Travel & Away Trip Policy
Sligo Rowing Club
1. Purpose
This policy sets out the standards for supervision, safety, and conduct during away trips, regattas, training camps, and any off-site club activities involving junior members (U18s).
2. General Principles
- The welfare and safety of juniors is the primary concern.
- All trips must be approved by the Committee or Head Coach.
- At least one supervising adult must be Garda Vetted and Safeguarding-trained.
- Parents/guardians must receive clear information in advance and provide written consent.
3. Supervision Ratios
Minimum supervision ratios:
- 1 adult per 8 juniors
- At least two adults present at all times, regardless of group size
Where possible, supervisors should include both male and female adults if the group is mixed.
4. Roles & Responsibilities
4.1 Trip Leader
Each trip will have a designated Trip Leader, responsible for:
- Coordinating logistics and supervision
- Holding emergency contact and medical information
- Adhering to safeguarding rules
- Managing incident reporting
4.2 Supervising Adults
Supervisors must:
- Maintain appropriate boundaries
- Never be alone with a single junior
- Ensure adherence to curfews, schedules, and behaviour guidelines
5. Parental Consent & Information
Parents/guardians must be informed of:
- Itinerary and travel arrangements
- Accommodation details
- Supervising adults
- Emergency contact numbers
- Costs and equipment requirements
Parents must complete:
- A consent form
- A medical/health information form
- Permission for any required medication administration (if applicable)
6. Transport Guidelines
- Juniors should not travel alone with a single adult.
- Where cars are used, seatbelts must be worn at all times.
- Drivers must have valid insurance and a full licence.
- For buses/minibuses, supervisors should ensure respectful behaviour and seat allocation that prevents isolation of any junior.
7. Accommodation
Where overnight stays are involved:
- Juniors must never share a room with an adult (other than a parent/guardian).
- Gender-appropriate room allocations must be used.
- Supervisors should conduct regular check-ins without entering bedrooms unless necessary for safety and always with another adult present.
- Curfews and quiet hours must be clearly set.
8. Behaviour & Conduct
All participants must follow:
- Club Code of Conduct
- Safety instructions from coaches
- Respectful behaviour toward teammates, staff, and hosts
Prohibited behaviours include:
- Bullying or harassment
- Possession or use of alcohol, drugs, or vaping products
- Leaving accommodation or event venues without permission
Breaches may result in early return home (at parent/guardian expense) and/or disciplinary action.
9. Health & Safety
- Supervisors must have access to medical forms and emergency contacts.
- A basic first aid kit should accompany the group.
- Any injury or significant incident must be reported to the Trip Leader and documented on a Club Incident Report Form.
10. Communication
- Parents/guardians must be informed of departure and return times.
- Supervisors should maintain a communication system for the group (e.g., group message, contact list).
- Juniors should not privately message or call supervisors except for emergencies.
11. Finance & Costs
- All trip fees must be communicated clearly in advance.
- Supervisors should not lend personal money to juniors except in emergencies.
- Refund policies should be explained before payment.
12. Review
This policy will be reviewed every two years or after any major away trip incident.
