You're pumped for the upcoming team tour. Fixtures are lined up. The hotel's booked. Everyone's buzzing for it... but there's one final thing to sort: your safety game.
Here's the deal: if something goes wrong and you haven't planned properly, it's not just a headache - it could be a tour-ending disaster!
Let's make sure your squad stays safe, sound, and smiling from start to finish.
Start With the Basics: Travel Insurance Isn't Optional
Seriously, this isn't a maybe. Every single attendee, player, coach and chaperone needs valid travel insurance that covers:
- Medical emergencies
- Lost or stolen gear (hello, match kit!)
- Travel disruption (delays, cancellations)
- Liability (especially crucial for contact sports)
You can choose a group policy, if it's possible - that'll make it easier to manage and often cheaper per head. At least that way, it guarantees everybody has it! Make sure everyone knows how to access their documents and contact details in an emergency.
Create & Share an Emergency Plan
Imagine this: a player gets injured, and nobody knows what hospital to go to or who's got the medical forms. Chaos.
Avoid that. Your plan should include:
- Emergency contacts
- Nearest hospital/clinic info
- Who carries medical records and insurance details
- Contingency transport plan
Pro Tip: Print it and store it in the Cloud (Google Drive or Dropbox). Then take photos of it on your phone in case you lose signal (and always remember the power backup).
Conduct a Proper Risk Assessment
Yes, it's admin and, yes, you'll get accused of nannying... but it's essential. You're responsible for your players' well-being. Walk through every step of the tour:
- Accommodation safety (are there safes, fire exits, 24/7 reception?)
- Public transport
- Local risks (e.g. pickpocketing hotspots, areas & venues to avoid, local laws, altitude for training)
- Venue readiness (changing facilities, first aid availability)
Document it. Share it.
Food, Water & Wellbeing
Different countries = different hygiene standards. Make it part of your pre-tour briefing:
- Only drink bottled water (especially outside Western Europe)
- Be wary of street food (delicious, but sometimes dicey)
- Watch out for dietary restrictions, especially allergies
- If you're not sure what's in it, look it up.
- Don't skip meals! Players crashing from low energy is a common issue
Assign a "well-being officer" for larger squads to check in with players daily.
Duty of Care: Know Your Legal Role
This one's serious. If you're the organiser, you have a duty of care. That means:
- Vetting third-party providers (transport, accommodation, activities)
- Having safeguarding protocols in place (especially with under-18s)
- Keeping accurate records of who's where and when (consider everybody turning on location sharing for the tour)
It's not about being paranoid - it's about being prepared.
Safeguarding & Youth Teams
Taking U18s or mixed-age groups? You need DBS-checked staff and a clear safeguarding structure.
Assign roles:
- Lead Safeguarding Officer (LSO)
- Assistant LSO
- Female staff member if mixed gender
Also ensure:
- Code of conduct is signed pre-tour
- Alcohol rules are clear and enforced
- No unsupervised free time for minors
This isn't just best practice - it protects everyone involved.
We don't organise youth teams at GroupiaTeams, but we have partners that can help.
Build a Health Kit That Goes Beyond Band-Aids
Don't just pack plasters, go full kit:
- Painkillers, antiseptic wipes, sports tape
- Rehydration sachets, sunscreen, antihistamines
- Ice packs, blister plasters, EpiPens (if needed)
Ideally, one person should be trained in basic first aid (two is even better).
Keep Mental Health on the Radar
Being away from home, under pressure to perform and constantly surrounded by people can wear on mental wellbeing. Have:
- Quiet time options built into the schedule
- A private way for players to voice concerns
- A zero-tolerance stance on bullying, even banter that crosses the line
Create a WhatsApp helpline or daily one-on-one check-ins.
Final Tips: The Human Stuff
- Share the itinerary and safety plan with parents/partners
- Have a daily check-in time (morning or after dinner)
- Make your own contact details easily available
- Encourage players to speak up if something feels off
Wrapping Up: Safe Doesn't Mean Boring
Planning for safety isn't about wrapping your team in bubble wrap. It's about creating an environment where they can relax and focus, on the pitch and off it. You want memories, not mishaps.
Safety is the platform on which amazing tours are built.
Next up, ready to tackle logistics? Check out:
- Streamlining Logistics: From Fixtures to Accommodation
- Mastering the Tour Budget: Strategies for Cost-Effective Team Travel
Save time & hassle, cut costs and even earn money for the club!