Thunderbolts Travel/Training Policy
Team travel for meets and/or training is defined as travel and/or accommodation that is required when Bolts or designated representatives coordinate or arrange for any type of travel/accommodation so that team members can participate in Club led activities.
The Travel Committee and/or Head Coach (HC) will be designated as point of contact for communicating with Club members for planning, securing payments from participants and collecting Information Package/Contract signatures.
HC may set a minimum number of registrants for any team travel activity prior to opening registration to members to ensure the activity will occur within budget.
The final copy of any information package/contract will be posted on the events page of the website.
Coaches, staff, volunteers and chaperones may often attend activities with team members.
Information Package/Contract
Each participant/guardian will receive a travel itinerary and accommodation /schedule details.
The HC will set a deadline for parent/guardian signature on the information package/contract. This deadline may coincide with the registration deadline.
The Information Package/Contract will confirm any fees, travel, accommodation and itinerary details for the meet, training camp or activity. Once signed, it will serve as a contract to confirm understandings between participants, guardians and the Club.
The information package/contract will include but not be limited to the following information:
Purpose of Travel/Training Activity:
The HC will clarify the purpose and benefits of the activity.
The HC will designate which groups are eligible to participate in any activity prior to announcing registration. Age restrictions may be applied to activities where the expected schedule may not be suitable due to physical development.
Insurance
All training camps will occur under the umbrella of Swim Ontario’s insurance policy. link The cost of any additional insurance coverage purchased by the Thunderbolts will be detailed in the Information Package and included in the overall cost of the camp. Parent/Guardian will be responsible for completing Health Forms for every participant.
Parent/Guardian will be responsible for any medical insurance not covered under Swim Ontario’s insurance policy.
Registration and Fee Commitment
The HC will set a mandatory registration deadline and confirm any non-refundable travel/activity fees. Late registration and or cancellation of registration may be accepted at the discretion of the HC/Board of Directors.
A fee and payment schedule in the Information Package/Contract will outline the total cost of all known expenses including coaches, volunteers, and chaperones who’s costs may be divided equally among all participants.
Any anticipated fees to be paid in full upon completion of the activity that cannot be fully costed prior to ie. groceries will also be identified.
Code of Conduct
All Club members, coaches, chaperones and volunteers attending Club organized activities will adhere to the Thunderbolts’ Code of Conduct link and any travel conduct/expectations specific to the activity. The Information Package will include the website link to the Thunderbolt’s Code of Conduct and details of any conduct/expectations specific to the activity.
Parent/Guardian Roles and Responsibilities
Expectations for Parent/Guardian roles and responsibilities will be clearly outlined in the information/contract package. The HC will confirm expectations around parent involvement during activities designated as “closed to athletes” to ensure participants and families are informed prior to registration.
Chaperone Roles and Responsibilities
Any volunteer or chaperone attending a Bolts activity occurring under this policy must meet all the conditions outlined in the Thunderbolts Chaperone Guide. (click here for Chaperone Guide)
Coaches Roles and Responsibilities
The HC will be responsible for addressing any breach of the Club’s Code of Conduct and/or travel conduct/expectations specific to any activity.
