Many athletes who travel with teams are young and their parents do not always come along. An information meeting a few weeks in advance of departure, with a complete review of the details of the trip, will inform parents of the trip�s specifics. This meeting will also help reassure parents about the safety and well-being of their child, especially if it is the child�s first trip or sports travel experience.

Trip�s Itinerary

At the meeting, the organizers should discuss all of the particulars relating to the trip. Although all aspects of the trip are important and should be addressed, the most important area is the itinerary. The itinerary should be copied and distributed to every parent at the meeting. Parents can keep this copy as a reference while their child is on the trip. The itinerary should include the following information: names of coaches, administrators and chaperones (of those at home and on the trip), the location of the sports competitions, hotel telephone numbers and addresses, medical provisions in case of accidents or emergencies, sightseeing plans, and information on any post-event celebrations or plans. This will provide parents a way of knowing what is to happen each day, as well as what numbers to contact in case of an emergency.

Waivers and Responsibility

Waivers should also be discussed with the parents and be signed by a parent if the child is underage. The signed waiver will indicate that the parent understands the inherent risks involved in their child�s participation and allows their child to participate. The waiver will also assist in safeguarding the coaching staff, administrators and chaperones involved in the trip. A team should not travel unless all the athletes and parents have signed the appropriate waiver forms.

The meeting should inform the parents of the role and responsibilities of all those involved in the trip. The parents should be notified of the rules that are in place for the athletes. It is important that the parents understand the consequences of misbehavior, and that the individual athletes are aware of the expectations and responsibilities of, and restrictions on the group while traveling.

After these issues have been discussed, there should be a period during which the parents can ask questions and address concerns. This will ensure that each parent leaves satisfied, and that there are no unanswered questions when the athletes are ready to depart.

This meeting will prove to be beneficial to both parents and organizers of the trip. It will ensure that all details of the trip have been addressed with the parents, and that their child will have a safe and memorable time. As a coach and administrator, I am aware that everyone involved in the trip will be extremely busy prior to the departure. However, a few hours spent with all those involved prior to departing can save a considerable amount of stress and frustration in the long run. Safety should be everyone�s primary objective and an informational meeting can be an effective method of addressing safety within your group.