Basingstoke Sports Council

Serving Basingstoke's sporting community for over 25 years.

Rules and Guidelines

The Euskirchen Festival of Sport is organised to encourage sporting links between Basingstoke and Deane and our German twin-town on a competitive but friendly basis and therefore, rules are kept to a minimum although everthing is in place to ensure safety. Team and coach leaders are requested to ensure they are adhered to during the visit.

1. Clubs, players and supporters are representing their club, league, town, sport and country during the weekend and should behave accordingly.

2. Clubs must have relevant league and association permissions prior to taking part in the festival for both home and away games. School absence must be arranged properly by parents.

3. Each club must have a nominated representative fully responsible for its members and supporters at all times, whether at home or away. Ferry companies insist that each group has such a person and a list of all club leaders plus deputies will be passed to the Purser prior to sailing. No Under 18’s are permitted on deck unless accompanied by a responsible leader and not at all on overnight crossings.

4. Club Leaders must ensure that under age or excessive drinking does not occur and that their members are aware of the Festival’s requirements. If anyone is seen selling or giving alcohol to youngsters who are under age then they should and will be reported to the relevant authority. (Purser on the ferry). All clubs are requested to keep their junior members out of bars at all times and ensure that local drinking laws are fully adhered to.

5. Foul language, bad behaviour, fighting, damage or theft will not be tolerated in any way and any breach will be investigated and relevant action taken. If found guilty, the offender (or club if necessary) will be banned from future twinning events. The association or authority (or local police if necessary). Therefore, it is in the club’s best interest to follow these rules and to keep the Festival trouble free.

6. Club leaders must ensure that each club member is aware of the Continental coach regulation which permit no alchohol for consumption whilst in transit. A maximum of four litres of wine and Duty Free allowance of spirit and one crate of beer per adult will only be permitted to comply with coach weight regulations. Seat belts must be worn if fitted on coaches and there must be no standing whilst the coach is in motion.

7. Team and coach leaders are responsible for ensuring that their coach is kept clean and tidy at all times and especially prior to arrival in Euskirchen and back in Basingstoke. All rubbish to be placed in bags provided and chewing gum discouraged. 

8. Each club representative will be responsible for making sure that the relevant FREE European Health Insurance Card (EHIC) is held by each participant to ensure any required healthcare during the visit. The representative will also be responsible for initially dealing with any injuries or medical issues sustained whilst abroad to members of their group. Each participant must also have a valid passport in their name valid for at least six months after the trip.

9. Leaders must ensure that they have adequate supervision for their group and are responsible for their behaviour and well being at all times during travel and whilst abroad which includes with host families.

10. Team leaders must ensure that all their members know when and where to meet on the Ferry before rejoining the coach and are aware of meeting details if the coach stops anywhere else.

11. Although the Sports Council will co-ordinate travel insurance and accommodation for sporting twin weekends, they will not accept responsibility for any unforeseen problems or incidents caused by carelessness or misbehaviour. Group leaders must make every effort to ensure the safety and well being of their members at all times including any stops during the coach journey. Participants must be prepared to accept this ruling after payment has been received.

Festival Guidelines

Team Guidelines
Participants should ideally be aged between 10 and 18 as this is mainly a youth twinning event. Teams travelling for the first time should be younger to encourage long term exchange twinning. A maximum ratio of 1 adult for every 8 children is recommended with one adult being first aid qualified. If a mixed group then male and female leaders should be present. Each team should ideally have a qualified first aider within their group and be aware of Child Protection guidelines. Additionally, each team leader should ideally be CRB police checked.

Arrival at Coach park before departure
Stack you baggage together as a group outside the coach to ensure it is loaded together for ease of unload when required. Try and ensure your name and sport is clearly visible on your baggage. Only take basic baggage into the coach but ensure you have your passport. Ensure that you sit together as a group and behave plus keep your area tidy during the trip.

Arrival at Coach park before departure
Participants are encouraged to eat a normal tea before arrival at the coaches. If parents have packed food and drink for children and the overnight journey please ensure that it is suitable with no fizzy drinks. Experience has shown that everything is either eaten or drunk before arrival at the ferry and cases of sea or coach sickness result. Snacks can of course be taken for the first day in Phantasialand or in Germany but save them for arrival.

Ferry Crossing Dover to Calais
If leaving the coach at the port for the toilet or a shop, be careful as ports are full of traffic not sure where it's going. Also, do not get engaged in conversation with strangers and when on the ferry, respect other passengers, do not run and mind your language. Do not waste money on board and do not eat or drink too much with a long journey ahead. Absolutely no juniors on deck at any time and ensure you know where your team is meeting for return to the coach.

Journey to Euskirchen
It is very important to sleep soon after leaving Calais or your first day in Phantasialand will be ruined. If anyone cannot sleep then be quiet and do not disturb others. No music or mobile phones to be on during the night and ensure you area is kept very tidy. A drivers stop around 06:30 does not require passengers to wake or leave the coach unless they require the toilet.

Arrival in Euskirchen
Our hosts usually provide a very light breakfast and if they do, respect their hospitality and if a welcome speech is given, be quiet and listen. After breakfast, remove all your baggage from the coaches and move it to the hall where it can be locked up for the first day. Remember to adjust the time on your watches. There is then a short time for a wash or change if required.

Phantasialand
Do not take expensive items or all your money into the themepark plus be careful with any bags taken. It is adviseable to leave as much as possible in your bags in Euskirchen. Form neatly in groups whilst waiting for entry tickets and ensure you know what time to meet and where at the end of the day. Behave at all times whilst in the park, stay in small groups and with an adult if possible - do not go round alone and do not get involved with any strangers.

In among the rides are a wide variety of shows, restaurants and entertainment and as you have six hours there is no rush so enjoy everything. Do not take valuables or all your cash to the themepark as there is always the possibility of losing it.

Maybe print a map before you go, check out the website for information on the rides and choose your route and favourite rides to target before the park gets busy around lunchtime.

Host families
On arrival back in Euskirchen you will be met by your host family so collect all your luggage and ensure your leader knows you have met your family before departing. There is always the possibility that you may not be hosted as expected but please respect the host families hospitality, enjoy the weekend but report any problems to your team leader. Make every effort to join in wit the family activities and do not sit quietly doing nothing. It is your weekend so try to chat and join in, if you want to go somewhere then ask the family.

Mobile phones
Everyone is reminded not to use mobiles to chat to family and friends whilst in Germany as phone bills can quickly get expensive. Restrict calls to a minimum and remind any juniors in your group about the excessive charges. Your host family will normally allow a call to home on their landline.

Token Gift
It is always polite to offer a token of gratitude to the host family as thanks for their hospitality. This need not be expensive and a small gift for the mother from England is often popular. Perhaps Marmalade, Jam, Tinned Chocolates, Wine or Port. Alternately, get them some flowers at the local market.

Etiquette / drinking & eating
Please remember that when being hosted you are a visitor in someone's home so do not abuse the hospitality. Common sense prevails as ideally this person will visit you in the future and you may return to Euskirchen at some time. Be courteous, friendly tidy and polite and if old enough to drink know your limits. Try the food as they will try English when visiting Basingstoke and do not be rude by leaving food, If you really do not like something say so before eating. Being ill in a hosts home or car is not amusing and underage drinking is not permitted at this event plus negates Insurance. Do not embarrass yourself, your team or the host family.

Return trip
Ensure you collect all your belongings and pack your baggage on the coach as a group. Ensure coach is kept tidy and behaviour does not upset others. When stopping anywhere, remain in groups with a team adult at all times. On arrival in Basingstoke, advise your team leader that your family has arrived and ensure you take all your belongings. Team leaders to check their coach area for tidyness plus left luggage.

Homesick or problems
If you are homesick, have a personal problem, wish to speak to you team leader or even your family at home, ask the host family. Do not dwell on a problem which may ruin your weekend and could easily be resolved. Host families will normally allow you to phone home or a friend in Germany but do not abuse this. Try not to use mobiles as it can become very expensive.

Emergencies / Accidents
In the event of any emergency contact your team leader immediately and advise your host family if appropriate. Your team leader will take action and contact the Festival co-ordinators if required. All team leaders can be advised of issues and can progress if your own is not available. In the event of having to visit hospital, ensure the Festival co-ordinators are advised and ensure you take your passport plus EHIC medical card with you.

Basingstoke & Euskirchen Festival of Sport

Risk assessment

With so many participants taking part in the Annual Festival of Sport with German twin town Euskirchen it is necessary to undertake a risk assessment and make all group leaders fully aware of the document.

Please note that whilst the Local Sports Council / Borough Council co-ordinates this event on behalf of the local Sporting Community, it is relevant team leaders that accept full responsibility for their teams behaviour and safety at all times.

All team leaders and accompanying adults are again reminded that they are fully responsible for all members of their group at all times during this visit. Clubs, players and supporters are representing their club, league, town, sport and country during the weekend and should behave accordingly.

Insurance Cover

If covered by our Insurance cover it normally provides – Loss of Eye(s) and/or limb(s) £25,000, Death 25,000 reduced to £5,000 for person aged 18 and under, Permanent Total Disablement £25,000, Personal Liability £1,000,000, Medical and emergency expenses £2,000,000 (£25 excess), Baggage (including sports equipment) £2,000 (£25 excess), Money - £600, Cancellation, curtailment expenses £3,500, Hijack £50 per day - up to max £12,500, Travel Delay £50 every 12 hours delayed. If not taking this cover, Festival organisers require a copy of personal travel Insurance cover prior to travelling.

It should be noted that any accident or injury should be reported immediately to the team leader with details recorded and a hospital report gained if hospital attended. The overall group leader should subsequently be advised of details as soon as possible.

If any personal item item is lost, stolen or damaged then details must also be recorded, team leader advised and police informed if applicable or this Insurance cover is potentially not valid.

Any subsequent claims must have been initially advised to the team leaders plus the overall group leader before arriving back in Basingstoke and any claim with full supporting details submitted to the overall group leader within 7 days of arriving home.

Obviously every prevention should be taken to prevent claim including -

No really expensive items to be taken on the trip and every precaution to be taken to look after personal possessions. Only the bare minimum to be taken to Phantasialand and due care to be taken whilst on all rides within the themepark. Money, cameras etc safely within bum bags or zip pockets.

Care to be taken crossing roads in France, Belgium and Germany, no riding of motorbikes or scooters etc if not insured and due care to be taken during any events or activities whilst abroad. Please ensure that team members check their host accomodation before leaving to ensure nothing has been left, and team leaders check the coach arriving home.


All participants take part in the Festival on the understanding and acceptance that this is the total cover offered and no further action can be taken against organisers in the event of any accident or loss. If any club or individual feels that any area is not adequate for their needs it is suggested that they check their own Insurance or take out a separate policy relating to their personal requirements.

Each team should ideally have a qualified first aider within their group and be aware of Child Protection guidelines. Additionally, each team leader should be DBS police checked.

Team and Group Leaders

The overall Group leader will carry details of all participants with copies held by each coach leader. Team leaders must carry full information on members of their group including mobile phone contacts and accept full responsibility for their well being, safety and behaviour at all times.

Group leaders should be aware of risk at all times during travel (Especially on the ferry) and have a duty of care for their participants. Ensure that all venues are safe before undertaking activities and advise host leaders of any issues. Remind everyone not to ride scooters or mycycles they would not be insured for and generally take care when crossing roads etc.

Arrival at Coach park before departure
Stack group baggage together outside the coach to ensure it is loaded together for ease of unload when required and thus reducing the risk off loss. Try and ensure your name and sport is clearly visible on your baggage. Only take very basic baggage into the coach but ensure you have your passport to reduce the risk of delay at Dover and possible risk of not being able to enter France. Ensure that you sit together as a group on the coach and behave plus keep your area tidy during the trip. All participants are required to also have a valid European Health Insurance Card. Group leaders must check all their passengers on board and do so throughout the trip.

General Coach Travel
Ensure that you remain seated properly and with seatbelts on plus do not distract the coach driver. All questions to the driver via the identified team leader to reduce risk of driver distraction.

Ensure you collect all your belongings and pack your baggage on the coach as a group. When stopping anywhere, remain in groups with a team adult at all times and be aware of meeting times back at the coach. On eventual arrival back in Basingstoke, advise your team leader that your family has arrived and ensure you take all your belongings. Team leaders to check their coach area for tidyness plus left luggage and are responsible for ensuring the coach area is clean with no litter. No drinking underage and no alcohol drinking on any coach whilst in Europe.

Ferry Crossing Dover to Calais
If leaving the coach at the port for the toilet or a shop, be careful as ports are full of traffic not sure where it's going. Also, do not get engaged in any conversation with strangers.

When boarding the ferry note where the coach is parked to avoid the risk of delay when disembarking. Agree with your group leader where to meet at what time in the boat prior to rejoining the coach so everyone can be counted. When on the ferry, respect other passengers, do not run and mind your language – Team leaders are fully responsible for behaviour and safety on board. Do not waste money on board and do not drink too much with a long journey ahead. Absolutely no persons on deck at any time and no Under 18's drinking alcohol during the crossing or Festival. Coach leaders will carry a full list of all passengers in their group and all team leaders must be aware of ferry evacuation procedures and ensure their group is aware what to meet and what to do in the event of an emergency on board.

Journey to Euskirchen
It is very important to sleep soon after leaving Calais or your first day in Phantasialand will be ruined. If anyone cannot sleep then be quiet and do not disturb others. Team leaders are fully responsible for ensuring quiet and good behaviour with no music or mobile phones to be on during the night and ensure the coach is kept very tidy. Coach passengers to not walk around the coach unless really required and seatbelts to be worn when sitting (Law abroad). Only one person (Over 16) at a time at the coach hot drinks machine and no sleeping on the coach floor. It is suggested that soft drinks are taken for the overnight outward journey.

Club Leaders must ensure that under age or excessive drinking does not occur and that their members are aware of the Festival’s requirements. If anyone is seen selling or giving alcohol to youngsters who are under age then they should and will be reported to the relevant authority. All clubs are requested to keep their junior members out of bars at all times and ensure that local drinking laws are fully adhered to.

Foul language, bad behaviour, fighting, damage or theft will not be tolerated in any way and any breach will be investigated and relevant action taken. If found guilty, the offender (or club if necessary) will be banned from future twinning events. The association or authority (or local police if necessary). Therefore, it is in the club’s best interest to follow these rules and to keep the Festival trouble free.

Team leaders must ensure that all their members know when and where to meet on the Ferry before rejoining the coach and are aware of meeting details if the coach stops anywhere else.

Arrival in Euskirchen
Our hosts usually provide a light breakfast and if they do, respect their hospitality and if a welcome speech is given, be quiet and listen. After breakfast, remove all your baggage from the coaches and move it to the hall where it can be locked up for the first day.

Phantasialand
Do not take expensive items or all your money into the themepark plus be careful with any bags taken. Form neatly in groups whilst waiting for entry tickets and ensure you know what time to meet and where at the end of the day. Behave at all times whilst in the park, stay in small groups and with an adult if possible - do not go round alone. Do not get involved with any strangers.

Host families
On arrival back in Euskirchen you will be met by your host family so collect all your luggage and ensure your leader knows you have met your family before departing. There is always the possibility that you may not be hosted as expected but please respect the host families hospitality, enjoy the weekend but report any problems to your team leader as soon as possible. Every effort will be made to provide adequate age and sex matching but issues should be raised with team leaders immediately. Ensure the host knows your team leaders contact number and what time you need to meet the following day. Team leaders must ensure they know where all their group are hosted and have contact details.

Host checks

In these days of child protection worries, everything possible will be done by host teams to ensure that families are known and are as safe as possible regarding hosting. All participants have a contact list for leaders if any concerns arise and are with friends for most of the visit to raise any issue. The very young are normally hosted in pairs and the very idea of twinning is that participants get to know each other. All clubs are known to the German officials and any worry will be promptly investigated. After many years of exchanges with no reported incidents, we are confident in these exchanges but still encourage anyone to raise any concern for resolution.

As a footnote to consider, do your children sleep over or visit friends homes in Basingstoke and are they or yourselves fully confident of the family or friends present ? Can our host clubs 100% guarantee the behaviour of all their hosts and friends ?

Homesick or problems
If anyone is homesick, has a personal problem, wishes to speak to a team leader or even their family at home, they should ask the host family. Please do not abuse the hospitability by continually phoning friends. Do not dwell on a problem, which may ruin your weekend and could easily be resolved. Host families will normally allow you to phone home or a friend in Germany. Try not to use mobiles as it can become very expensive. If you are feeling ‘home sick’ or you wish to speak to your family, do not be afraid to ask your host, they won’t mind.

Emergencies / Accidents
In the event of any emergency contact your team leader immediately and advise your host family if appropriate. Your team leader will take action and contact the Festival co-ordinators if required. All team leaders can be advised of issues and can progress if your own is not available. In the event of having to visit hospital, ensure the Festival co-ordinators are advised and ensure you take your passport plus medical card with you.

Your first person to notify should be your coach /leader. They will know how to contact others. Allow your coach to get in touch with your family and explain the facts if needed.

The most important thing is the health of your visitor. Should an emergency occur away from their coach/leader you should not panic and follow these simple rules:

Assess the situation, find the facts
Take the injured person to the hospital if needed with medical card
Contact their sports leader / overall festival organiser and your own
Allow their leader to speak to the parents with the facts and resolution
Once the situation has settled allow the person to ring home
It is important that your guests’ coach/leader speaks to the parents first. This stops any confusion and panic.

Etiquette / drinking & eating
Please remember that when being hosted you are a visitor in someone's home so do not abuse the hospitality. Common sense prevails as ideally this person will visit you in the future and you may return to Euskirchen at some time. Be courteous, friendly tidy and polite and if old enough to drink know your limits. Try the food as they will try English when visiting Basingstoke and do not be rude by leaving food. If you really do not like something say so before eating. Being ill in a hosts home or car is not amusing and underage drinking is not permitted at this event. Do not embarrass yourself, your team or the host family.

As per common sense it is always advisable to advise your host if you do not like anything or have allergies. However, you are abroad so try the different food as they will try English when visiting us.

Drinking
If you are old enough to drink, please know your limits. Waking up in a pool of your vomit in someone else’s house is not nice, clever or funny. If you are not old enough to drink, don’t! Underage drinking (especially in excess), is not clever and it invariably embarrasses yourselves, your team-mates and your coach.

Behaviour
Please always remember that you are not only representing your sport but also your town and country. All participants are also representing their school or club and unacceptable behaviour will be reported to school headmasters or sport governing bodies if required. The Basingstoke Local Sports Council do not find the following behaviour funny and will act officially upon any reports: Mocking the war, teaching your guests how to swear, making fun of locals or stealing from a host.

Infringements of bad behaviour will not be tolerated by the BSC (Basingstoke Sports Council). Please be courteous at all time and where possible, try and take part in conversations and activitiesto reduce the risk of boredom. If taking part in any activities take due care.

Return trip
Ensure you collect all your belongings and pack your baggage on the coach as a group. Ensure coach is kept tidy and behaviour does not upset others. When stopping anywhere, remain in groups with a team adult at all times. On arrival in Basingstoke, advise your team leader that your family has arrived and ensure you take all your belongings. It should be noted that due to the potential terrorist threats in Europe, we will avoid Brussels city centre in 2016. Leaders should maintain extra vigilance at all times in busy areas and also remind juniors NOT to speak with any strangers.

Everything possible has been done to ensure everyones safety but at the end of the day common sense and the supervision of adult leaders should ensure the safety of all concerned.

It is important that all team leaders have fully read and understood this document and it is their full responsibility to ensure that all their participants including adults are fully aware. This full understanding by everyone will reduce any risk of accident, incident, loss or upset.

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