Travel and Transport - Guidance Procedures


Coaches and Club or Association officials offering sporting opportunities for children and vulnerable adults must recognise that they are in a position of trust. Parents and carers are entitled to expect that they will act responsibly, taking the same care for the well-being of the individuals entrusted to them as if they were the legal guardian.

It is important therefore that there is a common understanding of what is expected of all parties, and that parents are aware that those to whom the individuals are entrusted are unpaid volunteers. Obtaining parental/carer consent (specimen forms are available on the Sample Forms page) is a minimal first step towards this understanding.

Publication of Junior Club Rules and other helpful codes of conduct and behaviour, (e.g. for the parents as well as the volunteers), should also be considered where children under 18 are involved.

Good Practice

Codes of Conduct are not only aimed at protecting children and vulnerable adults from harm, but also to help adults follow good practice in order to avoid actions which might be misunderstood. For example it does not make sense for a coach or any other adult third party to:

In the event that such situations are unavoidable, they should only take place with the full knowledge and consent of a responsible club/association official, and/or a person with parental responsibility for the child.

Good practices and codes of conduct can be found on the Expected Behaviour and Codes of Conduct page.


Clubs should develop and publicise policies regarding the delivery of young people and vulnerable adults to, and their collection from, coaching sessions, matches and other events. The policy should reflect the ages of the individuals concerned and the location, time and nature of the events. Ideally, parents and carers should be given a written timetable of all events at the start of the season and be notified in writing of any changes. Club and coach contact telephone numbers should be included for parent and carer enquiries.

If Club/Association officials are required to transport young people or vulnerable adults in their car, written parental consent should be obtained. It is recommended that regular drivers hold a valid CRB Disclosure Certificate and ensure that their vehicle insurance covers transporting such passengers. Ideally, children or vulnerable adults should not sit in the front passenger seat.

Late collection of children and vulnerable adults can present clubs andcoaches with difficult situations and parents and carers should be informed that it is not the responsibility of the coach or club to transport children in such circumstances. Guidelines should be included in the club policy for dealing with these situations, and parents and carers should be asked to provide alternative contact telephone numbers.

Summary advice

Sample Consent forms for travel can be found on the Sample Forms page, and checklists etc can be found below.

Checklist for away fixtures

Communication with parents


Supervision and staffing

Emergency procedures


Transport - Checklists

Travel – can be used by Club or Association CPO/SO or delegated person and can be used in any risk assessment and planning of procedures

Purpose of Trip Competition, away fixture, coaching, social, combination of any of the above
Planning When?
Risk Assessment of activity.
Communication with parents Pick up points
Destination and venue
Competition Dates
Kit and equipment list required
Emergency Procedures, home contact
Consent form
Code of conduct (of players and also parents)
Host venue Hosts aware of special requirements, e.g. diet
Transport arrangements
Telephone contact
Local map and information
Transport Journey time and any stopping points
Suitability and accessibility
Drivers checked
Seat belts
Supervision and staffing Ratio of adults to participants
Male/female (ensure at least one male and female for mixed group)
Specialist carers?
Staff checked
Staff have relevant child protection training?
Emergency Procedures First Aid
Special medical information
Medications (aware of and who for)
Player information
Home contact details
Reporting procedures
Insurance Liability
Costs Fares
Meals and refreshments while away.


In addition, if a trip involves overnight stays the following should also be considered (particularly if parents, guardians or carers are not accompanying the child or vulnerable adult)

Accommodation What type?
Catering, special diet, allergies
Suitability for group, accessibility
Room lists
Hosts Hosts vetted (if applicable
Hosts aware of special requirements
Transport arrangements
telephone contact
Local maps and information, etc.
Insurance Travel (if applicable)
Medical (if outside UK)
Costs For trip
Payments and schedule: deposit, staged payments
Extra meals, refreshments
Spending money
Documentation ID for child (if applicable)
Preparing participants Code of conduct
maps of area etc
advice on valuables, etc.
Arrival Check rooms, meal times, phones, valuables
check venues
Information on medications of participants
arrange group meeting(s)
Confirm care and child protection with group and staff
Rules, curfew – code of conduct.


Residential Trips and Overnight Stays

Clubs, Associations, team managers, coaches, leaders etc should ensure that:

Clubs, Associations, team managers, coaches, leaders etc MUST NOT:

Checklists can be found above, while reference to Health forms with regard to youth travelling can be found at Sample Forms: Youth Health Profile (Microsoft Word .doc file, 65kB.)

Trips: Rights and Responsibilities

Travelling to away fixtures is a regular event for many junior clubs. Trips vary from short journeys across town to play another local team or involve more complicated arrangements involving overnight stays. What many appear as the most straightforward of trips will still require some level of planning.

All involved have rights and responsibilities regarding travel, even the junior members. The lists below detail the rights and responsibilities of those involved.

Child or Youth Member

Has the Right to Has the following Responsibilities
  • Be Safe
  • Have any concerns listened to
  • Be respected by their coach and host family (if applicable)
  • Have easy access to phone contact with the trip organiser
  • Have a list of events (itinerary)
  • Regular Group Meetings with other young people
  • Have their religious needs facilitated
  • Have prior knowledge of the climatic variation to enable them to bring adequate clothing
  • Be made aware of the codes required for phoning home
  • Maps of the local area (if applicable)
  • Have the currency of the country they are visiting explained to them (if outside sterling area)
  • Be made aware of collection and drop off arrangements.
  • Show respect to their host families
  • Show respect to other youth members and their leaders
  • Keep themselves safe
  • Reporting inappropriate behaviour or risky situations
  • Attending any prior meeting to ensure they are informed of the plans
  • Maintain the sport’s reputation by adhering to their code of conduct
  • Discussing their dietary needs with the host family (though it is the parent’s and organiser’s responsibility to ensure this information is passed on in advance)
  • Maintain the accommodation to the standard set by the family
  • Be aware that they are acting as an ambassador for their sport and on occasions their country
  • Dependent on arrangements with parents, manage their money

Coach and/or Manager

Has the Right to Has the following Responsibilities
  • Have support from their Governing Body if reporting any concerns about the arrangements
  • Be protected from abuse by children, youths, other adults, members or parents involved in the trip
  • Not be left vulnerable when working with children
  • Receive the relevant information from parents and/or guardians in advance of the trip, i.e.
      dietary needs
    • any personal care needs
    • signed medical consent form and permission forms
    • list of medication and allergies
    • EHIC (European Health Insurance Card) if travelling abroad
    • be respected by the children in preparation for and during the trip
    • To have any personal ‘out of pocket’ expenses reimbursed
    • To be able to apply sanctions in line with the Governing Body guidelines and discussed prior to the trip
    • To have time off, i.e. that another adult is the point of contact for an emergency rather than one individual all the time.
  • To plan well in advance of the trip
  • Check Governing Body guidelines
  • Gather information on destination and venue (if possible carry out a risk assessment)
  • Facilitate information meetings prior to the trip for parents and children
  • Maintain confidentiality about sensitive information
  • Be a role-model during the trip (disciplined, committed, time keeping)
  • Fostering team work to ensure the safety of youth members in their care
  • Respond to children and youth members’ statements and concerns
  • Report any complaints or accidents on relevant documentation
  • Provide the children, parents and host with an itinerary of events
  • Have clear arrangements for collecting and transporting children during the trip
  • Ensure that if a young person has to share a room that it is with someone of the same sex and that they are aware of who this is in advance
  • Check adequate insurance is arranged
  • Ensure they have received the relevant documentation from the child’s parents/ guardian
  • To inform parents and children of standards of behaviour required and possible sanctions
  • To ensure that there is an appropriate adult/child ratio
  • To submit a report to the Club or Governing Body after the trip
  • Make parents and children aware of the photographic policy and obtain parent’s signature (or include on permission form).

Parents and Guardians

Have the Right to Have the following Responsibilities
  • Know their child is safe
  • Be informed of any problems or concerns relating to their children
  • Be informed if their child is injured
  • Have their consent sought prior to the trip
  • Contribute to the decisions in planning the trip (when appropriate)
  • Have knowledge of where their child is staying and with whom
  • Have a contact number for their child’s hosts and trip organiser
  • Have a detailed itinerary of events that their child will be taking part in.
  • To be aware of the Code of Conduct for Children, Coaches, Hosts etc
  • To agree sanctions with the coach, trip organiser and child prior to the trip
  • Ensure the child has appropriate spending money
  • To pay for relevant costs prior to their child going on the trip
  • Provide the coach or organiser with all relevant documents and emergency contact number
  • Ensure the child has a passport (if required) prior to the trip.
  • Provide appropriate clothing to meet the needs of the child while aware from home
  • Drop off and collect their child at agreed time
  • Encourage their child to play by the rules


Have the Right to Have the following Responsibilities
  • Be treated with respect by the children, coaches and parents
  • Have prior knowledge of any special requirements, e.g.
    • medical
    • food
    • religious
    • transport
    • mobility
  • Have telephone contacts, lists of parents and coaches in the event of an emergency
  • Be financially reimbursed for any expenses (when agreed)
  • Be informed of competition details
  • Have clearly defined roles prior to the event
  • Be consulted about any change in plans
  • To have agreed a Code of Conduct
  • To consent to checks/references being sought into the appropriateness of them being hosts
  • To provide a safe and supportive environment for the children while they are hosting them
  • To attend host family meeting prior to and during the event/competition if arranged
  • To provide the child with a positive experience of staying away from home and possibly a different culture.

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