Union teams bidding on a touring team game must indicate to the EPRU Tours Committee what they are prepared to do in hosting a match with a touring team, ie. reception committee on arrival, providing of directions to practice field, assistance in transportation to the match, and appropriate post-game festivities. The EPRU Tours Committee decisions of approval/disapproval is final. Failure to receive permission may result in cancellation of referees or the match.
Visiting teams must get permission to tour within the EPRU jurisdiction from the EPRU Tours Chairman.
The Tours Committee shall communicate approval or denial along with other pertinent details to teams wishing to tour within the jurisdiction of the Union.
Any team wishing to tour within the jurisdiction of the Union must present evidence to the Tours Committee of sanction to tour from their home Union. Deviation from this rule can result in game cancellation.
The Tours Committee determines who the opponents of touring teams shall be. In cases where a touring team requests a specific opponent and the Tours Committee deems that opponent to be unsuitable, the Committee may designate another opponent or withhold match approval, or both.
The Union shall assume no financial or other level obligations relative to touring teams unless
a Union team is playing the visitor;
a specific request from a member club is put to the Tours Committee. In both cases, or in any other case, the Executive Committee must approve by a majority vote.
Copies of all correspondence initiated by union teams relative to inviting touring teams to the EPRU should be sent to the Union Secretary and the EPRU Tours Committee as a matter of record.
The Tours Committee, when informed of an internal tour arranged between an EPRU team and a touring team may, if it feels it is necessary in order to avoid misunder-standings, communicate to the visitor's home Union any doubts which may exist as to the EPRU's host club's ability to provide:
adequate competition; and
accommodtions, transportation, financial arrangements, etc.
When the Union Select Side is acting as a host to a touring side, the President or Select Side Representative shall appoint a Match Organizer and a Team Manager. Their respective duties are
Match Organizer - Arranges a venue, referees, and other duties pertinent and ancillary to the match and not covered in the nomenclature of the Team Manager's functions. Also includes fund raising duties in collaboration with the Chairman of the Finance Committee.
Team Manager - Issues and collects uniforms, secures a team trainer and physician, training supplies, and injury contingencies.
General Procedures
Incoming clubs and Select Sides must submit their itinerary including dates of matches, dates on which they move from one host to another, to the EPRU Tours Committee for approval.
Provide the name, address and telephone number of the Tour Coordinator.
Pre-Tour Communication
One member of the host club should be appointed the Tour Coordinator. It shall be their function to handle all arrangements with the touring side.
It shall be the duty of the Tour Coordinator to secure a copy of the itinerary of the touring team and work around that.
The Tour Coordinator should make clear to the touring side what the limits are of the host club's liabilities.
The Tour Coordinator should make clear to the touring side the extent to the host club's financial resources so that there are no misunderstandings of what the touring team can expect in the way of hospitality.
The Tour Coordinator should notify the EPRU Tours Committee of the club's plans to host. As the EPRU Tours Committee interacts with the MARFU Tours Committee, the EPRU Tours Committee must advise MARFU and USARFU that the proposed hosting team (and match opponents) are in good standing, and in return MARFU & USARFU provide the EPRU with:
notice that the touring club is in good standing with its home Union and has permission to tour; and
the touring side has received USARFU approval to tour. Sanctions will be placed on clubs who allow incoming tours without having received proper approval.
Welcome
A committee of the club members (the more the better) should meet the tourists at their arrival point, ie., bus station, train station or air terminal.
The host club should be prepared to offer the tour party a small reception with refreshments and snacks, etc. on the eve of their arrival.
A formal reception is appropriate for touring sides from outside the United States.
Transportation
For touring sides without their own transportation, the host club shall make every effort to get the tourists to training sessions, the match, after-match socials, etc.
For touring sides with their own transportation, the Tour Coordinator shall see that the tourists have maps and directions to all functions and, if possible, have a host club guide.
Accommodations
If at all possible, and especially with the touring sides from outside the U.S., the host club should provide lodging in the club members' homes. The Tour Coordinator should have a list prepared in advance, matching the hosts with the tourists.
The host club, through the Secretary or Tour Coordinator, should be prepared to communicate hotel and motel rates to the tourists so they may obtain the best possible accommodations dependent on their financial resources.
This list should be made available to the Tour Manager so that in emergencies they may be able to contact quickly a player or players.
Match
The Tour Coordinator should show the match field to the Coach and Tour Manager well in advance of the game.
The pitch must be properly marked and well-lined with appropriate flags or cones.
If possible, there should be separate dressing rooms with showers, or arrangements for shower facilities.
One person should be appointed to make sure that the dressing rooms are locked during the match.
The touring side should have a choice of a maximum of 3 balls for the match. Both sides should agree on the selection; any disagreement to be settled with a decision by the referee.
The arrangement of the referee's arrival should be such that he will be available before the game with enough time for questions or laws interpretations.
Without exception, the referee should be invited to the post-game festivities.
A trainer and physician should be available, along with transportation in the event of emergencies.
After-Match Functions
Social arrangements are a matter of style, but no touring side should be ignored following a match - win or lose! Both liquid and food should be provided.
Token gifts are usually exchanged, and the host team should be prepared to exchange pins, ties, t-shirts, etc.
Mounted crests, banners, plaques, etc. are usually considered to be necessary and appropriate, and the host team should be prepared to offer any of these to the Tour Manager, Captain, Coach, or club President. Other items that might be presented or exchanged are a rugby ball (autographed & with the score of the game), suitable touch-flags or a club jersey.
Extras To Be Considered
A match brochure of your game with names of players is good, especially for touring sides from outside the U.S.
A sightseeing trip to points of local interest and/or to meet local dignitaries (a trip to the local Chamber of Commerce should be able to produce a tourist information packet that is usually much appreciated).
A key to the city.
Post-Tour Report
Within 30 days of the completion of the tour, a report must be sent to the EPRU Tours Chairman. This report should discuss the tour, give highlights and any problems or recommendations. This report will also serve to help others who may play the same club.
