Representative Travel

(Proposed IAW D/DNPTS 600/30 Dated 2008) for the period 1 Apr - 30 Sep 08 is to follow

Overseas Tours

General

  1. The RN&RM Sports Control Board encourages tours abroad by RN teams both as a means of fostering international goodwill and also providing sportsmen and women with the opportunity of competing and fraternising with other nationalities. They also serve as a reqard to the participants for their past efforts on behalf of RN representative sport and an incentive for new members to play for the RN.
  2. When a tour is planned either in response to an invitation, or as a personal initiative, the following points must be given early consideration:
    1. Tours must involve no cost to Public Funds.  Neither CILOR nor travel to and from UK ports of departure are admissible.
    2. Tour parties are limited to the numbers at Annex.
    3. The SCB will not normally permit an Association to tour more frequently than once every 2 years.
    4. Tours must not be longer than 2 weeks in duration.
    5. The status and level of competition to be encountered must always be carefully considered to ensure that opposition is of a realistic standard. 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). The UK is not a member and there are no plans to become one.
    6. The strength of reserves or reserve squads should be taken into consideration should first choice players not be able. Organisers should arrange for availability slips signed by both players and their CO's to be completed in good time.
    7. 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.

    Planning

  3. Proposed tours are to be incorporated into RNRM Sports Associations' 5 year Plans giving notice of those years in which they intend to undertake tours and their likely destinations. The planning for individual tours needs to begin some 12-18 months in advance of the tour's departure date, and advice sought from SO1 NSR or the RN Sports Officer in HMS Temeraire regarding finance, travel and accommodation etc.
  4. Clearance. All tours a/lioad require the approval of SO1 NSR and an absolute minimum of 12 weeks is needed for him 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 tours must be obtained directly from SO1 NSR by the appropriate RNRM Sports Association for all RN Representative teams. All other applications, including those from Command, Area, or individual unit teams are to be forwarded to SO1 NSR through normal administrative channels giving sufficient time to meet the 12 week clearance deadline. ARO's and unit PT&RO's are to ensure that tour organisers are made aware of the content of this letter.
  6. All applicants are to give sufficient information to enable the tour's viability to be assessed. The application should contain the following in as much detail as possible:
  7. Itinerary with dates.
  8. Accommodation and transport arrangement.
  9. Confirmation, preferably written, that the visit is acceptable to the host service or other authority and, where applicable, the relevant National Governing Body.
  10. Statement of proposed income and expenditure.
  11. Nominal list of the touring party.

Finance

  1. Sports tours are to be self supporting and must not involve cost to Public Funds. Neither CILOR nor representative Sports Travel is admissible. All tour costs are to be incorporated into the statement of proposed income and expenditure and financed through personal contributions and on-public sources.
  2. Applications for non-public funding for Sports Tours will be considered as a single grant from the RN Sports Lottery and the Sailors, Fund/Fleet Amenities Funds (SF/FAF). Applications are to be made using Form SCB1 obtainable from the RN Sports Lottery Manager (Peter Lewis - PNB 23806) who is available to give advice on grant applications. Separate applications to the SF/FAF are non longer required.
  3. Grants to individuals undertaking sports tours to the ollowing geographic areas are for up to a maximum of:
    • Mainland Europe £350
    • Eastern mediterranean (inc Cyprus and Turkey) £400
    • USA and Middle East £500
    • South Africa, South America, Far East and Australia £800
  4. The maximum figure is by no means guaranteed and will depend on the level of contribution made to the SCB by the Lottery and SF/FAF, and whether the SCB considers that the aims of the tour could be achieved at lesser expense at an alternative venue. It is expected that recipients of grants will be members of the RN Sports Lottery.
  5. Personal contributions should be not less than 30% and no more than 50% of the total cost. This criterion, together with the maximum grant at para 9 will assist in settling the upper limit for the cost of the tour. Whilst further assistance may be sought from the Corps or Unit Welfare Funds, money from Association Annual Sports Grants from the SCB is not to be used.
  6. Command/Unit tours are normally to be restricted to European Destinations, except for deployed ships. Teams wishing to travel further afield will be restricted to maximum grants of:
    • Unit team - the European rate of £350
    • Command Team - the Eastern Mediterranean rate £400.
  7. Command/Unit teams are to inform the relevant parent RN Sports Association of their intention to tour at the earliest opportunity and seek their advice.

    8. Tour Numbers

  8. The numbers of participants allowed in a touring party for Fly Fishing is 12. These figures have been agreed by the Combined Services Sports Board and any increase requires the specific approval of SO1 NSR.

    9. Duty Status, Casualties and Insurance

  9. Personnel on approved RN or CS sports tours are:
    1. On duty: when travelling to and from overseas destination; participating in authorised fixtures; participating in formal training for such fixtures; travel to and from such fixtures and formal training.
    2. Off duty: when participating in an activity which is not germane to the primary aims of the authorised fixture such as social events.
  10. It is appreciated that nominal lists are likely to change between the time of applications and the departure date. It is, however, essential that the final list provided is up to date, and included full Service details with NOK and Regional Welfare Authority. This is to be forwarded to NSCCC (Casualty Co-ordination Cell) and SO1 NSR in accordance with /li 8886 0132.
  11. Tour Managers are to be fully conversant with DILFOR regulations and Casualty Reporting Procedure which are contained in /li 8886.
  12. You should carefully consider the requirement for adequate individual insurance cover. This is particularly relevant where the proposed tour takes place outside a Service environment and where the tour party intends to take part in activities in addition to the tour's primary sporting purpose. The norm is for each member of the tour party to take out personal insurance covering at least the following: personal accident, medical and medical repatriation insurance. Advice on insurance requirements, including cancellation insurance, can be obtained through SO1 NSR.

    13. Additional Information

  13. Whilst tour 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 Us with the military authorities in the country. Information relating to destinations requiring specific pre tour action can be obtained through SO NSSR's office. If in doubt ask.

    14. Reciprocal Visits

  14. It must be bourne 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. Tour organisers are to guard against making reciprocal offers which later result in financial embarrassment to their Association.

    15. Tour Reports

  15. A short summary of each overseas tour undertaken, including financial accounts and logistic arrangements, is to be submitted to this office within one month of completion of all SCB approved tours. These are held available to subsequent tour organisers for advice and guidance.

    16. M A BARGE, Cdr RN, SO1 NSR