Overnight Stays

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• Overnight Stays
• Travelling Abroad

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So you want to be a Team Manager ?

• Do you have what it takes ?

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Proposed Framework

• Member of ASA
• ASA Swim 21
• Aquaforce Volunteers
• CRB Checks
• First Aid
• Child Welfare
• NSPCC Safe Sport Away
• Health Safety
• Gain experience

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Modular Delivery

• Local Competitions
• Overnight stays Travelling Aboad
• Discipline specific
• Fast track for World Class

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Whats Involved ?

• Leader
• Administrator
• Travel Agent
• Doctor
• Substitute Mum..
• Disciplinarian
• Friend
• Nutritionalist

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Leader

• Organise motivate whole team
• Communicate organise team yourself
• Be effective, efficient persuasive
• Respond positively in adversity
• Share tasks
• Accept responsibility
• Security issues money, valuables
• Clothing / uniform issues
• You will need broad shoulders.......

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Administrator

• Failing to plan is planning to fail
• Preparation organisation
• Maintain neat orderly files
• ASA/LEN/FINA Handbooks
• Promoters Conditions Meet Info
• Start from your appointment
• Check everything.
• Communicate Plan
• Telephone Tree

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Travel Agent

• Travel by private car
• Coach / Mini Bus
• Flight
• Choice of supplier ABTA / ATOL
• Payment by Credit Card NOT Debit Card
• Safety issues
• Make bookings
• Agree timings
• Start finish points
• Balance the budget
• Specialist needs ?

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What if ?

• A Swimmer forgets to take their regular
  medication on a trip abroad ?

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What if ?

• You arrive at the airport to find that one of the
  swimmers cant find their passport............

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Travel Tips

• Vaccinations needed ?
• Check Validity of all passports visas
• Contact with British Embassy / Consulate
• Any cultural issues ?
• Copy all passports / EH1Cs
• Collect retain ALL passports
• Collect retain ALL tickets
• Driving Licences Counterparts

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Travel Tips cont...

• Communicate detailed arrangements
• Use e-mails effectively with parental consent
• Works in partnership
• Costume goggles in hand baggage
• Any specific clothing needs
• Phrase book kettle
• Keep a diary

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Insurance Visas

• Who is responsible obtained good advice ?
• Dont buy on price quality cover is vital
• Check need for Visas well in advance
• Need for EH1Cs
• Take Insurance Documents
• Be aware of claims procedures / restrictions etc
• Take Emergency Contact Numbers
• Dont hesitate to talk to Insurers Help Line
  invaluable source of good advice in english !

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Doctor

• Know your limitations
• Medical details consents
• Allergies type, severity, response
• Action required by others
• Sun awareness waterproof sun tan lotion
• Dealing with personal medication
• Travel Sickness
• First aid kit / knowledge
• Maintain Incident Log
• Drug testing anti-doping procedures

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Disability Awareness

• Awareness of medical or disability issues ?
• Are you qualified to deal with issues that may
  arise ?
• Do you need any specialist support ?
• Any specific provisions needed ?
• Just another team member..

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Missing Home.....

• Im missing home.
• Are they eating drinking ?
• Look out for feuds
• Anyone on their own ?
• Contribute to team spirit
• Any parental advice
• Medical or disability awareness

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Disciplinarian

• What are the rules ?
• Everyone signs up......
• Be firm, fair consistent no exceptions
• Uphold any Code of Conduct
• Apply codes of ethics
• Enforce curfews disciplinary policy

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Friend

• Support your colleagues
• Everyone has a job to do
• Respect others need for space
• Accept help friendship
• Does everyone have a friend ?

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Nutritionalist

• Hungry swimmers are grumpy
• Hungry coaches are even worse !
• Check with parents special needs ?
• Check Menus buffet / special needs
• Where is McDonalds ?
• Water supply - plenty to drink
• Self Catering team building......

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So remember.

• Be prepared
• Communicate
• Cultivate relationships with partners
• Creative Solutions
• Team Decisions Responsibility
• Harness any experience available
• Find some downtime for you
• Smile a lot look in control !
• A crisis is just another challenge

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Risk Assessment

• What are the likely problem areas ?
• What are the hazards
• Who is at risk ?
• Prevent or minimise risk ?
• Who is responsible for identifying risk
  taking appropriate action ?

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RISK ASSESSMENT TEMPLATE
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So lets practice..

• Your Club is about to embark upon a Weekend
  Meet at a pool 150 miles away that you have never
  been to. The Club Treasurer has booked a mini bus
  the Club Coach is driving.
• You are the Team Manager your first task is
  to complete a Risk Assessment

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So lets practice.....

• Your Club is about to embark upon a Training Camp
  in Spain. You are flying from your local airport
  with easyJet the accommodation pool have been
  booked through an agent.
• You are the Team Manager your first task is to
  complete a Risk Assessment..........

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Hosting

• BEWARE - HAZADOUS AREA
• Who are you dealing with ?
• Knowledge of host families key
• Agree measures to be adopted
• Inter-club activity safer
• Problems compounded abroad
• MUST be able to communicate

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Vetting Host Families

• Vet ALL adult family members
• Place with athletes of same sex age
• Preferable to have own bedroom
• Advise families of any special needs
• Diet, medical or cultural issues ?
• Any disability issues ?
• Share detailed plans for visit
• MUST always have access to Team Management

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On Arrival

• Do you have ALL the luggage ?
• Arrange transfer to accommodation
• Type of rooms twins or doubles ?
• Allocate rooms control swapping
• Check rooms for damage on arrival
• Mini-bars, phones, in-house movies
• Call initial orientation meeting
• Establish communication methods
• Initiate contact with event organisers

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Accommodation

• How do I get to the pool ?
• What is the standard ?
• Late departure availability
• Baggage store
• Security
• Rooms together are easier to control

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Food

• Whats for breakfast ?
• What time is breakfast ?
• Where is breakfast ?
• Check ALL menus change if necessary
• Special diets
• Precautionary supplies.

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Pool

• Where is it how do we get there ?
• Check times training competition
• Changing accommodation
• But there are no loo rolls..
• Transport
• Self Hire Insurances / Licences

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Competition Entries

• Is this your job ?
• Verify entries entry times submitted
• Check against programme
• Understand withdrawal procedure
• Do battle if necessary

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During the event..

• Work as a team
• Attend any briefings pass on info
• Ensure team support each other
• Dispense discipline if necessary
• Knowledge of ASA / FINA Laws
• Understand Promoters Conditions
• Lodging a protest
• Monitor changing rooms
• Support for new team members
• Gifts

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What if ?

• You are swimming at a Meet abroad arrive at the
  pool at 1545 for the last finals session.
  Warm-up was scheduled for 1600 with the session
  scheduled to start at 1700
• As you enter the pool, they are clearing the
  water, having brought forward the start time by
  an hour..........

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Dealing with the money

• Whats the budget plan stick to it
• Keep a contingency fund
• Dealing with expenses
• Detailed records help accountability
• Pay for as much as you can up front
• Keep finances secure safety deposit boxes

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Going Home

• Departure arrangements
• Have I got everyone ?
• Late departure availability at hotel ?
• Baggage storage
• Feedback to team
• Ensure orderly dispersal
• Put the kettle on
• Any action needed recommendations for future ?
• Financial accountability
• Update experience log

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Remember.

• Each event is different
• Each team has a different make-up
• Harness each others strengths
• Use experience to build YOUR plan
• There isnt a right way..
• Try to make it a learning a fun experience

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and finally

• Somebody in the sport has been there before and
  dealt with that problem
• Dont be afraid to ask for opinions
• Then make YOUR decisions

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www.britishswimming.org

• Plenty of useful information
• Dont rely on last years plan
• Regulations change use the updates on the web
  site
• Be up to date on anti-doping requirements
  procedures
• Get up to date codes of conduct ethics

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Do you have what it takes?

• If you are here the answer is probably yes !
• Work as part of a team
• You are making a real contribution
• But above all, enjoy the experience it can be
  so rewarding.