West Wicklow RFC – Club Sponsorship Policy
Aligned with IRFU Governance Guidelines
1. Purpose
The purpose of this policy is to:
● Establish a clear framework for securing and managing sponsorship arrangements.
● Protect the reputation and values of the Club, the IRFU and Leinster Rugby.
● Ensure sponsorship arrangements support the Club's strategic objectives.
● Ensure compliance with applicable laws, regulations, safeguarding requirements and rugby governance rules.
2. Scope
This policy applies to:
● All Club sponsorship agreements.
● Team sponsorships.
● Kit sponsorships.
● Event sponsorships.
● Digital and social media sponsorships.
● Facility and signage sponsorships.
● In-kind sponsorship arrangements.
The policy applies to all sections of the Club, including senior, youth, minis and non-playing activities.
3. Principles
The Club will only enter sponsorship arrangements that:
● Support the Club's values and objectives.
● Enhance the Club's sustainability and development.
● Maintain the integrity of rugby.
● Protect the welfare of children and vulnerable persons.
● Avoid conflicts with governing body regulations.
● Do not compromise the Club's independence or decision-making.
● Promote equality, diversity and inclusion in accordance with Club policies.
4. Governance
4.1 Sponsorship Approval Authority
● All sponsorship agreements must be approved by the Club Executive Committee.
● No individual member may commit the Club to a sponsorship arrangement without formal approval.
4.2 Contract Requirements
Sponsorships with a value exceeding €1,000 annually must be documented in writing and should include:
● Sponsorship benefits.
● Sponsorship term.
● Payment arrangements.
● Branding rights.
● Termination provisions.
● Compliance obligations.
5. Acceptable Sponsors
Ensure this policy is implemented and reviewed annually.
● Promote equality, diversity and inclusion throughout the Club.
● Ensure club practices comply with IRFU governance standarThe Club welcomes sponsorship from organisations that operate lawfully, demonstrate ethical business practices and align with the Club's values.
6. Restricted Sponsorship Categories
The Club may require enhanced review before accepting sponsorship from:
● Alcohol manufacturers or retailers.
● Financial products aimed at consumers.
● Businesses operating in regulated sectors.
● Political organisations.
● Advocacy groups.
● Businesses whose activities may generate reputational risk.
Where youth teams are involved, additional safeguards shall apply.
7. Prohibited Sponsorship Categories
The Club will not accept sponsorship from organisations involved primarily in:
● Illegal activities.
● Tobacco products.
● Nicotine or vaping products.
● Pornography or adult entertainment.
● Hate speech or discriminatory organisations.
● Activities likely to damage the reputation of the Club, Leinster Rugby, or the IRFU.
8. Youth and Mini Rugby Sponsorship
The welfare of children shall take precedence over commercial considerations. For youth and mini rugby:
● Sponsorship content must be age appropriate.
● Marketing directed at children must comply with applicable legislation and safeguarding standards.
● The Club reserves the right to prohibit certain sponsor branding on youth team kits.
9. Governing Body Compliance
The Club may seek guidance from Leinster Rugby before entering sponsorship arrangements involving youth teams, alcohol-related businesses, betting operators, naming rights or sponsorships of significant value where regulatory, safeguarding or reputational considerations may arise.
Where there is any conflict between this policy and the regulations of the IRFU, Leinster Rugby or competition organisers, the relevant governing body regulations shall take precedence.
This policy shall be read in conjunction with the Club Constitution where applicable.
10. Branding and Intellectual Property
Sponsors may only use Club branding where:
● Written approval has been granted.
● Usage complies with Club brand guidelines.
● Usage does not imply a wider endorsement than agreed.
All Club logos, crests and intellectual property remain the property of the Club.
11. Conflicts of Interest
Committee members involved in sponsorship discussions must
disclose:
● Employment relationships.
● Financial interests.
● Family connections.
● Any actual or perceived conflict of interest.
The Committee may require affected individuals to withdraw from decision-making.
12. Sponsor Benefits
Benefits may include:
● Kit branding.
● Website recognition.
● Social media acknowledgement.
● Match-day signage.
● Event sponsorship opportunities.
● Hospitality opportunities.
Benefits shall be proportionate to sponsorship value and approved by the Committee.
13. Sponsorship Review
All sponsorships shall be reviewed annually to assess:
● Financial contribution.
● Compliance with this policy.
● Reputational impact.
● Member feedback.
● Alignment with Club objectives.
13.1 Sponsorship Records and Documentation
The Club Treasurer, Secretary or designated officer shall maintain appropriate documentary records for all sponsorship arrangements.
Such records should include:
● A copy of the sponsorship agreement or written sponsorship confirmation.
● A record of all sponsorship funds received, including the date, amount and method of payment.
● A copy of the Club Sponsorship Policy issued to the sponsor.
● Copies of correspondence relating to the sponsorship arrangement.
● A formal letter or email of acknowledgement and thanks issued on behalf of the Club Executive Committee.
● Any records relating to sponsorship benefits provided by the Club.
Sponsorship records shall be retained in accordance with the Club's record retention practices and made available for review by the Executive Committee where required.
14. Termination
The Club reserves the right to terminate sponsorship arrangements where:
● The sponsor breaches the agreement.
● The sponsor engages in conduct damaging to the Club's reputation.
● The arrangement creates regulatory or governance concerns.
● Continued association is not in the best interests of the Club.
15. Policy review
This policy shall be reviewed every two years or earlier if required by:
● Changes in IRFU regulations.
● Changes in Leinster Rugby regulations.
● Legislative changes.