Below is a template for a welcome email for visiting teams to your club. Please adjust as necessary for your own club:
TEMPLATE: Welcome Email for Visiting Teams (PDF)
Dear Club XY,
(Your rugby club) look forward to welcoming (name of opposing club) you to (ground name) this weekend. The street address for our ground is (your street address). Please see below for all the information you might need:
Game Times:
1st Grade – XX:XXam/pm
1st Colts – XX:XXam/pm
2nd Grade – XX:XXam/pm
2nd Colts – XX:XXam/pm
3rd Grade – XX:XXam/pm
3rd Colts – XX:XXam/pm
4th Grade – XX:XXam/pm
Parking – There is plenty of free parking at (detail parking options)
Ground setup – (Your rugby Club) will provide you with an area located at (detail their setup location) for your club to store your gear and watch the games.
Ice for physio – (Advise if ice is available/unavailable. If available, advise how they can access it).
Changerooms – Changeroom Facilities are located (detail their setup location)
Warm-up – (advise which area is available to warm-up before games)
Special event (if applicable) – On Saturday, (Your rugby Club) is holding their (name of event). We would like to invite you to participate in this event. Further details can be found by clicking on the link (link).
BBQ – (Your rugby Club) has a full BBQ setup and the hours are from XX:XXam/pm until XX:XXam/pm. The club will be serving (examples are bacon and egg rolls, sausages in a roll, steak sandwiches, chicken burgers and hamburgers etc.)
Kiosk – The kiosk will open from XX:XXam/pm until XX:XXam/pm.
Clubhouse post match – The clubhouse will be open from XX:XXam/pm. Speeches will be held in the clubhouse 15 minutes after the conclusion of 1st grade (approximately XX:XXam/pm). The rugby club would like to invite your players, officials and supporters to the clubhouse afterwards for complimentary drinks and light food, speeches, and the traditional post-match conversation between both clubs.
(Your rugby Club) looks forward to hosting (name of opposing club) at (Name of your ground). If you have any questions, please do not hesitate to contact me.
Name
Position at club
Mobile number
TEMPLATE: Welcome Email for Visiting Teams (PDF)
