Purpose

This policy outlines procedures to ensure that all overnight trips, tournaments and residential events involving Naas AFC teams are organised safely.
All trips must operate in accordance with the FAI Child Welfare and Safeguarding Policy, the Children First Act 2015, and the Children First National Guidance for the Protection and Welfare of Children.
This policy should be read in conjunction with the Naas AFC Safeguarding Statement and Risk Assessment.
The welfare of the child is the paramount consideration.

Committee Approval

All overnight trips must receive prior approval from the club committee.

Parental Consent and Medical Information

Parents must provide:
  • Written consent for the trip
  • Completed Medical Consent Form (FAI Appendix 7)
  • Emergency contact details
Parents must disclose any medical conditions, allergies or medication requirements, including inhalers or EpiPens.
Parents must ensure that any required medication is provided for the trip, clearly labelled, and that supervising coaches are informed of its location and any emergency instructions.

Pre-Trip Meeting

Where possible a meeting with parents and players should outline:
  • Travel arrangements
  • Competition schedule
  • Accommodation arrangements
  • Behaviour expectations
  • Medical or dietary needs
This meeting should also provide an opportunity to explain supervision arrangements, communication procedures and safeguarding expectations during the trip.

Trip Leadership

A Team Manager or Head of Delegation must be appointed for each trip.
This person is responsible for:
  • Player welfare
  • Behaviour management
  • Accommodation arrangements
  • Communication with parents
Players should know they can speak to the Team Manager, coach or Club Welfare Officer if they have any concerns during the trip.

Supervision Ratios

Recommended supervision ratios:
  • 1 adult per 8 children under 12
  • 1 adult per 10 children over 12
At least two Garda-vetted adults must be present.
Where possible, mixed groups should be supervised by both male and female adults.
Adequate supervision must be maintained at all times.

Accommodation Arrangements

Adults must never share a room with a child.
Players should share rooms with players of the same age group and gender.
A room allocation list must be maintained.
A curfew or lights-out time should be agreed and monitored.
Supervising adults may conduct periodic room checks.
Group socialising should take place in communal areas only and not in individual bedrooms.
Adults should respect children’s privacy and knock before entering rooms.
Adults should not enter players’ rooms alone where possible. Where entry is necessary, two adults should be present or the door should remain open.

Behaviour Expectations

Players must:
  • Respect teammates, coaches and venue staff
  • Follow safety rules
  • Represent the club positively
Players must remain with the team group at all times unless given permission by a supervising coach.
Any serious behavioural issue that affects the safety or wellbeing of others may result in parents being required to collect the player from the venue.
The use of alcohol, smoking or illegal substances is strictly prohibited, and adults are expected to act as appropriate role models.

Missing Player Procedure

If a player cannot be located:
Coaches should check rooms and communal areas
Other supervising adults should be informed
Venue staff should be notified
Parents and the CWO should be contacted
If the child cannot be located promptly, An Garda Síochána or local police should be contacted

Insurance

The club must ensure that appropriate insurance cover is in place for the trip.

Communication and Emergencies

Parents must be contacted immediately if a player:
  • Is injured
  • Becomes unwell
  • Is involved in a welfare concern
Emergency services must be contacted where necessary.
Parents should also be informed of expected arrival and return times and notified of any significant delays.

Incident Reporting

All accidents, injuries or safeguarding concerns must be recorded using the Club Accident/Incident Report Form via the SportsMember app within 24 hours.
Reports must be reviewed by the Club Welfare Officer and Club Committee.

Policy Review

This policy will be reviewed every two years or following any safeguarding incident.