UKU Sanctioned Events

Sanctioning events provides a way for UKU to help organisers run safe Ultimate events. Sanctioning your event means participants can feel confident that you’ve considered health and safety basics and that your event is covered by UKU liability insurance.

The information on this page takes you through the steps and timeframes in order for UKU to be able to sanction your event. Follow the steps and use the documents to help. Please note, participants at your event must have UKU Membership and you are required to report any incidents using our online incident reporting form. Proof of insurance will be provided when we confirm your event has been sanctioned.

Step 1: Sanctioning Guidelines

Take a moment to read this document which outlines why you may want to sanction your event, your responsibilities and how we can help.

Step 2: Complete this form

Complete this from which gives us an overview of your event. This will help us understand if we will be able to sanction it. Please complete this form at least 1 month before your event start date.

Step 3: Templates and documents

Complete your Risk Assessment and First Aid plan using the guidance and templates below. Send them to admin@ukultimate.com at least 3 weeks before your event. We are here to help - if you have questions please get in touch!

Step 4: Responsibilities

All participants must have active UKU membership.

Ideally 1 week before the event you should email us the names of around 30% of the participants for us to do membership status check (we can work with you around timeframes for this check).

If there are any incidents at your event you must report them using the online form in the blue box below.

Consider adding your sanctioned event to the UKU Events Calendar.

Incident reporting

If an incident occurs at your event you must report it to UKU.

Record the incident as soon as possible using either a paper form or the online form.

  • If you use the online form no further actions are required at this time.

  • If you use a paper form, the information must be transferred to the online form within 24 hours of the incident, and the paper copy must be destroyed.

  • If the online form cannot be accessed, you must email a copy of the paper form within 24 hours and post it to UKU within a week. Please find the postal address and further details in the relevant section of the Sanctioning Guidelines.

Incidents you should report:

  • If someone is advised to go to hospital

  • Any head injury

  • Dislocations and / or broken bones (excluding fingers)

  • A spectator – someone not playing at the tournament – is involved in an incident

  • There is a sense that the “injured” party feels someone else is “at fault”

Does your event involve coaches or coaching?

Sometimes we have requests from organisers wanting to run coached opportunities, such as skills clinics or development sessions as part of their event. This must be included in your planning documents and risk assessment. If you’re working with a coach on the UKU Coach Register we should be able to sanction your event without further input. If the coaching is done by anyone else, we will need further details about the coaches and require some information about what they’re planning to deliver before we can sanction your event.

Hat Events

A ‘hat tournament’ is one where players sign up as individuals and get put into teams to play on the day. They are a great way to provide opportunities for people to get involved in the sport and enjoy 'just playing’.

These events are fun and simple to run, and we’re happy to sanction them. Find a venue with suitable facilities, work through the resources outlined above and please get in touch.

Hat events should follow the guidelines and requirements of sanctioned events using the documents above, but we can offer additional help if you’re running a Women’s Hat. For more information please contact UKU Women’s Committee.