Thanks Todd - this is indeed what I was trying to do here - get some discussion that might help someone else avoid the same scenario in future.

Could I perhaps suggest that in addition to what Todd recommended, that if a series director is aware of body contact involving someone who they think has not been involved in any before, that they seek them out (or have someone do it on their behalf) and remind them of the procedure, make sure they have a form, etc. Ths may help an adrenaline soaked brain remember what they need to do and make the process a little less vague and a little more fair?

I probably wrote too much to make my point in the original post, so my apologies for that.