Keeping Children Safe on Sports Tours: A Checklist for Schools and Clubs (2027)

A sports tour is an amazing experience for young players — but parents trust schools and clubs to bring their children home safe. Good planning makes that possible. This checklist covers the main areas schools, clubs and academies should think about before, during and after a tour.

Note: always follow your own school, club, education department or governing body's child safety and safeguarding policies first. This guide is general information to help you plan.

Key Takeaways

• •Every adult on tour should have the right background checks (for example a Working With Children Check in Australia, a DBS check in the UK, or a background check in the US).
• •Agree supervision ratios and a clear rooming policy before you go.
• •Prepare a written risk assessment and an emergency plan.
• •Collect medical and consent forms for every player.
• •Make sure parents know who to contact, 24/7.

People: who is looking after the players?

• •All staff and volunteers have current background checks.
• •Supervision ratios are agreed in advance, and are higher for younger players and water activities.
• •Mixed-gender groups have both male and female staff where possible.
• •One person is named as the safeguarding lead.
• •Staff know the code of conduct, including rules on alcohol and one-to-one contact.

Places: where will players stay, train and travel?

• •Hotels are vetted, with players grouped on the same floor and staff rooms nearby.
• •The rooming policy is clear: players share only with same-gender teammates of a similar age, and never with adults.
• •Venues, coaches and transport come from reputable, licensed suppliers.
• •Free time has clear boundaries, buddy systems and check-in times.

Health: are we ready for injuries and illness?

• •Medical and consent forms are collected for every player, including allergies and medicines.
• •At least one qualified first-aider travels with the team.
• •Medicines are stored and given according to your policy.
• •Travel insurance covers your sport and every destination.
• •The nearest hospitals are known for each stop.

Plans: what happens if something goes wrong?

• •A written risk assessment covers travel, sport, accommodation, free time and local risks.
• •An emergency plan covers lost players, injuries, natural events and lost passports.
• •Copies of passports and documents are kept digitally and on paper.
• •Staff know how to contact the local embassy or consulate.

Communication: are parents and players informed?

• •Parents receive the itinerary, hotel details and a 24/7 emergency number.
• •A pre-tour parent meeting explains rules and expectations.
• •Players know how to raise a concern with any staff member.
• •Clear rules cover phones, social media and sharing photos of players online.

What should we ask a tour operator about safety?

1. Do you prepare a written risk assessment for our tour?

2. How do you vet hotels, transport and venues?

3. Is there a 24/7 support contact during the tour?

4. What is your emergency process?

5. How do you support our own safeguarding policies?

How is safety managed?

We prepare a written risk assessment for every tour, following ISO 31030 travel-risk principles. It covers vetted accommodation, agreed supervision ratios, medical access, emergency procedures and a 24/7 support contact. Venues, transport and accommodation are arranged through local partner suppliers, subject to confirmation. Read our duty of care guide and our 12–18 month planning timeline.

Ready to plan your tour?

Read our school sports tours page and our guide to visas and travel documents for sports teams. When you're ready, get a quote, message us on WhatsApp or contact us. Every tour is tailored, so costs are on request.

Frequently Asked Questions

How do you keep children safe on a sports tour?

With checked staff, agreed supervision ratios, vetted accommodation and transport, medical and consent forms, a written risk assessment, an emergency plan and a 24/7 contact for parents.

What supervision ratio is needed for a school sports tour?

It depends on your school or education department's policy and the players' ages. Ratios are usually higher for younger players and for water or adventure activities.

Do all adults on tour need background checks?

Yes. Every staff member and volunteer should hold the right check for your country, such as a Working With Children Check in Australia or a DBS check in the UK.

What is a rooming policy?

A written rule about who shares rooms. Players share only with same-gender teammates of a similar age, never with adults, and staff rooms are nearby.

What should parents ask before their child goes on tour?

Who is supervising, where players will stay, how medical needs are handled, what the emergency plan is and how to contact the team 24/7.

Does Olimpia Tour help with safety planning?

Yes. We prepare a written risk assessment for every tour following ISO 31030 travel-risk principles, and we work alongside your own safeguarding policies.