Rugby Tours

Tour Checklist

Tours are a long standing tradition of rugby and the best tours are usually the result of good planning. This simple checklist will help you get started…

Tour Planning

Appoint officials and agree terms of reference:
- Tour Secretary
- Treasurer
- Promotions Manager
- Press Officer
- Tour Party Manager
- Tour Captain
- Coach(es)
- Doctor/Physio
- Baggage master
Decide dates of meetings and establish deadlines for administrative arrangements
Obtain permission to tour from RFU via Constituent Body Secretary
Produce a tour brochure
Arrange promotional events

Research

Collect data on prospective host Unions
Speak to prospective host Clubs
Agree with a tour operator:
- Destination
- Dates
- Numbers in party
- Mode of travel
- Type of accommodation (hotel, motel, B&B, billets, etc)
- Requirements for training and team rooms
Clarify and confirm tour agreement with hosts including financial arrangements and reserves policy
Find visa and inoculation requirements

Tour Itinerary

Plan games, training sessions and free time
Decide where, when & how to entertain your hosts

Insurance

Personal
Holiday
Liability
Death & Disability
Accident
Loss of clothing & equipment

Kitting Out

Design tour motif
Issue of items of clothing - blazers, slacks, tracksuits, bags etc
Order medical kit
Assemble training equipment
Take club flag
Purchase spare studs (differing lengths), laces, labels etc.
Decide on appropriate gifts to exchange

Personnel Administration

Establish availability suitable players
Select squad
Ensure sufficient reserves on standby.
Plan and agree pre-tour training including sufficient fitness testing
Produce a tour party roll with addresses, telephone numbers, emergency contacts
Produce addresses and phone numbers for tour locations
Complete next of kin forms
Write pen portraits
Establish and agree all duties required of officials, players and baggage master
Draw up a duty roster
Confirm press reporting procedures