Guidelines and Sports Tours

 
Overseas Visits By Naval Service Sports Teams 
 
1.   Overseas visits by RN sports teams provide the chance to travel to destinations not often visited by the Armed Forces and consequently can be of diplomatic, PR and community value. From a sporting perspective such visits offer the scope to play against challenging opposition with different national cultures and in an environment distinct from that experienced in the UK. They can be used as a reward for loyal players at the end of a long season or can be used as a period in which to develop team spirit and team work for a season or competition ahead. Training camps allow athletes to improve their performances by training in climates and facilities not available in UK whilst the Winter Sports Championships conducted overseas require geographical features not found in the UK.
 
2.   When an overseas sports visit is planned either in response to an invitation, or as a personal initiative, the following points must be given early consideration.
 
a. Visits must involve no cost to Public Funds. Neither CILOR nor travel to and from UK ports of departure is admissible.
 
b. Tour parties are limited to the numbers at the Annex.
 
c. Applications to tour from Associations, Regions or Units will not be approved more frequently than once every 2 years.
 
d. Visits must not be longer than 2 weeks in duration.
 
e. Visits should be based in a single location avoiding the expense of long distance in- country travel
 
f. Funds should not be sought in support of excursions during the visit.
 
g. The status and level of competition to be encountered must always be carefully considered to ensure that opposition is of a realistic standard.
 
h. It is MOD policy that British Service teams may not compete in any event under the aegis of the CISM (Conseil International du Sport Militaire).

i. The strength of reserves or reserve squads should be taken into consideration should first choice players not be available. Organisers should arrange for  availability slips signed by both players and their CO’s to be completed in good  time.
 
j. The importance to prestige and public relations of fulfilling overseas commitments  must be borne in mind. Last minute cancellations and major alterations to  arrangements must be avoided wherever possible.
 
k. The need not to over extend the hospitality of host countries /organizations must be  considered. Over-exploitation may reduce their willingness to accept future visits by  other Service teams.
 
Planning
 
3. Proposed overseas sports visits are to be incorporated into RNRM Sports Associations’ 5 Year Plans giving notice of those years in which they intend to undertake tours and likely destinations. The planning for individual visits needs to begin some 12 – 18 months in advance of the visit's departure date, and advice sought from the office of SO1 NS at HMS Temeraire regarding finance, travel and accommodation etc.
 
4. Clearance.  All sports visits abroad require the approval of SO1NS and an absolute minimum of 12 weeks is needed to obtain the necessary Diplomatic Clearances. It is advisable, however, to allow longer especially to politically sensitive destinations.
 
5. Applications.  Permission to undertake all overseas visits must be obtained directly from SO1NS by the appropriate RNRM Sports Association for all RN Representative teams. All other applications, including those for Regions, Area, or individual unit teams are to be forwarded to SO1NS through normal administrative channels giving sufficient time to meet the 12 week clearance deadline. PDev officers and staff are to ensure that visit organisers are made aware of the contents of this letter.
 
6. All applicants are to give sufficient information to enable the visit's viability to be assessed. The application should contain the following in as much detail as possible:
 
a. Itinerary with dates.
 
b. Accommodation and transport arrangements.
 
c. Confirmation, preferably written, that the visit is acceptable to the host service or other authority and, where applicable, the relevant National Governing Body.

d. Statement of proposed income and expenditure.

e. Nominal list of the touring party (Including Service numbers).
Casualties and Insurance
 
7. It is appreciated that nominal lists are likely to change between the time of application and the departure date. It is, however, essential that the final list provided is up to date, and includes full Service details with NOK and Regional Welfare Authority.
 
8. Managers are to be fully conversant with DILFOR regulations (BR 8587 1910-11) particularly regarding contact with the local Naval authority, Naval Attaché or British Consul, and with Casualty Reporting Procedure in JSP 751
 
Duty Status
 
9.   BRd51 Vol 4 Chap 8 provides full guidance on 'Duty Status'.
 
Finance   
 
10.   Overseas sports visits are to be self supporting and must not involve cost to Public Funds. Neither CILOR nor Representative Sports Travel is admissible. All visit costs are to be incorporated into the statement of proposed income and expenditure and financed through personal contributions and other non-public sources.
 
11.  Applications for non-public funding for Overseas Sports Visits will be considered as a single grant from the Sports Lottery. Applications are to be made using Form RNSL1 applications form.
 
12.   Grants to individuals undertaking overseas sport visits to the following geographic areas are for up to a maximum of:
 
a. Mainland Europe - £350
 
b. Eastern Mediterranean (includes Cyprus and Turkey)   - £400
 
c. East Coast USA and East Coast Canada, Middle East  - £500
 
d. West Coast USA, West Coast Canada - £600
 
e. South Africa, South America, Far East and Australia.  - £800
 
The figures above are by no means guaranteed and will depend on affordability and whether the aims of the visit could be achieved at lesser expense at an alternative venue. It is stressed that the figures per person are an absolute maximum and should not be seen as a spending target. RNRM Sports Lottery membership is a condition of grant approval.
 
13.  Personal contributions should be not less than 30% and no more than 50% of the total cost. This, together with the maximum grant for geographical areas will assist in assessing the upper limit for the cost of the tour. Whilst further assistance may be sought from Corps, Unit Welfare Funds or sponsorship, money from Association Annual Sports Grants, which is designed to fund operating costs only, is not to be committed.
 
14.   Regional/Unit tours are normally to be restricted to European destinations, except for ships deployed. Teams wishing to travel further will be restricted to maximum grants of:
 
a.   Unit team – the European rate of £350
 
b.   Regional Team – the Eastern Mediterranean rate £400
 
Regional/Unit teams are to inform the relevant parent RN Sports Association of their intention to tour at the earliest opportunity and seek their advice and endorsement.
 
REPRESENTATIVE SPORTS TEAMS – TRAINING AND CONDITIONING CAMPS
 
15.   Over recent years it has become increasingly apparent that teams representing the Royal Navy have, on occasions, been disadvantaged by not having access to the quality of training facilities enjoyed by the sportsmen and women of the other two Services.  In an attempt to redress the balance it has been recognised that there may be circumstances where our teams would be better prepared if they were allowed access to training and conditioning camps aimed specifically at making them competitive at Inter Service level.
 
16. It has been agreed that bids may be submitted to the RNRM Sports Lottery by RN and RM Sports Associations who believe they have a sufficiently strong case to undertake a training camp. Bids will be subject to the scrutiny procedures contained in the ‘Applications Criteria and Guidance for Grants from the RN/RM Sports Lottery”.
 
17. Training and Conditioning camps are to be structured to enhance the fitness and skills of established sportsmen and women in preparation for a specific event and will, therefore, be limited to those participants who have the proven ability, or potential to benefit from high quality training and coaching. 
 
18. In order that a common rationale can be applied to training camp applications the following criteria will be used:
 
a. Applications must be forwarded through parent RN and RM Sports Associations having first been properly scrutinised and approved.
 
b. Participants must be members of the Association’s representative squad with the potential to compete as a part of the representative team.
 
c. Training camps must be designed around a properly structured training and conditioning programme supported by a suitably qualified coach/trainer.
 
d. The training camp must have a clearly identified objective and be specifically targeted at an event of at least Inter Service standard.
 
e. The timing and location of the training camp must have a direct bearing on the event being targeted.
 
Tour Numbers
 
19.  The numbers of participants allowed on an overseas visit is shown at the Annex. These figures have been agreed by the Combined Services Sport Board and any increase requires the specific approval of SO1NSR.
 
Additional Information
 
20.   Whilst parties must be in possession of in-date passports and Service ID cards, some destinations require additional documentation including VISAs, NATO Travel Orders and Medical Exempt Letters etc. There may also be a requirement to make contact with the military authorities once in the country. Information relating to destinations requiring specific pre tour action can be obtained through SO1NSR’s office. If in doubt ask.
 
Reciprocal Visits
 
21.  It must be borne in mind that if reciprocal visits to UK are offered whilst on tour no funding for these visits will be made available from central non-public funds. Visit organisers are to guard against making reciprocal offers which later result in financial embarrassment to their Association.
 
Reports
 
22. A short summary of each overseas visit undertaken, including financial and logistic arrangements, is to be submitted to this office within one month of completion of all approved visits. These are made available to subsequent visit organisers for advice and guidance.
 
Accounting for Overseas Sports Visits and Trainng Camps
 
23. It is a fundamental requirement of charity accounting that all receipts and payments are shown gross i.e. there is no offsetting one against the other.   This means that all receipts and payments for visits or training camps should appear in the annual accounts.  Some sports funds are very good in this respect and provide detailed records fully supported by vouchers, all of which pass though the treasurer’s books.  At the opposite extreme, some funds receive the grants and pay it straight out to the visit manager and consequently expenses and personal contributions do not appear in the annual accounts. In some cases the major financial activity of the sports charity in the year is the tour but this is ignored in the accounts.
 
24. In addition to the legal requirements of charity accounts, the grant making bodies such as the RNRM Sports Lottery require that sets of accounts are provided for their own audit purposes.  It is disappointing that many Sports Associations fail to comply despite it being a condition of accepting a tour grant that Associations provide visit accounts. Association and Club Chairmen should ensure that their officials do so.
 
25.  It is appreciated that some visits are organised as one package provided by specialist companies and that some of these take personal contributions direct from individuals.  Clearly one size does not fit all, but nevertheless accounting for visits must fall into one of two basic methods.
 
a. All grants, personal contributions, flights, accommodation and miscellaneous expenses pass through the treasurer’s cashbook and are supported by the relevant vouchers. An extract can be drawn up to provide a breakdown of visit expenses and income for grant making bodies.
 
b. Grants are received into the fund’s accounts and then paid to the visit manager, possibly after large expenses such as flights have been paid by the treasurer.  This advance is effectively an open voucher. 
 
(In other words the receipt for this advance remains as part of the treasurer’s cash holding and no action is taken in the books)  On return from the visit, the visit manager provides the treasurer with a breakdown of visit income and expenses plus any surplus cash and vouchers for the transactions.  This will clear the open voucher. A duplicate of the tour financial breakdown will also double as the accounts for the grant making bodies.  If personal contributions are paid direct to the specialist company, the sums involved must also be provided.   
 
Either method will provide an audit trail when the books are examined and visit finances will be evident in the charity’s annual accounts.
 
26. It is appreciated that it might not always be possible to obtain receipts for some minor expenses, although some funds are very good at this, but the appropriate vouchers must always support major items such as flights and accommodation.  Minor expenses such as tolls can be certified by the club official but Treasurers or Visit Managers should not self certify payments to themselves.  Internet bookings for flights and accommodation are becoming increasingly popular and often will not involve invoices but Internet printouts are acceptable as vouchers.
 
MAXIMUM NUMBERS FOR OVERSEAS VISITS BY SERVICE SPORTS TEAMS
 
Angling - Coarse 20, Game 14, Sea 15  
Association Football  22, 5-a-Side  11  
Athletics - Track & Field  36, Cross Country  14, Tug o War 14, Marathon/Road  10  
Badminton  12  
Basketball  16 
Boxing  17  
Canoeing  14, Sprint & Marathon 14, Slalom 14, Surf 8, Wide Water Racing 14, Water Polo 10, Freestyle 14
Cricket  20  
Cycling - Road/time Trials 14, Mountain Biking & Cross Country 10, CycleCross 10
Equestrian Sports  10  
Fencing - Foil 7, Epee 7, Sabre 7
Gliding  10  
Golf   13
Hang & Para Gliding 20
Hockey     22
Ice Hockey  22
Judo  12
Lawn Tennis  10
Martial Arts  8
Modern Pentathlon  6
Motor Sports - 2 Wheel Rd 20, 2 Wheel Trial 20, 2 Wheel Endro/Motocross 30, 4 Wheel Car Racing 12, 4 Wheel Navigation 20, Rally 30, Karting 20
Mountaineering - Sports Climbing 10, Indoor Climbing 14
Netball  16
Orienteering  10
Polo  8
Rowing - 8's, 4's, Pairs 20
Rugby League  30, Thirteens 28, Nines 19, Sevens 15
Rugby Union - Fifteens 32, Tens  20, Sevens  15
Sailing - Offshore  12, Dinghy  12, Board  12
Sport Parachuting  10
Squash Rackets  8
Swimming - Diving 6, Swimming 19, Waterpolo 16, Open Water 6
Table Tennis  10
Target Shooting - Full Bore Target Rifle  15, Small Bore Target Rifle  12, Target Pistol  12, Clay Target  24
Triathlon  15
Volleyball  16
Waveriding/Surfing  18, Waterskiing/Wakeboarding 10  
Winter Sports - Alpine Skiing  12, Snowboarding  12, Nordic  8, Bobsleigh  10, Skeleton Bobsleigh  8
 
Note

The maximum number for mixed gender teams will be subject to approval by SO1NS in each case.  It will normally be significantly less than twice that of a single gender team.