Team Manual - Travel Information and Selection

24 October 2007

On selection to the GB & NI athletics team, you will be notified of your selection in writing, which will either be posted to your home address or emailed to you.  It is your responsibility to ensure that the office has your correct mailing/and email address.

Upon selection the following information will be sent to you:

• Selection Letter

• Confirmation of flights and travel details

• Acceptance form requiring your signature

• Kit form

• Parental consent form (if under 18 years of age)

• Medical form.  It is vital that you return this to the office well in advance of departure to competitions.  If this is not possible due to late selection the completed form should be taken with you and handed to Team staff at event

• Travel & Accommodation (Rooming).

For most championships, you will be sharing with another team member.  Therefore it is important that you choose wisely.  You could be sharing with a teammate for 2 weeks (in the respect of major championships) and this is a long time to share with somebody you may/or may not get on with.

FLIGHTS TO MAJOR CHAMPIONSHIPS

For major championships group flights are often booked at least 6 months prior to team travelling. UKA will utilise appropriate international airports e.g. London Heathrow.

The flight dates will be communicated directly to athletes and coaches as appropriate via their Point of Contact, but are no longer published on the UKA web site for security reasons.

USEFUL INFORMATION TO KNOW PRIOR TO DEPARTURE / IMMIGRATION

Prior to departure please check that you have a passport and it is valid.

Many countries require your passport to be valid during and for 6 – 12 months beyond the length of your stay, so check what applies to you.

If you require a visa to enter the country of competition UKA will arrange this for you, however you will be required to submit the necessary information

• Your name as it appears on the data page of your passport

• Passport No.

• Expiry date

• Nationality

• Date of birth

• Place of issue

• Gender

• Passport size photograph(s)

Always check latest security information on website pertaining to country of travel and airline guidelines. Useful web addresses include:

Foreign and Commonwealth Office (www.fco.gov.uk/travel)

UK Department for Transport (www.dft.gov.uk) 

British Airways (www.britishairways.com)

• You are advised to check the requirements with the Consulate or Embassy of countries on your itinerary. Foreign and Commonwealth Office (www.fco.gov.uk/travel)
• Ensure you have name/address of accommodation for the duration of your stay in case you need to provide them on immigration entry forms.

• Athletes on the out of competition register must advise anti – doping of any changes to their testing slots.  This also applies to competitions and training events organised through UKA.
• It is your responsibility to ensure you have the correct travel documents for your journey.
• Travel expense to and from airports will be paid if receipts are retained. Car parking for the duration of the competition will not normally be paid.
• If a train ticket or domestic flight is required for an athlete to get to the departure airport, please contact UKA who will arrange this for you. 

VACCINATION AND HEALTH INFORMATION

• It is important to check with your doctor well in advance for advice about the vaccinations required for the places you are visiting. 
• UKA will advise you of any vaccinations recommended when travelling to major championships.
• Please keep a record of all the vaccinations you have had as some may require booster injections in order to increase their longevity.

POCKET MONEY / VALUABLES

• You will need some money for personal purchases whilst away.  You may be able to purchase your currency at the airport, however facilities may be limited at smaller airports.  It is therefore advisable to order currency of the country you will be visiting prior to travelling.
• Whilst we recognise that you may wish to take valuables with you to events and competitions, UKA cannot be held responsible for loss or any damage caused to valuables (e.g. cameras / music / mobile phones etc).  Please ensure that these are covered by your own personal insurance.

TRAVEL INSURANCE

Coverage applies when:

• Competing abroad as part of a team representing UK Athletics, a Home Country, or a region

• On a UKA organised warm weather training trip.

The cover provided is:

Travel (outside the UK)

• Medical expenses (including local representatives) - £1,000,000
• Repatriation/additional travel - £10,000
• Cancellation - £5,000
• Personal property (single article limit £500)- £2,000 per person
• Money - £500 per person

Points to note

• Travel cancellation only applies if you are not fit to fly, it will not operate if you are unfit to compete or train

• A £250 excess applies to medical expenses, personal property and money claims

• The policy excludes pre existing medical conditions, known at the time of booking or travel.

Personal accident

This policy covers athletes over the age of 14 years and under 80 years when they are competing in and travelling directly to and from events organised or recognised by UKA, as part of a team representing a national or regional body.

• Death - £50,000

• Loss of eye or limb - £50,000

• Permanent disablement from any occupation - £50,000

• Temporary total disablement - up to £250 per week or 100% of net weekly wage, whichever is the less for 104 weeks

Points to note:

• Temporary total disablement (TTD) cover is from the individual’s ‘usual occupation’

• Permanent total disablement (PTD) cover is from any and every occupation

• A 7 day deferment period applies to TTD

• There is no cover for the loss of earnings for international athletes on GB duty who become injured.

When you are not covered under UKA insurance?

If you travel other than as part of a representative team to competitions e.g. to a Grand Prix, or on other than UKA organised warm weather training, in these circumstances you are not insured by UKA.

The European Health Insurance Card (which replaces the former E111 scheme) will provide basic cover to allow the reclaim of medical costs from the NHS. You can apply for a card online by visiting the Department of Health website.

Travel insurance specifically tailored for athletes can now be obtained (at individuals own cost) through the UKA insurance brokers, Oval Insurance Broking at the following link:

http://www.policydirect.co.uk/uka/ukaquote.htm

You might want to ensure someone else has all the contact and policy numbers etc so that they can contact the insurers if needed and you are unable to do so.

Please note, this sheet is for guidance only, it is not a definitive guide. If you have any questions please call the Operations Team at UK Athletics on 0121 713 8400.

PACKING

• Athletes intending to travel with specialist equipment / implements (e.g. pole-vault poles, shots, weights etc.) must speak to their Team Leader or Point of Contact upon selection.
• All luggage and hand luggage must be packed in your allocated GB kit bags.
• Find out your baggage allowances (checked and hand baggage) and ensure that you do not exceed this amount.  Please inform UKA prior to travel if you have concerns with regards to the baggage allowance.
• Do not pack valuables in your checked luggage (luggage which will travel in the hold luggage). 
• A doctor’s certificate should be provided for any medication that you are taking.

• Please check prior to departure with UKA (or the airline) for the latest advice in relation to what can be carried within your hand luggage.

• Medication (check current airline advice), money and important documents should be packed in your hand luggage.
• All spikes must be removed from running shoes prior to travel.
• Loose spikes must be packed in checked baggage, which will go in the hold.
• Competition shoes should be packed in your hand luggage, (minus spikes).

• Please ensure your GB kit bag is labelled and can be identified quickly by you at airports or team hotel.  Remember other team members will also be travelling with an identical GB kit bag.
• Ensure you have also packed
  • All allocated items of GB kit.   
  • Water bottle for both the journey and destination.
  • Electrical adapter suitable for the country of competition.
• Ensure that you have registered your mobile phone for International Roaming and that you are aware of the costs of making and receiving calls abroad.

Other necessary/optional items you may wish to consider when packing

• Underwear
• Socks
• T Shirts
• Sun hat and sun protection cream and rain hat
• Comfortable clothes and shoes for travelling / GB Team travel kit as identified
• Changes of clothes (depending on length of trip)
• Nightwear
• Toiletries
• Bath and hand towel
• Suitable clothes for the evening, there may be a final function at the close of the championships
• Camera (although please be aware this will be at your own risk).
• Spare batteries for cameras, phones, music, etc.

TIPS FOR TRAVELLING

• Be prepared for waiting around, for delays and for a long day of travelling  - ensure that you have any supplies that you may need to hand in case of delays.
• You will need to allow yourself plenty of time to go through security checks at the airport and will be advised of the appropriate check in and meeting times.
• Keep your boarding pass and ID within easy reach to show to security staff.
• You will be given instructions with your selection notification on the team kit you should wear when travelling.  If no instructions are given you are advised to wear suitable clothes for your flight but keep in mind:
  • Changes in temperature;
  • The length of your flight and changes in time zones.
• You should also bear in mind that changes in time zones can lead to jet lag and may affect performance if you are not prepared.  
• Try to avoid dehydration by drinking adequate amounts of non-caffeinated, alcohol free beverages.
• Try to get up and stretch / move around regularly when flying to increase circulation and stretch your muscles.
• Ensure you have snacks, cereal bars and a bottle of water available within your hand luggage.  (Please check airline guidelines on what food / drink is allowed on plane).

• Once at your destination, the journey from the airport to the team hotel could be lengthy and you may not be able to eat until late and should have any food and drink that you may require to hand. 

• Ensure you have adequate material to keep you occupied i.e. (reading matter) during the travel period.

ON ARRIVAL AT THE TEAM HOTEL

Accreditation

• A team official will in most situations provide accreditation to you on arrival, however it is your responsibility to ensure that you keep this accreditation safe once it has been allocated.
• At some competitions you may be required to collect your own accreditation, however you will be informed of the procedure on arrival by the team official.
• For those championships where accreditation is available and issued please ensure you wear this at all times.
• Ensure you accreditation is kept in the same place on returning to your room at the end of the day.

• Loss of accreditation means you will be denied access to competition arena, hotel etc. and could mean a fine/cost to replace accreditation.

COMPETITION/TRACK

• Compile a checklist of items you will need to take to track each day, use this list when packing for day at track/stadium.

• Remember that you could be away from the teams’ hotel for the whole duration of the competition day and need to ensure that you have adequate provisions for this.
• Do not take unnecessary valuables to the track, as your bags may be unsupervised at times.
• Do not take personal stereo, music , mobile phones into the call room, as the security of these items cannot be guaranteed.