Overnight Trips Policy
Policy Statement
Club trips away that involve children can be an extremely rewarding and fulfilling experience for all involved. However, such trips come with certain additional risks which must be considered. To safeguard all concerned parties such trips, require careful planning and consideration. It is the primary responsibility of the team manager as trip organizer to provide the club with the relevant information and consider what is expected in order to safeguard the children under his/her care and the reputation of the club.
Club Approval Process
Prior to completion of any away trip bookings, the responsible team manager must:
Inform the club’s executive and child welfare committee of the proposed trip
Conduct their own risk assessment of proposed trip in advance of booking (more detail below)
Not finalize the booking of any trip until formal written approval has been granted by the club to proceed
In informing the committee of the trip the manager should include the following pertinent information on the trip risk assessment for the review of the club:
Details of the location of where the group will be staying – hotel – hosted with families of hosts – other
How long the trip is proposed for and the activities that will be conducted on the trip
Advise how many parents are accompanying children on the proposed trip – also if any unaccompanied children are travelling – how many such children and confirmation that the team manager and coaches are willing to take overall responsibility for these children for the duration of the trip.
Is the travelling group of children all club members or are siblings also travelling?
Nominate a coach/volunteer who is primarily responsible for First Aid and is appropriately trained.
Confirmation that the coaches representing the club on the trip have fully up to date garda vetting and safeguarding certification
Ensure adequate and gender-based supervision of all children under their care in line with the clubs’ safeguarding policies and procedures.
Appoint a contact person (at home) who has access to all information and contact details in case of emergency and needs to inform club, as required
Check insurance (both with club and trip venue) to ensure that there is adequate coverage for all planned activities (football matches or other activities e.g.: trip to an adventure centre or ice rink)
Obtain from parents and guardians any information which may be relevant to a child staying away from home overnight, for example, information concerning allergies, medical problems or additional needs.
Ensure all travelling party, players, coaches, parents are aware of the club code of conduct and that the code of conduct must be adhered to by all travelling party. Anyone acting in contravention of the club’s code of conduct on an away trip will be subject to disciplinary proceedings in accordance with club rules.
If staying overnight, manager has checked with venue/hotel that he/she has 24/7 access to children in his/her care, appropriate sleeping arrangements for children, that is separate provision for boys and girls, and separate provision for coaches (within close proximity of children), as required.
Confirmation that no manager/coach/volunteer will be required to share a room with any child other than their own when accommodation booking is made
Manager / Coaches Commitments
Mentors travelling are required to be familiar with the agreed rules on smoking and on the consumption of alcohol. As a basic minimum, Mentors are required to avoid smoking while in direct presence of children where possible and find appropriate “smoke breaks” away from the group where possible. Similarly, managers, coaches and parents even on away trips remain ambassadors of the club and as such should not consume an excess amount of alcohol or nonprescribed drugs while young players are in their care. Any contravention of this rule reported to the club will result in an immediate disciplinary investigation upon return to the club. The club has a zero-tolerance approach to contravention of these commitments. We wish adults to enjoy the trips as much as the children however such trips come with child welfare responsibilities also.
Parents/Guardians Meeting
Upon club granting consent to finalize trip, there should be a meeting with parents called to discuss:
Adequate preparation for the trip and all parents be provided with relevant information including schedules, activities, clothing, expectations, codes of behavior, etc.
Have agreed on boundaries around unstructured time. • Have been provided with contact details for leaders.
Give consent to the trip away.
Give consent to be Garda Vetted if required (if parents are travelling to assist for a period of time they may be required to assist generally with children other than their own, in such instances they would be required to be vetted like any club volunteer)
Give written consent to their child participating on the trip.
Have provided contact, medical details including allergies, illnesses, medications, and dietary requirements, etc.
Have been made aware of how to respond to and who to contact in an emergency.
Work with children to review and evaluate the success of the activity
Reporting
The manager responsible for the trip should inform the club immediately should any emergency or issue (injuries or other events) occur while on the trip. Further, upon return, the manager should also confirm to the club committee that the trip went without any issues. The club are very supportive of undertaking such trips for the enjoyment of all participants but also wish to ensure that all child welfare and safeguarding processes are adhered to in the same fashion that activities on our own club grounds are.
April 2025