Rugby tour planning: a checklist for clubs and schools
- Last reviewed
- 6 min read
- For sports teams, schools
The short answer
An English rugby club planning a tour needs approval before it travels. County and constituent body guidance points to RFU Regulation 10, and overseas tour forms usually have to be in several weeks before departure. The deadline depends on your county, so ask it first. Alongside approval, plan insurance, written permission from the host union, RFU DBS clearance for adults supervising under-18s, signed consent forms and a safeguarding officer checklist. Schools also follow their own visits approval process.
Key takeaways
- County guidance refers to RFU Regulation 10 for tours. Cornwall RFU asks for the outgoing tour form one month before a tour, and Notts, Lincs and Derbyshire (NLD) RFU asks for overseas tour paperwork at least 6 weeks before departure. Your own county sets the date that applies to you.
- NLD RFU says to get permission to play in the host country in writing (email is enough) and to check any age-grade regulations that differ there.
- For players under 18, NLD RFU's checklist asks for RFU DBS clearance for supervising adults, a signed club safeguarding officer tour checklist and consent forms, with a copy left with a DBS-cleared home contact.
- Insurance should cover rugby, public liability, civil liability, travel (baggage, curtailment, cancellation), repatriation and emergency medical costs.
- Rugby kit travels as hold baggage. Airlines set their own sports equipment limits, so list weights and book kit with the flights.
- Schools should also follow their employer's educational visits approval process and the DfE and OEAP guidance their EVC uses.
What approval does a rugby tour need?
In England, tours are approved through your constituent body (usually the county RFU) rather than by writing to the RFU directly. Cornwall RFU's guidance says overseas tours are approved by the RFU through the outgoing tour form, which goes to the county one month before the tour, and warns that missing the date may mean approval is not given. It points clubs to RFU Regulation 10 for detail.
NLD RFU sets a longer lead time. It asks for the tour application and paperwork at least 6 weeks before departure for overseas tours, and at least 3 weeks for domestic tours. It also says not to send forms directly to the RFU. The two counties differ, which is the point: ask your own county for its form and date before you pay a deposit.
The host side needs approval too. NLD RFU says to organise permission to play rugby in the host country, which your tour operator, the host club or you may arrange, and to get it in writing. Check whether the host country or region has age-grade rules that differ from England's.
What safeguarding steps apply when players are under 18?
NLD RFU's youth tour guidelines set out the steps for a tour with under-18s. Cornwall RFU strongly advises clubs touring with children to read the RFU Touring with Children guide alongside the RFU Safeguarding Policy.
- Tell your club safeguarding officer (CSO) the tour details.
- Check that every adult supervising under-18s has current RFU DBS clearance.
- Complete a signed CSO tour checklist.
- Collect consent and medical forms, take a copy on tour and leave a copy with a DBS-cleared home contact.
- For overseas tours, carry consent forms and health cards (GHIC) at all times, because medical treatment may require them.
Ratios, room allocation and supervision are covered in our guide to safeguarding on junior sports team trips. The NSPCC recommends at least two adult supervisors for any group.
What insurance should a rugby tour have?
NLD RFU's guidance says to decide between RFU-provided cover and independent insurance, and to check that the policy covers the following:
| Cover | Why it matters on tour |
|---|---|
| Rugby and other listed activities | Matches, training and any social activities such as swimming or excursions. |
| Public, civil and personal liability | Claims arising from the group's conduct or an incident. |
| Travel: baggage, money, curtailment, cancellation | Lost kit, delays and a tour cut short. |
| Repatriation | Getting an injured player or adult home. |
| Medical and emergency treatment | A GHIC gives access to state healthcare in covered countries. GOV.UK says it is not an alternative to travel insurance. |
GOV.UK also warns that standard policies often exclude some sports and activities, so ask the insurer to confirm contact rugby in writing.
How do you plan travel and kit?
Work backwards from the first fixture. Our guide to sports team travel logistics covers arrival timing, charter against scheduled flights and coach drivers' hours.
- Names and passports: Group flight contracts set name deadlines. Check each passport first; a UK passport must be under 10 years old on arrival and valid for 3 months after departure for the Schengen area. See group flights explained.
- Kit: Weigh and list shared equipment such as tackle shields, medical bags and match kit. Airlines set their own limits and fees; British Airways, for example, caps a checked bag at 32kg. Our guide to declaring oversized baggage explains how to notify the airline.
- Medication: Players with prescribed medicines should carry them in hand luggage with a prescriber's letter. See travelling with medication.
- Accommodation: Ask about space for the squad to meet, laundry for kit and nutrition needs. See accommodation for a team at a tournament.
What is different for a school rugby tour?
A school team needs the RFU and county steps above plus the school's own approval. GOV.UK's DfE guidance on educational visits and the OEAP national guidance describe the employer's role, and the school's educational visits coordinator normally signs off the risk assessment. Our guide to the school trip risk assessment covers what that file should contain, and the duty of care guide covers the legal background.
What should the final checklist look like?
- County RFU form submitted and approval confirmed in writing.
- Host union or club permission received in writing.
- Insurance confirmed in writing for rugby, travel and medical cover.
- Passports checked, visas arranged for non-British travellers, names sent to the airline by the deadline.
- DBS status, CSO checklist, consent and medical forms done for every under-18.
- Kit list with weights, airline equipment booking and medical kit packed.
- Emergency contacts shared and a home contact named. Our emergency contacts tool can hold these.
How Roamly can help
Roamly Travel arranges group flights and logistics for sports teams, including transfers, accommodation and kit bookings. Use the free trip timeline builder to set your approval and booking dates, or contact us with your squad size and dates. Approval stays with your county RFU and governing body.
Sources
- Cornwall RFU: Tours
- NLD RFU: Youth rugby tour preparation guidelines
- NSPCC Learning (Sport): Overnight trips and international travel
- GOV.UK: Foreign travel insurance
- GOV.UK: Spain travel advice, entry requirements
- DfE: Health and safety on educational visits
General guidance only, checked against the sources above on 30 October 2026. Entry rules, airline policies and official advice change, so confirm the current position with the linked source before you travel.