TRAVELLING AWAY
White Cliffs Rangers Football Club has a Policy for Travelling Away, which includes Away Matches and Social Trips. The Policy maintains Best Practices and ensures the safety and welfare of young players away from home.
All of White Cliffs Rangers Football Clubs Policies will be strictly followed. Collectively, they form part of the Travelling Away Policy.
Prior to the Away Trip
Appropriate information for parents/guardians will be provided in writing prior to the away trip, and, if possible, discussed at a face-to-face meeting. This will include meeting location and time, travel arrangements and contact numbers. An Event Specific Consent Form will be handed to each player, for his or her parents/guardians to complete.
The following points will be considered before the event:
1) At least 1 member of the Clubs Staff involved in the trip has successfully completed Child Protection training.
2) A Risk Assessment for the trip may need to be conducted.
3) That Sufficient insurance cover is in place. This will include:
- Public and civil liability
- Personal accident
- Vehicle
- Breakdown cover (whether it’s a car or mini bus)
4) 1:10 Staff/Volunteer to Player ratio for players over the age of 11. 1:5 Staff/Volunteer to Player ratio for players under the age of 11. There will always be 2 or more adults with the group. If there are female players, then there will be female Staff/Volunteers.
5) More Staff/Volunteers will be needed if there are players with medical needs or disabilities.
6) The Club must be in receipt of a Parental Consent Form for each player.
7) Responsibilities - The Team manager will have ultimate responsibility for supervision of the players.
8) There will always be a qualified First-Aider, and a full and up to date First Aid kit (as per the Club’s policy).
9) If any of the group have asthma or diabetes, then appropriate club members will be made aware of how to deal with any situation.
10) An Attendance Register will be produced before the event, and carried at all times during the trip.
11) A credit card size ‘Safe Away Card’ will be produced and handed to each player on the day of the event (Only for Social Activities). This will contain emergency contact numbers and details related to the trip.
12) Ensure that anyone transporting children or young people on behalf of the club has a valid driving license and MOT and tax when using their own vehicle.
On the Day of the Away Trip
Some ground rules may be agreed during travelling and at the venue, particularly where there is remote supervision (for example, during social activities).
Information will be provided to parents/guardians on the day of the away trip, advising the return details, if these were not known for the notification in writing prior to the away trip. These will include the drop off location and Estimated Time of Arrival. If changes occur during the trip away, then parents/guardians will be notified immediately.
Staying Away Overnight
For away trips where the players will be staying in accommodation, additional measures will be taken:
1) Accommodation
· Good standard of accommodation, which has good security arrangements in place.
· The accommodation must be in possession of a current fire certificate.
· Suitable location.
· Non smoking rooms will be selected for the players.
· There will be no access to alcohol in the players rooms.
· Access to the in-room TV stations, where supplied, will be restricted to a family viewing classification.
· Parents/guardians will be provided with information on the accommodation, to include address and contact number.
2) Sleeping Arrangements
· There will be separate sleeping, washing and toilet facilities for males and females, staff and players.
· Players will not share a bed and staff will not share rooms with players.
· If the rooms are spread over floors, then there will be a member of staff on each floor of the accommodation.
· Every effort will be made to ensure that all rooms are in the same accommodation area, and not shared with other people.
3) Emergency Procedures
· All players and staff/volunteers will be briefed on the accommodations emergency procedures.
4) On Arrival
· The rooming arrangements will be checked on arrival.
· All windows and doors of the accommodation must be safe.
· All rooms will be checked for damage, and reported immediately.
· Arrangements for the safety of money and valuables will be made.
· The rooming and contact lists of players and staff will be drawn up.
A credit card size ‘Safe Away Card’ will be handed to each player on arrival. This will contain emergency contact numbers and information regarding the accommodation, to include the address and contact number.
Other Important Information
As part of the Club’s commitment to ensure the Safety and Welfare of Children under the age of 18, the following measures will be taken:
· Some children have enuresis (bed-wetting), reassurance will be made that the hotel can deal with this discretely.
· If the trip is non-football related, the insurance will cover non-football activities.
· On trips away, the children may take part in non-football activities for example swimming – The Event Specific Consent Form, which will be handed out to parents, will cover such activities.
· Someone from the club who is not going away will be identified as a point of contact. They will have a list of who is on the trip and their contact details (including the leaders/helpers).
· Ideally children shouldn’t wear shirts or hats with their names on.
· Any special dietary needs will be met.
Traveling Abroad
In the event that the Club arranges to travel abroad, for a day trip or overnight stay - to play matches, or for any other reason, additional measures must be taken:
· The Kent County Football Association will be notified when arranging matches abroad against foreign opposition, as per the rules of the FA Handbook. An application form, obtained from KCFA will need to be completed and returned at least 14 days prior to the trip as clearance must be obtained from the other national associations involved.
· Insurance cover will be provided for cover when abroad. There will also be a need to take out additional cover, e.g. medical.
· For some trips, there may be a need for vaccinations, or to take pre-trip medication such as anti malaria.
· European Health Insurance cards (replaces E111 forms) will need to be provided for each person, when traveling to European Countries.
· Passports and return tickets will be stored in a secure place.
· The cultural traditions of the country will be researched. This may have an implication on what clothes the group can take. e.g. Muslim
communities.
· The implications of communication barriers where countries are not English speaking will be considered.
Essential Planning - For Football for All
Football is an inclusive sport and should be open to all. If there are young people in the Club with additional health needs/disabilities, the Club will take into account the following:
· Do any children with additional health needs/disabilities need extra helpers?
· Will these helpers need any extra training e.g. asthma medication/diabetes management?
· Make sure any accommodation is suitable and has suitable access for players/supporters with a disability.
· Volunteers from various ethnic groups don’t only provide positive role models; they provide knowledge of language/diet/prayer needs.
· Be aware of dietary needs of children from different ethnic groups. This includes fasting times linked to religious traditions.
· Some activities may not be permitted with a mixed gender within some cultures e.g. not all teenage girls will be allowed to attend mixed
swimming sessions.
Documentation
A Club Official will carry:
· The teams Medical File, containing the Medical Questionnaires with emergency contacts and Consent Forms for each player.
· A copy of the teams Registration file, containing the Registration Forms, which also include a passport size photo, for each player.
· A copy of the Event Specific Consent Form for each player, containing any special requirements.