Eccleshall Rugby Union Football Club Tour Policy
Eccleshall Rugby Union Football Club both supports and encourages the organisation of Rugby Tours. The aim is to design the tour for and around the members of the club ultimately for their enjoyment and benefit.
1. Eccleshall Rugby Union Football Club (ERUFC) actively supports and encourages the organising of Rugby Tours. This is considered to be an ideal way to promote bonding, foster friendships and facilitate an understanding of other cultures and different attitudes.
2. It is the Club’s responsibility to ensure that all tours arranged for club members are well organised. Tours involving members of the Junior section must have a clear emphasis on a Duty of Care and Supervision to all junior members at all times whilst in our care.
3. All tours will be organised in accordance with RFU guidelines and within the ethos and spirit of the game.
4. There is a requirement for ALL tours to be signed off on the appropriate form by the Club Chairman /Hon Secretary and if abroad ultimately the relevant RFU body. All other necessary forms must also be completed in a timely manner, specifically the RFU Notification of Proposed Overseas Tour form - see RFU website for details.
5. All tours will have named “Tour Manager/Managers” who will have responsibility for the Tour organisation and day to day administration whilst on Tour. Other Tour members may be co opted in to help.
6. For all Junior tours there is a requirement that at least one of the touring adults should hold an accredited and up to date first aid certificate.
7. For all junior tours It is mandatory that all those directly involved with the tour (i.e. Coaches, Managers, first aiders and any individuals helping with junior members ) will have a current verified CRB.
8. All Senior & Junior members on tour must be paid up members of ERUFC.
9. The Club expects all Players Coaches and Managers and parents to act appropriately, responsibly and sensibly whilst supervising and in the presence of the touring children. They must act as role models at all times.
10. Tour Organisers must be aware that any noted/reported misconduct whilst on tour may lead to the RFU imposing sanctions on the Club and possibly withdrawing permission for future touring. Misconduct will be viewed very seriously and any adults or children who are disruptive may be asked to leave the Tour. Any resulting additional costs incurred will be met by the parent concerned and if the child is being chaperoned, the parent made be required to collect and escort their child home. No refund will be given in these circumstances.
11. It is imperative that the consumption of alcohol by tourists who are under the UK legal drinking age is strictly forbidden. This rule applies abroad irrespective of the legal age limit in any particular country.
12. Managers are responsible for promoting this policy document to all age group parents, who themselves must individually take responsibility to read, understand and adhere to the policy.
13. An invitation to Tour must be extended to all members relevant to the specific section or age group.
14. Organisers must be aware of & consider costs in order to be equitable and affordable to all.
15. Accommodation must be suitable in relation to those touring and must be assessed to be adequately safe and hazard free. Where possible, a risk assessment should be undertaken.
16. Parents of all those junior members travelling with a guardian must complete the requisite Medical Information and Permission to Tour form, which the Tour Manager will hold.
17. Players are covered whilst playing matches and training whilst on tour within the Home Nations under the RFUs Accidental Death & Permanent Disability Insurance scheme. This only relates to the potential risks within the rules of the game of rugby. Separate player insurance is likely to be required for tours outside the Home Nations.
18. In the case of tours outside the Home Nations either the club will take out an insurance policy on behalf of the touring party (cost to be included in tour costs) or individual travel insurance must be organised by the individual club members in order to provide 24 hour cover for non rugby related accidents, to include repatriation costs following accident or injury etc.
19. If touring involves potential hazardous activities such as canoeing, climbing or abseiling for example, then the organisers of these events must supply written evidence that health & safety control measures are in place and that appropriately trained personnel are in attendance at all times. They must also have an adequate insurance policy in place to cover accident, medical expenses and public liability etc.
20. All tour monies collected including monies from fundraising activities to be paid in to the ERUFC bank account
21. Every effort should be made by tour manager to ensure that monies are collected in prior to any deposits / bookings are made. Only if special arrangement is made with Club Chairman / Treasurer will “the clubs money” be used to underwrite a tour payment
22. Unless otherwise agreed in advance by Club Chairman / Treasurer, all deposits/ bookings made with 3rd parties to be made by the ERUFC rather than individual tour managers / parents
23. All tour kit / clothing to be purchased via agreed club kit supplier (currently Raging Bull)
24. All tour buses to be booked with agreed club transport provider
25. Any sponsorship agreements for tours should be discussed during the preliminary stage with Club Chairman, to ensure consistent approach with club sponsorship practices