Shannon Athletic Club
Travel and Residential Trips Safeguarding Policy
| Policy owner | Shannon Athletic Club Committee
| Approved by | Club Committee
| Date approved | 08/05/2026
| Review date | Annually, or sooner if required
| Version | 1.0
| Approved by | Club Committee
| Date approved | 08/05/2026
| Review date | Annually, or sooner if required
| Version | 1.0
1. Introduction
Shannon Athletic Club (SAC) is committed to safeguarding the welfare, safety and wellbeing of all children and young people participating in club trips, competitions, training camps and residential activities.
This policy outlines the procedures and expectations for all club travel and overnight stays involving juvenile members to ensure activities are organised and supervised safely, responsibly and in line with safeguarding best practice.
This policy outlines the procedures and expectations for all club travel and overnight stays involving juvenile members to ensure activities are organised and supervised safely, responsibly and in line with safeguarding best practice.
2. Purpose of the Policy
The purpose of this policy is to:
Promote the safety and wellbeing of children and young people during club travel and residential activities.
Provide guidance to coaches, volunteers, parents/guardians and athletes.
Ensure appropriate supervision, planning and safeguarding arrangements are in place.
Clarify roles and responsibilities during trips and overnight stays.
Support safe communication, behaviour and emergency planning.
Promote the safety and wellbeing of children and young people during club travel and residential activities.
Provide guidance to coaches, volunteers, parents/guardians and athletes.
Ensure appropriate supervision, planning and safeguarding arrangements are in place.
Clarify roles and responsibilities during trips and overnight stays.
Support safe communication, behaviour and emergency planning.
3. Scope
This policy applies to all Shannon Athletic Club trips, competitions, training camps, away fixtures, residential stays and any travel organised under the name of the club involving juvenile members.
It applies to coaches, volunteers, committee members, parents/guardians, officials and athletes participating in such activities.
It applies to coaches, volunteers, committee members, parents/guardians, officials and athletes participating in such activities.
4. Policy Statement
SAC is committed to ensuring that all travel and residential activities are planned and managed with safeguarding, welfare and safety as a priority.
The club will take reasonable steps to ensure children and young people are properly supervised, protected and supported while participating in activities away from their normal training environment.
The club will take reasonable steps to ensure children and young people are properly supervised, protected and supported while participating in activities away from their normal training environment.
5. Roles and Responsibilities
The Club Committee is responsible for approving this policy and supporting safe travel practices.
The Head of Delegation, Trip Leader or designated responsible adult will oversee safeguarding and welfare arrangements during trips.
Coaches and volunteers are responsible for appropriate supervision, maintaining professional boundaries and responding to concerns appropriately.
Parents/guardians are responsible for providing accurate medical, emergency and consent information before travel.
Athletes are expected to behave respectfully, follow instructions and comply with agreed codes of conduct.
The Head of Delegation, Trip Leader or designated responsible adult will oversee safeguarding and welfare arrangements during trips.
Coaches and volunteers are responsible for appropriate supervision, maintaining professional boundaries and responding to concerns appropriately.
Parents/guardians are responsible for providing accurate medical, emergency and consent information before travel.
Athletes are expected to behave respectfully, follow instructions and comply with agreed codes of conduct.
6. Supervision and Ratios
SAC will aim to ensure appropriate supervision ratios for all trips and activities involving children and young people.
As a general guideline:
There should be a minimum of two responsible adults on trips involving juvenile members.
Recommended supervision ratios should reflect the age, needs and nature of the activity.
Gender balance among supervising adults should be considered where appropriate.
All supervising adults working with children should complete safeguarding training and Garda Vetting where required.
As a general guideline:
There should be a minimum of two responsible adults on trips involving juvenile members.
Recommended supervision ratios should reflect the age, needs and nature of the activity.
Gender balance among supervising adults should be considered where appropriate.
All supervising adults working with children should complete safeguarding training and Garda Vetting where required.
7. Accommodation and Rooming Arrangements
Rooming arrangements should be planned in advance and communicated clearly to parents/guardians and athletes.
The club will:
Ensure children and young people are accommodated appropriately for their age and gender.
Ensure coaches and adults do not share rooms with juvenile athletes under any circumstances.
Ensure supervising adults are accommodated nearby where practical.
Respect privacy, dignity and safeguarding requirements at all times.
The club will:
Ensure children and young people are accommodated appropriately for their age and gender.
Ensure coaches and adults do not share rooms with juvenile athletes under any circumstances.
Ensure supervising adults are accommodated nearby where practical.
Respect privacy, dignity and safeguarding requirements at all times.
8. Consent, Medical Information and Care Plans
Parents/guardians must complete consent and medical information forms before travel.
This should include:
Emergency contact details.
Medical conditions or allergies.
Medication requirements.
Consent for emergency medical treatment where required.
Relevant care plans for medical conditions or allergies.
Medication should be clearly labelled and accessible where appropriate.
This should include:
Emergency contact details.
Medical conditions or allergies.
Medication requirements.
Consent for emergency medical treatment where required.
Relevant care plans for medical conditions or allergies.
Medication should be clearly labelled and accessible where appropriate.
9. Travel Arrangements
Travel details should be communicated clearly to parents/guardians and participants in advance.
This should include:
Departure and return times.
Collection and drop-off arrangements.
Emergency contact details.
Accommodation details where relevant.
Travel expectations and codes of conduct.
Reasonable steps should be taken to ensure safe transport arrangements at all times.
This should include:
Departure and return times.
Collection and drop-off arrangements.
Emergency contact details.
Accommodation details where relevant.
Travel expectations and codes of conduct.
Reasonable steps should be taken to ensure safe transport arrangements at all times.
10. Behaviour and Codes of Conduct
All participants, coaches and volunteers are expected to behave respectfully and responsibly during trips and residential activities.
Bullying, harassment, inappropriate behaviour, substance misuse or behaviour that places others at risk will not be tolerated.
The club may require athletes, coaches or parents/guardians to sign codes of conduct before travel.
Bullying, harassment, inappropriate behaviour, substance misuse or behaviour that places others at risk will not be tolerated.
The club may require athletes, coaches or parents/guardians to sign codes of conduct before travel.
11. Safeguarding and Welfare Concerns
Any safeguarding or welfare concern arising during travel or residential activities must be taken seriously and reported promptly.
The designated trip leader, Club Children’s Officer or Designated Liaison Person should be informed as soon as possible.
Serious concerns may require referral to Tusla, An Garda Síochána, Athletics Ireland or other appropriate authorities.
The designated trip leader, Club Children’s Officer or Designated Liaison Person should be informed as soon as possible.
Serious concerns may require referral to Tusla, An Garda Síochána, Athletics Ireland or other appropriate authorities.
12. Emergencies and Incident Management
The club will aim to ensure appropriate emergency planning for travel and residential activities.
Trip leaders should:
Carry emergency contact details.
Know the location of nearest medical facilities where practical.
Ensure access to first aid arrangements.
Record accidents, incidents or concerns appropriately.
Contact emergency services immediately where required.
Trip leaders should:
Carry emergency contact details.
Know the location of nearest medical facilities where practical.
Ensure access to first aid arrangements.
Record accidents, incidents or concerns appropriately.
Contact emergency services immediately where required.
13. Insurance and Documentation
The club encourages participants travelling abroad to ensure they have appropriate travel insurance and relevant documentation where required.
For international travel, participants may also require a European Health Insurance Card (EHIC/GHIC) or equivalent medical cover.
For international travel, participants may also require a European Health Insurance Card (EHIC/GHIC) or equivalent medical cover.
14. Confidentiality and Data Protection
Personal, medical and safeguarding information collected for trips will be handled sensitively and stored securely in line with data protection requirements.
Information will only be shared where necessary for safeguarding, welfare or emergency purposes.
Information will only be shared where necessary for safeguarding, welfare or emergency purposes.
15. Review and Monitoring
This policy will be reviewed annually by the committee, or sooner if changes in legislation, safeguarding guidance or club activities require updates.
The club is committed to continuously improving safeguarding and welfare practices during travel and residential activities.
The club is committed to continuously improving safeguarding and welfare practices during travel and residential activities.
16. Approval
This policy was approved by Shannon Athletic Club Committee.
Contact Information
Club Children’s Officer / Designated Liaison Person: Joanne Begley
Email: info@shannonac.ie
Phone: 0872349130
Email: info@shannonac.ie
Phone: 0872349130
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