TOUR POLICY

TOUR APPLICATION

• Must be presented to the SGB at least 18 months before a proposed overseas tour and 9 months before a domestic tour
• Only one overseas tour per year – if possible, more than one discipline to tour together
• Each discipline may tour overseas only every second year.
• Application must include approximate costs and provisional programme
• Tour destination must be approved by SGB
• After approval business plan must be drawn up and presented to SGB

BUSINESS PLAN

• Nature and aim of tour
• Dates and duration of tour
• Which discipline and age-group
• Number of pupils participating in tour
• Approximate price per pupil
• Choice of Travel Agency to be ratified by SGB
• Spending money limit must be set
• Itinerary of places and sports commitments must be presented
• Number of pupils participating.  When and how selection will take place.  Final tour party to be announced a minimum of 4 months prior to departure
• Selection of staff and adults to accompany tour – SGB to ratify this selection
  10 pupils:1 adult
• In the case of sport, permission for tour must be obtained from National Sports Council
• Fundraising plan must be tabled
• Monthly reports on status of business plan must be submitted to SGB chairman
• Copies of all documentation (visas, passports, etc) will lodged with the school financial administrator prior to departure

FUNDRAISING PLAN

• Cost of Tour – must include breakdown of costs: flights, accommodation, sight seeing, transport, visas.  Direct flights must be used where available
• Parents to commit to the following payments:
  -  6 months prior to departure:  30% of tour cost
  -  4 months prior to departure:  next 50% of tour cost
  -  2 months prior to departure:  final 20% of tour cost
• Parents will be reimbursed with money from fund-raising collected in final 2  months
• All fundraising must comply with the school’s financial policy – no overlapping with official income sources of the school e.g. tuckshop sales, projects by the PA, civvies day
• Money collected must be controlled by the school financial administrator
• Fundraising for a joint tour of two or more disciplines will be conducted jointly
• Fundraising is to be done by the group – no individual fundraising will be permitted
• Sponsorship – all letters of correspondence with regard to sponsorship must be ratified and signed by the Principal.  No letterheads may be given without the prior permission of the principal.

CONDITIONS

• Pupils will not be permitted to tour if school fees are not fully paid to date. Parents must be timeously informed of this condition
• School money will not be advanced to finance a tour, which has financial difficulties prior to departure.  A tour in this position will be cancelled.

RECEIVING GUESTS AND TOURING TEAMS

PLANNING

• Obtain a contact name and number
• Ask for an itinerary which includes times
• Arrange accommodation or hosting families if necessary
• Find out if the team requires any meals (overseas teams only)
• Reply giving details about our school such as the Principal’s name, the contact name and number of the person receiving/ meeting the team on their arrival at school, plus a map of how to reach our school and additional details pertaining to their programme.

ON THE DAY

• Remind our reception that guest are expected and ask them to arrange for refreshments such as tea and biscuits for the staff and management .
• Arrange for someone to meet the team on their arrival
• Arrange for our contact person to meet the group and introduce the guests to the Principal as well as give them a brief orientation and organise any special requests or needs that they might have.
• In the case of sports teams and special overseas touring teams, collect souvenir pin badges from the strong room as well as one or two school magazines
• Organise for the pupils/ parents to cater or serve tea or coffee during and after the matches
• Give a copy of the arrangements to the Principal as well as a list of the names of girls hosting and their telephone numbers

AFTER THE EVENT

• Follow up with a letter where necessary (Public relations are vital)

TOURING TEAM INFORMATION SHEET
(Please complete and fax back as soon as possible – 7972846)

OUR CONTACT NO: ___________________  OUR CONTACT NAME:______________________

YOUR TOUR ORGANISER’S DETAILS:
Name:
Address:
Phone:
Fax:
Cell:
DATE AND TIME OF ARRIVAL:
Mode of transport
DATE AND TIME OF DEPARTURE:
ACCOMMODATION REQUIRED: In hostel – please indicate – prices will be faxed to you
To be hosted by families
No accommodation needed
A list of the names, age and sex of the individual team members and adult management as well as home telephone numbers (SA teams) should accompany this form please.
ACTIVITY:

SPORT –  Type of sport
CULTURAL –  Provide details

MEALS REQUIRED: (Overseas teams only)
Please indicate if a lunch or dinner is expected
SPECIAL NEEDS: (If you require any additional equipment, training venues, etc please indicate

MEDICAL ARRANGEMENTS: (Please provide for your own first aid)
Please have a list of your team members’ medical aid numbers
DOCTOR in the Wynberg area:
PHYSIOTHERAPIST  in the Wynberg area:
STORAGE: Please indicate if your team will require storage space for their kit and luggage during the day so that we can reserve the garages for this purpose:

Please attach the details of your itinerary (so we know where to get hold of you before and after your arrival at our school) Please attach a full list of the names, telephone no, medical aid no’s, ages and sex of the management and players who will be touring – as soon as possible.
Have a safe journey!

We look forward to meeting you.
EMAIL: principal@wynghs.co.za