Travel Policy

Transportation/Travel Policy 

Purpose

The purpose of this Policy is to:

1. Inform athletes, parents, coaches and chaperones traveling to events outside of Calgary of their responsibilities and the expectations of the Club.
2. Provide a clear and consistent understanding of travel expectations to the membership.
3. Ensure athletes/parents understand fiscal commitment of team travel at the High-Performance level.
4. Ensure that athletes, coaches and chaperones are adequately insured in the event of an accident occurring during club-sanctioned travel..

Application of this Policy

1. This policy applies to all club‑sanctioned training and competition travel organized or approved by the Calgary Torpedoes Water Polo Club, unless otherwise communicated by the Club.
2. This Policy supplements, but does not replace, the rules, requirements, or instructions fo:
   1. transportation providers
   2. accommodation providers
   3. aquatic facilities or event organizers, or
   4. Applicable municipal, provincial, federal, or international laws and regulations.
3. Compliance with passport, visa, customs, immigration, and cross-border-entry requirements, as well as government travel advisories or restrictions, remains the responsibility of the athlete and/or their parent/guardian.
4. While the Club makes reasonable efforts to ensure that appropriate insurance coverage is in place for club-sanctioned travel, insurance coverage is subject to the terms, conditions, exclusions, and limitations of the applicable insurance policies held by the Club, Water Polo Canada, or the individual participant.
5. The Club does not guarantee coverage for all circumstances or expenses arising during travel and is not responsible for costs or losses that fall outside applicable insurance coverage.
6. During travel for competition and/or training events, specific responsibilities are assigned to designated parties. These parties include:
   1. The Calgary Torpedoes Water Polo Club
   2. Parents of a minor athlete
   3. Chaperones
   4. Coaches
   5. Athletes

Responsibilities

1. Club responsibilities. As a high‑performance club, the Calgary Torpedoes Water Polo Club coordinates and supports club‑sanctioned training and competition travel on a team basis. Athletes are expected to travel with designated coaches and/or chaperones unless otherwise communicated. The Club is responsible for coordinating and supporting club‑sanctioned travel in a manner that prioritizes athlete safety, clear communication, and appropriate insurance coverage. The Club’s responsibilities include:
   1. Coordinating travel plans based on athlete commitments confirmed at the beginning of the season.
   2. Making reasonable efforts to ensure that travel is planned in the most economical manner possible while remaining consistent with athlete safety, scheduling requirements, and Club standards.
   3. Acting as a central point of coordination to support coaches and chaperones with required travel documentation and information for each event.
   4. Communicating key event details including departure/return details, transportation arrangements, accommodation information, and anticipated costs no later than 1-2 weeks prior to  departure.
   5. Collecting and maintaining required travel documentation including:
      1. Travel consent form for all minor athletes traveling without their parent or guardian (Appendix A).
      2. Passports, where travel includes destinations outside Canada
      3. Medical Information.
      4. Relevant Insurance Information.
      5. Emergency Contact information.
   6. Ensure all participants (athletes, coaches, chaperones) are properly registered with the Calgary Torpedoes Water Polo Club and, as a result, are covered under applicable Calgary Torpedoes insurance policies for club-sanctioned activities and travel.
   7. Making reasonable efforts to ensure that appropriate insurance coverage is in place for club-sanctioned travel including:
      1. Insurance coverage associated with Club Registration
      2. Appropriate insurance for club-arranged or approved vehicle rentals.
      3. Required international or out-of-country insurance coverage for travel outside Canada, including coverage provided or administered through Water Polo Canada (WPC), where applicable.
      4. Providing insurance- related information and guidance to coaches and chaperones as required to support safe, compliant, and well-informed travel.

1. Parent of Minor Athletes Responsibilities:
   1. Completing the Club’s commitment survey at the beginning of the season by the required deadline
   2. Acknowledging that the commitment declared will be relied upon for training, roster, and travel planning and that families will be held to that commitment for the duration of the season
   3. Understanding that commitments declared through the commitment survey may result in non-refundable costs per the Registration & Travel Account Policy. 
   4. Supporting the Club’s high-performance team travel model, including the expectation that athletes travel with the team and under the supervision of designated coaches and/or chaperones unless alternate arrangements are explicitly approved and communicated by the club.
   5. Paying all costs associated with club‑sanctioned travel, including air and ground transportation, accommodations, meals, event fees, and incidental expenses, unless otherwise communicated by the Club.
   6. Ensuring all required fees are paid by established deadlines and prior to departure.
   7. Ensuring punctual drop-off and pick-up of their athletes at the times and locations specified in Club travel communication.
   8. Complying with requests from coaches or club representatives to attend parent meetings, team meetings, or team functions, and arriving punctually when attendance is required.
   9. Reporting any illness or injury that may affect the athlete’s participation prior to travel.
   10. Ensuring the athlete’s passport is valid for the applicable season when travel outside of Canada is anticipated.
   11. Completing and submitting all required documentation at the beginning of the season (and keeping the club informed of any changes) in accordance with Club processes, including:
       1. The Travel Consent Form
       2. Emergency Contact information
       3. Medical Information Form
       4. Relevant Insurance information
   12. Ensuring the athlete has appropriate personal medical and travel insurance coverage for club‑sanctioned travel, including out‑of‑province and international travel where applicable.
   13. Accepting responsibility for any upfront medical or insurance‑related costs incurred during travel that are not immediately covered by Club, provincial, national, or personal insurance plans, and submitting required insurance claims and documentation in a timely manner.
   14. Providing the athlete  with enough funds to cover airport snacks or small incidental expenses on travel days. For 14U, 16U, & 18U travel, Chaperones and/or coaches will coordinate meals during events when it best suits the schedule or occasion.

1. Chaperone Responsibilities: 
   1. Successfully completing all required Club screening requirements prior to being approved or assigned as a chaperone.
   2. Supporting the coaching staff during team travel and events, and carrying out duties as directed by the coaches or Club representatives.
   3. Supervising the athletes in their care and taking reasonable steps to ensure athlete safety and wellbeing, including ensuring athletes are where they are expected to be at all required times during travel for training and competition.
   4. Exercising reasonable care, judgement, and decision-making consistent with Club policies and procedures, Safe Sport principles, and applicable supervision standards.
   5. Obtaining, carrying, and being familiar with required athlete documentation, including Travel Consent Forms, emergency contact information, medical information, and relevant insurance information for the athletes under their supervision.
   6. Ensuring timely drop‑off and pick‑up of athletes during competition and/or training events at times and locations designated by coaching staff or outlined in travel communications.
   7. Complying with requests from coaches or Club representatives to attend meetings or team functions, and arriving punctually when attendance is required.
   8. Enforcing athlete curfews, team rules, and behavioural expectations as established by the coaching staff.
   9. Enforcing limitations on outside or unsupervised activities (including, but not limited to, swimming, shopping, or sightseeing) as directed by coaching staff.
   10. Promptly reporting any athlete illness, injury, or medical concern to the coach, and assisting as needed with emergency response or documentation, including information relevant to insurance or medical follow‑up.
   11. Communicating athlete injuries or medical incidents to parents/guardians, in coordination with the coach and in accordance with Club policies.
   12. Reporting any incident or behaviour that may reasonably be expected to bring discredit to the Club to the coach as soon as possible.
   13. Inspecting athlete hotel rooms at check‑in and prior to check‑out for damage or safety concerns, and promptly reporting any issues to the coach(es).
   14. Approving or denying visitors to athlete accommodations when applicable, in accordance with team rules and Club policies.
   15. Adhering to all Club policies and procedures, including but not limited to the Code of Conduct and Ethics.
   16. Remaining at designated pick‑up locations (e.g., airport or parking lot) until all athletes have been collected by their parent or guardian, unless otherwise directed by the coach or Club representative.

1. Coach Responsibilities:
   1. Providing overall leadership for the team during travel including setting expectations and maintaining appropriate standards of conduct.
   2. Holding primary authority for all sport-related decisions, including athlete participation, team selection, application of team rules, and disciplinary decisions related to sport performance and behaviour.
   3. Establishing team rules, including curfew times, conduct expectations, and ensuring these expectations are communicated to athletes, parents, and chaperones prior to and during travel.
   4. Working in close collaboration with chaperones on non‑sport matters, including athlete supervision, travel logistics during events, accommodations, activities, curfews, athlete welfare, and enforcement of team rules.
   5. Supporting a safe, respectful, and inclusive environment consistent with Club policies, Safe Sport principles, and applicable duty‑of‑care standards.
   6. Ensuring matters related to athlete health, safety, or wellbeing are addressed promptly and, where appropriate, in coordination with chaperones.
   7. Reporting to the Club any incident that may reasonably be expected to bring discredit to the Club.
   8. In collaboration with chaperones, determining any immediate or temporary disciplinary action required at the time of an incident to ensure athlete safety and team order.
   9. Reporting incidents and any temporary disciplinary actions to:
      1. the parents or guardians of the athletes involved;
      2. the Club; and
      3. AWPA, where applicable, in accordance with the Discipline and Complaints Policy.
   10. Adhering to all Club policies and procedures, including but not limited to the Code of Conduct and Ethics.
   11. Ensuring that either a coach or a chaperone remains at designated pick‑up locations until all athletes have been collected by their parents or guardians, unless otherwise authorized by the Club.

• Athlete responsibilities:

1. 1. Arriving at each event prepared and ready to participate.
   2. Adhere to the Club’s policies and procedures, particularly the Code of Conduct and Ethics.
   3. Meeting the team at all designated meeting times and locations, and remaining with the team when moving between venues, accommodations, or activities, unless otherwise permitted by a coach or chaperone.
   4. Complying with all instructions and directions provided by coaches and chaperones, including curfews, supervision requirements, and limits on activities.
   5. Making any requests for visitors to athlete accommodations in advance and only through the chaperone.
   6. Communicating any problems, questions, or concerns to the coaches and chaperone in a timely and respectful manner.
   7. Promptly reporting any illness, injury, or safety concern to a coach or chaperone.
   8. Checking in with the chaperone before leaving assigned accommodations and upon returning.
   9. Not leaving the hotel or accommodations alone or without permission of the coach or chaperone
   10. Representing the Club  positively and responsibly at all times.

Emergency Action Protocol 

1. 1. Recognizes that aquatic venues have trained staff to respond to emergencies, and requires coaches and chaperones to follow all instructions provided by aquatic facility staff.
   2. Assigns leadership for emergencies occurring outside an aquatic venue to the Head Coach, followed by the Assistant Coach. If neither coach is immediately present, designates the chaperone as the individual in charge
   3. Requires the Coach to designate roles during an emergency, including one adult to attend to the injured athlete and another adult to remain with and supervise the rest of the team.
   4. Requires advance preparation for emergencies including:

• Ensuring all coaches are trained in CPR and Standard First Aid.

• Following Water Polo Canada’s Concussion Education Took-kit in the event of a suspected or confirmed concussion.

1. 1. Maintaining a readily accessible first‑aid kit, available for use by the coach or chaperone and carried in the Chaperone Backpack
   2. Maintaining advance knowledge of the nearest emergency medical facility
   3. Being able to provide clear directions to emergency personnel if required
   4. Ensuring cell phone access is available to place emergency calls (e.g., 911)
   5. Carrying emergency medical information and contact numbers for athletes at all times
2. Requires immediate notification of parents/guardians and the Program Director following any injury or serious incident.

Senior / Major League Water Polo Travel

1. In addition to the Athlete Responsibilities listed above (10) Senior / MLWP athletes take full responsibility for:
   1. Ensuring appropriate travel arrangements and accommodations are made for events or tournaments they participate in.
   2. All costs associated with the event/tournament they choose to participate in including
      1. Deposits, registration and coaching fees
      2. Accommodation, transportation, food.
2. The Calgary Torpedoes Water Polo Club will
   1. Assist in the registration of the event in the RAMP database once the registration fees have been received
   2. Assist with travel planning as needed to support the coach and athletes.

Review Date and Approval Date 

1. This policy can be reviewed annually either by the Board of Directors or a committee assigned by the Board of Directors for such purpose. Changes should be recommended and presented to the Board of Directors for approval.

Approved: Aug. 20,2026    Board of Directors