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.

TRAVEL PACK AVAILABLE FROM SECTION CHILD WELFARE OFFICER

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.
• Club travel pack containing all relevant documents available from your child welfare officer for your section.

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.