012 Club Packs
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Winchester 2012: Club Development Handbook
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The club pack for the Winchester 2012 clubs
Transcript of Winchester 2012 Club Packs
Winchester 2012: Club Development Handbook
1. Introduction2. Delivery Timescales3. Service Level Agreements4. Sport Hampshire & IOW Club Database5. Winchester District Sports Awards6. Mayor’s Reception7. Winchester 2012: Sports Festival8. Sportivate - Activity for Young People9. The Hampshire Games 201210. Training Seminars & Conferences -
11. Winchester District Sport & Physical Activity Strategy Consultation
12. Winchester 2012: Web Page13. Free 2012 Taster Sessions 14. Return to Sport Initiatives
Contents
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• Volunteer Development• Coach Development• Club Accreditation• Equipment and Facility Development
Introduction
Congratulations on becoming a Winchester 2012 Club! We have designed this handbook to help your club grow over the next year and develop into what we hope will be a successful, high quality sports club for local people to join.
In this handbook you will find ‘how to’ guides and extra information on each development opportunity your club has signed up to as part of your Service Level Agreement (SLA). We see the SLA as a partnership commitment between ourselves and your club to help you develop and offer more opportunities in sport and physical activity across our district.
This handbook will help to show you how to complete and organise specific projects and programmes, give you details of your next steps, the benefits that your club will receive from being involved and a timeline for delivering each project.
If you have any questions about Winchester 2012 Clubs please do not hesitate to contact the Sport and Physical Activity Team on the details found below.
Cllr Patricia Stallard Portfolio Holder for Culture, Heritage and Sport Winchester City Council
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Delivery Timescales
A S O N D J F M A M J J
SLA Drawn Up
Update
1
Update
2
Invite
Event
Event
Info Sent
Web Pages Created
Update Sent
Web Page Content Updated
Sessions Developed
Deliver
Bid Deliver Bid Deliver
Sign Up to Database Keep Database Details Up to Date
Nominate
Event
Who Attends
Confirm
D
etails
Event
Bid Run Sessions Bid Run Sessions
Deliver Development Sessions
Conf 1
Conf 2
Conf 3
Service Level Agreements
Sport Hampshire & IOW Club Database
Winchester District Sports Awards
Mayors Reception
Winchester 2012: Sports Festival
Sportivate Activity for Young People
The Hampshire Games 2012
Training Seminars & Conferences
Winchester 2012 Website Space
Free 2012 Taster Sessions
Return to Sport
2011 - 2012
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Service Level Agreements
By working closely with the Sport & Physical Activity Team at Winchester City Council we believe that your club can increase the capacity of members, coaches and volunteers at your club.
Our service level agreements reflect a substantial investment made by Winchester City Council to support your club. The financial attachments to these agreements are for club use only and we would encourage you to ensure that funding is used and reinvested into the club for developmental purposes.
Your service level agreement will be drawn up in consultation with your lead contact in August 2011 and will be a commitment until October 2012.
We will set up an initial meeting to draw up the agreement. Please e-mail us at [email protected] to agree a date. The agreement will be tailored to your initial application form and needs to be in place before you can start work as a 2012 club.
Your club may require your service level agreement to be agreed at a committee meeting. The document can remain in draft form until your chair or lead contact has signed the agreement (Please note no finances will be released until the document is signed by a club official).
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Service Level Agreements
Regular e-mailed updates will be required from your club. These will be required in November 2011, March 2012 and September 2012.
Funding will be released in two stages with 50% released upon receipt of a signed SLA and the other 50% once all outcomes are achieved.
Funding is not attached to every development opportunity, however, you will find, on each information sheet in this booklet, the maximum funding applicable to each development opportunity.
If a key outcome is not achieved funding related to this outcome will not be released in October 2012.
Next Steps:
1) Email [email protected] to set up an initial SLA meeting by 31st August 2011.
2) Ensure your SLA is agreed at a club committee meeting (if needed) and signed off by September 14th 2011.
3) Start work on the key outcomes (using this handbook) and receive your first instalment of funding in October 2011.
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Sport Hampshire & IOW Club Database
What does my club need to do: Register your club on to the Sport Hampshire and Isle of Wight Club Database.
How do I complete this task: 1) Go to www.hants.gov.uk/findacluborfacility.
2) On the right hand side using the sport list select your sport and check to see if your clubs details are already registered and if so that you are appearing on the map correctly. If any of the details are incorrect please contact [email protected] to update your details.
3) If your club does not show then click the ‘Add your club’ box on the right hand side of the map- see the image below.
Click Here To Add Your Club
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Sport Hampshire & IOW Club Database
4) A new box will show over the map – fill in the club details, your key contact details and the ‘what the club offers’ tab and then press the button to submit for approval.
5) Once the details have been checked they will be shown on the site and members of the public will be able to find your club if they search.
How does my club benefit: The Sport Hampshire and Isle of Wight database provides a searchable list of clubs for a member of the public to find a local club. If your club is not on the list then people may not know you exist. The club database will ensure that people have all the information about your club so they can attend sessions and even join up!
When do I need to do this by:• Sign up by 31st of December 2011 and from then on ensure
that your clubs details are kept up to date.
In the future: Update your clubs details if there are any changes e.g. training times, venues, contacts, websites. To update any details please contact [email protected].
Does my club get any grant aid:This action does not trigger any funding.
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Winchester District Sports Awards
What does my club need to do:Nominate three members of your club in 3 different categories for the Winchester District Sports Awards.
How do I complete this task:1) Visit www.winchester2012.co.uk/sportsawards to download a
nomination pack. Decide which categories your members should be nominated for and fill out the nomination form. Send completed nominations to:
Alex Chapman Winchester 2012 Project Support OfficerWinchester City CouncilCity OfficesWinchesterHampshireSO23 9LJ
2) Or e-mail nominations to [email protected]. Alternatively you can do the above online at http://www.winchester.gov.uk/ShowForm.asp?fm_fid=375.
How does my club benefit:Your club’s members have the chance to be recognised for their time, effort and hard work and could even win an award.
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Winchester District Sports Awards
When do I need to do this by:• Nominations need to be made by the 10th November 2011.• The awards ceremony is to be held on 1st December 2011
at the Guildhall in Winchester.
In the future:The event is run annually so you will be able to nominate again next year.
Does my club get any grant aid:This action does not trigger any funding.
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Mayor’s ReceptionWhat does my club need to do:
Attend an evening reception with the Mayor to receive recognition for your involvement in the Winchester 2012 Clubs project.
How do I complete this task:Your nominated 2012 Club Ambassador and another club representative of your choice will be invited to attend an evening reception with the Mayor of Winchester. They will be presented with a certificate and will be thanked for their participation and dedication to improve sporting opportunities across the district. The reception will be held in the Guildhall in Winchester on 1st December 2011.
How does my club benefit:Official recognition for all the hard work so far and still to come.
When do I need to do this by:• Invitations will be posted out during November 2011. Please
send your confirmation of attendance to Alex Chapman,Winchester 2012 Project Support, City Offices, Colebrook Street, Winchester SO23 9LJ or e-mail us at [email protected].
Does my club get any grant aid:This action does not trigger any funding
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Winchester 2012: Sports Festival
What does my club need to do:Attend the Winchester Sports Festival at the Winchester Sports Stadium on Sunday 20th May 2012 and showcase the activities that your club has to offer to local people.
How do I complete this task:1) Decide which club personnel/coaches will be attending the
Winchester 2012: Sports Festival.
2) Fill in the Sports Festival form from the key documents section of the Winchester 2012 website and e-mail it to [email protected] to confirm that your club will be attending the Festival. All the necessary details will be taken and you will also be able to tell us how much space you require and equipment you are unable to source that you may need.
3) Your club will be able to access the event management plan at www.winchester2012.co.uk which will provide you with further information including your designated space for the festival.
4) Attend the Winchester 2012: Sports Festival where you will be able to attract new club members, volunteers, potential coaches and officials and increase local interest in your club.
5) After the event you will need to provide a further free taster session at your club to those that attended the festival and expressed an interest in your club.
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Winchester 2012: Sports Festival
6) Update us by sending an e-mail to [email protected] us how many Sports Festival attendees have signed up as members or regularly train with your club.
How does my club benefit:With an estimated 4,000 people attending the Festival this is a great opportunity for your club to showcase what they can do. Your club can increase membership and may even find new volunteers, coaches and officials.
When do I need to do this by:• Decide who is attending the Winchester 2012: Sports Festival
by February 24th 2012. • Notify the Sport & Physical Activity team by 9th March 2012. • Attend the Winchester 2012: Sports Festival on 20th May 2012.• Provide a free club taster session by 14th October 2012.• Send an update on your club memberships by 31st October
2012.
In the future:Keep us updated on your membership numbers and any success stories about people who joined your club who attended the Sports Festival.
Does my club get any grant aid:This action does not trigger any funding.
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Sportivate - Activity for Young People
What does my club need to do:Deliver one programme of new activity for 6 weeks to engage young people aged 14 to 24 into your club structure.
How do I complete this task:1) Complete a funding bid using the 2012 Clubs Sportivate Funding
Application form found at www.winchester2012.co.uk/sport/winchester-2012-clubs and then send it to [email protected].
2) You will then receive an e-mail back letting you know if your bid was approved.
3) Once approved you can advertise sessions by developing posters and uploading information to the Winchester 2012 website (postertemplates are available in the key documents section of the website). You will also need to book venues (which Winchester City Council will pay for) for your six sessions and identify club coaches to deliver.
4) As the sessions start, register participants and keep track of who is attending (You MUST use the Sportivate Participant Registration Form). You can find this and an attendance register template in the key documents section at www.winchester2012.co.uk/2012clubs. Don’t forget participants will also need to pay a small fee which goes straight to your club (You should use it to give these new participants a reduced membership/joining fee).
5) At the final session get participants to complete a short postcard survey that we will provide– they can win £200 Amazon vouchers!
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Sportivate - Activity for Young People
6) Once the six weeks are complete you will need to send copies of your participant registration forms and final register to [email protected]. (You will need to have reached your target number of participants from your original bid).
7) After 3 months we will contact you to see how many of your original participants are still involved at the club and taking part in sessions (This can be done as part of the SLA update).
How does my club benefit:By providing these activities in your local community your club will increase its membership capacity and also develop partnerships with key community contacts for future activity sessions at school and further education colleges in the district.
When do I need to do this by:• Round 1:
Write a Sportivate bid and submit this by September 16th 2011. Deliver the Sportivate activity by 31st December 2011.
• Round 2:Write a Sportivate bid and submit this by January 13th 2012. Deliver the Sportivate activity by 31st March 2012.
In the future:Sportivate is a new Sport England programme that will run until 2015 so there are future opportunities for local clubs to deliver activity beyond 2012. Clubs can also apply to both rounds of funding this year.
Does my club get any grant aid:Venue hire for sessions will be covered by Winchester City Council but clubs will also be able to apply for a subsidy of up to £120 per round.
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Training Seminars & Conferences
What does my club need to do:Attend any of the free training seminars that are on offer for your club.
How do I complete this task:1) E-mail [email protected] to book a place on the
courses you wish to attend.
2) This is free for 2012 clubs and you are entitled to bring two club members to each training seminar.
3) After you have attended the training seminar you can start to work on your developmental targets for each opportunity.
How does my club benefit:These seminars and conferences are designed to help your club develop and give you further information on increasing volunteering capacity and participation, sourcing funding for coaches and generally developing your club to enhance what it has to offer. Each conference will also give you further information on how to complete the corresponding developmental objectives that link to your SLA.
When do I need to do this by:• You will need to ensure that your club books onto and attends
the seminars at specific times throughout the year detailed on the next page (Please note that further information on each seminar will become available when speakers are confirmed).
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Training Seminars & Conferences
Does my club get any grant aid:This action does not trigger any funding however, the Hampshire Coaching Conference does have a charge perattendee and as a 2012 Club you will receive 2 free spaces to this conference.
2012 Clubs, Volunteer
Development & Club Accreditation
1st September 22nd September5th October6pm to 9pm
2nd November16th November
6pm to 9pm
TBCMay 2012
Coaching Development & Sports Science
6th October
County Coaching Conference April 2012
Bookings Close On Attend
Bookings Open On
In the future:A further seminar on the Sport & Physical Activity Strategy Consultation will be delivered in October 2012 to finish the SLA and develop a district wide strategy to support Sport and Physical Activity after the London 2012 Olympic and Paralympic Games.
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Volunteer Development
What does my club need to do:Attend the volunteering conference and ensure that two new volunteers are secured within your club structure.
How do I complete this task:1) Sign up and attend the volunteering conference on 5th October
2011.
2) At the conference you will be asked to link your club to the local volunteer centre.
3) The volunteer centre will then be able to post the volunteering opportunities at your club to local people through DO IT online (http://www.do-it.org.uk/) which is linked to Sport England’s Sport Makers programme.
3) Volunteers will then be signposted to your club and you will be able to fill vacancies that are currently available within your club structure (Please note that there will be further information on this conference available at www.winchester2012.co.uk).
How does my club benefit:Your club will have an ongoing opportunity to work with local partners and source new volunteers to help it develop. You could also train these volunteers to be level one coaches from the volunteering subsidy that is offered.
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Volunteer Development
When do I need to do this by:• Book onto the training seminar by 22nd September 2011.• Attend the training seminar on 5th October 2011.• Enroll two new volunteers to your club by 31st March 2012.
In the future:The volunteer centre will keep your clubs details on their system and be able to offer more volunteers to be placed in your club. Just keep in contact with them!
Does my club get any grant aid:Clubs who implement two volunteers into their structure will be eligible for a grant of £50. (This could be used to help train and develop your new volunteers e.g. level 1 coaching courses, child protection training etc.)
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Coach DevelopmentWhat does my club need to do:
Attend the coach development conference and ensure that one new level 1 coach is trained. Also ensure that one coach up skills to become a level 2 or 3 coach and funding is applied forfrom the Sport Hampshire & IOW Coaching Bursary.
How do I complete this task:1) Sign up and attend the coaching development conference on
the 16th November 2011.
2) At the conference you will be given more information and links to funding streams to train level 2 and 3 coaches that can be applied for.
3) Apply for funding and train your new coaches by finding a local coaching course in your sport.
(Please note that the £50 funding attached to this opportunity can be used as partner funding for a level 2/3 coach funding application or support towards a new level 1 coach).
How does my club benefit:Clubs who are able to train new coaches can increase their membership capacity, develop new and additional teams or just enhance their current coaching opportunities on offer.
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Coach Development
When do I need to do this by:• Book onto the coaching seminar by the 2nd November 2011.• Attend the conference on the 16th November 2011.• Train your new level 1 and level 2/3 coaches by July 31st 2012.
In the future:The coaching scholarship scheme is open to applicants throughout the year and your club can continue to apply for funding to help train existing coaches.
Does my club get any grant aid:Your club will be eligible for a grant of up to £50 for achieving this objective.
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Club AccreditationWhat does my club need to do:
Gain club accreditation status through your national governing body (NGB) or county sports partnership (CSP) with help from Winchester City Council.
How do I complete this task:1) Sign up and attend the club accreditation conference on 6th
October 2011.
2) At the conference if you feel your club should take this forwardyou can arrange a meeting to discuss your clubs suitability and next steps for applying for accreditation status. (Alternativelyyou can discuss this opportunity with your club committee after the seminar and e-mail [email protected] to arrange a meeting).
3) Meet with Winchester City Council and NGB/CSP reps to establish a timescale to achieve accreditation.
4) Work on the portfolio with help throughout from the CSP, NGB reps and WCC.
5) Have regular update meetings (these can tie in with SLA updates) to ensure progress on your portfolio is going to plan.
6) Sign off your portfolio having achieved accreditation status.
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Club Accreditation
How does my club benefit:
When do I need to do this by:We know it is a time consuming process which is why we’re here to help you throughout.
• Clubs will need to set up initial meetings by 24th November 2011.• Clubs will then be able to work on portfolios until 30th June 2012.• Clubs should submit their final portfolios by 31st July 2012.
In the future:Most accreditation schemes last for 3 years (some are 4 years) so you shouldn’t need to go through the scheme until 2015 where you can just update your old portfolio with new information.
Does my club get any grant aid:Your club will be eligible for a grant of £50 if they achieve accreditation status.
By achieving accreditation status your club will benefit in manyways. Increased membership, developed coaches, links with schools and access to funding are just a few (visit http://www.clubmark.org.uk/benefits to see even more benefits).
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Equipment & Facility Development
What does my club need to do:Attend a seminar on Equipment and Facility Development that links to Sport England’s Places People Play programme of development.
How do I complete this task:1) Sign up and attend the Equipment and Facility Development
seminar which will take place in October 2012.
2) You will also receive support in applying for funding for facility development at any point throughout and beyond your SLA. Please visit http://inspiredfacilities.sportengland.org/ for more information.
How does my club benefit:Clubs will be able to apply for funding to breathe new life into tired facilities that can be unattractive to sports participants, expensive to run and difficult to maintain, putting your club right back at the heart of the local community. There will also be money available to convert existing buildings into venues that are suitable for grassroots sport. The programme has been designed to be as simple and accessible as possible for potential applicants, making it attractive to community groups and sports clubs who may not have received public funding before.
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Equipment & Facility Development
When do I need to do this by:• The Equipment and Facility Development seminar will take place
in October 2012. However, there are specific rounds for the inspired facilities funding which are as follows:
• Round 1 - 1st August 2011 to 28th September 2011 • Round 2 - 1st February 2012 to 2nd April 2012 • Round 3 - 23rd July 2012 to 17th September 2012• Rounds 4 & 5 - These take place in 2013/14 and the dates will be
announced once the London 2012 Olympic and ParalympicGames have taken place.
In the future:The Sport and Physical Activity Team are available to support and help with any bids that clubs would like to apply for to help develop and improve existing facilities. Contact us and let us know what you are applying for and we’ll help you out.
Does my club get any grant aid:This action does not trigger any funding, however successful grant applications will receive funding to develop their club facilities.
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Winchester District Sport & Physical Activity Strategy Consultation
What does my club need to do:Attend a consultation event on the Sport and Physical Activity Strategy refresh in October 2012.
How do I complete this task:1) Clubs will be invited to attend the event and feedback ideas
and information that will help to shape the strategy to ensure Sport and Physical Activity has a legacy after the London 2012 Olympic and Paralympic Games to 2020.
2) After receiving your invite you will have to confirm your attendance by e-mailing [email protected].
How does my club benefit:Your club will be able to contribute to a district wide strategythat will shape the development of Sport and Physical Activity in the future. You will also be able to finish your SLA with Winchester City Council by getting it signed off at the conference to receive your final payment.
When do I need to do this by:• Timescales for this to be confirmed.
Does my club get any grant aid:This action does not trigger any funding.
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Winchester 2012: Web Page
What does my club need to do:Send through information, contact details and a club photo which will be used to populate a webpage for your club on the Winchester 2012 website.
How do I complete this task:1) You will need to fill in the Winchester 2012 Club Web Space
form that you can find in the key documents section of the Winchester 2012 clubs website.
2) Please also include some photographs of your club which will attract people to it and encourage them to join.
3) Your space on the Winchester 2012 website will then be created and the information added. Your friendly URL will be www.winchester2012.co.uk/your-club-name.
4) You will need to keep these pages up to date by e-mailing us with any changes that need to be made. Send all the details which you would like to update to [email protected].
How does my club benefit:Free promotion of your club though the Winchester 2012 website to show that your club is involved in the project and that you are taking part in the celebration of the London 2012 Olympic & Paralympic Games.
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Winchester 2012: Web Page
When do I need to do this by:• The Winchester 2012 Club Web Page Form will need to be e-
mailed by 30th September 2011. • Web pages will be populated between October and December.• You will need to send updates and any changes of details so we
can ensure that the site is kept up to date.
In the future:The Winchester 2012 website will continue to be updated and used to provide details of opportunities to sport and physical activity for local people.
Does my club get any grant aid:This action does not trigger any funding.
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Free 2012 Taster Sessions
What does my club need to do:Offer one community taster session (max. 3 hours) in the Summer of 2012 to coincide with the London 2012 Olympic & Paralympic Games.
How do I complete this task:1) Decide when and who is going to deliver community session.
2) E-mail [email protected] to confirm that your club will deliver a community session in the summer of 2012 with information of when and who is delivering and what they will be delivering (e.g. coaching sessions, exhibition matches, fun games). You will also need to let us know how much space you require so we can let you know where your sessions will take place (These could take place at the Cathedral Close or at Winchester 2012: Parish Celebration events).
3) Deliver the sessions where you will be able to attract new club members and increase local interest in your club.
How does my club benefit:Your club will put themselves into a community setting and show families, children and adults what they can offer. It’s a great way to advertise your club and increase membership.
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Free 2012 Taster Sessions
When do I need to do this by:• Decide when and who will be delivering your sessions by 11th June
2012.• Notify the Sport & Physical Activity Team by 18th June 2012.• Deliver taster sessions between 27th July 2012 and 9th September
2012.
In the future:Your club will be able to work alongside the Sport & Physical Activity Team to deliver further community sessions and projects.
Does my club get any grant aid:Your club will be eligible for a grant of up to £100 for delivering this activity.
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Return to Sport Initiatives
What does my club need to do:Deliver one ‘Return to Sport’ programme for 6 weeks aimed at newly participating or returning adults to the sport.
How do I complete this task:1) Complete a funding bid using the Return to Sport funding
application form found at www.winchester2012.co.uk/2012clubsand then send it through to [email protected].
2) After a short while you will receive an e-mail back letting you know if your bid has been approved.
3) Once approved you can advertise sessions by developing posters and uploading information to the Winchester 2012 website. You will also need to confirm your venue for the six sessions.
4) Organise your club coaches to deliver the sessions and keep track of who is attending (You can find a register template at www.winchester2012.co.uk/2012clubs in the key documents section.). Don’t forget participants will also need to pay a small fee which goes straight to your club (You could use this to givethese new participants a reduced membership/joining fee or piece of equipment).
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Return to Sport Initiatives
5) Once the six weeks are complete you will need to e-mail your final register to [email protected]. (You will need to have reached your target number of participants from your original bid).
How does my club benefit:Delivering a Return to Sport initiative will help to get adults back into a sport they may not have played for a while and will provide your club with the opportunity to find new members and increase your club membership rates.
When do I need to do this by:• Round 1:
Write a Return to Sport bid and submit this by October 14th 2011. Deliver the Return to Sport activity by 31st December 2011.
• Round 2:Write a Return to Sport bid and submit this by January 13th 2012. Deliver the Return to Sport activity by 31st March 2012.
In the future:Return to Sport is an ongoing funding stream at Sport Hampshire and IOW and will be accessible in future years.
Does my club get any grant aid:Your club will be eligible for a grant of up to £150 for delivering a Return to Sport programme.
