This document is intended to be guidelines for all juvenile trips from Cork Harlequins Management Committee regarding trips for juvenile teams, both local, national and abroad:

1. Planning the Trip:

YOU MUST SEEK CLUB MANAGEMENT APPROVAL BEFORE

ANYTHING IS DONE REGARDING A TRIP.  THIS IS

COMPULSORY.  NO TRIP TAKES PLACE NATIONALLY OR ABROAD WITHOUT CLUB MANAGEMENT APPROVAL FIRST AND FOREMOST.

NO PREVIOUS TRIP ENSURES PRECEDENT SETTING.  ALL TRIPS/TRAVEL WILL BE JUDGED ON OWN MERIT.

1a. Approval Process:

• Speak with your Section head to club management to get direction on what needs to be done
• Submit in writing to Club management all details of proposed trip, costings, itinerary etc.
• Obtain Management Committee approval/denial for the trip.
• Ensure the trip aligns with club values and developmental goals.

2. General Principles

• Child Safeguarding: All trips must adhere to the principles of the Children First Act 2015 and Sport Ireland’s Code of Ethics.
• Supervision and Safety: Ensure adequate adult supervision and prioritize the safety, health, and well-being of all participants.
• Inclusivity: Consider all players’ needs, including dietary, financial ability, medical, and cultural requirements.
• Parental Communication: Maintain open and transparent communication with parents/guardians about all trip details.

3. Risk Assessment:

• Assess risks associated with travel, accommodation, activities, and medical emergencies.
• Identify emergency procedures for various scenarios.

4. Supervision Ratios:

• Recommended adult-to-child ratio: 1:8 (adjust for age and activity).
• Ensure a mix of male and female supervisors if participants are mixed-gender.

5. Supervisors:

• Select Garda-vetted and trained supervisors.
• Provide supervisors with a clear understanding of roles and responsibilities.

6. Documentation: Full travel pack available from Club Management Team

• Secure parental consent for participation, travel, and medical treatment.
• Collect relevant medical and contact information.
• Prepare a written itinerary to distribute to parents and players.

7. Communication

• Parents/Guardians:
• Provide full details about dates, transport, accommodation, costs, and activities.
• Arrange a pre-trip briefing meeting for parents and players.
• Juvenile Participants:
• Share expectations for behaviour and the consequences of non-compliance.
• Emergency Contact:
• Establish a clear communication line for emergencies.

8. Travel Arrangements

• Transport:
• Use licensed and insured vehicles/drivers.
• Supervise children during boarding, traveling, and disembarking.
• Passports/Visas (Abroad):
• Ensure all players have the required documentation.
• Store copies of passports and travel insurance policies securely.

9. Accommodation

• Suitability:check mini bars and depending on age group remove same and kettles.
• Choose safe and reputable accommodations.
• Assign separate sleeping arrangements for adults and juveniles, and for male and female participants.
• Room Allocation:
• Supervision:
• Conduct periodic checks without invading privacy.

10. Activities

• Hockey-Related Activities:
• Ensure all training sessions and matches are age-appropriate and supervised.
• Other Activities:
• Only include activities approved by the committee and parents.
• Assess the safety and suitability of all non-hockey activities.

11. Code of Conduct

• For Juveniles:
• Follow the club’s Code of Conduct for Players.
• Respect teammates, coaches, and supervisors.
• For Supervisors:
• Act as role models and ensure fair treatment of all participants.
• Sanctions:
• Establish clear disciplinary procedures for breaches.

12. Financial Management

• Transparency:
• Provide parents with a breakdown of costs.
• Collect payments through approved club methods.
• Budgeting:
• Ensure funds are used responsibly, and keep records.

13. Insurance and Legal Compliance

• Insurance:
• Verify if the club’s or Hockey Ireland’s insurance covers travel, hockey activities, and public liability.
• Legal Requirements:
• Follow Irish and local laws for all destinations.

14. Post-Trip Review

• Feedback:
• Gather feedback from juveniles, parents, and supervisors to identify areas for improvement.
• Report:
• Prepare a summary for the committee on the trip’s outcomes, including any incidents.

By following these guidelines, the management committee can ensure safe, enjoyable, and well-organized trips for teams while fostering personal and athletic development.