Mon 04 May 2020 08:04

Tour Guidance;

The Truro Rugby Football Club Youth Section (TRFCYS) supported by the RFU promotes the enjoyment of rugby at all skill levels, across all age groups in an inclusive, safe and supportive environment. Touring and playing other sides whilst away from the normal home environment can play an important developmental role both directly in terms of rugby skills and team building and indirectly in terms of experience and life skills development.
Tours can be great fun and rewarding to all involved and are generally easy to organise and ensure all involved are kept safe by following a few simple guidelines and allowing plenty of time to plan.
This guidance should be read in conjunction with any requirements of both Cornwall RFU and the RFU and the latest RFU Safeguarding Touring guidance forms part of this document
TRFCYS committee (or its chair) should agree all tours and permission will need to be sought from CRFU (if overnight stays are involved) and the RFU (overseas tours). TRFCYS committee represent a wealth of experience in most areas of rugby centered activity and often asking a simple question can give all the information you need as in most cases somebody will have previous experience of the activity you are planning.

Tour Fund Raising

Age groups wishing to fund raise should coordinate with the committee to ensure: -
• Individual age group fundraising does not occur at the expense of general club fundraising
• All people being asked to donate to a fundraising activity are fully aware what they are being asked to donate to
• That outside companies, business etc are approached in a coordinated manner and that multiple approaches to the same organization do not occur
• That requests for donations (e.g. signed shirts or similar) on behalf of the club are coordinated and not duplicated
In general individual age group fund raising is best not undertaken at a ‘whole club’ event as this may impact upon general club fund raising, but advice from TRFCYS committee will clarify this.

Outline Planning & Permission to Tour

Prior to seeking permission from TRFCYS committee, CRFU and or the RFU it may be useful to consider the following:
Establishing a tour organisation group, likely to be made up of coaches and parents This group could usefully identify persons to undertake key roles such as Tour Manager, First Aid, Child Welfare/Health and Safety, Fixtures, Activities, Accommodation, Food and Drink, Transport, Treasurer, Home Contact - Youth Chair. It is important to establish the roles and responsibilities of each group member.

Parents need to be given all the tour details well in advance of the tour. They will need a pack of information including:
• Full itinerary including dates, times and venues • Tour Application Form (that may need to include consent for activities, medical
treatment and photography)
• Accommodation details including address, contact numbers and details of sleeping arrangements
• Arrangements for meals and refreshments • Tour volunteer names, roles, responsibilities and contact details • Transport arrangements • Insurance details • Supervision details including:
o Codes of conduct and consequence of them being breached
o Emergency procedures and contacts • Tour safeguarding policy
• Kit list • Cost of the tour and when/how monies needs to be paid • Spending money for the players • Contact details for the club home contact

It is essential to meet with the players prior to the tour to discuss and agree: • Behaviour
• Expectations of players and volunteers • Itinerary • Supervision and safety • Accommodation and room allocation
• Who to speak to if they are worried, unhappy or homesick (ie appointed Tour Safeguarding Officer)
• Emergency procedures

On Tour

Effective communication is also required throughout the period of the tour. It is vital that a communication structure is put in place to ensure the sharing of information can happen efficiently between all tour party members. This would include;
• Departure briefing and final check (passports, tickets, money etc) immediately prior to departure (on any journey on the tour)
• Welcome briefing at any new venue/accommodation
• Dissemination of important mobile phone numbers
• Daily tour management team meeting

Volunteers and Supervision

All volunteers should;
• Attend an induction/tour briefing
• Be familiar with the RFU Safeguarding Children and Vulnerable Adults Policy & Guidance
• Be familiar with emergency procedures
• Know and understand the reporting procedure for Safeguarding issues
• Have copies of player details and emergency contacts with them at all times
• Have other tour volunteer contact details
• Have club home contact details

DBS Requirements

All volunteers who are working closely with children whilst on tour will be required to have a DBS check; it is a legal requirement for all those who are supervising the children overnight to have a DBS check. It is highly advisable for there to be a contingency plan to ensure that there are enough DBS checked adults to adequately supervise the children during the night


All supervision procedures must be agreed prior to going on tour. They must take the following points into account:
• Clear boundaries and rules are agreed and set regarding meal times, bed times, lights out and team meetings
• The younger players must not be left unsupervised at any time. Therefore it is necessary to have a daytime rota, night time rota, and an allocation of volunteers
• All rotas must be communicated to the volunteers and players with relevant contact details i.e. mobile numbers of volunteers on duty
• 24-hour medical care must be available
• Fire alarm and other emergency procedures are clearly communicated to all
volunteers and players

Overnight supervision

• Overnight on-call supervision must be provided for all players by CRB checked adults
• The players must be aware of who they should go to in case of an emergency or
problem during the night
• A member of the tour management team must be accountable for checking all Under 18 members of the tour party are safely accounted for before going to bed for the night. They should also do a final security check (ie doors and locks) before retiring for the night

Supervision whilst travelling

Whilst travelling the following should be taken into consideration;
• The Tour Manager is responsible for the players and volunteers at all times including maintaining good discipline
• The driver(s) should not be responsible for supervision
• All of the players and volunteers should be made familiar with emergency procedures
within the vehicle i.e. emergency door and seatbelts The Tour Manager needs to consider the following;
• The level of supervision necessary on double-decker buses and coaches i.e. two supervisors on each deck
• The safety of the group when crossing the road • Clarity of the ground rules when the team is in transit– the main cause of accidents
and incidents is misbehaviour, initiated by young people
• Sufficient, supervised and scheduled stops
• In the event of a breakdown or accident the players and volunteers remain under the management and supervision of the Tour Manager
• Head count must be taken when the players are getting on and off any form of transport

Club Home contact

The Tour Manager should appoint a club home contact usually the Youth Chair. This person will be based back in the locality of the club and not be part of the tour. The club home contact will be required if an emergency occurs. Ensure they have;
• A list of all players together with parent/guardian emergency contact details and medical information
• A list of all volunteers and their contact details, including next of kin
• The full itinerary (and be kept up to date with any changes to the itinerary)
• The name, address and contact details for the accommodation and venues used on the tour (and be kept up to date with any changes)
• For tours abroad it is recommended that the club home contact has copies of passport numbers, travel documents and tickets


If a visit to the tour accommodation is not possible, as much relevant information as possible should be gathered from the accommodation manager in respect of the guidance outlined below to ensure that it is safe, clean and secure. This guidance is given to assist clubs to identify and therefore eliminate any potential risks there might be.

Accommodation type

Accommodation arrangements for touring parties may vary greatly across each and every tour, and is often the most expensive aspect of the tour. Cutting costs by accepting unsuitable accommodation arrangements may appear attractive in the planning stages but may be the cause of problems during a tour if they prove difficult to manage.
Careful consideration should be given to ensure that no child is put at risk of harm or upset from the accommodation arrangements, and that parents and participants are fully aware of the arrangements in advance. Parents should also be notified if there are any significant changes to these arrangements at any stage.

Accommodation requirements

When considering accommodation for the tour it is essential to take the following into account;
• Basic fire and safety regulations are met
• Access is possible for all players and volunteers (including those with mobility
• There are clear policies on smoking and alcohol and that it is possible to restrict any inappropriate movie access
• Health & safety and insurance requirements are followed
• Facility for the storage of money and valuables
• Proximity to the rugby club/pitches/venue where matches will be played
• Immediate accommodation area should be exclusively for the tour party use if possible
• Careful consideration should be given to sharing the accommodation with other groups
• Availability of recreational room or facility available for the tour party to relax • Any religious/cultural requirements that the players or volunteers may have (e.g.
dietary requirements or a need to attend religious services)

Room allocation

Tour Manager and the appropriate team head coach should allocate the rooms prior to arrival at the accommodation. Consideration should be given to the following;
• Age and gender should be the factors as to who should share rooms
• Any behavioural or historical issues that players may have between each other
• Disabled players carers/support to be in adjoining rooms
• No adult should share a room with a player other than their own child unless that child’s parent is also sharing the room
• Volunteers should only enter a player’s room in an emergency
• All rooms must be accessible in case of an emergency
• If the rooms have satellite or cable television ensure there Is no access to unsuitable channels
• If rooms have a mini bar ensure there is no access to alcohol

On Arrival

On arrival at a venue you should;
• Familiarise players and volunteers with venue/s
• Undertake a briefing meeting on the rules, emergency procedures, and programme, expectations
• Club/tour code of conduct should be reiterated together with the consequences of any breaches of this
• Introduce the venue staff and ensure that they know who is who and what they are responsible for
• Check venue and rooms for any existing damage and report it to the accommodation management (do the same on leaving)
• Ensure there is no access to alcohol in the rooms TRFCYS Tour Guidance
• Ensure movie access is appropriate, or indeed, not available in the rooms
• Check all doors and locks both internally and externally are in good working order
• Ensure that all members of the party have keys and or access codes and stress the importance of keeping these safe at all times
• Money and valuables should be securely stored

Adults Consumption of Alcohol

If adults are going to be drinking alcohol once the children are in bed, all adults should be sensible and responsible. It is advisable to nominate one or two people who would be able to drive in an emergency and who can be in charge

Emergency procedures

It is important to ensure that all the children remain supervised if an emergency occurs. In case of emergency tour volunteers must have a copy of the player’s home contact details available

In the event of an emergency

• Remain calm and take time to think if possible
• Establish the facts and nature of the situation
• Ensure all players are safe and supervised
• Contact the Tour Manager as soon as possible (the Tour Manager should ensure that all relevant personnel are contacted i.e. parents, head coach, and club home contact)
• Identify if any players/volunteers are hurt and their immediate medical requirements
• If medical attention is required call the first aider or national emergency number for an ambulance
• If abroad ensure you have relevant numbers for emergency services or first aiders, tour volunteers must be aware of who is the first aid contact either amongst themselves or on site (accommodation or club) and ;
• Ensure that any player going to hospital is accompanied by an appropriate volunteer
• Complete an incident form once the situation is resolved If the club home contact is involved, they will;
• Contact parents and keep them up to date with information
• Liaise with the Tour Manager and if necessary the RFU
• Report the incident to insurers if required


In the event of any participant having to return home due to illness, injury, severe upset, or an incident occurring at home, clear arrangements must be made in agreement with the parent(s) or guardian(s) of the individual concerned. The Tour Manager must ensure a safe and appropriate handover and ensure that supervision levels are maintained amongst the remaining group. At this time any individual returning home would be in a particularly vulnerable situation

Safeguarding procedures

If there is a safeguarding issue;
• Report the incident to the Tour Safeguarding Officer
• Complete an RFU Incident Report Form
• The Tour Safeguarding Officer together with the Tour Manager will decide on a course of action using the RFU Safeguarding Children and Vulnerable Adults Policy & Guidance
• The Tour Safeguarding Officer will contact the police and/or social services, as required
• The Tour Safeguarding Officer will contact the RFU Safeguarding Team as soon as possible


When planning the tour the Tour Manager must contact the RFU to establish; • Type of cover required • Type of cover the club already has
When liaising with accommodation venues and host clubs, the Tour Manager must confirm that they have the appropriate insurance cover.
The types of insurance to consider and enquire about are; • RFU or other overseas Rugby Union insurance cover • Public liability • Employers Liability • Civil Liability • Personal Accident • Travel insurance
When liaising with insurers the Tour Manager must be clear about; • The nature of both the main activity and other potential organised activities • The age(s) of participants • The travel arrangements • What the insurance covers •

Finally remember touring is about creating and cementing friendships and having fun.