Dural Rugby Club endorses our Under 14 teams to tour to New Zealand as a combined group.  It is up to each pending U14 Age Group to work out if and when they would like to tour.  There is no obligation to tour.

There are strict guidelines and policies around touring.  This document is put together as part of the clubs’s policy/governance and rules by touring age groups of Dural Rugby Club and was last updated on 9 September 2018:

 

Club Policy and Governance for touring age groups

  1. All touring groups shall travel as an ‘Age group’ and not as individual teams within that age group;
  2. At present, touring groups are recommended/encouraged to travel at the age group of Under 14;
  3. Tour sponsorship cannot conflict with current winter & summer club sponsors – e.g: car dealerships and/or banks;
  4. A tour committee and relevant sub-committees are to be formed by the respective age group by open invitation to all team parents within that age group;
  5. A monthly tour update is to be presented to the Club Committee at its monthly meetings during and leading up to the tour period/date;
  6. Travel, accommodation and player entertainment quotation are to be obtained by, at least, two travel/tour coordinating companies;
  7. The club strongly encourages touring age groups to tour New Zealand. All touring destinations besides New Zealand are to be discussed/approved by the Club Committee;
  8. The recommended duration of a tour period is 10 – 14 days and during the winter school holiday period (July).

Club Rules for touring age groups

  • Touring as an Age Group – the touring age group is to commence its tour preparations the year prior to the year of touring. Tour enquiries and meetings can be made or take place at any stage the year preceding the tour however fundraising is not to take place until the current U14 group leaves on their tour.
  • Tour Committee – a tour committee is to be formed to include committee members from each team within that age group (only if there is more than 1 team e.g: Blue/Sky/Navy, within the age group);
  • Tour committee Structure – the committee shall be structured, at a minimum, as follows:

– Tour Chairperson(s);

– Tour Secretary;

– Tour Treasurer (we highly recommend an accountant undertake this task);

– Tour Sub-committees.

  • Tour Sub-Committees – Further subcommittees to be established as deemed necessary, such as and/or to include;

 – Sponsorship coordinator;

 – Communications coordinator;

 – Gear coordinator;

– Fundraising coordinator(s); and

– Any other coordinator(s) deemed required or as appropriate.

  • Tour Progress Update – after the formation of a tour committee, a tour committee delegate is to attend monthly club committee meetings wherein they will provide an update on tour progress including financials and logistics, up until the tour leaves.
  • Tour Fundraising – no fundraising activities are to be carried out at Dural Park or at any Dural Rugby events including but not limited to Dural Rugby home games throughout the rugby season.

Whilst fundraising in the local community, all players should be attired in Dural Rugby Club gear and represent the club accordingly.  Any complaints received from the public will be dealt with by the tour committee in the first instance with notification to the Club President.

Fundraising in local spaces must be approved by the relevant body prior to the event with the appropriate insurance paperwork submitted to that body.

  • Tour Sponsorship – no tour gear (comprising of playing jerseys, shorts, training tops, polo shirts, hoodies, winter jackets, travel bags etc) can be sponsored (i.e their logo cannot be placed on any tour gear) by car dealerships and/or banks which is in direct conflict with the club’s current sponsors.

No agreements should be made with any sponsor/third party on behalf of Dural Rugby Club.

  • Financial Hardship (Player/Family) – The tour committee must encourage all players within the age group to join in the tour. Any player unable to tour as a result of financial hardship, must be brought to the attention of the tour committee executive. The tour committee executive should evaluate the basis of such an application and if the tour committee decides the application is with merit, establish with the applicant a repayment basis that is affordable.

The tour chair person should then approach the Club President with all necessary information. The senior club executive committee (comprising the President, Vice-President, Treasurer and Secretary) will decide on the viability of providing assistance to the applicant/s. The club president, vice-president, treasurer or secretary to advise the tour chairperson the outcome. Repayments by the applicant(s) are to commence once the club disburses the funds.

  • Club support – the club committee to decide whether it will financially contribute towards a tour (via the group participating in the running of the Walla Tag BBQ and ground marshaling duties).  If after completion of Walla Tag duties, the age group does not tour, the club reserves the right to retain any agreed funds until such time as the group can agree to participate in another tour and the committee approves such a tour. Any new tour cannot impinge on the fundraising efforts of any current or pending U14s tour.
  • Tour bank account – the tour is required to utilise a bank account that has been set up on behalf of Dural Rugby. At no time should any monies be deposited into a private bank account on behalf of the tour.

The club treasurer and club president are the only committee members to have access to this account.  All monies are to flow through this bank account including deposits and any fundraising.

If and when payments need to be made in respect of the tour, an email should be sent to the club treasurer requesting the payment be made with at least two approvals from the tour committee.

  • Player Insurance – the tour committee must arrange a group quote for adequate and appropriate insurance cover for all touring players.  Players / families who refuse to take out a policy of insurance, either via the group quote or private arrangement, may be refused travel with the tour.
  • Player Medical Information – all players are required to complete a medical questionnaire prior to the tour departing in case of a medical emergency on the tour. The questionnaire should always be in the possession of a touring coach/manager/parent whilst on the tour.  Please ask a committee member for a copy of a template questionnaire.
  • Tour Itinerary – A tour itinerary must be presented to the Club Committee when the itinerary has been finalised.
  • Tour gear – tour gear shall not be worn prior to the tour. The touring jersey, playing shorts and socks must not be worn at any official club game at any time.

If you have any questions regarding touring, please contact the Club President.

2018 Dural Rugby Committee