ࡱ> <>; bjbjT~T~ :*668$;WmmmmHHH$1f<HHHHH<mmQHHHHmmvHHHHHmжaHHg0HHHHDHHHHHHHH<<HHHHHHHHHHHHHHHHH : DARTFORDIANS RFC Tour Guidelines These guidelines are aimed at all youth groups ( up to and including under 19s) intending to tour in England and abroad. The Club will only allow teams to tour after permission has been granted by the Club Committee which should be attained at least 3 months before the start of the tour. A copy of the RFU Tour Guidelines booklet is on the website and should be read by the organizer before starting the organization of the tour. 1. Although it is possible to arrange your own tour, particularly if you have contacts in the area, it is easier and possibly cheaper to use a specialist sports tour organisation. There are many of these around but some that we have used in the past are Gullivers (Brean Sands), Team Tours (Bognor) and Burleigh Travel (Belgium). It is always wise to get quotes from more than one company to ensure you get the best price and service 2. Get contact details for the organiser at your destination club and make contact before the event. Check on any tournament law changes and the laws in place in the destination country (e.g. some countries have different scrum and lineout laws to the RFU under 19 variations). 3. For overseas travel you will need permission of Kent County and the RFU in place at least 3 months before the tour. The form is available on the Kent County website  HYPERLINK "http://www.kentrugby.org/"www.kentrugby.org under Downloads. The organisers of our tour required a copy of the tour letter prior to travel. 4. Players are insured for injury under the RFU Scheme when playing/training. Before overseas tours approval can be obtained you will need to get insurance to cover non playing accidents, personal effects, medication and any other non playing/training loss or injury. An RFU scheme is administered by Royal & Sun Alliance based in Glasgow and in 2009 the cost for a 4 day tour was 8.10 per under 17 player. 5. Make sure that all tourists have valid passports and European Health Insurance Cards (the replacement for the old E111 which is no longer valid) and, if possible, obtain photocopies of each. In the past we have had to make claims for two players who required hospital treatment. The claim was settled quickly and with no fuss, but be aware that there is a 25 excess for each claim and payment will need to be made before reimbursement. 6. Please ensure there is at least one qualified First Aider for each group touring and have details of any players medical conditions and detailed instructions on how to administer any medication. All coaches, managers and first aiders should be CRB checked. 7. A tour report needs to be provided for the RFU. The form is again available on the Kent County website. Please note that RFU approval to travel may be dependent upon no reports outstanding from the whole club so it is important that this is completed as soon as possible after the tour. 8. Make sure that there is sufficient adult supervision. We insist on each player outside of the " pre, present & post match " being the responsibility of a parent or an adult nominated by their parent. 9. A code of conduct in terms of safety, welfare and behaviour should be drawn up for all members of the tour and it should be a requirement that all tourists should sign these before travel. Any breaches of this code may result in the tourist being sent home. If such action is necessary then all costs associated will be borne by the parents of that tourist. 10. Have a pre-meeting with all tourists and parents so any unknowns/uncertainties can be sorted out. Draw up an itinerary so that everyone is aware of what is happening. Plan well ahead for events outside of rugby time as during a bank holiday, few attractions may be open or may be very popular. 11. Get a list of mobile phone numbers, if possible, for all tourists and provide each with a copy as well as addresses for any venues and accommodation. 12. In respect of the accommodation arrangements the only adults that are allowed to share a room with their children are the parents.; 13. Confirm by email all telephone conversations with tour operators etc. It saves any misunderstandings or misconceptions later. 14. Ensure that all payments are received on time to avoid penalties for late settlement. We had a couple of late payers and one parent dropped out with little notice. 15. If travelling by coach, contact the company beforehand and be sympathetic of driver hours which are set by law. We had to arrange one additional coach in Belgium to allow our driver sufficient rest time. 16. It might be worth producing a packing list so that if anyone forgets to bring something it is not your responsibility. If you feel you need assistance please or advice please do not hesitate to contact the Club Committee who will be happy to help.     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