Dudley Kingswinford RFCfiles.pitchero.com/clubs/7657/Tour Pack .Word.doc · Web viewTA5 Coach /...
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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
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:
Dudley Kingswinford RFC Trip Application Pack: [TA.4]
(ALL DAYS MUST HAVE AN INDIVIDUAL RISK ASSESSMENT)
DAY 2ASPECT
(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
Activities
Dudley Kingswinford RFC Trip Application Pack: [TA.4]
Places visiting
Medical Facilities
Emergency Procedures
Other
Risk assessment done by: Date:
Party leader: Date:
(ALL DAYS MUST HAVE AN INDIVIDUAL RISK ASSESSMENT)
DAY 3ASPECT SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)
Dudley Kingswinford RFC Trip Application Pack: [TA.4]
(Use checklist to help identify possiblehazards)
Yes N/A No What? By When? Completed?
Departure / Transport
Comfort Breaks
Accommodation
Free Time
Activities
Places visiting
Medical Facilities
Emergency Procedures
Other
Risk assessment done by: Date:
Party leader: Date:
(ALL DAYS MUST HAVE AN INDIVIDUAL RISK ASSESSMENT)
DAY 3ASPECT SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)
Dudley Kingswinford RFC Trip Application Pack: [TA.4]
(Use checklist to help identify possiblehazards)
Yes N/A No What? By When? Completed?
Departure / Transport
Comfort Breaks
Accommodation
Free Time
Activities
Places visiting
Medical Facilities
Emergency Procedures
Other
Risk assessment done by: Date:
Party leader: Date:
(ALL DAYS MUST HAVE AN INDIVIDUAL RISK ASSESSMENT)
DAY 3ASPECT SATISFACTORY IS FURTHER ACTION ASPECT NECESSARY? (Comment)
Dudley Kingswinford RFC Trip Application Pack: [TA.4]
(Use checklist to help identify possiblehazards)
Yes N/A No What? By When? Completed?
Departure / Transport
Comfort Breaks
Accommodation
Free Time
Activities
Places visiting
Medical Facilities
Emergency Procedures
Other
Risk assessment done by: Date:
Party leader: Date:
Dudley Kingswinford RFC Trip Application Pack: [TA.4]
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
Dudley Kingswinford RFC Trip Application Pack:
Dudley Kingswinford RFC Trip Application Pack:
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
Dudley Kingswinford RFC Trip Application Pack:
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):
Dudley Kingswinford RFC Trip Application Pack: