2018 BC Winter Games General Rules

BC Games General Rules provide details of the general eligibility requirements as well as competition parameters and rules for inclusion in the BC Games. Only BC Games Society staff can approve exceptions or exemptions to the BC Games rules. In order to fully understand the rules and requirements for participation in the BC Games, it is expected that the BC Games General Rules will be read in addition to the technical package for each sport.

Conditions of Entry

Participant information is collected under the authority of the BC Games Society.  The information provided will be used to determine eligibility to participate in the 2018 BC Winter Games.  On confirmation of eligibility the information will be used to arrange liability insurance coverage to address any claims arising from the voluntary participation of registered participants in the 2018 BC Winter Games.  The name, hometown, sport, and results of registered participants will be provided to media outlets and available on the BC Games Society and the Kamloops 2018 BC Winter Games Society websites for the purpose of acknowledging selection for participation and placing.  The names, addresses, email addresses, phone numbers, results, and/or images of registered participants may be used in non-commercial promotion/development of sport and/or the BC Summer and/or BC Winter Games or the BC Games Society.  The names, addresses, email addresses, phone numbers, results, and/or images of Games participants may be provided to the Premier and/or the Minister responsible for the Games, and/or to members of the legislative assembly, and/or to local members of parliament, and/or to the media for the purposes of recognition, and/or to a local municipal volunteer agency or department and/ or to BC Games sport partners for the purpose of recognition and/or informing of sport-related and/or training opportunities and/or to school principals and/or school district superintendents for the purpose of recognition and acknowledgement. For questions about the collection and use of this information, please contact the BC Games Society at 200 -990 Fort Street, Victoria, BC V8V 3K2 or (250) 387-1375 or info@bcgames.org.

Volunteers and participants may be protected for their actions vis a vis third party claims through the liability insurance for the Games but are not covered for any personal claims for injury or accident.  Participants and volunteers agree to release, discharge and undertake not to commence action against the Kamloops 2018 BC Winter Games Society, the Province of British Columbia, and the BC Games Society from any and all claims and causes of action, or liability of any kind whatsoever for injuries, property damage, or death which in any way results from participating or volunteering in the Kamloops 2018 BC Winter Games.

The BC Games Society will not be liable for any communication between a BC Games Society participant and/or volunteer and any third party group that receives the participant and/or volunteer contact information list from the BC Games Society after the two year period expires under the Canadian Anti-Spam Legislation Act (an Act to promote the efficiency and adaptability of the Canadian economy by regulating certain activities that discourage reliance on electronic means of carrying out commercial activities, and to amend the Canadian Radio-television and Telecommunications Commission Act, the Competition Act, the Personal Information Protection and Electronic Documents Act and the Telecommunications Act S.C. 2010, c. 23) (“Act”). The two year period begins at the conclusion of the 2018 BC Winter Games.  This clause is a defence to any violation under the Act regarding any communication between a third party group and a participant and/or volunteer of the BC Games Society that occurs after the two year period has expired.  By completing a volunteer registration form (online or paper copy) or being registered to attend the 2018 BC Winter Games participants and volunteers are agreeing to all of the terms outlined in this conditions of entry agreement.

Eligibility of Participants

(a) Provincial Sport Organizations choose the age group of athletes to attend the BC Games within the BC Games Society Core Sport policy. Generally, they are under 18 and are athletes who have potential to move beyond local or regional competition to higher level competition and are generally in the higher end of the Learn to Train stage or the lower end of the Train to Train stage of the sport's Long Term Athlete Development (LTAD) model or Canadian Sport for Life (CS4L) framework.  Click here to review the Core Sport Policy.

(b) Due to the level or age of athletes, some Provincial Sport Organizations have restricted the eligibility of competitors beyond those outlined in this section. Refer to the technical package for each sport for information.

(c) Athletes or teams competing in the BC Games must be members of their respective Provincial Sport Organization and their registration for the Games must be approved by the Provincial Sport Organization.

(d) The date for determining athlete ages for all events in a sport shall be no later than February 22, 2018, unless otherwise specified by the Provincial Sport Organization in the technical package for the sport.

(e) The BC Winter Games are open to individuals whose permanent residence/major domicile has been the Province of BC for at least three months immediately prior to the BC Games, with the following exceptions:

i) Athletes residing at an address in Canada but outside of BC are eligible for the BC Games if they:

1) reside near the BC border and associate primarily with British Columbia in school, league, club, or team play; AND
2) are members of the British Columbia provincial sport organization (PSO) for their sport; AND
3) they do not compete in any leagues, provincial competitions, or provincial Games of any other province or territory.

ii) when the above-noted exception is invoked, the following shall apply: No more than 30% of the allocated number of athletes and/or wildcards from outside the province shall be included on the zone team.

iii) athletes residing in BC but attending school outside the Province of BC AND who train in BC (i.e. permanent training program is in BC), are eligible to compete in the BC Games if they return to BC to compete in a qualification event for the zone in which they make their permanent residence. Athletes qualifying under this rule are not considered out-of-province athletes; therefore, rule (e) ii) does not apply.

(f) Each athlete, head coach, assistant coach, and adult supervisor shall compete only for the zone in which they make their permanent residence. Exceptions to this rule may be considered for athletes who attend school in BC but outside of their zone and where it is not feasible for them to return to their zone because of distance, to compete in the zone qualification event(s) for their zone.

(g) Each athlete, head coach, assistant coach and adult supervisor may participate in only one sport at the BC Games.

(h) Each athlete may only attend one BC Games in the same sport, unless otherwise specified in the technical package for the sport. Athletes with a disability may attend no more than two BC Games in the same sport unless otherwise specified in the in the technical package for the sport.

(i) Every zone with athletes attending the Games must have a head coach. All head coaches must be NCCP Competition Introduction certified (or the equivalent) unless otherwise specified in the technical package.

(j) All assistant coaches must have completed the NCCP Making Ethical Decisions module prior to participating in the BC Games.

(k) Any exceptions to eligibility rules must have the approval of the BC Games Society Event Manager responsible for Sport PRIOR TO the zone qualification event(s).

Entry Deadlines

(a) Zone qualification events: Consult with the respective Zone Representatives for each sport for local qualification dates. Check with the Provincial Sport Organization for subsequent deadlines. Zone qualification dates are determined by each sport. See the technical package for each sport for details.

(b) Registration of Games participants (except officials): The BC Winter Games registration deadline of Monday, January 22, 2018 must be strictly adhered to. Information about the BC Games Online Participant Registration process will be sent to the Zone Representative for each sport (or the Provincial Advisor if a Zone Representative is not listed) approximately six months prior to the Games. The BC Games Online Participant Registration process must be used by each sport to provide the names, contact information, etc. of all athletes, head coaches, assistant coaches, adult supervisors, and substitutes from each zone. The Zone Representative should ensure the BC Games Online Participant Registration process is completed immediately after the zone qualification event(s) and should not wait until January 22, 2018 to complete this process. The BC Games Society will send information, including a link to the Guide to the Games and other information regarding transportation, accommodation, accreditation, ceremonies, etc. directly to each registered participant within ten days of the registration deadline.

(c) Registration of Officials: Each Provincial Advisor will be sent information about the BC Games Online Participant Registration process so that they may register the predetermined number of officials for their sport by January 22, 2018. Officials registered after this date will not be entitled to stay in Games accommodation or travel on Games transportation to/from the Games and will be required to make their own travel and accommodation arrangements, at their own expense.

(d) Participant Accreditation Centre: The Participant Accreditation Centre location will be determined by the Host Society and the BC Games Society. Individuals should check in at the Participant Accreditation Centre as soon as they arrive in Kamloops. No one will be permitted to obtain another participant's accreditation information. All participants in the BC Winter Games must personally check-in at the Participant Accreditation Centre by 5:00 pm on Thursday, February 22, 2018. No one will be accredited to participate in the BC Winter Games after that time. For further details on the location of the Participant Accreditation Centre and all rules governing registration, please contact the Provincial Advisor for the respective sport.

Substitution

(a) Athletes and Substitutes: The athletes and substitutes in each sport must be registered via the BC Games Online Participant Registration process by the registration deadline. Replacing a registered athlete with a registered substitute may be made at the time of accreditation in the Host Community only if the substitute was registered as a substitute via the BC Games Online Participant Registration process by the deadline of January 22, 2018. Under no circumstances will an athlete be permitted to substitute at the time of accreditation if their name does not appear as a properly registered substitute on reports from the BC Games Online Participant Registration database.

(b) Head Coaches, Assistant Coaches, Adult Supervisors, and Officials:  Upon accreditation in the Host Community, head coaches, assistant coaches, adult supervisors, and officials may be substituted by individuals regardless if the substitute was previously registered or not.  The total number of head coaches, assistant coaches, and adult supervisors cannot exceed the total number of coaches allocated for the sport in the technical package.  Note every zone must have a head coach.  If assistant coaches have any NCCP training they are registered as “assistant coaches”, otherwise they are registered using the role “adult supervisor”.  The number of registered officials may not exceed the number stated in the technical package for each sport.   Click here to see the technical package for each sport.

Replacement Teams and Wildcard System
Click here for information about the Replacement Team Policy (for team sports) and the Wildcard Policy (for individual sports).

Registration Fee

The BC Games Society will assess a registration fee of $175.00 (inclusive of taxes) for each athlete for participation in the BC Games. Provincial Sport Organizations may charge additional fees for qualifications, training, uniforms, etc.  The BC Games registration fee is waived for head coaches, assistant coaches, adult supervisors, and officials. The payment of registration fees to the BC Games Society is made by the Provincial Sport Organization for all athletes in attendance at the Games for their sport, within 30 days of the Games. It is the responsibility of the PSO to collect registration fees from athletes. Discuss with the Zone Representative or contact the Provincial Sport Organization for details about their sport-specific fees.

Transportation to/from the Games

Chartered bus and/or air travel will be arranged for Games participants who have chosen BC Games transportation, from predetermined zone pick-up points for arrival in Kamloops on Thursday, February 22. Charter bus and/or air transportation will depart from Kamloops in the afternoon and evening of Sunday, February 25 or early morning of Monday, February 26.

Alcohol consumption and smoking are NOT permitted on BC Games transportation. Bus drivers have the authority to remove any passengers from BC Games transportation who do not comply with these regulations.

The time and location of departures will be sent to all participants within 10 days of the registration deadline. No cash equivalents will be issued for those who choose to make their own way to/from the Games.

Athletes with a disability should contact their Provincial Advisor for information about their travel options prior to the registration deadline.

Team Travel - To ensure the safety and supervision of BC Games athletes during travel to and from the BC Games, zone teams must travel together on Games transportation (buses/flights) departing from, and returning to, central pick-up locations. This ensures that every athlete is supervised by an accredited adult (head coach, assistant coach, or adult supervisor) from the time they board a bus/flight until the time they arrive at their destination (the Games or the drop-off location after teh Games).

The Zone Representative chooses the central pick-up/drop-off location(s) for the zone team based on where the majority of participants live. A minimum of one of the accredited adults with the zone team must leave from and return to the selected location(s) with their athletes. The maximum number of pick-up/drop-off locations is based on the number of adults (head coach, assistant coach, or adult supervisor) associated with the zone team. This ensures that the zone team travels on the same bus(es) or flight(s) and that the athletes have adult supervision throughout the journey. This also ensures that the team arrives at their destination at the same time.

Participants must provide their own transportation to/from the selected pick-up/drop-off locations. The pick-up/drop-off location(s) may not be the closest one to the participants’ homes; however, this ensures the safety and supervision of athletes.

Example: The Thompson-Okanagan (Zone 2) team has athletes and coaches from Kamloops, Penticton, Kelowna, Merritt, and Vernon. There are two adults (head coach and assistant coach) associated with the team; therefore; two central pick-up/drop-off locations are chosen, Kamloops and Kelowna. One of the adults will travel from/to each location. The Zone Rep assigns athletes to travel from/to one of the two chosen locations with one of their coaches, even though there may be Games transportation (with other zone teams or sports) departing from/returning to locations closer to their home.

During the registration process, Zone Representatives will select their zone's team travel pick-up/drop-off location(s) (city) by the registration deadline of January 22, 2018.

Accommodation

(a) All participants (athletes, coaches, officials, adult supervisors) under 19 years of age are required to stay in BC Games accommodation. All participants under 19 years must be properly supervised in accommodation by one or more of the adults associated with the zone team; therefore, at least one adult of the same gender must stay in Games accommodation.  See roles of head coaches and assistant coaches and adult supervisors.

(b) Participants (athletes, coaches, officials, adult supervisors) 19 years and over have the option of staying in BC Games accommodation or securing alternate accommodation at their own expense unless they are an adult for the zone team required to supervise under aged participants in accommodation or otherwise stated in the technical package for their sport. Participants who elect to provide their own accommodation will be responsible for:

  • the cost of alternate accommodation;
  • supplying their own breakfasts and dinners; and
  • providing their own transportation while at the BC Games.
The accommodation choice of every participant must be indicated when they are registered via the BC Games Online Participant Registration process by the registration deadline. Those choosing BC Games accommodation are expected to stay for the duration of the Games and will be removed from competition if they depart from Games accommodation before the conclusion of the Games. Refer to section (f) below for rules regarding leaving Games accommodation.

 

(c) Athletes with a disability and their support personnel have the option of staying in BC Games accommodation or securing other accommodation at their own expense as outlined in paragraph (b) above. Athletes with a disability and their support personnel, who choose alternate accommodation at their own expense, will still have access to breakfasts and dinners in the BC Games cafeteria(s) at no cost. Athletes with a disability should contact their Provincial Advisor for information about their accommodation options.

(d) Head coaches, assistant coaches, and adult supervisors who accompany teams or individual athletes under 19 years of age are required to stay with them in BC Games accommodation and act in a supervisory capacity. Head coaches, assistant coaches, and adult supervisors of teams or individual athletes where all athletes are 19 years of age and over are given an accommodation option as outlined in paragraph (b) above.

(e) Officials who are 19 years and over have the option of staying in BC Games accommodation or securing alternate accommodation at their own expense. If officials choose to stay in alternate accommodation they will be provided with BC Games meals and transportation at the Games. Officials who are under 19 must stay in BC Games accommodation and must have an adult stay with them in a supervisory capacity as outlined in paragraph (b) above.

(f) Leaving Games Accommodation - Any participant who stays in Games accommodation must remain in accommodation for the duration of the Games. Anyone who removes themselves from Games accommodation prior to the completion of the Games will be disqualified from competition and may be subject to additional disciplinary action, this includes coaches. Should participants be finished competition prior to the final day of the Games, they may remove themselves from Games accommodation with the approval of the Provincial Advisor. Any participant removing themselves from Games accommodation is also removing themselves from Games transportation for the travel to their designated drop-off location. This means that they will need to make their own transportation arrangements for their trip home, at their own expense. Participants are permitted to permanently leave Games accommodation if, and only if, they (or a parent/guardian or the team coach, if under the age of 19) AND the Provincial Advisor signs and submits the required form.

Note: Some sports may require all participants to take BC Games transportation and/or stay in BC Games accommodation. Refer to the technical package for each sport.

Head Coaches, Assistant Coaches, and Adult Supervisors

Every zone with athletes attending the Games must have a head coach.  All head coaches must be NCCP Competition Introduction certified (or the equivalent) unless otherwise specified in the technical package for each sport.

To assist Provincial Sport Organizations in meeting coach certification requirements, the BC Games Society has implemented a Head Coach Exemption Policy which permits sports to apply for an exemption on a zone-by-zone basis.  Exemption applications are due January 15, 2018, one week before the registration deadline.  Review the policy for more details. The application form will be provided to Provincial Advisors.

All assistant coaches must have completed the NCCP Making Ethical Decisions module prior to participating in the BC Games.

In addition to coaching duties, head coaches and assistant coaches are expected to travel with their athletes on BC Games transportation, stay with them in BC Games accommodation, and supervise them throughout the Games.  Head coaches and assistant coaches are expected to act in a supervisory capacity travelling to/from and at the Games with their athletes and to ensure that their athletes adhere to the BC Games General Rules, the technical package for their sport, the BC Games Code of Conduct, and all rules and codes of conduct established by their provincial sport organization. When an assistant coach does not have any NCCP training, they are registered as an adult supervisor. 

Adult Supervisors

Sports are not allocated adult supervisors.   This role code is used instead of assistant coach when the individual filling the assistant coach role does not have ANY NCCP training.  Adult supervisors act in a supervisory capacity with the zone team and ARE NOT over and above the allocated number of head coaches and assistant coaches allocated per sport and zone.  In special circumstances additional adult supervisors may be permitted with a zone team but only with the approval of the BC Games Event Manager responsible for sport. Adult supervisors are expected to support the BC Games rules and supervise the athletes on their zone team as noted above.

Adult supervisors must be a minimum of 19 years of age and must reside in BC Games accommodation with their zone.  They are also expected to travel to and from the BC Games with their zone team, if applicable.

 

Officials

Transportation to/from the Games, accommodation, and meals will be provided for a predetermined number of officials for each sport as outlined in the technical package. Officials must be named and registered by the Provincial Advisor by the registration deadline.  In accordance with the BC Games Society policy, no officials will be paid a fee for their officiating services by the BC Games Society or the Host Society.

In general, major officials (referees, umpires, etc.) are registered as officials through the Provincial Advisor and minor officials (scorekeepers, timers, etc.) are registered as volunteers in the Host Community.

Others sport representatives (such as a Zone Representative or the Provincial Sport Organization President who has been actively involved in the administration and organization of their sport's involvement in the BC Games) may be registered on the list of officials, by the Provincial Advisor, as long as the maximum number of officials allocated for the sport is not exceeded. The Provincial Advisor must ensure that the officials (referees, umpires, etc.) needed for sport competition have been appointed before naming any other individuals.

Refer to the technical package for the sport for the maximum number of officials allocated.

Individuals registered as officials who are under 19 are required to stay in Games accommodation and are required to have an adult stay with them in a supervisory capacity.y.

Medals

Gold, Silver, and Bronze medals specially cast for each BC Summer and BC Winter Games are awarded at the Games.  Medals are awarded to each athlete having competed and placed in a designated medal event.  For some team sports and team events head coaches and assistant coaches also receive medals.  Adult supervisors are not awarded medals. 

Medals are presented in all sports and all events based on the following rule (minus-one rule) :

  • When there are four or more competitors or teams, Bronze, Silver, and Gold medals will be awarded.
  • When there are three competitors or teams, only Silver and Gold medals will be awarded.
  • When there are two competitors or teams, only a Gold medal will be awarded.
Medals at the BC Summer and BC Winter Games are presented in the following order:
  • Bronze Medal Third Place
  • Silver Medal Second Place
  • Gold Medal First Place

Only BC Games medals are permitted to be awarded at the BC Games unless pre-approved by the BC Games Event Manager responsible for sport and outlined in the technical package for each sport.

Uniforms and Equipment

(a) Uniforms: Uniforms are the responsibility of each individual or team.  All athletes must be properly attired for their sport competition in accordance with their sport's rules. There are restrictions on sponsor logos that can be included on uniforms, clothing, pinnies, bags, etc. worn at the BC Games. There are also policies on when and how the BC Games logo and zone information may be used on these items.  Refer to the Logo Use and Recognition policy and the Graphic Standards for Participants manual for details.  Pre-approval is required on items - contact the BC Games Society.

(b) Equipment: All equipment used during the BC Games must meet the specifications of the governing Provincial Sport Organization. Individuals and/or teams must supply their own practice balls and/or equipment.

(c) Medical Equipment: Each individual or team is to supply their own basic training supplies such as tape, elastic wraps, etc. There will be fully qualified first-aid personnel at each sport location to treat any injuries sustained during competition.

Zone Colours

Colours have been established for each zone for purposes of identification.  These colours are not compulsory for uniforms; however, it is appreciated if each sport would attempt to incorporate their zone colour in some manner to help identify their competitors. Click here for zone descriptors and refer to the Graphic Standards for Participants manual for zone colour information.

Conduct of Participants

Exemplary conduct is expected of all Games participants (athletes, coaches, officials, and adult supervisors). This is expected from the time Games participants board BC Games transportation (or arrive at the Participant Accreditation Centre by their own transportation) until they return home. Any behaviour contrary to the spirit of the BC Games or any violation of curfew regulations or BC Games polices, will result in appropriate disciplinary action. Abuse of any BC Games rules by any participant in any sport may result in removal of that sport from future BC Games.

Participants at any BC Games are one of many outstanding athletes, head coaches, assistant coaches, adult supervisors, and officials who will be involved in competition. It is important that each participant show Games volunteers and all other Games participants the same respect they would want in return.

Any damages to a BC Games venue or infrastructure due to the actions of a participant(s) will result in disciplinary action and/or financial restitution by the participant(s) involved and/or their Provincial Sport Organization.

During the Games or during travel to/from the Games, any athlete, head coach, assistant coach, adult supervisor, or official found to be under the influence of, or in possession of, drugs or alcohol, will be subject to appropriate disciplinary action.

The BC Games Society is committed to providing a sport, work, and volunteer environment in which all individuals are treated with respect and dignity and will have no tolerance for harassment or bullying.  Each individual has the right to participate and work in an environment which promotes equal opportunities and prohibits discriminatory practices.  All Games participants are expected to abide by the BC Games Society harassment policy.  See the policy for more information.

Medical Treatment

The BC Games Society has implemented a Medical Protocol for the Removal of Injured Athletes from Competition.

Head coaches, assistant coaches, adult supervisors, family members, and athletes should also note that BC Games Medical volunteers assigned to each sport venue, in conjunction with the Medical Clinic physicians, are responsible for the treatment of all Games participants. Medical volunteers will be at every sport venue during scheduled practice and competition times and are always the first-responders to injuries. This is the case even if a zone team travels with medical personnel, a trainer, or qualified first aid attendant.