Any club planning to either undertake a tour or host an incoming tour at any age group should adhere to the guidelines published on the England Rugby website –

http://www.englandrugby.com/governance/game-support/rugby-tours/

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In the case of outgoing tours the completed Outgoing Tour Form with the declaration duly signed by the Club Secretary, Chairman or President must be submitted to the Bucks RFU Secretary at least 4 weeks prior to the tour start date in order for the tour to be approved".

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Although not yet RFU regulations, many CBs including Buckinghamshire require approval to be sought for youth age group tours within England to ensure Safeguarding matters have been fully considered.

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Therefore, in the case of tours within England for Age Grade rugby, the completed Outgoing Tour Form with the declaration duly signed by the Club Secretary, Chairman or President must be submitted to the Bucks RFU Secretary at least 4 weeks prior to the tour start date in order for the tour to be approved.

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This should be accompanied by the RFU Touring Risk Assessment form. Information regarding this can be found in the documents section or here..

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County have benchmark examples of a good submission.

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TOUR CHECKLIST

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Tours are a long-standing tradition of rugby and the best tours are usually the result of good planning. This simple checklist will help you get started…

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Tour Planning

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• Appoint officials and agree terms of reference:

  • Tour secretary

  • Treasurer

  • Promotions manager

  • Press officer

  • Tour party manager

  • Tour captain

  • Coach(es)

  • Doctor/physio

  • Baggage master

• Decide dates of meetings and establish deadlines for administrative arrangements

• Obtain permission to tour from RFU via Constituent Body Secretary

• Produce a tour brochure

• Arrange promotional events

 

Research

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• Collect data on prospective host Unions

• Speak to prospective host clubs

• Agree with a tour operator:

  • Destination

  • Dates

  • Numbers in party

  • Mode of travel

  • Type of accommodation (hotel, motel, B&B, billets, etc)

  • Requirements for training and team rooms

• Clarify and confirm tour agreement with hosts including financial arrangements and reserves policy

• Find visa and inoculation requirements

 

Tour itinerary

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• Plan games, training sessions and free time

• Decide where, when & how to entertain your hosts

 

Insurance

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• Personal

• Holiday

• Liability

• Death & disability

• Accident

• Loss of clothing & equipment

 

Kitting out

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• Design tour motif

• Issue of items of clothing - blazers, slacks, tracksuits, bags, etc

• Order medical kit

• Assemble training equipment

• Take club flag

• Purchase spare studs (differing lengths), laces, labels, etc

• Decide on appropriate gifts to exchange

 

Personnel administration

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• Establish availability suitable players

• Select squad

• Ensure sufficient reserves on standby

• Plan and agree pre-tour training including sufficient fitness testing

• Produce a tour party roll with addresses, telephone numbers, emergency contacts

• Produce addresses and phone numbers for tour locations

• Complete next of kin forms

• Write pen portraits

• Establish and agree all duties required of officials, players and baggage master

• Draw up a duty roster

• Confirm press reporting procedures

 

Documentation

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• Ensure valid passports and visas

• Check import and immigration regulations

• Arrange currency

• Collect medical, dental forms and inoculation certificate

 

Assemble prior to departure

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• Complete final medical checks by doctor

• Complete fitness test

• Take tour photograph

 

On tour

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• Maintain a tour dairy

• Record expenses and keep accounts

• Contact essential officials/embassies, etc

• Distribute gifts

• Maintain good conduct and PR

 

Report back

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• Reconcile accounts

• Report to club, RFU and sponsors

• Send letters of thanks to host clubs