Travel Guidelines

Synchronized swimming is a team sport, and the focus of these guidelines is team travel and accommodation. Team travel, while considering the interests of individuals, specifically addresses the superseding needs of the team.

Chaperone responsibilities:

A call for chaperones will be made in advance of all away competitions where athletes are not travelling with their families (typically, but not only, in the 13-15 and 16O/junior age categories). In the event of multiple chaperones expressing interest, selections will be made jointly by the coach, head coach and travel coordinator. Decisions are binding.

The following minimum chaperone-to-athlete ratios will apply:

10U

1:3

11-12

1:3

13-15

1:5

16O/junior

1:5

Chaperones assist the coach in ensuring the safety and supervision of all athletes, taking into consideration the age and needs of individual athletes.

Chaperones are responsible for obtaining from the registrar and maintaining, throughout the trip, emergency contact information for athletes under their supervision, as well as related pertinent information (allergies, dietary restrictions, special travel considerations).


Chaperones are responsible for any competition-related tasks requested by the coach, including buying groceries according to the grocery list provided by the coach and purchasing other competition-related supplies.

Chaperones prepare all non-restaurant meals, bagged lunches and snacks, based on the coach-provided meal plan.

Chaperones provide ground transportation or coordinate ground transportation for athletes travelling to competition-related or other sanctioned events, based on the approved itinerary.

Chaperones may be required to assist with hair gelling and makeup application, based on athletes’ ages and abilities.

Chaperones are responsible for all athletes at all times in the competition city unless they are under the direct supervision of a coach.

Chaperones help ensure athletes follow the approved team schedule, sent in advance by the coach, including enforcing wake-up times and lights-out times and ensuring there is no room-swapping.

Transportation to and from competitions:


Travel arrangement is the responsibility of the club travel coordinator, based on the approval of the coach/head coach. The travel coordinator will make transportation bookings or provide all necessary information and deadlines at the earliest possible juncture for parents/guardians to make their own bookings.

Travel arrangement is based on the following criteria, in no particular order: cost, departure time, number of connections and availability of replacement flights in the case of flight cancellation. The travel coordinator will explore group booking for air travel, where feasible.

The travel coordinator will book travel and arrange payment for all coaches. Chaperones are responsible for their own travel arrangements and payment, except in the case of group booking.

Chaperones are encouraged to travel with group-booked athletes and coaches, but may choose to arrive earlier or at the same time on a different flight or flights. While athletes may be in the care of their coach during travel, chaperoning responsibilities begin once the athletes are on the ground at their destination.

In the case of a group booking, the total cost of all grouped athletes’ and the coach’s fares will be split evenly among all team members. Parents/guardians must reimburse the club for fronted fares within two weeks of purchase, based on a deadline provided by the travel coordinator.

Unless written notice is received by the travel coordinator indicating otherwise, it will be assumed athletes are partaking in group travel. Notice must be received at least 16 weeks prior to travel, in writing, by way of the ASSC travel waiver (attached), or athletes will be booked with the group and invoiced accordingly.

Competition schedules are pre-determined and subject to change. Schedules can only be by altered by host organizers. Coaches will inform athletes and chaperones of changes as early as possible.

Coaches may require athletes to conform to guidelines with regards to dress during travel.

Coaches will supply a complete packing list for each competition.

Athletes must ensure the following items are in their carry-on luggage:

- All routine suits

- All routine hairpieces

- Black figures suit

- White bathing cap

- Three nose clips

- Any team uniform items not being worn

- Club practice suit

- Club bathing cap

- Two pairs of goggles

As a first preference, athletes, chaperones and coaches will travel as a team on the same flight or flights. However, in 13-15 and older age categories, athletes may travel unaccompanied.

Solo-travelling athletes must submit their proposed travel itinerary to their coach for approval before booking. Coaches may ask athletes to adjust their plans if the proposed itinerary is not acceptable.

Athletes do not become the responsibility of chaperones or coaches until they arrive in their care, as pre-arranged between families and coaches/chaperones.

In the case of solo-travelling athletes’ arrival at a competition, parents/guardians may need to arrange ground transportation from the destination airport into coach/chaperone care. In the case of departure, parents/guardians may need to arrange ground transportation to the airport for solo-travelling athletes. Athletes are not the responsibility of chaperones/coaches once they leave their care.

Coaches, chaperones and ASSC are not responsible for the care of solo-travelling athletes in the case of flight delays, missed connecting flights, flight cancellation (which may or may not lead to overnight delays) or any other eventuality of air travel. If a solo-travelling athlete is stranded or otherwise in need of assistance while travelling, it will be the sole responsibility of parents/guardians.
 

Ground transportation:

The travel coordinator, coach and chaperones will together determine appropriate ground transportation for given teams, once chaperones are identified. Ground transportation may vary depending on the competition location. Factors that determine appropriate ground transportation include the size and relative ease of travel in a given city (e.g., in some cases, public transit may work beautifully for all or part of a trip; in some cases, vehicles are necessary), the needs of the team (e.g., the need to transport luggage, equipment and groceries), the distance between the pool and accommodations, and cost.

The travel coordinator will consult with coaches and pre-book acceptable, no-deposit ground transportation for all away competitions at least 16 weeks prior to departure. Once chaperones are identified, they will consult with coaches and the travel coordinator to assess whether the pre-booked vehicles are necessary, an appropriate fit and the most cost-effective.

Where the pre-booked rental vehicles are determined to be the best option, the bookings will be switched into chaperones’ names. In cases where other options are determined best, the travel coordinator will cancel pre-booked vehicles and chaperones will book alternate ground transportation and submit receipts for shared reimbursement.

Chaperones who are renting vehicles must possess a valid driver’s license and are required to purchase base, collision and comprehensive insurance at the time of rental, regardless of duplicate personal coverage. Chaperones using personal vehicles are required to hold base, collision and comprehensive insurance.

In the case of an emergency involving an athlete, chaperones may use personal discretion in deciding whether to call an ambulance or use team ground transportation. 

The club has a zero tolerance policy regarding transporting athletes after consuming alcohol. 

Accommodations:

Accommodation arrangement is the responsibility of the club travel coordinator, who will make accommodation bookings or provide all necessary information for parents/guardians to make their own bookings.

The travel coordinator will negotiate all group rate terms, provide deposits (with immediate reimbursement from ASSC treasurer) and has the authority to sign accommodation contracts, after consulting with the head coach.

Accommodation arrangement is based on the following criteria, in no particular order: cost, location, on-site facilities, availability of cooking facilities, proximity to the pool, and access to other amenities. Where there are no cooking facilities, an extra room, used as a "staging" area and makeshift kitchen/dining room will be booked.

 

 

The travel coordinator will book accommodation and arrange payment for all coaches. Chaperones are responsible for their own accommodation arrangements and payment, and must submit a receipt for shared reimbursement. In some cases, the travel coordinator will include chaperones in group bookings.

When athletes share rooms, the coach will be responsible for rooming lists and adjustments when necessary. Adjoining rooms or rooms in close proximity to coaches/chaperones will be sought whenever possible.

Athletes must obtain permission from a coach or a chaperone before using the accommodation’s facilities and amenities (including, but not limited to: room service, telephones, restaurants, wireless Internet, pay-per-view services and hotel pool).

There will be no more than two athletes per double bed. Coaches are encouraged to room together, if feasible, but may not exceed one coach per bed. Chaperones are encouraged to room together, if feasible, but may not exceed one chaperone per bed. If chaperones require individual rooms, they must cover 50 per cent of the cost of the extra room.

In some cases, chaperones may room with athletes, but advance permission must be obtained from the parents/guardians of all athletes in that room.

Athletes, chaperones and coaches are required to stay at the same accommodations. In extenuating circumstances, the head coach may approve alternate arrangements.

Financial responsibilities for away competitions:

Athletes and their families are responsible for equally sharing coaches’ expenses at away competitions, including:

- travel (airfare, mileage — $.37 per km for round trips in a private vehicle more than 50 km one-way —, bus, train, etc.)

- accommodations

- ground transportation

- coaches' competition pay

- food costs

- fees for designated team outings/events

- restaurant meals (as per guidelines in coaches’ handbook — $15 breakfast, $15 lunch, $20 dinner) excluding alcohol

Athletes and their families are responsible for equally sharing athlete expenses at away competitions, including:

- group-booked travel (airfare, bus, train, etc., only for group-booked athletes)

- accommodations

- ground transportation

- food costs (in the case of special dietary requirements — whether religious, medical or aversion-based — an added individual cost may be incurred) 

Athletes and their families are responsible for individual athlete expenses at away competitions, including:

- solo travel (airfare, bus, train, etc., only when an athlete is not part of group-booking)

- fees for designated team outings/events

- restaurant meals

Athletes and their families are responsible for equally sharing chaperones’ expenses at away competitions, including:

- accommodations

- ground transportation

- food costs

Athletes and their families are NOT responsible for the following chaperones’ expenses:

- travel (airfare, mileage, bus, train, etc.)

- fees for designated team outings/events

- restaurant meals

Travel expenses that are incurred by the ASSC travel coordinator, coaches, or chaperones that are eligible for refund will be returned within 14 days of the submission of a completed and approved ASSC travel expenses invoice.

Coaches and chaperones are responsible for covering their expenses up front and will be reimbursed for eligible costs. An expense form may be found on the club website and must be submitted within two weeks of the trip return date. Eligible expenses for coaches and chaperones will be split equally among all team members.

Athletes should have assure access to sufficient funds to cover individual costs while travelling.

Coaches will advise parents/guardians of designated team outings and approximate costs of such outings, including locations, admission fees and approximate costs for restaurant meals or links to menus, prior to departure in the team itinerary.

Coaches will endeavour to keep costs reasonable for team extra-curricular activities. Parents/guardians should contact coaches directly with concerns about suitability or cost.

In the event that a change is made to the planned meals or outings after departure, coaches and chaperones will do their best to ensure that costs and plans do not vary greatly.

***Any disputes or questions will be settled by the board.