PRE TOUR SAFETY GUIDE

The most effective way to ensure a safe and trouble free tour is to prepare thoroughly.  The guidelines in this document are aimed at school groups but may apply equally well to youth and junior sports clubs.  You can find further “Helpful Information”, to ensure your tour runs smoothly, on our website

 BEFORE YOU GO

 Set the Objective

An important first step is to set the objectives of the tour – why the tour is taking place and what you want to outcome to be.  Tours can be educational or pastoral, or, a mixture of both.  A clear understanding of your objectives enables other decisions to be more easily made.

Consider your Group

Each group is different.  The combination of individuals making up your group will change every year.  Therefore even if you visit the same places, you may need to consider different measures to accommodate the various individuals.  You may then also need to consider your team of leaders and ensure all necessary skills are available.

 School and LEA Policies, Procedures and Governing Bodies.

Always ensure that understand and comply with the requirements of your school or governing body’s policy and procedure for travel and touring.  Ensure that you have the necessary permissions to proceed and be aware that you may be required to state the educational objectives.  The DfES has produced a very comprehensive good practice guide entitled “Health and Safety of Pupils on Educational Visits, which can be downloaded from www.dfes.gov.uk or www.teachernet.gov.uk/visits  The Scottish Education Dept. has also produced a similar good practice guide entitled “ Health and Safety of Pupils on Educational Excursions” available on - www.scotland.gov.uk/library5/education/hsee-00.asp

 Supervisory Staff Free Place Ratio for Schools

We offer a generous ratio of free supervisory places that is usually greater than that required by most LEA policy and we recommend it be adhered to wherever possible to ensure optimum support and cover.  If non-teaching adults are invited to make up the supervisory staff numbers, it is vital to check the implications with your governing body and LEA.  All adult leaders must accept responsibility for the well-being of students including matters relating to safety and discipline.

 Passports

It is becoming increasingly important that clients have valid passports, visas and other entry requirements to match their intended travel arrangements.  If you wish to travel abroad you must hold a full ten-year passport, even for a day trip.  You can find further information on Passports and Visas on our website.

You can also contact - www.passport.gov.uk/

Pre-Tour Meetings

It is important to meet regularly with staff accompanying the tour to establish policy, share duties and to communicate the policy to students participating on the tour.  Parents may also wish to be involved and an evening meeting for leaders, students and parents will provide an opportunity to reinforce guidelines, answer questions and run through the tour itinerary.  Aspects of safety and behaviour should be raised at such meetings and students should be advised of their individual responsibility for collective safety.

You may also want to consider pairing up students in a “Buddy System” where they look out for one another and report immediately should, for instance, a “buddy” be missing

Codes of Conduct

It is good practice to involve students in the construction of a suitable code of conduct.

The code should also consider behaviour during free time, which is when many accidents happen.

 Insurance

All participants travelling with Breakaway Sports Tours have been offered appropriate travel insurance.  It is your decision whether you take our Insurance.  A Summary of Cover has been included with each Information Pack.  If you would like more information, you should contact us, particularly if you feel that the insurance may not cover your needs.  All groups should take some form of travel insurance.

However, not all Travel Insurance covers sports injuries.  Your group may be covered through the school insurance or through the sport governing body insurance.  However this often covers such as loss of life or loss of limb, but may not cover things such as hospitalisation, the cost should someone have to stay with the injured party when the group has returned home, the cost of an air ambulance etc etc. 

Make sure you are fully covered!!

Emergency Medical Assistance

For those groups that have taken their travel insurance through Breakaway Tours, our appointed emergency medical assistance service is operated 24 hours a day and 365 days a year for your benefit.  If you, or a member of your group, are admitted to a hospital or clinic as an in-patient our emergency assistance service must be notified as soon as it is practical to do so, and at the latest within 48 hours of your admission.  In order to confirm that you are insured, your treating doctor or physician should contact the emergency assistance service to advise your condition so that approval of treatment and payment of medical bills can be given.  Our appointed emergency assistance service has experienced multi-lingual co-ordinators to take your calls and, to allow them to deal with your case quickly, please make sure you have the insurance policy and all other relevant information with you.  After consultation with your treating doctor or physician, they will decide the most suitable, practical and reasonable solution to your problem, based upon the medical criteria.  If adequate treatment is not available locally, it may be decided that repatriation by regular airline service, air or road ambulance is the best option, but only provided your treating doctor and our chief medical officer confirm your fitness to travel.

Further information is available in the insurance policy.

Emergency Contacts

Nominated Home / School Contact.  Select a home / school contact who will be available at most times whilst you are on tour, especially on travelling days when you are most likely to need to make contact, (eg. Due to travel delay).  This person must be able to contact all parents, perhaps via a pyramid telephone communication system.

Stay Healthy on Tour

Information on Health Issues can be found on our website under Stay Healthy on Holiday, and under the Travel Insurance section.  There is a link through to the Department of Health’s website –

www.dh.gov.uk/PolicyAndGuidance/HealthAdviceForTravellers/fs/en

where up-to-date information on required and recommended immunisations can be found for the areas you intend to visit.  Your local GP can also offer advice.  Remember to leave sufficient time to obtain the necessary vaccinations and bear in mind that there is likely to be a cost involved.

Parental Permission for Medical Treatment  It is essential to obtain written permission of parents or guardians prior to travel for group leaders to carry out the following:

• To administer prescription medicine required by students.
• To administer pain relief medication as appropriate (eg Paracetamol).
• To sign for medical operations to proceed in the event that this is deemed necessary by a qualified medical practitioner.

Group Members Medication.  Record any particular medical details or medication requirements of all members of the group.  These will be necessary to administer medication and will assist in the event of a serious incident.  Let other staff know where these details are held.  It is essential to bring sufficient supplies of medication to last for the duration of the tour (allowing also for any unforeseen delays).  The same brands may not be available locally.

First Aid Kits.  Many LEA’s and school / sports governing bodies stipulate that a first aid kit be carried on all tours.  This policy may specify the contents of such a kit.  Keep in mind that you are providing for a group and not just a few people.  Headache and stomach ache remedies such as Paracetamol are worthwhile, but must not form part of the first aid kit and should be administered and controlled by one member of staff only.

First Aid Qualification.  We recommend that at least one member of staff should have completed a first aid course.  Your LEA or governing body may insist on this or other similar qualifications.  If you are leading a large group, you may wish to consider taking a school nurse or someone well-qualified in first aid to handle medical matters.

Other Useful Information

Telephoning Home from Abroad.  You will need to dial the International Code (frequently 00) followed by the National Code for the UK (which is 44) followed by the area code, excluding the initial zero (eg 161 for Manchester, 1706 for Rochdale etc) then the subscriber’s number.  Please note that it remains difficult to make calls back to the UK from certain countries such as Russia and parts of Eastern Europe.

Mobile ‘Phones.  Mobile ‘phones are an effective means of communication throughout Europe and increasingly through the world.  We would recommend that at least one mobile phone is available as an emergency contact.

UK mobile ‘phones need to be set to enable them to operate abroad and you should contact your provider to ensure the phone will work at their destination.  If you are calling the UK, leave out the first “0” and add 44 before the number.  To make a local call or to call another country while abroad, leave out the first “0” and add the country code followed by the number.  Leaders should be aware that the cost of using mobile ‘phones abroad can vary substantially and charges can accrue when receiving calls as well as sending them.  Leaders should check that they have sufficient credit available, particularly if using “Pay as You Go” ‘phones.  WorldSim offer sim cards that can be used overseas to make mobile ‘phone calls at reduced rates.  You can find more information on our Website under the Tour Accessories banner.

 Know Before You Go

Breakaway Tours are partners in the Foreign & Commonwealth Office – “Know Before You Go” campaign. 

To make the most of your trip abroad and to help you stay safe, check out the Foreign and Commonwealth Office website at www.fco.gov.uk/knowbeforeyougo  It is packed with essential travel advice and tips, and up-to-date country information.

 ON TOUR

 UK Coaches

Seatbelts

All UK coaches are fitted with seatbelts.  In addition it is now compulsory for passengers to use seatbelts on coaches both within the UK and also in a growing number of countries within Europe.  You are strongly advised to use seatbelts where fitted.  In some cases, failure to use them can result in on-the-spot fines.

Safety Induction Talk

Breakaway will request that you receive a short induction talk to be given by the driver before departure.  Please request this if it is not automatically provided.

Points to Remember.

Emergency Exits:  Staff should be strategically seated near all exits.  Check that these are operational.

First Aid Kit.  Check the location.

Fire Extinguishers.  Check the location and operational instructions.

Seatbelts.  Please use them.

Luggage.  Keep all luggage clear of aisles and exits.

Rubbish.  Provide collection facilities.  (Plastic carriers are ideal).

Standing in the Aisle is not permitted when the coach is moving.

Do not disturb the driver whilst he or she is driving.

Getting off the vehicle.  Take care especially on the Continent.  The door may open directly on to the road and the traffic will be approaching from an unfamiliar direction.

Headcounts.  Always have two people carry out a head count before leaving every stop.

Non-UK Coaches

Breakaway Tours ensures that all coach companies contracted comply with their local and national regulations.  However, many countries outside the UK do not yet require coaches to be fitted with seatbelts and it may not be possible for us to provide a coach with such facility.  Most coach drivers in non-English speaking countries will have at most a very limited knowledge of English.  If the group is making extensive use of vehicles abroad, a consideration should be the inclusion of one or more linguists in the staff team.  Alternatively Breakaway Tours can usually provide an English-speaking tour escort or guide.

Ferries

Emergency Procedures on Board.

Ensure that all members of the group listen to and are familiar with the emergency procedure that will be announced shortly before departure.  Some nautical terminology (eg. Muster Station) may need to be explained.  Please remember, on boarding the ship after a long journey to the port, concentration may be low and spirits high.

Air Travel

Very strict safety criteria apply to all air travel originating within the UK, which is closely monitored by the Civil Aviation Authority.  Please ensure that your party observes the safety instructions and demonstrations that are given prior to take off.  Wherever possible we will attempt to arrange block seating for your group on the aircraft.  However an early arrival at the Airport Check-in Desk and a request from you the check-in staff can often be more effective.

ON ARRIVAL AT ACCOMMODATION

Fire

We will request that an induction talk, and where practical a fire drill, is given on arrival at your accommodation.  This is an important safety measure, so please ensure you ask for an induction, or at least advice, on arrival.  If circumstances prevent this induction talk, group leaders may wish to undertake their own evacuation exercise.

Fire and Safety Precautions

Leaders should ensure that group members know what to do and where to go in the event of an alarm.  Make sure:

• The group is aware of what the alarm will sound like.
• Members know their escape routes.
• Members know where to assemble to be counted.

 Additionally, there are some simple precautions that group leaders can take whilst staying in accommodation:

• The tour leader and the group should familiarise themselves with the procedure in the case of fire including all alternative escape routes and the route to the assembly point.
• Ask the means of calling the Fire Brigade.
• Check the fire escape routes on a daily basis and during the evening to ensure that they are free from obstruction.  Report any problems to the hotel management.
• Check where the fire alarm call points are or, how to sound the fire alarm.
• Ensure group members unplug electrical appliances before leaving a room unattended and before retiring at night.  Appliances that stay heated (ie. travel irons, hair straighteners) are a particular problem.
• Adopt a strict “no smoking” policy in the bedrooms.
• Instructions for what to do in emergency should be posted in every room of the hotel. 

Reception times and Cover.  Check the times of reception and night porter duties.  You never know when you may need to contact someone for assistance or important information. 

Smoking.  We recommend that a strict no-smoking policy be enforced.  If smoking is allowed on the tour, it should not be allowed in the bedrooms.

Lifts.  Some groups stipulate that lifts are out of bounds for tourists.  Whilst we do not stipulate this, sensible use of the lifts is recommended with close monitoring by the supervisors.  We do advise against the use of 3-sided lifts.  They do still exist in some older hotels and can be dangerous.

Balconies / Banisters.  We strongly recommend that Group Leaders, particularly those of younger groups, stress to their groups prior to arrival at their accommodation that climbing on or over balconies is dangerous and strictly forbidden. 

Make sure banisters and rails are sturdy and report any defects to the management, immediately.  Insist on a room change if you consider there is a danger to the room occupants.  Please also bring this to our attention so that we can ensure remedial action is taken.

 

Clear Glass.  Be aware of clear glass doors or patio doors that are difficult to see.  It is easy to walk into these risking injuries.

Running in the hotel should be discouraged.

Free Time

One of the most common causes of injuries is horseplay in rooms during free time.  Typical problems are trapped fingers in doors, falling from bunks, slips and trips.  Whilst the injuries tend to be minor, they can result in a hospital visit.

Hotel Swimming Pools

Many hotel pools do not provide lifeguards.  We advise you not to allow your tourists to swim without competent supervision.  LEA’s generally have guidance for this, which should be followed.

Electrical sockets in Bathrooms

Certain hotels still have electrical sockets in the bathrooms.  We would strongly recommend that you advise your students not to use these under any circumstances.

PUBLIC TRANSPORT

The regulations concerning public transport are determined by the appropriate authorities in each country.  If it is envisaged that the group will use public transport, we recommend that at least one member of each group acquaints him or her self with the system beforehand.  Knowledge of capacities, frequency, routes and the best method of obtaining tickets for large numbers will help avoid delays.

EXCURSIONS AND VISITS

The visits and excursions you undertake will be instrumental in achieving your tour objectives, but it is essential that that any visit or activity selected is appropriate to the age, abilities and size of all members of your group.  Please note that almost any visit carries some inherent risk, particularly where children and young persons are involved.  Your group management plan / risk assessment should have considered appropriate control measures.  Where any safety equipment is provided, this must be worn at all times. 

Consideration should be given to your Plan B should circumstances dictate.  It is better to consider this in advance and in particular the circumstances that will trigger the change.  Group leaders are responsible for ensuring that the children are fully supervised at all times and that any instructions or safety briefings are followed.

SPORTS MATCHES

If at any stage, the team coach or manager identifies that there is an imbalance in any of these areas (eg. Size, age, ability) then the fixture should be stopped and rearranged to reflect a better balance and matching of players.