Selby RUFC Tour Guidance Form

Before arranging a Tour, please read the RFU Tour Guide document. All the information you need to address is contained within this document. However, there are a few additional Club procedures that should be followed.
• Club Agreement
o Before any tour arrangements are put in place you must submit a Tour Proposal via email to the Youth Chair (youthchair@selbyrufc.com). The Tour Proposal must include:
 Proposed Tour Dates / Destination and activities (ie rugby matches / leisure time)
 Planned Numbers of touring players and parents
 Breakdown of costs. Hotel/travel/tour kit etc
 Financing arrangements. Eg, fundraising activities, grant applications, parent collections.
o You will not be able to tour without the relevant authorisation and consents in place.
• Consents
o Tour Proposal to be submitted to the Youth Chair as soon as possible.
o The relevant RFU Permission to Tour Form should be completed and forwarded to the Chair of Youth at least SIX WEEKS prior to departure (youthchair@selbyrufc.com). The Chair of Youth will check all relevant information and send this on to the Yorkshire RFU to obtain permission to tour. If permission is not obtained, the Tour group will not be covered by Insurance and will be unable to travel. All current documents are available on our website under Information/Touring with Children.
o A copy of the RFU Tour Request Form should also be sent to the Clubhouse Manager to record in the Club’s diary.
o Parental Tour Consent forms must be completed and signed by all participants, even if the parent is travelling with the child. This document is also available on our website.
o The Tour Manager should appoint a Club Home Contact. This person will be based back in the locality of the Club and not be part of the tour and have access to all Tour Consent forms and a detailed itinerary. The Club Home Contact will be required if an emergency occurs – please give the Clubhouse Manager their contact details via clubhouse@selbyrufc.com.
• Financing Tours
o Fundraising for Tours plays a big part of the arranging a tour and common sense and safety procedures should be followed at all times.
o A limited number of 1st XV Match Day opportunities will be made available for fundraising activities. This can be in the form of an on-site sponsored event or tombola. Bucket collection or raffles will not be permitted.
o Each Team can book the Clubhouse (free of charge) for a fundraising activity. Please speak to the Bar Manager to book a suitable date.
o Tour Fundraising Cash Collections – Managers or other team members should not retain any monies, this is for your security and protection. Please pay any fundraising monies at the Bar. After paying in any monies, inform our finance administrator (Jan Fox) of the amount and date paid in and for which tour it is for via email admin@selbyrufc.com and keep a record for yourself.
o Any payments to be made by parents must be collected through Pitchero either in full or an agreed instalment plan by Direct Debit. This is the most effective way of collecting monies due to the amount of behind the scenes work involved in balancing the Tour accounts, therefore, there will be no exceptions. Contact Karen on comms@selbyrufc.com to discuss the most suitable payment terms.
o An admin fee of £10 per player will be applied. This is to cover bank charges and admin costs for managing the tour accounts. This should be accounted for in your Tour Proposal.
o Any invoices that need to be paid should be forwarded to Finance (admin@selbyrufc.com) and TWO members of your Tour Team will need to authorise payment. Payments are made on Thursday so please give Jan sufficient notice to ensure payment deadlines are met.
o PLEASE NOTE Invoices from the Club’s bank account will not be paid unless there is sufficient funds in your Tour account to cover payments.
• Tour Hoodies/Tops
o All kit requirements must be coordinated with Karen (comms@selbyrufc.com) and ordered through the Club's supplier, O’Neills. We have an exclusive agreement with this supplier, and it is essential that we follow these guidelines.
o Keep in mind that clothing can take a few weeks to arrive, so it’s important to place orders in a timely manner.
• Car Parking
o Whilst we appreciate parents may need to leave their cars at the Club, we would encourage tour participants to be dropped off and picked up wherever possible.
o Cars that are to be left should be parked on the gravel area or in the outer car park and as a group – our car park is used on a Saturday morning by our Tenants and obstructing their use is not acceptable.
o Please be aware that the gates will be locked overnight and if you are expecting an early start/late return, arrangements should be made to have them opened.
• Adult Consumption of Alcohol
o It goes without saying, that any coach, first aider or team official should not not consume any alcohol prior to and during any match whilst the team are playing.
o If adults are going to be drinking alcohol once the children are in bed, all adults should be sensible and responsible. It is advisable to nominate one or two people who would be able to drive in an emergency and who can be in charge. During games / tournaments the drinking of alcohol whilst coaching / first aiding or officiating games in any way is prohibited. The guidance within the RFU Tour Guide relating to supervision still applies accordingly.
o Parents should be reminded that it is a tour for their child’s benefit, not a justification for excessive drinking and the outcome that arises from that. We are living in a new era of child safeguarding and the lessons children learn from adults on tours should be considered.
o Whilst we would not want to curtail the enjoyment of all those on Tour and all the experience and memories it brings to the children, we would like to remind you that everyone on the Tour is representing the Club and should behave in an appropriate manner that does not put the Club’s reputation at risk.
We wish you an amazing, memory making time with your Team.

Selby RUFC
Youth Tour Guidelines