Safeguarding Policy

Introduction

We are committed to truly safe, high-quality developmental sports tour experiences and we place

the safety and wellbeing of participants, coaches and teachers at the centre of our preparation and

planning. We will continually strive to surpass the minimum requirements and those used by

traditional sports tour operators as described in this Safety Management System summary. We

understand that naturally, schools and clubs will want to fully understand our safety policies and

procedures before booking and our team will work with you to help ensure all the information

necessary to make this important decision is made available.

Sports Tour Approval

Group leaders will need to gain formal approval for such visits before committing further and our

team will provide the information necessary, including having conversations with external

Educational Visits Advisers if helpful. We have elected to benchmark our safety and quality

management systems against British Standard 8848 (see below for more detail) as we believe it

better suits our sports tours and would be delighted to explain further with you, colleagues or

external advisers.

Our safety management system consists of the four main parts:

1. Safe People

Gole Tour Rep

Your Gole Tour Representative is much more than a typical sports tour rep. They are your dedicated

and exclusive support and resource throughout your trip. Your experienced Rep will travel with you

from the UK (coach travel) or meet you at the airport (air travel) and is there to provide any logistical

support and ensure you have a safe, smooth, successful and enjoyable sports development tour

experience.

All our Reps are DBS checked, employed directly Gole Tours Limited and have extensive experience

of team sports travel. All our Reps undergo thorough training prior to deployment and understand

all our safety policies and procedures. Party Leaders, and where possible accompanying adults, will

be introduced to their Rep/Leader prior to the tour.

Professional Coaches

All the professional coaches that deliver our training experiences in collaboration with clubs and

national governing bodies are all qualified in accordance with local laws, regulations and recognised

safety standards. All coaches/trainers are proficient English speakers and will ensure participants get

the most from the once in a lifetime sporting experience. They are the experts and lead on safety

during the sport training activities.

Unless otherwise advised Gole Tours works on a minimum ratio of 1:15 (one coach to 15

participants), which we believe is important in helping ensure group safety.

Group Leaders

Schools or clubs will of course choose the individuals they know are right to provide pastoral care

and lead each tour. Free places will be included in the package for a ratio of one free supervisory

place per ten paying participants. We will help teachers and coaches prior to departure and provide

information that will help with internal tour meetings and any other preparation. Although not

essential, it helps if the teacher/coach has experience of leading residential visits and therefore have

experience of conducting dynamic risk assessments for sports tours.

Participants

Our tours cater for varied ability groups and although no minimum fitness level is required prior to

departure, it helps participants get the most out of the tour if they have been briefed on the basics

and perhaps undertake a pre-tour fitness program.

2. Safe Places

Resorts and itineraries

All tour itineraries are tailored by experienced Gole Tours staff with extensive experience of school

sports travel and direct experience of the destination and local provisions. Destinations and activities

are chosen to fit the group’s aims, objectives and skiing ability, and can be adapted to suit the

school’s needs. Accommodation and food. All accommodation is chosen to meet the needs of the

group and all hotels have prior experience of hosting school football groups are fully licensed with

and meet safety standards set by the government and local councils. All bedrooms are individually

lockable and room plans are arranged with the safety and security of the group in mind. Room plans

will be issued to the party leader in advance.

Gole Tours audits all accommodation for health and safety standards including: fire safety and

evacuation procedures; security; safeguarding; key hazards; first aid; and food hygiene.

All tours include full board and/or half board provision and food safety standards are included within

our health and safety audits of all properties. We will make all reasonable effort to ensure any

allergies and dietary requirements can be catered for and information will be collected prior to

departure regarding dietary, other medical or access adjustments necessary to help ensure a safe

tour.

3. Safe Policies & Practice

All our policies and procedures are regularly reviewed and we welcome external audit and scrutiny

to help us to continually improve our practice. That is why we engage experts to provide

independent risk management advice and audit on an annual basis and have benchmarked our

systems upon a British Standard.

BS 8848:2014

All of our tours conform to the British Standard 8848:2014 Specification for the provision of visits,

fieldwork, expeditions and adventurous activities by self assessment at point of delivery. This

standard provides a comprehensive framework of good practice not only to keep all participants

safe, but also informed. Gole Tours is the Venture Provider, the Rep/Leader will be the Venture

Leader and school staff will be Leaders within the Leadership Team.

Safeguarding

Our safeguarding policy adheres to good practice standards and includes clear principles of safer

recruitment of staff, responsibilities and practice. All our employees, including your Rep/Leader

undergo thorough screening including an enhanced Disclosure and Barring Service (DBS) check.

Schools will have access to our trained Designated Safeguarding Lead throughout. A copy of our full

policy is available to schools upon request.

Risk assessments

Detailed risk assessments are undertaken and compiled by Gole Tours for each tour and provided to

the school. Risk assessments will be specific for your chosen country, resort and itinerary. Further

risk assessments are provided for specific adventurous or higher risk additional activities or

excursions (as applicable) that form part of the chosen package/itinerary. Schools will be provided

copies of these risk assessments prior to departure in order to inform the school leader’s own risk

assessment.

Activities outside of the agreed package/itinerary may be undertaken at the school’s own discretion

and schools must ensure that all activities are covered by their insurance.

Covid-19

All Gole Tours will adhere to up-to-date Department for Education and other Government and travel

sector Covid-19 guidance. All tours will be risk assessed against the live situation in both the UK and

Europe, with all activity subject to robust and thorough infection control protocols to reduce the risk

of infection. Our COVID-19 risk assessment and associated measures will be shared and discussed

with schools in advance and will include up-to-date information on Covid-19 regulations in the

country of destination prior to departure.

All accommodation and transportation will be assessed as Covid-secure and any specific measures

will be discussed and shared with schools in advance of departure. Critical incident plans will be

prepared to manage any illness or positive test on tour, including medical provision, associated

quarantine procedures, and any other related travel delays.

Of course, it is essential that no one travels who is experiencing symptoms, who lives with someone

with symptoms, or who has been advised to isolate by the public health authorities.

4. Safe Resources

Long-distance and international travel

Gole Tours will book air and sea (ferry) transfers with reputable and well-known providers only. UK

coach companies will be reputable organisations that will be checked and audited by Gole Tours to

ensure the relevant coach operator safety standards are met.

All providers will comply with appropriate national and local laws, regulations and relevant codes of

practice. All vehicles will be equipped and fit for winter travel and all drivers will be suitably

experienced and licensed with prior experience of working with school groups, European travel and

driving on mountain roads in winter conditions.

Drivers will always adhere to local laws, speed limits and will not exceed driver hours regulations. All

coaches will be fitted with seatbelts, will be modern, clean, well maintained and in good roadworthy

condition. All in-country coach providers providing local transfers will be checked by Gole Tours and

will comply with local laws and regulations, and hold appropriate insurance. All drivers will hold the

correct licenses, be suitably experienced and skilled for the roads and routes to be travelled, and

adhere to safe practices in accordance with local regulations. All coaches will be fitted with

seatbelts, will be modern, clean, well-maintained and in good roadworthy condition.

Resort Road Transport

Local resort transport which has not been directly booked by Gole Tours, such as resort shuttle

buses, may be used for short journeys within the resort. These public services meet local laws and

regulations but do not always provide the same provisions as longer distance coach travel, such as

seatbelts.

Sports Bodies and Facilities

Gole Tours works solely with local, nationally recognised sporting bodies and state of the art

facilities that are compliant with all local laws and national governing body standards. All sports

clubs and facilities are required to hold appropriate insurance and apply appropriate safety

standards. Gole Tours checks all clubs and facilities are compliant with appropriate local standards.

Professional sport training sessions will be restricted to within sports facility boundaries and the

clubs, governing bodies and facilities chosen will be appropriate for the ability and experience of the

group.

All sports equipment provided for training sessions and friendly fixtures will have been audited by

Gole Tours or a dedicated agent and checked for standards of equipment provision and

maintenance, staff training and competence, and will hold appropriate insurances. All equipment

provided will be fit for purpose and in good working condition.

Insurance & medical

Gole Tours holds public liability insurance with cover up to £5m. The groups will be responsible for

their own Comprehensive travel insurance to provides full emergency response and evacuation,

emergency medical care and repatriation cover.

A copy insurance certificate must be provided prior to departure.

24/7 incident, emergency and medical response.

In the event of an incident, Gole Tours will provide full support and assistance to help safeguard the

safety and wellbeing of all students and staff. The sports coaches are first aid trained and have

access to medical kits and further support. Groups are advised to ensure at least one member of

accompanying staff is also first aid trained and to provide a suitable first aid kit for the group, in

order to assist participants on the outward and return journeys or during downtime.

Your group and participants have access to our dedicated 24/7 incident support line which is

managed by our experienced managers who will provide initial advice, support, and assistance.

Incidents, Complaint and Issue Reporting

Gole Tours has a dedicated incident reporting process that relies upon early notification to help

ensure the appropriate swift action. All incidents/near misses are taken extremely seriously and

regular review is undertaken to understand possible causes and ensure that appropriate corrective

action and associated improvements are implemented.

All incidents/near misses will be reported to our head office by your Rep. Naturally, we expect and

plan that your tour passes without incident, but if you do have any concerns, please notify your Gole

Tour Rep initially so that we can provide early resolution.