Administration Instruction Royal Air Force Akrotiri Mixed 7 S Hockey Tournament 18-19 Oct 14

BFPO 53

ADMINISTRATION INSTRUCTION – ROYAL AIR FORCE AKROTIRI MIXED 7’S HOCKEY TOURNAMENT 18-19 OCT 14

1. General. The Exiles Hockey club will host a 7 a-side mixed hockey tournament over the weekend 18-19 Oct 14, on the grass pitches at RAF Akrotiri.

2. Participation. All hockey teams are welcome to attend the tournament, both military and civilian, UK and Cyprus based. Entry will be allocated to teams on a first come first served basis. Teams will need to return their completed entry forms and payments in order to secure a place in the tournament.

3. Location. The tournament will take place on the grass sports pitch at RAF Akrotiri.

4. Aim. The aim of the tournament is to promote and widen the appeal of field hockey to all military and civilian personnel and their dependants with BFC. Hockey allows players to develop their game skills, physical fitness and build team spirit, essential parts of Service ethos. The tournament will also allow teams from off-island to experience some of the opportunities that serving within BFC has to offer.

COORDINATING INSTRUCTIONS

5. Administration. Authority has been granted by CO RAF Akrotiri to host the hockey tournament. All further administration has been coordinated thus far, and will continue to be done by the Project Officer PO SAC Steven Baldwin.

a. Staff Clearance Numbers are granted by SO2 J7 PD HQ BFC who can be contacted on 94120 x3092/x3002. Security passes will only be granted once the appropriate paperwork has been submitted (Annex A).

(1) Request staff clearance by submitting Annex A together with supporting paperwork to SO2 J7 PD, HQ BFC, BFPO 53 or email BFC-HQ-J7-PD-SO2.

(2) Required paperwork: A copy of this admin order

Nominal roll

Military teams require a letter of authority

(3) Military teams wishing to participate in the tournament must gain approval from their respective Single Service Sports Board (Army, RN or RAF Sports Board). This must be in the form of a letter of authority.

6. Arrival on station. All visiting teams will be met at the main gate of RAF Akrotiri by an Exiles Hockey member, where they will be escorted to their accommodation and given a welcome pack.

a. Non-service ID holders. Will need to obtain temporary passes from the pass office; if the office is closed on arrival then Authorised Green Access passes can be obtained for the night. Pass applications will be submitted prior to teams arrival, upon receipt of Team Listings.

7. Car parking. Cars are only to be parked in the car park opposite the Astra Cinema, no cars are to be parked on the sports pitch.

8. Team composition. Each team should contain 7-14 players, 2 of whom must be female and all of whom must be over 18 years of age. There will be no kicking backs allowed and as such each team must provide a fully kitted goal keeper. No more than 7 players are to be on the pitch at any time.

9. Umpires. All appropriately qualified umpires are requested to make themselves known to the Project Officer, SAC Steve Baldwin, at the earliest opportunity. In order for each match to be played a qualified umpire is needed to attend. The EHA rules will be followed for the tournament.

SERVICE SUPPORT

10. Accommodation. Transit accommodation has been requested for all visiting teams and officials. Accommodation Cell, RAF Akrotiri, are requested to allocate suitable transit accommodation accordingly against the accommodation already reserved. Accommodation POC is Dereck Bell 94120 x6596.

a. Due to the high turnover of transit personnel and high tempo of operations within RAF Akrotiri it is not possible to guarantee transit accommodation and as such all teams are strongly encouraged to make their own private accommodation arrangements.

b. Transit accommodation is only available for service personnel. Civilian teams will have to make their own private arrangements for accommodation.

11. Rationing. All visiting service and civilian teams staying in transit accommodation are to dine in the Junior Ranks Mess, Snug restaurant. This is a Pay As You Dine (PAYD) facility.

12. Entertainment. Entrance fee includes a meal and entertainment on Fri 17 Oct 14 and Sat 18 Oct 14. Both meals will be served approximately 2000 hours followed by musical entertainment and a bar for the exclusive use of the tournament players. The themes for the night, will be populated at a later date, upon receipt of entry form.

a. There will also be a welcome meet and greet meal on the Akrotiri strip Thu 16 Oct 14. The price of this is not included in the tournament fee and attendance is not mandatory but it is highly encouraged.

13. Refreshment. Station approved vendors have been approached to supply light refreshment, ice creams and light snacks pitch side. There is also a supermarket where food and drinks may be purchased as required.

14. Accounting. The cost for the tournament is £300. All entry fees are to be paid in full via cheque before attending the tournament. Cheques are to be sent to the tournament administrator, Cpl Shelly Pearcy, Station Medcial Centre, Episkopi, BFPO 53. Entry forms need to be submitted before 01 Sept 14.

a. There is no cash handling facility and as such cash is not accepted. Failure to pay entrance fee in full will forfeit entrance to the tournament. Players will need to bring personal petty cash to pay for food, other than the two meals included in the fee; drinks will also need to be paid for by individuals.

15. Medical Cover. St John’s Ambulance Brigade will be providing first aid cover for tournament players and spectators. If the injuries are beyond the capabilities of St John’s Ambulance then the Station Medical Centre will be able to provide more advance medical treatment or transport to the local hospital as required. It is important that all players have adequate travel insurance.

16. CJPU. It is requested that CJPU present a security brief for all visiting tournament players in the Education Centre Thu 16 Oct 14 at 1700.

17. Health and safety. Risk assessments will be carried out and passed onto the H&S advisor and St John’s Ambulance. Prior to the event a H&S briefing note will be included in each teams welcome pack and during the initial team captains briefing all pertinent H&S risks will be discussed.

18. Electricity. Power is required to support a PA system and refrigeration. This will be provided from the sports pavilion and suitably qualified electricians will conduct safety checks throughout the day.

a. SNCO GRMS is kindly requested to arrange the PA system to be installed in the vicinity of the playing pitches ready to be operational for 0800hrs Sat 18 Oct 14 and 1000 Sun 18 Oct 14. The PA system will be removed after the prize giving ceremony approximately 1800hrs Sun 18 Oct 14.

19. JLS loan store requirements. An application for equipment on loan is being submitted to SNCO Loan Pool. Equipment is to be delivered to the sports pavilion Thu 16 Oct 14 and returned to Loan Pool Mon 20 Oct 14.

a. PEd Flt. PEdO and his ground staff are requested to mark out three ¾ size hockey pitches, each with a goal for the event. In the weeks before the tournament the pitches will require rolling and short cutting.

b. OC GR Flt/SWO. A small work party will be required Thu 16 Oct 14 to help erect tents and marquees.

c. Sodexo. Are requested to provide additional cleaning of the sport pavilions ablutions on the morning of Sun 19 Oct 14. The bill for this is to be passed onto the tournament PO.

20. Ablutions. The sports pavilion will be open during the tournament and has suitable ablutions for all players.

21. Rubbish. All teams are to be responsible for their own refuse collection. There will be bins located on the pitch. Under no circumstance is rubbish to be left on the pitch, failure to comply with this will jeopardise future tournaments.

22. Transport. MT are unable to provide transport for teams to and from their air heads. All visiting teams are requested to make their own transport arrangements.

COMMAND AND SIGNAL

23. Command. Tournament PO is SAC Steven Baldwin. Teams are responsible for their own discipline throughout their stay at RAF Akrotiri; all attendees both military and civilian are accountable under military law whilst they are within the Sovereign Base Areas.

24. Points of Contact Points of Contact. All questions are to be directed to the tournament PO, SAC Baldwin, and Cpl Shelly Pearcy (tournament administrator).

a Project Officer: SAC Steve Baldwin

BFC-AKI-JMS-Mov 01(Baldwin, Stephen SAC)

b. Tournament administrator: Cpl Shelly Pearcy

Signed on Original.

M Pearcy

Cpl

Exiles Hockey Club

Annexes:

A.Request for staff clearance

B.Payment form.

Distribution:

RAF Akrotiri OC Accts Flt

OC GD/SWO

PEdO

OC MT Flt

OC Sy Flt

SNCO GD Flt (ic MGR)

SNCO ic GRMS

SNCO ic Loan Pool

SNCO CJPU

St John’s Ambulance Brigade

Accommodation Cell

H & S Officer

ABC

Sodexo Service Manager

Exiles Committee

Copy to:

WSBA HQ SO2 J3

COSU Stn Cdr

RAF Akrotiri OC BSW

Stn Sy O (OC Regt Flt)

OC PSF

SMO/FS SMC

All participating teams.

ANNEX A

TO AKR/HOCKEY TOURN/14

DATED 05 June 14

REQUEST FOR STAFF CLEARANCE

Would you provide a Staff Clearance number for ……………….. Hockey team, attending the Akrotiri 7’s Hockey Tournament 18-19 Oct 14 at RAF Akrotiri. Nominated on-island Military Sponsor is SAC S Baldwin.

This Staff Clearance number, along with our nominal role, will be passed to tournament administrator () to arrange security passes for the duration of the tournament.

MILITARY TEAMS: Attach a copy of the service Sports Board Authority letter to this application form.

ANNEX B

TO AKR/HOCKEY TOURN/14

DATED 05 June 14

ENTRY FORM – FROM ______

We wish to take part in the Hockey Tournament planned to take place at RAF Akrotiri on 18/19 October 2014. We are a Service* / Civilian* / Mixed team*

We are aware that we can only make arrangements to stay in accommodation on Station between the nights of Thursday 16th October and Monday 20th October (inclusive)

We acknowledge that all travel arrangements are to be made privately. At this stage we cannot guarantee that service MT will be available to collect individual teams from their respective airports.

We enclose an entry fee cheque for GBP£300.00 (sterling)

Which is non-refundable after 01 Sept 14.

Team Name ………………………………………………………….

ACCOMMODATION REQUIREMENTS

We confirm that all players will be over the age of 18 years on 18 October 2014.

Signed……………………

Name……………………

Rank……………………

Date……………………

* Delete as appropriate.