Overseas Transport, Accommodation & Travel Policy

Statement of Intent

ADL is committed to ensuring safe, reliable, and well-managed transportation, accommodation, and residential environments for all young athletes, staff, and chaperones during international tours, trials, showcases, and placements. This policy governs transit safety standards, safe driving practices, flight protocols, residential safety, strict room allocation guidelines, and non-negotiable adult-to-participant supervision ratios.

Approved Supervision Ratios

• —Under 12s - 1 adult to 6 participants, across flights, local transit, and accommodation.
• —Ages 12-15 - 1 adult to 8 participants.
• —Ages 16-17 - 1 adult to 10 participants.
• —Where a group includes female participants, at least one certified female chaperone/staff member must be present.
• —A minimum of two adults must accompany any travelling group regardless of size, so one can remain with the group if the other must handle an emergency.

Accommodation & Room Allocation

• —All accommodation venues undergo a pre-departure risk assessment verifying fire evacuation routes, secure entry systems, hygiene, and private bathroom facilities; staff conduct a physical security check on arrival.
• —Adult staff, coaches, chaperones, and drivers are strictly prohibited from sharing a room or bathroom with an under-18 participant, under any circumstance.
• —Room allocations are strictly divided by legal gender and age group - participants under 16 must not share rooms with athletes aged 18 or older.
• —Every participant is provided with their own individual bed; bed-sharing is strictly prohibited.
• —Entering a participant's room (e.g. for room checks) requires a minimum of two adults present with the door left open throughout.

Ground Transportation

• —ADL prioritises pre-vetted commercial coach and minibus companies with full licensing, commercial insurance, and verified safety records; seatbelts are mandatory at all times.
• —Where ADL staff drive rental minibuses or vans, drivers must be over 25, hold a valid full licence for the vehicle class, and have no major driving endorsements.
• —Drivers must not exceed 4 hours of continuous driving without a 45-minute rest break, capped at 8 hours per 24-hour period.
• —Driving under the influence of alcohol or medication, using handheld mobile devices while driving, or driving while fatigued is strictly prohibited.

Air Travel

Staff lead participants through group check-in, security screening, and passport control, with headcounts conducted before boarding and immediately upon disembarking. Staff are seated strategically throughout the aircraft cabin near participant seating blocks, and Tour Leaders hold physical copies of all travel documentation, visas, and emergency contact details.

Public Transport & Walking Groups

Public transit use must be pre-approved in the tour risk assessment, with staff stationed at the front, middle, and rear of the group during boarding and exiting. In high-density or foreign city areas, participants walk in pairs, with a lead staff member at the front and a designated "sweep" staff member trailing behind to prevent separation.

Emergency Response

In the event of a vehicle breakdown, road traffic accident, accommodation security breach, or transit emergency: secure the group at a safe assembly location away from hazards, administer first aid and contact local emergency services as needed, then notify the ADL Home-Country Incident Lead and execute the Emergency & Crisis Management Plan.