Is it a Rugby Tour?

To clarify whether your planned event is classified as a tour, please see the table below:

If the answer is YES to ANY of these question then please follow RFU and Club Touring Guidelines / If the answer is NO to ALL of these questions then please just confirm your arrangements with your Club Safeguarding Officer
Is a member of the club accompanying any of the children whilst you are away? (Not including their own children) / Are all parents accompanying their children whilst you are away?
Has a club member organised or suggested any of the accommodationor travel for families? / Have all parents organised their own accommodation, travel, insurance etc. for their family when they are away?
Have club members/coaches offered to take responsibility for any of the children whose parents are not travelling? / Are all parents responsible for getting their children to/from the tournament/matches whilst away?
Are some of the children likely to play for more than the allowed amount of time during the tournament/matches? (90mins within a 24hour period) / Are some of the children likely to play for more than the allowed amount of time during the tournament/matches? (90mins within a 24hour period)

If you have answered YES to any of the question on the LEFT side of the table then you MUST follow RFU and Basingstoke Club Tour Guidelines by ensuring you follow the following preparation protocols:

  1. Discuss why you want to tour, where you want to go, how many tourists, what you want toachieve, costs, fund-raising, logistics etc.
  2. Go to Hants RFU website and download tour documents from the Safeguarding page
  3. Inform your Club Safeguarding Officer of your intention to tour (if anyplayers are under 18 years)
  4. Decide and organise appropriate insurance – Marsh or independent? This must cover:

 Playing rugby and any other specified activities

 Public liability

Civil liability

 Personal liability

 Travel (baggage, money, curtailment/cancellation – especially if overseas)

 Repatriation (especially if overseas)

 Medical and emergency (EHIC if in EEC)

  1. Organise permission to play rugby in the host country (If NOT England. Please note, Wales, Ireland and Scotland now qualify as overseas tours and applications must be submitted). Your Tour Operator may get this for you, oryour Host Club, or you may have to apply for it yourself – either way, you will need writtenconfirmation (e-mail is fine). Check age grade regulations/variations in host country/region.
  2. Ensure all adults with responsibility for supervising childrenunder 18 years have current RFUCRB/DBS clearance. DBS clearance with other organisations is not yet fully portable and cannot be accepted.
  3. For an overseas tour(including Wales, Ireland and Scotland), fill in and send to Hampshire RFU/Hampshire Safeguarding Manager appropriate Tour Application Formand accompanying paperwork (including checklist signed by CSO and list of touring players) at least 6 weeks before you are due to go. DO NOT senddirectly to the RFU.
  4. Organise accommodation, activities, matches, risk assessment, fund-raising, etc.
  5. Before you go, ensure you have:

confirmation of authorisation to tour from Hants RFU

ALL consent/medical forms signed (take with you on tour and leave a copy with the DBScleared home contact). If you go abroad, make sure you have the consent forms withyou at all times –often doctors will not treat an injured player until they have seen thesigned parental consent form (and the EHIC card if in the EEC)

the signed Club Safeguarding Officer Tour Checklist (for players under 18 years)

  1. Parents MUST be given all the tour details in a comprehensive pack of information (Speak to the Club Safeguarding Officer if unsure what to include)

Important Notes:

On tour, all the touring players are the responsibility of the Tour Staffwhether the parents are present or not. If parents are accompanying the tour, this duty of care must be carefully explained to parents. Allowing players to have access to alcohol or illegal drugs or failing to supervise players’ access to alcohol or illegal drugs is an offence.