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TOUR PROCEDURES
Introduction
The Rugby tour is an integral part of the development and improvement of the game in the United States. A tour contributes to the abilities of individual players and can produce a cohesive club both on and off the pitch. It is a strong morale builder and offers an opportunity, unparalleled by any other sport, for travel and friendship. All the unique features which draw people to the game are magnified and compressed into a short period of time. All tours must be properly planned and carried out to ensure the full enjoyment of all those involved.
This portion of the MARFU Handbook provides specific requirements as well as suggested guidelines for both incoming and outgoing MARFU tours. MARFU will use these rules for approving all tours over which MARFU has jurisdiction.
Definitions:
For purposes of MARFU Tour Procedures, the following general definitions are used:
MARFU Tours Chairman: The individual appointed by the MARFU Board of Directors to administer the MARFU Tours Procedures.
Local Area Union Tours Chairman: The individual(s) appointed by the East Penn, Potomac, and Virginia Unions to administer tour negotiations in their respective local area unions.
Tour Organizer: The individual appointed by a club, local area union, or MARFU touring side whose principal responsibility is planning all aspects of the tour off the pitch. This applies to both incoming and outgoing tours.
Tour Manager: The individual appointed by a club, local area union, or MARFU touring side whose responsibility is the well being of every member of the outgoing touring party from departure to return.
Tour: A visit to or from the MARFU jurisdictional area by a club, local area union, or MARFU touring side planning to play rugby games.
UNITED STATES OF AMERICA RUGBY FOOTBALL UNION
Tour Approval Policy
USA Rugby has outlined several requirements for those clubs planning to tour outside of the country or planning to host a club coming into the country. These requirements must be completely fulfilled before approval can be granted.
The touring/hosting club must be enrolled in the current year Club and Individual Participation Program.
All members of the team planning to participate in the tour/host match(s) must be enrolled individually in the current year Club and Individual Participation Program, as well as carry personal medical insurance.
The touring/hosting club must submit a detailed itinerary which includes match data and opposing club names.
All necessary forms (i.e., CIPP applications) may be obtained by request from the National Office at (719) 637-1022.
Once these requirements are fulfilled, the USA Rugby staff will issue the necessary approvals to the touring/hosting club and will notify the appropriate visiting/hosting club’s national rugby union that the tour is approved.
USA Rugby requests that you notify the National Office at least two months prior to the tour date so that there is enough time to complete the necessary requirements outlined above.
I. General Tour Rules and Procedures
The purpose of these procedures, which are similar to those procedures followed by the other Unions throughout the Rugby world, is to eliminate misunderstanding about itineraries, financial arrangements and hospitality so that responsibilities are clearly defined in advance.
1. The MARFU Tours Chairman shall have sole responsibility for tours by combined or representative teams. The responsibility for managing local arrangements for such tours may be delegated from time to time.
2. When a club in the Mid-Atlantic RFU area is considering hosting or going on a tour, the MARFU Tours Chairman must be informed immediately. The Chairman must be informed of:
(a) tour duration dates
(b) clubs involved
(c) location of tour
(d) Timeframe for responding to requirements of: II. Incoming Tours, or III. Outgoing Tours
(e) Contact person, with address and telephone number.
3. The MARFU Tours Chairman will contact the Local Area Union Tour Chairman in the area where the tour is to be held, or if incoming, the country of origin. When agreement has been received from the appropriate Union, the MARFU Tours Chairman will notify the inquiring club.
4. The responsibility for the arrangements and conduct of the tour, other than specified above, belongs to the club or clubs arranging it, under the general guidelines and control of the MARFU Tours Chairman.
5. Negotiations between clubs must address the following points:
(a) Exact itinerary -- particularly dates of arrival and departure, dates of games and dates on which incoming clubs move from one host to another.
(b) Exact details of financial arrangements -- who pays for what and when, particularly transportation and accommodations. Evidence must be supplied of the club's ability to meet the financial requirements.
(c) General outline of hospitality arrangements -- e.g., meals, accommodations, etc.
(d) Number of people involved -- players and officials.
(e) For incoming tours, the name, address, and telephone number of the official chosen as MARFU Tour Chairman, who will be the official channel of communications with the Tours Secretary.
(f) For collegiate teams, the name and address of a responsible adult who willl accompany the tour.
Permission for the tour will not be given if this information is not addressed.
6. When the MARFU Tours Chairman is satisfied that the conditions have been met, he will inform the RFU in the opposite country or territory and, having received permission from them for the tour to proceed, will give permission to the applicant Mid-Atlantic RFU club.
Under no circumstances will this permission be given less than two months prior to the departure date.
7. Following the completion of the tour, the Tour Manager or Tour Organizer of the MARFU club concerned will report to the MARFU Tours Chairman in writing the results of the tour activities. This will be done within one month.
8. The MARFU Tours Chairman shall submit a report to the Mid-Atlantic Board of Directors semi-annually.
II. Incoming Tours
The following checklist has been adopted by the MARFU for incoming tours:
1. Pre-Tour Communication
a. One member of the host club should be appointed the Tour Organizer. It should be that person’s function to handle all arrangements with the touring side.
b. It shall be the duty of the Tour Organizer to secure a copy of the itinerary of the touring team and try to accommodate that itinerary.
c. The Tour Organizer, along with other club officials, should make clear to the touring team what the limits of the host club's liabilities are.
d. The Tour Organizer should make clear to the touring club the extent of the host club's financial resources so that there are not misunderstandings in what the touring team can expect in the way of hospitality.
2. Welcome
a. A small committee of the club members should be prepared to meet the tourists at the point of arrival.
b. The host club should be prepared to offer a small dinner and refreshments to the Tour Manager, Captain, Coach, and Club President. It should be kept small and intimate.
c. A formal reception is appropriate for the first-class side or representative sides.
d. A formal reception is required for a touring national team.
3. Transportation
a. The welcoming committee should provide transportation for people mentioned in 2.b., from the place of debarkation to the lodging point.
b. The host club should try and organize transport for the visitors to their practice field.
c. Transportation should be provided for the visitors to the field for the match(es) and after the match(es) to the post-game function and back to the tour party’s lodging location.
d. Where time permits, transportation should be made available to the tourists so that they might visit the local points of interest. The club should have a committee prepared to do this.
4. Accommodations
a. The host club, through the Tour Organizer, should be prepared to communicate reasonable hotel and motel rates to the tourists so they may obtain the best possible accommodations dependent on their financial resources.
b. If billeting is involved, then the Tour Organizer should have prepared in advance a list matching players to their individual hosts.
c. This list should be made available to the Tour Manager so that he might be able to contact quickly a player or players in emergencies.
5.Match
a. The Tour Organizer should show the match field to the Coach and Tour Manager well in advance of the game.
b. The pitch must be properly marked and well lined with appropriate flags.
c. If possible, there should be separate dressing rooms.
d. There should be shower facilities.
e. One person should be appointed to make sure the dressing room is locked during the match and that no one is allowed to enter during the match or after the match until consented to by the Tour Manager or the Tour Organizer of the host club.
f. The touring side should have a choice of a maximum of three balls for the contest. Both sides must agree. If there is doubt or disagreement, the Referee will decide which ball will be used.
g. The Referee should be available shortly before the contest is to begin and should be allowed to answer questions relative to rules and interpretations.
h. The Referee should be invited to the post-match festivities.
i. A trainer and physician should be available and transportation should be available to the nearest hospital in case of injury.
6. After Match Function
a. Social arrangements are a matter of style, but no touring club should be ignored after a match, win or lose.
b. After the match is an excellent time for a party, indoor or outdoor. Food and liquid refreshment are a must.
c. The only limit to the social function after the match is relative to time, money and imagination. This function is an excellent way to promote your club locally and money.
d. Token gifts are usually exchanged, and the host teams should be prepared to exchange pins, ties, or other mementos.
e. Mounted crests, banners, plaques, etc., are usually considered to be necessary and appropriate, and the host team should be prepared to offer any of them to the Tour Manager, Captain, Coach, or Club President. Other items that might be presented or exchanged could be a Rugby ball (autographed with the score of the game), suitable touch-flags, or a club jersey.
7. Extras
a. A key to the city or traditional civic memento.
b. Tourist information packets should be provided to all members of the official touring party.
III. Outgoing Tours
The following checklist has been adopted by the MARFU for outgoing tours:
1. Organization -- Three key individuals should be selected by the outgoing tour club or representative side and they should be considered the primary Tour Committee. The responsibility of each falls in a clearly defined area, although all three will do well to keep abreast of developments at each stage in the process. Responsibilities and therefore, decision-making can be set out and understood by all concerned. The following suggestions are:
a. The Tour Organizer should be responsible for all the mechanics of planning every facet of the tour off the field. Whether he decides to assume much of the detail himself, or to delegate, he should be responsible for all communications with hosts, airlines, hotels, etc. It is vital that commitments are obtained well in advance in writing. He will have a continuing role to play on the tour itself, particularly, if problems arise in arrangements.
b. The Tour Manager's responsibilities are essentially the well being of every member of the touring party from departure to return. Much of the daily functioning of the touring party is the responsibility of the Tour Manager. This responsibility includes from discipline to ensuring that each team is assembled and well turned out before each game.
c. The Captain is responsible for the team on the field. Both the Tour Manager and Captain will be expected to speak at public functions after games, etc. Be prepared!!
2. Planning -- Before taking any steps, the club should assess its capabilities in three key areas:
Can the clubs raise sufficient finances?
Can the clubs produce, at the time of the tour, a strong and properly representative team able to travel for the duration of the tour period?
Does the club have sufficient administrators to take on the considerable organization involved?
If the club is satisfied on all three points, only then should the club approach the appropriate Local Area Union Tour Chairman.
The following areas must be addressed:
a. Finance -- A party of thirty or forty going to Europe for two weeks will incur expenditures in excess of $25,000. Some costs may be covered in kind in the form of meals, private accommodations, etc. Some costs will be contributed by participants. However, the majority of the money will have to be raised by the combined efforts of the members of the club and its supporters. Cost out what is involved at the very beginning, and bear in mind that bills will have to be met during the tour and that additional funds will need to be taken for use in emergencies.
b. Air travel -- Only reputable carriers should be utilized, and plans for charters and group travel should be scrutinized carefully. It is best to use a travel agent, particularly one with experience in organizing rugby tours.
Internal Travel Within the Country Visited -- Public transportation in most European countries is generally good, and there are often incentives for foreign travelers. Costs should be obtained in advance. Many clubs use a hired bus for the duration of their stay in a particular country.
c. Accommodations -- There are a variety of sources ranging from private homes, student hostels, and inexpensive hotels. Confirm reservations and costs in advance.
d. Fixtures -- Mismatching of strengths in fixtures can ruin a tour. Several overseas unions have expressed concern about scheduling some games that result in lopsided scores. There is no reason why games cannot be arranged with teams of comparable playing abilities. While on tour, clubs should seek advice after each game from hosts, and, if necessary, telephone ahead to the club’s next hosts and notify them if the club does not think it is strong enough to cope with the team they are to play next.
e. Relaxation -- There is a tendency to schedule too many matches on tour. Playing takes a toll; even minor injuries and late nights reduce playing strength. Five games in two weeks for a party of 25 players should be the maximum, particularly where there is travel between fixtures. This may be criteria considered by the MARFU Tours Chairman prior to approving a tour. Rest days are important. Some sightseeing can be planned in advance particularly as a rest stop on a long bus trip.
f. Kit -- A clean, well turned out party builds confidence, spirit, and reputation. The following kit is recommended:
(1) At least one full kit (21 jerseys, shorts, socks) for each team used for matches only.
(2) Training Kit -- old uniforms, track suits, etc., which are the player's responsibility.
(3) Black boot polish and brushes. Dirty boots for a player are unnecessary and inexcusable. Clean boots provide more comfort and produce better results.
(4) Spare laces, mouth guards, etc.
(5) Off-field attire. For off days, personal preferences may be followed. There will be official functions/receptions after games and at other times. Blazers, sports coats, flannel slacks, clean shirt, and tie show a basic respect for the club’s hosts and should be worn by all players and officials for such occasions.
g. Tour Brochure -- This is an excellent promotional tool and need not be too elaborate. It should contain profiles and history of the club and each player on tour. The brochure is a very effective device for helping to off-set tour expenses. Advertisements can be sold and supporter’s donations can generate sufficient funds to pay for the tour kit or other major expenses. MARFU is available to provide guidance on the development of a brochure for the club tour. Some host clubs will permit selling copies at matches. Messages from MARFU, local area unions, universities and political officials are appropriate and present a positive image for the tour. Acquiring these letters is a major task and should be the responsibility of a separate subcommittee. Samples at various levels of sophistication are available as a guideline from the MARFU Tours Chairman.
h. Mementos -- It is customary to offer some record of the club’s visit to each host club, the most prevalent being a club crest on a plaque. Additional items can be badges, ties, etc., for those who play against the club and officials, according to the tour budget. MARFU strongly urges clubs on tour to present appropriate gifts to the clubs visited.
i. Insurance -- Some countries have national health programs under which, as visitors, club members may be eligible for medical treatment. It is vital that the club member carry adequate protection. MARFU will not approve any tour unless the club and documentation of insurance according to USA Rugby guidelines. Baggage and personal effects insurance can also be useful.
j. Medical Kits -- These need not be elaborate, but should be included on the tour. Seek the advice of a licensed trainer or doctor. The most basic medical kit should include:
Bandages:4" x 4" gauze pads
2" x 2" gauze pads
1" adhesive tape
rolled gauze bandage
assorted sizes of Band-Aids
ready-made butterfly bandages of "Steri-Strips"
assorted sizes of Ace bandages
pre-cut cloth for making arm slings
Solutions:hydrogen peroxide or antiseptic solution
antiseptic ointment
smelling salts (ammonia ampules)
eye wash solution
Misc.:bandage scissors
instant chemical cold pack or bag to hold ice
penlight or flashlight
tongue depressor w/padded tip
k. Travelers Checks -- Most local banks are prepared to offer discount on bulk purchases. AAA offers them free of handling charges to members. Travel Agents also offer similar services. The Tour Manager should be the only individual responsible for financial matters.
3.Checklist
a. Confirmation in writing should be acquired for all of the following activities. MARFU tour approval will be given only after these confirmations have been submitted and approved by the MARFU Tours Chairman.
(1) Host clubs confirm fixtures and permission from their Unions. International Rugby Board regulations request 6 months prior notice. Failure to comply with this important requirement may result in permission to tour not given.
(2) Air transportation -- payments and dates.
(3) Ground transportation on tour -- costs and dates.
(4) Accommodations and costs.
(5) MARFU permission to tour. (Permission will be given after receipt and approval of 1, 2, 3, & 4)
(6) For tours outside the United States, USA Rugby letter. Request to USA Rugby may be made three (3) months prior to anticipated tour departure date.
b. Finances (funds available to pay)
(1) Transportation costs -- air and ground
(2) Accommodation costs
(3) Meal costs
(4) Emergency fund
(5) Personal pocket money
(6) Travelers Checks
c.Kit
(a) Matching full kit
(b) Training kit -- responsibility of each player
(c) Off-the-field attire.
d. Tour Brochure
Program printing dates; schedule fee, advertising; material for and payment of printer; delivery before departure.
e. Mementos
(1) For clubs/players
(2) Design, payment and collection
f. Valid Passports/Visas
If necessary, vaccinations.
Check with US Embassy to determine if Visas are required and reserve sufficient time period for application processing.
g. Insurance
(1) Mandatory, either per individual players, or clubs.
(2) Use USA Rugby Criteria
h. Medical Kit
ALL OUTGOING AND INCOMING TOURS MUST OBTAIN MARFU WRITTEN APPROVAL 90 DAYS PRIOR TO THE TOUR DEPARTURE/ARRIVAL DATE.
Failure to do so will result in one, or more, of the following penalties:
1. $500 fine,
2. Suspension from MARFU league play,
3. Suspension from hosting MARFU events,
4. Suspension from all MARFU activities.
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