This document simply extends the existing insurance cover which automatically protects your players in England once they've registered with your club, to cover them overseas for their matches (or other 'home nations'). The document asks for details of the matches, the number of adults (& any children) playing. It needs to be signed by the club Chairman, President/Secretary and local constituent body.
Ideally it should be submitted to the RFU at least a month prior to your tour, however, last minute cases can be accepted.
For it to be valid the host club need to approve the matches too (we will contact them regarding this), but you're free to contact them also. You can tour outside of the English season (Sept-May) as it is the host union that approves the games. (If you host a touring team here in the UK, you need to complete an 'Incoming Tour permission form').
We at STO Travel Ltd. insist that separate rugby insurance is taken out just in case of any complications. Also whilst the RFU's insurance covers rugby matches it doesn't cover non-rugby related activities, loss, theft, medical cover etc. You may purchase your own or take our cover which we provide cover at a very competitive rate (the rate many offer for basic travel insurance without rugby cover). If you purchase your own we require copies to ensure it covers rugby.
This is the website that you'll need for your relevant forms: Rugby Tours Forms
The link your will require is the 'Outgoing application form for clubs' or 'Permission for schools to tour'.
Touring with children – the safeguarding guide is also very useful and we recommend you take a copy with you, also the 'child consent form for a rugby tour' should be filled out in cases where the parent is not travelling with the child.