How Sports Tour Specialists Plan Safe Travel

Organising a sports tour can involve a lot more than simply booking flights and a hotel for your team. There is a huge amount of background work that goes into planning a safe and enjoyable tour for all participants.

Table of Contents

Checking Accommodation for Groups

It is not sufficient for a hotel to say that they can take sports groups. Each venue needs to be checked out thoroughly for their fire escape routes, the room capacity against their fire safety certificates and also whether they hold a current compliance certificate for the country in which the hotel is based. Always ask for documentation to be provided by the venue before you book.

Insurance That Covers Sports Participants

Most travel policies do not cover injuries, medical repatriation or even emergency dental treatment whilst participating in sporting activities. If a sports tour group requires insurance cover then it is essential that the policy specifically states it covers the relevant sports activity. Furthermore, the policy must state that it will cover medical expenses of at least £2 million per person and repatriate the party in the event of an emergency. We always stress to clients to read the small print of any policy to ensure that they have the correct cover before purchasing.

Carrying Out a Formal Risk Assessment

In organising for group travel, Group travel organisers have a duty-of-care to the participants on the trip. They need to write down a formal Risk Assessment for the trip prior to departure. This should include details on the current safety rating for the destination for which they are travelling. The company uses the official UK travel safety advice by destination in conjunction with this to give a balanced view. Details of the proposed travel to and from matches, venues for said matches and information on local Medical Services, including hospitals, close to where the group will be staying should also be included and signed by all who have contributed to the Risk Assessment and a copy taken with the group leader for the duration of the tour.

Emergency Contacts and In-Country Support

All travelling groups require an emergency protocol to be put in place and detailed to all participants i.e. 24 hour insurer contact, in-country representative and closest hospital and how to get there.

Documenting Kit and Equipment

As most sports equipment, especially medical and electrical items, can be considered as prohibited items by customs authorities it is wise to have a typed inventory of all the equipment taken by the group. This list must contain the name of the item, its value and its intended use. This list will be very helpful if any of the equipment gets lost or delayed during the tour and also will be required by the insurer in order to process any claims.

By doing the time the group departs all of the work required will have been done leaving you to relax and enjoy the tour!