Events involving overnight stays

Trip assessment

The organisation should assess all aspects of the trip before doing the activity. This should include a review of: 

• The type of accommodation to be used (room set up, what facilities are in the room – for example, cooking appliances, access to public, access to in-house movies or mini-bar, pool access).
• Any hazards associated with the accommodation and event venue (for example main roads, bodies of water close by, shopping areas).
• The type of transport required (ground transport, do drivers have Working with Children Checks (WWCC) (or equivalent), if flying, are there any children that have concerns about flying or have never flown?).
• Supervision required and availability of staff and volunteers.
• Insurance requirements.
• Provision of meals (in the accommodation, in places accessible by public, dietary requirements).
• Emergency plans (identifying local medical services, first aid kit, first aid training for supervisors, medical history forms completed by participants and travelling supervisors).

Consent 

Organisation

The club or organisation is required to sanction all events involving overnight stays. Before sanctioning, the official organising the event should brief the organisation on: 

• purpose of the trip
• cost
• required supervision
• vetting of all attending officials (including WWCC or equivalent).

The event should be sanctioned by the committee of the club or organisation. 

Parent and carers

Consent must then be sought from the parent or carer of each child or young person in writing. Consent may be given by a specific consent form or electronic communication (for example, email).

Before giving consent the parent or carer should be informed of the following: 

• purpose of the trip (for example competition, training camp)
• duration of the trip
• accommodation type and location
• type of transport
• location of venue for event or program
• people who will be responsible for supervision
• drop-off and pick-up times and location
• what the child or young person is required to bring on the trip
• how to communicate with their child or young person or with supervising staff while at the event
• a schedule of activities.

Sports should also seek the following information from parents or carers: 

• dietary requirements
• medical requirements
• religious or cultural requirements
• extra care requirements. 

The organisation should not permit a child or young person to attend an overnight sporting trip if a parent or carer has not provided consent to do so.

Transportation 

Any transport should follow the requirements for transporting children and young people, outlined in the guidelines for Transporting Children and Young People in Sport.

Accommodation 

When it comes to accommodation you should ensure:

• That all accommodation requirements have been organised in advance of the trip.
• A risk assessment is carried out to ensure appropriate accommodation and mitigate any issues (for example, a child or young person staying in a hotel room on their own).
• That parent or carer is given the address and contact details of the accommodation.
• That the supervisor’s accommodation is located within close proximity to the children or young people they are supervising. 

You should not provide accommodation:

• that requires children or young people to share a bed
• where an adult is sleeping in the same bed or room as a child or young person. 

Supervision 

When it comes to supervision you should:

• Ensure that the appropriate level of supervision is provided. This should take into consideration the gender of the group (for example, if mixed gender, male and female supervisors are to be appointed), the number of children or young people in the group and their age.
• Appoint all supervisors before the trip. If there are not sufficient supervisors prior to commencing the trip, it should not proceed.
• Ensure all supervisors have been vetted by the organisation including having relevant WWCCC or equivalent, and reference checks before being appointed.
• Provide contact details for a minimum of two supervisors to the parent or carer of each child or young person.
• Ensure that supervisors are provided with a list of all children/young people attending, completed medical forms and contact details for parent or carer (this information may be designated to a specific supervisor dependent upon their role).
• Ensure that two supervisors are in attendance when doing all activities. This includes team meetings, room checks and when communicating with children or young people.
• Before entering the accommodation rooms of children or young people, knock and wait to be asked to come in.
• Always be appropriately dressed in the presence of children or young people. 

You should not:

• Leave children or young people to be supervised by adults who have not been pre-approved as supervisors.
• Be alone in a room with a child or young person.
• Invite a child/young person into your accommodation.
• Enter the child/young person’s room without having another adult present.
• Consume alcohol or illicit drugs during the trip.

Electronic devices 

The use of electronic devices such as mobile phones, iPads or photographic devices should not be used by any one in areas where children or young people are dressing or sleeping. In these areas children and young people are particularly vulnerable as they are at various stages of dress or undress and because they are isolated areas. Due to the risks of inappropriate photography or filming, mobile phones, iPads or other electronic devices should not be used. 

Medicines and medical information 

A child or young person’s medical information should be sought from the parent or carer and a medical form completed by the parent or carer before travel. Any medication required by the children or young people during the trip, including the dosage required, timing of required dosages, and any other relevant information should be included. 

During travel, any prescribed medication required by the child or young person should be provided by the parent or carer in a clearly labelled container and should be overseen by a designated supervisor during the trip. 

Learn more about administering medications.

Extra care requirements 

Sports should ask parents or carers if their child or young person has any specific care requirements (for example if a child or young person has a fear of flying or has never flown previously.) This will enable the organisation to plan the appropriate care needed. 

Any dietary requirements of the child or young person should be provided to supervisors before travelling. This may be gathered in the medical form or a separate form. This will enable the organisation to plan meal requirements during the trip. 

Emergency procedures 

Emergency procedures should be developed to ensure that supervisors are aware of their roles and responsibilities in the event of an emergency. This should include: 

• first aid provisions and who is responsible for administering first aid
• what will occur in case of a medical situation
• what supervision is required for the child or young person who may need to seek medical care, while ensuring adequate supervision is always provided for the other children or young people
• location of nearest doctor, chemist and hospital, and contact details
• reporting procedure (for example, medical incident report form)
• if there are any unforeseen changes to the information provided to parents or carers (for example, cancellation or delay in flight or playing schedule must be communicated to all parents or carers in a timely manner).

Insurance 

The organisation or individuals should have the required insurance cover in place. This should include liability insurance and cover for: 

• medical (personal accident insurance)
• accommodation and travel insurance
• baggage loss.

Preparing participants 

Children and young people should be provided with information and an opportunity to have input into planning. 

Information should include: 

• what is expected of them and their rights (for example what to wear, code of conduct, free time)
• roles and responsibilities of the supervisors
• who to speak to if they have any concerns
• processes to contact parents or carers
• expected weather conditions
• evacuation and emergency protocols
• rooming and meals information
• passports (if required)
• currency and spending money needed (if required)
• local culture, language and laws (if required).

Input from children and young people should centre around things like: 

• expectations of participants
• the schedule of the trip and activities
• spending free time.

On arrival 

When arriving at the accommodation, checks should be done to ensure the stay runs smoothly.  

• Ensure children and young people are provided with a briefing outlining the accommodation facilities.
• Ensure supervisors are provided with a briefing outlining the expectations of supervisors and children and young 
  people and confirm procedures for the trip.
• Provide room lists and schedules to all supervisors and children and young people.
• Check all rooms and meal areas to ensure appropriateness of accommodation
• Check rooms do not have access to minibar content and that children and young people do not have access to adult video content in their rooms.
• Collect all money or valuables required for collection.
• Store all medications appropriately. 

Due diligence 

While away, regular diligence should be maintained to protect children and young people from harm. 

• Ensure children and young people are provided with privacy when using their accommodation, changing room and toilet facilities.
• Ensure children and young people can contact their parent or carer if they wish to do so during the trip. If a parent or carer wants to spend time with their child or young person during the trip, supervisors must be notified, and 
  pick-up and drop-off times should be clearly communicated.
• Ensure that children and young people do not have access to pornographic material or violent content through movies, television, internet, and magazines (for example removal of access to in-house movies provided by hotels).