Team Administrative Info
Any tournament, festival, or exhibition game must be approved by RHSC Technical Staff prior to being finalized. If your team is attending a competition outside the boundaries of York Region, it is considered to be 'traveling'. Any competition that is a traveling event requires permission to travel to ensure that the event is properly sanctioned, and therefore insurable.
There are several documents, approvals, and requirements that must be completed before committing to any tournament or exhibition game. Please read this page in full to ensure compliance with Club and Ontario Soccer regulations.
If you have questions at any point, please contact the Club Office for assistance. For competitive-specific inquiries, reach out to:
Stina Markou - Competitive Coordinator: stina@richmondhillsoccer.com
Team Bank Accounts & Fundraising
Teams in the U14+ divisions are permitted to operate a team bank account. These accounts may be used for team expenses not covered by the Club, including approved tournaments or additional team items.
Team Account Guidelines
- Accounts must be set up at a bank chosen by the team
- A minimum of two (2) signatories is required
- Coaches and assistant coaches may not be signatories
Teams often use fundraising initiatives to offset expenses. All fundraising efforts:
- Must be approved by the Club in advance
- Must align with RHSC values
- All funds raised must be deposited into the team account
Tournaments, Festivals & Exhibition Games
Teams may participate in sanctioned competitions under Ontario Soccer regulations. The Club reserves the right to apply additional restrictions if an event is not deemed to be in the best interest of the players. Any organized competition involving referees must be sanctioned to ensure Ontario Soccer injury and liability insurance coverage. It is the responsibility of the team to follow the proper procedures to protect players, staff, and the Club.
Approval Process
All tournaments, festivals, and exhibition games require:
- Login to your Ontario Soccer CTMS account
- Submission of required applications
- Approval from RHSC Technical Staff
If you do not have a CTMS account, please create one and email stina@richmondhillsoccer.com to request approval.
Competition Limits
- Grassroots Development (U8–U13)
- Maximum 20 competition days per season
- 2 memorable events (U8–U10)
- 4 memorable events (U11–U13)
- Youth Competitive (U14+)
- No restrictions on competition days or memorable events
For a full list of rules and required documents, please refer to the Event Planning Guides in the Resources section below.
Club Tournament – Ernie Henderson Challenge Cup
RHSC hosts the Ernie Henderson Challenge Cup annually on the third weekend of September, welcoming over 200 teams each year.
Participation is expected for RHSC teams when an appropriate division is available.
Field Issues & Closures
If an after-hours field or lighting issue occurs, please call: 905-884-8013
To check the status of facilities during inclement weather: 905-771-5487
Please also notify the Club's Operations Manager by email at barb@richmondhillsoccer.com, including the field location and details of the issue.
Weather-Related Closures
- The City of Richmond Hill owns and maintains all fields
- Grass field closures are determined by the City by 2:30 PM
- Updates will be posted on RHSC Social Media pages and sent out by email by 4:00 PM
- After 4:00 PM or on weekends, field conditions are determined by the coaches & match officials
Resources & Guides
Document | Description | Link |
|---|---|---|
Grassroots Competition Event Planning Information (U8-U12) | This documents outlines everything required from coaches and team managers prior to committing to any tournament, festival or exhibition game. This includes an event checklist, budgeting plan, event entry and check-in prep. | |
Youth Competition Event Planning Information (U13+) | This documents outlines everything required from coaches and team managers prior to committing to any tournament, festival or exhibition game. This includes an event checklist, budgeting plan, event entry and check-in prep. | |
Travel Permits | Travel permits tournament and exhibition games taking place outside of York Region. This is required for any and all games that will be played outside of the district. | |
YRSA Travel Insurance Acknowledgment Form | This form must be submitted by YRSA teams listing insurance policies for each player/team official for Team Travel outside of Canada. | |
Ontario Soccer Travel Insurance | Link to purchase travel insurance for any competitions taking place outside of Ontario. This is required if the YRSA Travel Insurance Acknowledgement Form has not been completed. | |
Sample Tournament Budget Template | This is an outline to guide you in budgeting for team travel to a tournament. Please note that this is a sample template and must be adjusted it according to your team needs. | |
Travel Consent Letter | A sample consent letter, provided by Global Affairs Canada, which can either be used as is or modified for your needs. This is required for teams traveling abroad for any players who parents will not be present. | |
Concussion Protocol & Return to Play Form | A concussion is a type of traumatic brain injury that can have serious effects on a young, development brain. Coaches and other team officials play an important role in protecting players through being knowledgeable in how to identify signs and symptoms of a concussion and knowing what to do if they suspect a player may have experienced one. Please go to the following link for symptoms and protocols regarding concussions. | |
Emergency Action Plan | Though serious injuries or accidents are rare, you must be ready to deal with them if and when they occur. As your first step, formal training in first aid and CPR for all team staff will give you the confidence and knowledge to deal with emergencies effectively. You should maintain a complete First Aid Kit to help you deal with minor injuries and have an Emergency Action Plan in place. | |
RHSC Special Incident Report Form | This document is to be used for any incident or injury that is of a serious nature. Please hand completed form into the Soccer Club Admin Office. |
Travel and Hosting Requirements
Any type of competition, whether it be a tournament, festival or exhibition game must be approved or sanctioned by Ontario Soccer in order to be eligible for insurance coverage. Applications to host exhibition games or to travel to exhibition games, tournaments and festivals are completed through the online CTMS portal. Ontario Soccer Sanctioned Ontario tournaments and festivals can be found on the CTMS site.
The following chart can be used by teams to plan what paperwork is required for exhibitions, tournaments and festivals. If you are unsure, contact the Club.
Game Type | Ages | Player Cards | Application to Host | Application to Travel | Book a Referee | Game Sheets | Travel Insurance Required |
|---|---|---|---|---|---|---|---|
Tournament/ Festival in York Region | U8 and up | Yes | Must be listed in the OS list of sanctioned events | No | No | Event organizers will manage | No |
Tournament/ Festival in Ontario | U9 and up | Yes | Must be listed in the OS list of sanctioned events | Yes | No | Event organizers will manage | No |
Tournament outside Ontario | U11 and up | Yes | Organizer must provide proof of permission to host teams from Ontario/Canada | Yes | No | Event organizers will manage | Yes |
Exhibition Game against a York Region Team, played in York Region | U9 and up | Yes | Team organizing the game to provide | No | Organizing team to book | Organizing team to manage | No |
Exhibition Game against a York Region Team, played outside of York Region | U9 and up | Yes | Team organizing the game to provide | Guest team to provide | Organizing team to book | Organizing team to manage | No |
Exhibition Game outside of Ontario | U13 and up | Yes | Team organizing the game to provide | Guest team to provide | Organizing team to book | Organizing team to manage | Yes |