Policy on organising a tour (mini and junior rugby)

1. The club has an enviable reputation for organising tours for mini and junior players and each age group is encouraged to organise an annual tour as a way of encouraging the players and parents to get to know each together and experience the joys of touring.

2. In mini rugby, it is the club’s preference to organise tours that span a number of age groups.  This has the benefits of parents and children getting to know parents outside their age group and helps reduce the cost.

3. Dorking RFC is a family club, and tours should encourage family members to join the tour to support their child, and to look after their welfare whilst on tour.

4. Unaccompanied children are allowed but the parent or legal guardian must nominate a guardian for the child for the duration of the tour and the guardian must take responsibility for the welfare of the child for the duration of the tour.  The guardian will not normally be the tour organiser or age group coach (both of whom have their hands full).

5. Each age group going on tour should appoint a person to be responsible for organising the tour at that age group, or for liaising with the tour organiser if a number of age groups are going together.

6. Every tour must be self funding, and organisers should budget to cover the cost of the tour in full, plus a provision for emergencies, or to provide limited free places to members who otherwise would not be able to tour.  It is also traditional to present club pennants, ties or shirts to the teams we play on tour, and again this should be budgeted into the costs.

7. Incoming funds for the tour should be payable to Dorking RFC and channelled through the club Treasurer.  Tour organisers are responsible for keeping a track of their “tour account” with the Treasurer.  The Treasurer will make payments on behalf of the touring group.

8. The club can loan monies for a deposit, or to pay balances if necessary, only after the Treasurer has seen and approved the financial plan for the tour and is assured that the monies will be repaid in full and the tour will be self funding.  Tour organisers should liaise with the club Treasurer over their plans as soon as they are known.

9. The choice of location for a tour (and therefore the cost) should be made with a mind to being as inclusive as possible to all members of the club, regardless of their financial means.

10. Sponsorship is of course welcome.  If age groups organise fund raising within the club on behalf of their own tour, the fact that the contributions are for a specific age group fund must be made clear to anyone contributing.

11. Overseas tours must be approved in advance by the RFU.  Approval should be sought from P Mansfield, Surrey Rugby Office
    Belhaven House, 65 Walton Road, East Molesey,Surrey KT8 0DB
    Tel: 020 8487 0243
    Mr Mansfield will pass the request to the RFU for final approval.  Permission may also be required by the host country’s rugby governing body – organisers should check before proceeding.

12. Full travel and sports injury insurance must be provided for all players, and travel insurance for all parents/coaches.  If any other activities are organised (such as kayaking, climbing etc), the organisers must ensure that adequate insurance is in place.

13. The parent or legal guardian of every player on tour should complete a Consent Form prior to departure.  A form is shown as appendix 1.   This form gives consent for medical treatment to be administered if necessary.  The organisers should also ensure they are aware of any medical issues of tourists, such as regular medication taken, asthma, etc.

14. Organisers are responsible for organising suitable fixtures, with the primary objective of safety.  Some countries age group rules differ from the RFU’s, and every effort should be made to ensure that players are not put at risk by playing against opposition who are outside of their age group.  If on arrival, tour organisers find that playing the opposition would put the children’s safety at risk, the game should not go ahead.

15. Organisers are responsible for ensuring the accommodation is suitable and safe for children. The club would encourage organisers to inspect facilities before the tour to assess their suitability.  The cost of this should be built into the tour budget.

16. A wealth of experience exists in the club of members who have organised tours, both on a “self service” basis and by using travel agents.  Members organising tours are encouraged to talk to their colleagues in older age groups, who have organised tours in the past.  If tours are organised on a self service basis, consideration should be given to what happens if the coach company, airline or other provider goes bust or is unable to fulfil its contract – in other words how will members get their money back. 

17. The primary responsibility of the club in organising a tour is the safety of the players, both on and off the pitch, and sporting and non sporting activities must be organised with safety in mind.

18. Surrey RFU include the following statement in their approvals for tours, which is worth repeating “May I remind you as Tour Manager you are personally responsible for the good behaviour of the party both on and off the pitch.  Unfortunately, what used to be described as high spirits when applied to rugby tours is today often included in the category of hooliganism.  I am certain however that you will ensure that the good name of Dorking RFC and the Rugby Football Union is upheld by members of your party”.

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Appendix 1

CONSENT FORM

CLUB TRIPS/AWAY MATCHES/TOURS

The Hon Secretary

Dorking RFC

Club visits, away matches and tours

Child’s name…………………………………………………………………

Should the necessity arise, I agree to the person in charge giving consent on my behalf for an anaesthetic to be administered or for any other urgent medical treatment (including but not limited to blood transfusions and invasive surgery) to be given.

Signed……………………………………………………..

(parent/guardian)

Date………………………………………

Address…………………………………….

………………………………………………

………………………………………………

Telephone number……………………….

We would like to thank the fo

Guy Salmon  Thames Ditton

Guy Salmon  Gatwick

01306 877 732

                           Dorking Rugby Football Club, The Pavilion, The Big Field, Brockham, Surrey RH3 7LZ     ( 01737 844282