Gonzaga High Performance Volleyball Club Travel Policy

Travel Policy
Effective Date: 3/10/2026

1. Introduction

Gonzaga High Performance Volleyball Club ("the Club") is committed to ensuring the safety, well-being, and appropriate conduct of all athletes, coaches, team managers, and chaperones during team travel. This policy outlines expectations and procedures for travel to tournaments, competitions, and club events.

2. Travel Requirements & Expectations

• All athletes, coaches, and team managers must adhere to all Club policies and codes of conduct while traveling.
  
  
• Parents/guardians must complete all required travel consent forms prior to any trip.
  
  
• Any changes to travel plans must be approved by the Club Director and communicated in a timely manner and cost incurred will be that of athlete and guardians
  
  

3. Supervision & Chaperones

• The Club follows the Rule of Two, ensuring that no adult is ever alone with a minor.
  
  
• Coaches and chaperones must supervise athletes at all times, including during transportation, lodging, meals, and team activities. During travel parents must sign a release for athletes to attend activities outside of the official  team functions.
  
  
• A minimum of two designated chaperone per team will be assigned for overnight trips. All efforts will be made for those chaperones to be above 21 years old
  
  
• All chaperones must be vetted as a Person in authority and follow same protocols as coaches and club management

4. Transportation Guidelines

• The Club may arrange team transportation when necessary. Otherwise, parents/guardians are responsible for transporting their athlete to and from events.
  
  
• Athletes are not permitted to travel alone with a coach or staff member unless another approved  and vetted adult is present. Athletes travelling with other parents must have a digital waiver signed.
  
  
• All drivers transporting athletes must be pre-approved by the Club and provide proof of a valid driver’s license and insurance.
• When travelling to Tournaments on Mainland extra cost associated with rental vehicles and transportation will be individual team decisions and will not be booked by the club
  
  

5. Lodging & Rooming Policy

• Athletes will room with teammates of the same gender and similar age group.
  
  
• Coaches and chaperones will not share hotel rooms with athletes
  
  
• Curfew times will be established for all overnight trips and must be strictly followed. Discretion is dictated by coaching staff
  
  
• Any issues regarding hotel behavior, property damage, or misconduct will result in disciplinary action, and any associated fees or penalties will be the responsibility of the athlete and/or their family.
  
  

6. Conduct & Behavior Expectations

• Athletes must show respect toward teammates, coaches, staff, hotel personnel, and tournament officials at all times.
  
  
• The use of alcohol, drugs, tobacco, or vaping products is strictly prohibited by all club athletes
  
  
• Any misconduct, including bullying, harassment,hazing  or inappropriate behavior, may result in disciplinary action.
  
  

7. Communication & Emergency Procedures

• Coaches and team managers will maintain clear communication with parents/guardians throughout the trip via club communication portal
  
  
• Emergency contact information must be provided for all athletes before departure.
  
  
• In the event of an emergency, parents/guardians will be notified as soon as possible.
  
  

8. Financial Responsibility

• Parents/guardians are responsible for travel expenses unless otherwise specified by the Club.
  
  
• Any cancellations or early departures may be subject to financial penalties based on travel or booking policies.
  
  
• Coaching staff travel expenses are shared equally among all athletes on the team.
  
  
• If an athlete chooses not to share transportation with the team, they are still responsible for their equal share of team travel costs and are also responsible for alternate travel plans.
  
  
• If an athlete is unable to return home from a tournament due to illness or other unforeseen circumstances, any additional expenses for the athlete and accompanying chaperone will be the responsibility of the athlete’s family.
  
  

9. Disciplinary Actions

Failure to comply with this Travel Policy may result in one or more of the following actions:

• Verbal or written warnings
  
  
• Suspension from future travel
  
  
• Removal from the team
  
  
• Additional disciplinary action as determined by the Club
  
  

10. Contact Information

For any questions or concerns regarding this Travel Policy, please contact:

Gonzaga High Performance Volleyball Club
Email: _______________________
Phone: _______________________