Australian Floorball Association
Tour Organisation Policy
TOUR ORGANISATION POLICY
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Australian Floorball Association
Tour Organisation Policy
1.0 Purpose
1.1 The Purpose of this policy is to have
 A procedure on the selection of the tour operator.
 Detailed requirements for Tour Operator to bid on
 Definition of roles internal and externally to AFA.
 Criteria for the conduct of members in regards to their co-operation
and promotion with sponsors, AFA Executive, coaching and
management staff and the tour operators.
 Appropriate pathways identified for effectively dealing with
situations arising on tour which may negatively effect the image and
operation of Floorball in Australia
2.0
Application
2.1 This policy applies to all members of the AFA, volunteers and
coaching staff concerned with any AFA tour – domestic or
international. Unless the context states otherwise, the terms used in
this policy shall have the same meaning as in the AFA constitution
and/or regulations.
3.0
Notification to members
3.1 This policy shall be available upon request to members of the AFA.
4.0
Tour Organiser Scope of Work
4.1 Tour Organisers will be asked to quote on the following Scope of
Work (SOW). This SOW is to be reviewed before each period or
tour to ensure it meets the needs of AFA. The contract with the
Tour Operator needs to be on an Alliance basis with an open book
structure. SOW to quote on includes
 Airflights
 Transfers
 Accommodation
 Equipment transfers
 Training facilities
 Administration of tour to include collection and accounting for
funds, payments, bonds etc
4.2 Quotes to include the following;
 Fixed cost items such as flights, accommodation, transfers,
training facilities etc
 Administration fee fixed for the handling the tour administration
 Administration fee for additional SOW agreed to by AFA
 Fee for sponsorships obtained
4.3 Any other terms they wish to submit for discussion.
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Tour Organisation Policy
5.0
Roles and Responsibilities
5.1 AFA Executive
5.1.1 Must approve the event being organised or proposed
5.1.2 Decides the preferred tour operator for an agreed tour
with an option to extend on terms agreed by both parties.
5.1.3 Advertise for a tour operator at least 9 months (if
possible) before the tour and announce a tour operator at
least 6months (if possible) prior to the tour being
conducted.
5.1.4 Signs the contract on the basis of quotes provided and
event and logistical management skills proven. This will
allow the approved tour operators to be announced and
all members and stakeholders concerned to be aware of
the terms and conditions that apply
5.1.5 Must channel and communicate all related tour matters
which are the responsibility of the tour operator, to the
tour operator
5.1.6 Endorses the approved tour operator to pursue sponsors,
grants or gifts related to the tour and shall deliver
commissions on successful negotiations (having regard
to the AFA sponsorship policy.)
5.1.7 Advises tour operators of current sponsorship, grant or
gift commitments with the tour at the earliest instance
possible
5.1.8 Will appoint an AFA liaison and advise tour operator of
same.
5.1.9 Advise tour operators of any reimbursements or subsidies
to take place from collection of monies associated with
the tour
5.1.10 AFA Executive to act as final adjudicator for any tour
disputes
5.1.11 Must jointly promote codes of conduct and address
discipline matters in all tour matters promptly
5.1.12 Must monitor anti-doping procedures prior to tour and
ensure all members and staff are briefed on testing and
compliance
5.1.13 Appoints coaching and management staff at its own
discretion
5.1.14 Advises coaching and management staff as well as tour
operators if a player selected is not financial
5.2 Coaching and management staff
5.2.1 Conducts trainings, camps and selections
5.2.2 Assists in all matters of establishing team contact details
and other items necessary for identification and purchase
of tickets eg passport numbers
5.2.3 Provides with clear written communication advice to tour
operators of training and itinerary requirements within 3
months of appointment of tour operator
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Tour Organisation Policy
5.2.4 Are responsible for implementing discipline procedures
whilst on tour in accordance with AFA codes of conduct
and agreements made with the tour operators. An official
report of misconduct must be made to the AFA Executive
within 7 days of breach and one AFA Executive must be
advised immediately, in as much detail as possible of any
serious breaches causing possible suspension from tour
5.2.5 Provide information within 7 days of request from the tour
operators on any tour related matters. If matters arise
within 7 days of tour the tour operators must be advised
same day of issue arising
5.2.6 Coaching and management reimbursements or subsidies
are in accordance with AFA Executive instruction and
must be stated before contract is signed and thereafter
must be mutually agreed between the AFA Executive and
the approved tour operator
5.2.7 Organise, co-operate and liaise with anti-doping agents
supplied by the tournament
5.2.8 Follow and communicates the risk management strategy
as advised by the AFA Executive
5.2.9 Collects results of all matches with all fields such as
goals, assists, penalties, crowd numbers etc complete
5.2.10 Participates in all media opportunities possible as
deemed by the AFA Executive and also encourages the
same from players
5.3 Referees
5.3.1 Are appointed by the AFA Executive
5.3.2 Act in accordance with the codes of conduct of the AFA
5.3.3 If suspended, must organise their own logistics and
accommodation and possibly pay a fine according to the
AFA Executive penalties enforced
5.4 Players
5.4.1 Must observe AFA codes of conduct before during and
after the official tour wherever stated by the AFA
Executive or their designated committee and the tour
operators
5.4.2 Provide information within 7 days of request from the tour
operators on any tour related matters. If matters arise
within 7 days of tour, the tour operators must be advised
same day of issue arising
5.4.3 Must make payment in 14 days on any invoice produced
through the relevant AFA endorsed tour operator unless
otherwise stated – failure to do so may incur a late fee
due to debt collection management required and further
costs associated with delay of payment eg. Airfares. The
tour operator will also advise the AFA if payment is not
received
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Tour Organisation Policy
5.4.4 Must pay any tour operator fees approved by the AFA
Executive
5.4.5 Must strictly comply with any requests for anti-doping
control or immediate suspension from the tour will result
5.4.6 Must comply with risk management procedures as
detailed by the AFA Executive
5.4.7 Must comply with media commitments as detailed by AFA
Executive, coaching and management staff.
5.5 Tour operators
5.5.1 Must provide a detailed quote and proposed itinerary
based on the Tender document issued by the AFA
5.5.2 In sections of the tour that are not covered by a preferred
supplier or sponsor, the tour operator is obligated to
provide 3 (three) quotes on items with amounts over
$AUD500
5.5.3 Must collect and reconcile all monies in regards to the
tours and report minimum monthly to the AFA Executive
meetings
5.5.4 Must provide other general updates to AFA Executive at
a mutually agreeable frequency
5.5.5 Tour operators may collect commissions or referral fees
on any tour related events, sponsorships or bookings so
long as it was accounted for in the initial proposal. If such
a matter arises after the contract has been signed, the
tour operator may propose the provision of further goods
or services for the AFA executive to consider at no
obligation
5.5.6 May also negotiate with the AFA Executive merchandise
opportunities with royalty payments provided to AFA
5.5.7 Must promote the AFA tour sponsors as assigned by the
AFA Executive and promote the AFA in a positive manner
at all times
5.5.8 Must report to the AFA Executive with the payment
schedules and adherence to payments to avoid members
missing tour
5.5.9 Tour operators must accommodate the need for antidoping control and the adjustments to logistics that this
will entail
5.5.10 Tour operators must operate to the AFA risk
management guidelines
5.5.11 Must accommodate the need for team members and staff
prepare to meet media commitments and sponsors
engagement within itineraries
5.5.12 Must have facilities available at accommodation locations
for team meetings. Any extra costs must be included in
the initial proposal as an allowance.
5.5.13 Are not under any obligation to re-organise logistics of a
suspended player or member of staff on tour
5.5.14 May charge a bond in agreement with AFA to cover
unexpected cancellations. Bond monies to be reconciled
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Tour Organisation Policy
and agreed with AFA and any monies paid back to tour
members within 60 days of end of tour.
5.5.15 Must supply a post-tour report within 60 days of end of
tour to the AFA Executive as detailed in the contract
6.0
Terms of contract
6.1 The agreement between AFA Executive and the tour operator shall
be for a period agreed and for nominated tours within that period
6.2 AFA Executive approval for a particular tour operator whether the
preferred supplier or a successful tender, must be well publicised
on the AFA website
6.3 A formal agreement will be signed between the 2 parties and is to
cover the following items;
 Contract period
 Payment and reimbursement terms
 Scope of Work for Tour Organiser
 Termination clauses
 Clauses to handle if team does not qualify for tournament or
decides not to tour
 Penalty clauses for any of the parties if terms not complied
with.
 Roles and responsibilities of each party
6.4 If a tour operator contract is terminated for any reason, all collected
monies will be reimbursed to the AFA within 7 days of cancellation
date. AFA will ensure relevant funds are redirected where
necessary.
6.5 Any reimbursement of Administration fees can be calculated by
hours of organisation, costs of communicating and other costs
associated with organising the tour. This amount must be quoted
when the AFA Executive receives the final quote from the preferred
supplier or the successful tender.
6.6 Insurance for the tours confirming who is responsible for insurances
6.7 Tour sponsorships must be reviewed and accepted by the AFA
6.8 Players and touring staff must sign an agreement to comply with the
codes of conduct for the tour
7.0 Revision
7.1 This Policy is to be maintained and reviewed by the AFA Executive
each twelve months period at least 30 days prior to each AGM
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