Travel Policy (U15-U19) March 23 rd, 2018 Below is the Club s official Travel Policy for Fly Away Tournaments Tournament Goals and Objectives: Players and parents must both recognize and agree with the goals and objectives of choosing to travel to a tournament. Mutual understanding of these goals and objectives and their communication to the players is critical for successful travel. These goals include: Experiencing a higher level of competition and different styles of play. Building team chemistry and morale. Exposure to college coaches. Preparing for the experience of college soccer. Learning personal responsibility and independence. To understand and enjoy the full-immersion experience with their team. Tournament Travel Policies Include: Team hotel rooms, paid for and reserved in advance by the Club. Team vans, paid for and reserved in advance by the Club. All players are required to attend every team meal throughout the tournament weekend. All players are required to stay in the team hotel rooms and travel in the team vans throughout the entire tournament. 2 parent volunteers per team to drive team vans and oversee the team players throughout the weekend. Team itinerary for the tournament weekend to include meal times, departure/arrival times to/from games/meals/activities, college campus visits, etc. Players are responsible for booking their own flights to/from the tournament within the designated Arrival and Departure windows provided to the team by the Age Group Director. Any parents whom wish to attend the tournament will be responsible for booking their own hotel rooms and rental cars. Out of town Tournaments Deemed to Follow Policies: The parent volunteers/coach/agd for each team will put together a draft itinerary, then send the draft to the team coach and AGD for final edits/additions/etc. The AGD will provide the finalized itinerary to team parents and players prior to departure for team s traveling to a tournament that has been deemed to follow the Travel Policies (fly away tournaments). When out of town tournaments require air travel, it is preferable that all players, coaches, manager and parent volunteers travel together as a team. However, if the cost of group air
travel is prohibitive, the Club will/does allow players to travel outside of a group to take advantage of less expensive options, as long as players arrive and depart in the designated Arrival and Departure Windows provided by the AGD. When traveling as a group, players will wear their training kit to look uniform and professional every player will wear their training top, jacket, shorts and/or Nike sweatpants. All players and parent volunteers, and in most cases, coaches, must stay at the same hotel. When vehicles are rented for team transportation, all players must travel to and from ALL team events (games, meals, extracurricular activities, college tours etc.) in the team vehicles, unless previously approved by the AGD no exceptions. No player can drive a team car or van. All players are to remain WITH the team for the duration of the tournament (from airport arrival to airport departure), unless previously approved by the AGD no exceptions. $300 Non-Refundable Per Player Deposit: Once rosters are released for any Travel Policies tournament, a $300 deposit will be added to each player s Bonzi account for immediate payment in the past, we have had several players confirm their attendance, and then drop out of the tournament just before the event leaving their share of costs to be picked up by the rest of the team. This policy helps to hold players accountable for their commitment, and supplement cost for the remainder of the team if we are unable to find guest players to fill spots on the roster. Expenses and Budget: - Generally speaking, the team will pay for all tournament costs - The Club will reserve and pay in advance for ALL hotel rooms and ALL rental vehicles on behalf of each team abiding by the Travel Policies. - The Club will also pay for all coach expenses (if team paid tournament), tournament registration fees (if team paid tournament), Video and Video Analysis if applicable, and all remaining expenses EXCEPT for team food and any extracurricular activities. - Once the FINAL cost for all expenses is completed/finalized with actual receipts following the tournament, the final cost (minus the $300 Per Player Deposit already paid) will be divided by the number of traveling players per team and added to each player s Bonzi account. - The team coach, manager and treasurer should prepare a budget to address specific team expenses for each tournament at the beginning of the year specifically for food as some teams collect a budget ahead of the tournament to get all meals catered into the hotel, or to have the parent volunteer pay for all meals with the collected budget some teams simply have players pay for their own meal, at every meal, or the parent volunteers pay for the meal and collect cash from each player, extracurricular activities, snacks & waters to have on hand, etc., but it s proven that collecting a budget up front from the team is the most effective way to travel. - All players should bring to the tournament two methods of payment (cash and credit/debit cards) to ensure they are able to pay for meals, extracurricular activities etc. - All players are required to bring to the tournament, their medical insurance card in case of any injury/emergency. 2
- All players are required to complete a Travel Permission Form, giving consent for players to travel with parent volunteers and coaches in rental cars. - The team will also be responsible for the parent volunteer s hotel room(s) - two required parent volunteers for ages U15 and up, as well as U14 in the Spring crossover age band season, will have their expenses (one hotel room if possible at times two) paid by the team. A minimum of two parent volunteers are required for out of state travel. Guest Players: Any and all guest players from inside or outside of the Club are required to abide by all Travel Policies, which includes paying the $300 non-refundable deposit and paying the after-tournament expenses, unless previously approved by the Executive Director, Director of Soccer Operations and Age Group Director. Our Executive Director/Director of Soccer Operations/Age Group Director will send each guest players 2 invoices via Square Payment Method 1) $300 nonrefundable deposit, and 2) remaining finalized after tournament per player costs. Player Responsibilities: Participation in an out-of-town soccer tournament is an opportunity for players to gain valuable playing experience and for teams to compete against different styles of soccer. However, players must be aware, at all times, that their behavior is a reflection of ISC Gunners and as such must conduct themselves in the most appropriate manner at all times. In addition, players are to follow all of the Club s, coach s and parent volunteer expectations and directions related to playing soccer, team activities, and free time. Players will adhere to check-in, game and activity times and places established by the AGD, coach and parent volunteers. A buddy system is required at all times. Players will remain in groups of no less than three whenever leaving the hotel, field, or away from the rest of the team. No one goes anywhere alone. Soccer balls are not to be kicked in rooms or halls. Players shall not make excessive noise or disturb other hotel guests. Player get-togethers should take place in meeting rooms, lobbies, lobby restaurants or other spaces large enough for the whole team. If something breaks, tell all parent volunteers and team coach. Players will receive prior approval from the AGD - for all excursions away from the team. Information will be clear about which players will be together, where they will be going, where and when they will be returning. Players will attend and be on time to all team functions unless previously excused by the AGD. Players will adhere to all curfew expectations. ONLY players, family members and both parent volunteers if necessary, from the same team will be allowed in a player s hotel room. No consumption or possession of alcohol, tobacco, cannabis or illegal substances is allowed. Laptops and other electronic devices with internet access should be turned off at curfew and remain off overnight. 3
No charges (including telephone, room service or pay-per-view movies) to a team room are allowed unless there is prior approval by the AGD. Cell phones or pre-paid calling cards are recommended to facilitate calls home. Players who participate in inappropriate or illegal behavior are subject to disciplinary action by the coach or Club. Players who fail to follow these rules will not be allowed to attend further tournaments and may be sent home from a tournament or released from the Club entirely. Parent Volunteer and Driver Responsibilities: Parents and guardians of players understand that parent volunteers, parent volunteer drivers and others assisting with out of town travel are unpaid volunteers. As such, they deserve full cooperation and support. Trip parent volunteers assume a major responsibility for player organization, safety, and supervision. By agreeing to accompany a team to an out-of-town tournament, they should be fully aware of their duties. Each parent volunteer and parent volunteer driver must submit a background check and obtain clearance through this background check before assisting with any team, at any time. Parent volunteers and parent volunteer drivers agree to check the team in at tournament check-in if the team manager is not attending the tournament. Parent volunteers and parent volunteer drivers should avoid being alone with any player other than their own child. If possible, have two adults or a minimum of three players present at all times when adults are with the players. Parent volunteers and parent volunteer drivers agree to pick up the team vans previously reserved by the Club and return the vans at the end of the tournament. Parent volunteer drivers agree to arrive in the Club assigned arrival and departure windows to ensure supervision and transportation to/from the hotel for all players arriving/departing within the arrival and departure windows, unless approved by the Club. Parent volunteers and parent volunteer drivers agree to manage the hotel check-in process upon arrival to the team hotel, as most rooms will be reserved in the parent volunteer s names and coach names. All drivers must have a valid driver s license and motor vehicle insurance with policy limits of not less than $250,000. Drivers must provide the Club with a photocopy of a valid, current driver s license and proof of qualifying motor vehicle insurance. Ensure players travel in groups of no less than three. Ensure the location of players under their supervision and time of return. Enforce all curfew expectations set by the Club/coach. Ensure players attend all organized team functions including departures, arrivals, games, meals and practices unless exceptions are approved by the AGD. Enforce all expectations and policies for players set by the Club and the coach. Place a copy of the team itinerary inside each room/handout to each player and update with any changes, where applicable. Be fully available, at all times, to assist players. 4
Have access to all emergency and medical forms for players under their supervision (this information will be in the team binder used to check-in the team for the tournament). Be aware of all medical needs and prescription medications of players under his/her direct supervision. These should be indicated on each player s medical forms. Drivers are strictly prohibited from consuming alcohol, cannabis or illegal drugs or substances prior to driving. Parent volunteers and parent volunteer drivers may consume alcohol in moderation away from the team and after all games have been concluded for the day. Parent volunteers and parent volunteer drivers may not use tobacco while in the presence of players. Parent volunteers are responsible for personally handling or assigning responsibility for team meals/snacks/water; curfew; injuries (take care of sick or injured players at the hotel or fields). NOTE: Any life-threatening medical emergency that occurs at the team hotel after curfew will absolutely require medical professionals to transport the player to the hospital. For any life-threatening emergency parent volunteers and coaches will NOT transport any child medical professionals will be called to assist! Parent volunteers and parent volunteer drivers are responsible for assisting the AGD/coach in creating a team itinerary once game schedules are released, if necessary, which would/could include: Team meals Arrival and departure times for all events on itinerary (meals, games, etc.) College visits Extracurricular activities Parent volunteers Behavior All parent volunteers will demonstrate reasonable behavior at all times and will ensure that the players do the same. Coach and Club Responsibilities: Coaches are required to work closely with the AGD manager and parent volunteer regarding team activities, supervision and player behavior. Their responsibilities are: Working with the parent volunteers, AGD and team manager to create a detailed itinerary to coordinate travel plans, meeting times, team functions, meals, group departure for game times, free time, etc. One team meeting is required at all travel tournaments to be held by the team coach to go over team expectations on and off the field. Help the AGD to decide which parents will be acting as parent volunteers and drivers. In addition to the coach, the minimum is two parent volunteers per team (typically team manager or acting manager and another parent). Decide player room assignments, where applicable. Coaches, parent volunteers, parent volunteer drivers and players should keep a roster with cell phone numbers with them at all times Travel Details Spreadsheet. Set expectations and activity limits (for example, swimming in hotel pool) to ensure that players are rested and mentally prepared for tournament competition. The Lights Out time is determined by the AGD and coach. No consumption or possession of illegal substances is allowed. Coach may not consume alcohol or cannabis, be under the influence of alcohol or cannabis, or use tobacco while 5
in the presence of players. Coaches may consume alcohol in moderation away from the team and after all games have been concluded for the day. 6