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Dudley Kingswinford RFCFounded 1928

Tour Application andAdministration Pack

DUDLEY KINGSWINFORD RFCHeathbrook, Swindon Road, Wall Heath, Kingswinford, West Midlands, DY6 0AW.

Tel & Fax: 01384 287006 Web site: www.dkrfc.co.uk

An Overview

http://www.dkrfc.co.uk/

It has become increasingly obvious in recent years that voluntary workers are being heldmore accountable for their actions in terms of the responsibility they take on.It is an unfortunate aspect of our society that every year an increasing number of law suitsand litigations are being brought against companies, professionals and individuals whoprovide opportunities for youngsters, in some cases, on a voluntary basis. It is also righthowever, that parents / guardians should expect a high level of care and attention in theorganisation and running of trips involving their children. We fully accept that by producingthis pack it might be seen as a criticism of past trips, this cannot be further from the truth. Wehave all been involved in trips and tours before we know how much effort and time is put intoorganisation and the care and consideration given to the safety of the children placed in ourcare. It is felt however, that a measure of protection is required, not only for the participantsbut also for the organisers. This Pack seeks to:

Help and assist in the organisation of a trip Define the role of the Party Leader in terms of organisational responsibilities A measure of the responsibility belongs to the Club and not entirely on the shoulders of

the organisers. In the event of a serious problem occurring during the trip procedures must be in place

to guarantee that it will be dealt with quickly and efficiently as possible In the event of litigation being brought against the organisers / Club it will provide

evidence of thoughtful organisation These procedures are based on those approved by Local Authorities and the DfE

Players are covered under the RFU insurance policy for travel to and from adestination and whilst playing. There is no insurance however for other activities andfree time during the trip. All approved trips should carry suitable insurance cover(including medical) for all eventualities.

We do not want to stop trips / tours; in fact we strongly believe that they are an importantpart of the ‘Rugby’ experience. This pack is to; hopefully, help provide peace of mind toparents / guardians, participants and organisers of future trips in terms of the organisationand safety of trips.

Original authors and officers John Slater, Brian Platts and Paul Bissell

CHECKLIST

Section A – Your team and tour informationAge group and year (i.e. Under 14, 2010/2011)

Coach / Managers / trainers names

Date and place of tour

Section B – Player registration statementAll touring players are fully registered and paid up club members Coach / Manager signature

Section C – Responses to “DKRFC information pack” Sign when completed

Confirmation in principle of tourTo be submitted at start of tour planning.

FormTA1

Tour Coordinator

Parental consent form / Player AgreementA completed form for each touring player.

FormTA2

Coach / Manager

Tour Coordinator

Medical consent formA completed form for each touring player.

FormTA3

Coach/ Manager

Tour Coordinator

Risk assessmentTo include all fund raising activities as well as tour.

FormTA4

Coach / Manager

Tour Coordinator

Emergency contact information / ID CardsA list of DK club and tour contact information.

FormTA5

Coach / Manager

Tour Coordinator

Summary of informationAt a glance list of all players.

FormTA6

Coach / Manager

Tour Coordinator

Clearance for tour “go ahead”Final clearance from club committee

FormTA7

Youth ChairmanTour CoordinatorClub Committee

Evaluation of tourRecord events, successes and incidents etc.

FormTA8

Coach / Manager

Tour Coordinator

Section D – Accounting for tour money (fund raising and payment of bills).Accounts audit update All money to be paid into DKRFC accounts via Andy

Gallis. Identify your money with “Tour fund” and “age group” Accounts to be submitted to Andy Gallis for

committee approval at regular intervals (i.e. monthly).

Committee sig. & date

Section E – Additional insuranceRFU insurance only covers games, training and related travelplayed within UK. Overseas trips must have additional insuranceprovided by Marsh.

Coach / Manager signature

Tour Coordinator

Initial approval of proposed rugby tour

Final approval will only be considered by the Club Committee when a fully completed “Risk Assessment” folder is submitted no later than14 days before start of tour.

Age group / Team

Group Leaders / coaches

The group leader should complete this form as soon as possible so that it can be passed through to Senior Committee for their consideration to approve tour. When permission is obtained from Senior Committee a copy shall be retained in Tour Folder and one copy given to the Youth Tour Chairman. Any changes made to tour details after approval has been given must be made in writing to Youth Tour Coordinator.

Purpose of tour

Place of tour

Is it an overseas event Yes / No

If YES obtain application form for North Mids and RFU to approve. This is a long winded process as the form passes from club to region to RFU HQ and back.

Allow time for this process. Dates and times of tour

Departure date Return dateDeparture time Return time

Transport arrangements – include name of the transport company. Ensure coach company is experienced in transporting groups of children and comply with necessary legislation (seat belts etc)

Organising company / agency (if any). Include license reference number if the body is registered with The Adventure Activities Licensing Authority.

Name: Address:

Tel No License NoProposed cost and financial arrangements:

Insurance arrangements for all members of the party, including voluntary helpers. (Include the name of the insurance company.)

Insurance cover:

Address Policy No

Accommodation to be usedName: Address:

Telephone Number

Name of centre manager

Details of the programme of activities:Details of any hazardous activity and the

associated planning, organisation and staffing:Names, relevant experience, qualifications and specific responsibilities of adults accompanying the party. (CRB checks are

required for any helpers on the trip.)Name Position CRB Responsibilities on Trip

Name, address and telephone number of the contact person in the home area who holds all the information about the visit / tour in case of emergency:

Name Position Phone Mobile email

Existing knowledge of places to be visited and whether an exploratory visit is intended

Size and composition of the group:Age range: No. of boys: No. of girls:

No. of adults: Leader / participant ratioNames of children with special educational or medical needs:

(from information already declared on current registration documents)Name Special/Medical needs

Information on parental consent:

SignaturesCoach / Group leader DateYouth Tour Chairman Date

Youth Chairman DateSenior Committee Date

DUDLEY KINGSWINFORD R.F.C.

Team Activity / Tour / Trip Parental Consent Form

NAME OF PLAYER

ACTIVITY / TOUR / TRIP TODATES OF ACTIVITY / TOUR / TRIP From To

I have read the information provided about the proposed Activity / Tour / Trip.

I consent for my child to take part in the Activity / Tour / Trip and declare my child to be in good health and physically able to participate in all the activities mentioned.

I have noted when and where my child is to be released and I understand that from that point I am responsible for my child getting home safely.

I am aware of any insurance cover and the level of cover given.

I have completed the required medical form and return it with this consent form.

Please ensure any changes in circumstances are notified to the Activity / Tour / Trip leader prior to the visit.

I give my consent to my child taking part in fundraising activities in respect of the above trip.

Signature of Parent / Guardian

Address

Post CodeTelephone No. for use in emergency(indicate times of day if relevant)

HomeAlternativeAlternative

Player Agreement.

I agree to behave in a reasonable and sensible manner whilst participating in the Activity / Trip / Tour mentioned above.

I further agree to follow instructions given to me by the party leader and/or other responsible adults.

Signed: (player)

Date:

Signed Parent / Guardian:

DUDLEY KINGSWINFORD R.F.C.Team Activity / Tour / Trip Medical Consent Form

This form must be fully completed by Parents / Guardians of any player who wishes to accompany aClub trip. Any player that fails to return a fully completed form will be excluded from the trip.

All questions must be answered. Any questions which are not applicable should be marked N/A

Name of player Age group

Date of Birth

Does your child suffer from any condition requiring regular treatment? YES / NO If yes, please give brief description of complaint

Please give details of any medication you are authorising your child to take on this trip. Please state dosage you are authorising and frequency of treatment.

Parents must realise that by authorising their child to take part in this trip responsibility for taking correct medication rests with the child and not accompanying adults. By prior

arrangement accompanying adults may be willing to look after the medication but responsibility to take the medication will still rest with the child.

1. Has your child, to the best of your knowledge, been in contact with any 2. Infectious or contagious diseases or suffered from anything that may be,

or become, infectious or contagious in the last 3 weeks?

YES / NO

If yes, please give details.

3. Is your child allergic or sensitive to penicillin or any other substance 4. which might be used in treatment?

YES / NO

If yes, give details

5. Has your child been immunised against the following diseases.6.

Poliomyelitis YES / NO

Tetanus YES / NO

Give date of Tetanus if known Date

Child Health service detailsFamily Doctor

(name, address and phone number)Name

Address

Tel.No Declaration In the event of an emergency

I agree to my child being given any medical, surgical or dental treatment, including general anaesthetic and blood transfusion, as considered necessary by the medical authorities present.

I may be contacted by telephoning the following numbers.HomeWorkOther

My home Address is

Please state an alternative contact point:Number

Name and address of contact

NumberName and address of contact

I undertake to advise the trip leader with the minimum delay, any change in circumstances referredto on this form between the date signed and the commencement of the trip.

Signed Date

Print Name

(ALL DAYS MUST HAVE AN INDIVIDUAL RISK ASSESSMENT)

DAY 1ASPECT

(Use checklist to help identify possiblehazards)

SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)Yes N/A No What? By When? Completed?

Departure / Transport

Comfort Breaks

Accommodation

Free Time

Dudley Kingswinford RFC Trip Application Pack: [TA.4]

Activities

Places visiting

Medical Facilities

Emergency Procedures

Other

Risk assessment done by: Date:

Party leader: Date:



DAY 2ASPECT


SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)Yes N/A No What? By When? Completed?


Comfort Breaks

Accommodation

Free Time

Activities


Places visiting

Medical Facilities


Other


Party leader: Date:


DAY 3ASPECT SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)



Yes N/A No What? By When? Completed?


Comfort Breaks

Accommodation

Free Time

Activities

Places visiting

Medical Facilities


Other


Party leader: Date:


DAY 3ASPECT SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)



Yes N/A No What? By When? Completed?


Comfort Breaks

Accommodation

Free Time

Activities

Places visiting

Medical Facilities


Other


Party leader: Date:


D.K.R.F.C. Tour Emergency Contact Information.

Team / Age group:

Name of group leaders:Mobile:Mobile:Mobile:

Tour departure date: Time:Tour return date: Time:Group: (Numbers)

Children: Adults:Total number:

Do you have an emergency contact for everyone in this group?[If no, obtain one and attach it to this sheet.]

Yes / No

Emergency contact information:Coach company: Name: Phone:Hotel: Name: Phone:Insurance: Name: Phone:Club Contact: Name: Phone:Nearest medical centre: Phone:

Other emergency numbers: Name: Phone:

Name: Phone:Name: Phone:Name: Phone:Name: Phone:Name: Phone:

Please complete before the visit. Copies are to be held by the group leader(s), Youth rugby tour coordinator, Club contact and parents of children involved

with the tour.

In case of emergencies, parents should use the club contact as their first point of contact.

Dudley Kingswinford RFC Trip Application Pack:

Please complete before the visit. Copies are to be held by the group leader(s), Youth rugby tour coordinator and the Club contact.

Summary of Emergency Information for ………

Surname Forename(s) D.O.B Address EmergencyContact Number(s) Relevant Medical

Information


Confirmation from Youth Chairman &Senior Committee for tour to go ahead

To be approved and signed off by the Party Leader, Chairman of YouthCommittee and the Chairman of the Senior Committee.

Party Leader declaration

I have studied this application and am satisfied with all respects,including the planning, organisation and staffing of the visit.

All relevant information including a final list of group members,details of parental consent, a detailed itinerary, details of insurancewhere necessary, details of emergency contacts and medicalconditions are submitted with this approval

Any person acting as group leader or leader’s assistants is bothmember of DKRFC and CRB cleared

Any person participating in this club trip / tour is a fully paid upmember of DKRFC

All monies collected in relation to the tour have been paid into themain club account via the Youth Section treasurer. Under nocircumstances should separate tour accounts be set up.

Final tour accounts / invoices will be submitted to the club treasurerwithin 14 days after the party returns.

A report and evaluation of the tour, including details of incidentsinjuries and accidents will be submitted to the Chairman of YouthCommittee, within 14 days after the party returns.

Signature of tour approvalPost Name Signature Date

Party Leader (1)

Party Leader (2)

Party Leader (3)

Tour Coordinator

Youth Chairman

Club Chairman


Evaluation

Team / Age Group:Group Leader(s):Number in Group:Dates of Trip / Tour:Venue:Tour Company (if used):

Please comment on the following

Rating out of 10 Comment

Pre-visit to destination

Travel arrangements

Hospitality of clubs visited

Accommodation / food

Fund raising

Evening / spare time activitiesOther comments includingillness / injuriesIncidents

Signed: group Leader(s):


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