An event/trip checklist can help ensure you’ve considered all your responsibilities.

Briefing staff and volunteers

All staff, whether paid or voluntary, should have a clear understanding of their role in any planned event. Brief everyone beforehand to clarify their responsibilities and make sure they are familiar with the safeguarding policies and code of conduct of the club or county. 

Those selected to run the event or travel with the kids need to be properly vetted. If the trip involves an overnight stay, it’s likely that anyone supervising children should be the subject of an enhanced DBS check (in England and Wales) or other vetting procedures.

Staff to child ratios

Think about how many adults are needed to supervise the children involved. The ratio of children to adults will depend on a number of factors, including: 

  • the age and experience of the children taking part;
  • the experience of the adults supervising the children;
  • the location of the activity;
  • the requirements of a possible emergency situation;
  • the needs of the players involved;
  • the results of a risk assessment.

It’s wise to have at least two people supervising. Where younger children involved, and certainly when there’s an overnight stay, supervisors of both sexes should be included if the group of children is mixed. If the kids are being transported, the person driving should not be responsible for supervision while they are at the wheel.

Communication

Before the event, parents and young people should know what to expect. They should:

  • have given written permission for photographs to be taken and for the resulting images to be used 
  • have provided the organisers with a completed Player Profile Form;
  • have the contact details for the organisers (i.e., know who they should contact, and how, in case of emergency);
  • be aware of any insurance requirements;
  • understand any transport arrangements and itinerary;
  • know the accommodation arrangements, including who will be sharing with whom. Children should share with other children who are close to them in age and should not share sleeping accommodation with adults;
  • be aware of the standards of behaviour expected and understand the consequences if they breach the code.