Obtaining Permission to Tour

Your step-by-step guide to touring approval, minus the jargon and battles with the blazer brigade.

Obtaining Permission to Tour

Cutting through the red tape

Securing Permission to Tour from your own union or federation is a crucial step in planning your rugby adventure. While the process itself is straightforward, it can sometimes feel overwhelming, often due to confusing terminology or mixed messages from some authorities involved. We know how daunting it can seem, but we're hear to help & we hope the guide below sets you in good stead.

At Sky High Sports, our mission is to take the stress out of your preparations. That’s why we’ve created this clear, step-by-step guide to help you cut through the jargon and approach the process with confidence.

Whether you’re a first-time tour manager or a seasoned organiser, you’ll find the essential info right here, so you can focus on the excitement of your upcoming tour.

How to Start: The first step is simple, reach out to your own union or federation to confirm which documents you need for your specific tour. Each country and governing body may have slightly different forms or requirements, so it’s always best to check directly with them.

Sadly, as your tour operator, we’re not permitted to complete these forms on your behalf. However, we’re always here to provide all the details and supporting information your union will request, making your part of the process as smooth as possible.

You’ll find helpful links at the bottom of this page, directing you to more information and the official documents required by different countries and unions.

Our experience has shown that, with the right advice and a bit of preparation, securing permission is a manageable task, and we’re here to guide you every step of the way.

Ready to get started?

Let’s make the paperwork the easiest part of your rugby tour!

The Key Facts

When your players are registered with your club in line with your Union/Federation requirements, they’re automatically insured to play rugby within your regular local competitions. This insurance, likely arranged through your own union or federation, covers serious on-field incidents during the season.
Seeking permission to tour simply extends this insurance to cover the matches you’ll play whist on tour.
It’s a straightforward notification process, required by your union, to make sure your players are protected whilst playing Rugby in another country. 

If you are leaving your home country, including tours between the 'Home Nations,' you will need to complete the Permission to Tour Form. The document will ask for information on your tour games, your number of tourists & the ratio of children to adults.

This document, once complete, requires signatures from your Club Chairman/President/Secretary & your local constituent body (County, State or National Union or Governing Body).

In England, the local counties, or constituent bodies, have been delegated authority to authorise both incoming and outgoing tours on behalf of the Rugby Football Union. We do have the contacts for many of the National Bodies, so if you are unsure, please just ask.

Your application to tour should be submitted at least one month in advance of the tour. If this is not possible, don’t worry. It isn’t ideal, but we have submitted and received permission to tour within 24-hours of departure.

 

If you’re planning to play rugby outside your home country, including simple cross-border trips between neighboring nations, you’ll need to complete a Permission to Tour form. This will ask for details about your tour games, the number of travelers, and the ratio of adults to children and so forth.
Once filled in, the form usually needs to be signed by your club’s leadership (such as the Chair, President, or Secretary) and your local governing body (which could be a county, state, or national union).
We have contacts with many unions worldwide, if you’re unsure who to approach, just ask us.
Ideally, submit your application at least a month before your departure, but if you’re running short on time, don’t worry: we’ve helped teams get approval even at the last minute.

Your own union will review your application by checking:

  • Is the correct form fully completed?
  • Has your club’s declaration been signed by a suitable person?
  • Is your match schedule reasonable (for instance, not too many games for youth teams travelling with a small squad)?
  • Is your club’s disciplinary record positive, reflecting the values of the game?
  • Is your club in debt of any form to the Union or Federation?
Approval is usually straightforward if everything is in order.
Occasionally, if there are concerns about welfare, discipline, or safeguarding, a union might set extra conditions or withhold approval.

It is important to know that your hosts will also be required to complete a similar document ahead of your arrival. We will facilitate this process & provide them with the information they require.

For your permission to be valid, the host union must also approve the fixtures. Remember, when you’re on tour, you play by the hosting country’s rules and regulations. 
A common misconception is the timing of tours.
Should you travel to England for example, youth tour matches can only be played between September and May, in accordance with the English RFU’s scheduled season. However, if you are an English Team travelling to Spain, it is the Spanish Federation who can decide when the tour matches can take place. It is therefore false to believe you cannot tour outside of the English season, for example.
English School Teams travel to the Southern Hemisphere during the European Summer, a period which is out of season at home, but at destination, things are in full swing. Hence why the games can take place.
It is also important to know that the age categories may sligtly differ from union to union. This is commonplace & we certainly won't allow for those differences to span to a point of danger.
We will always confirm Dates of Birth with your hosts. Thankfully, the old-days of lax attitudes to throwing older players into youth games seem to be behind us.
Of course, if you’re hosting a touring team, you’ll need to complete an Incoming Tour Permission form with your own union.
Once your tour is approved, your existing rugby insurance will be extended to cover your tour matches. You may also need additional travel insurance to meets your home union’s requirements, this would cover rugby and non-rugby activities, as well as legal, medical, and repatriation costs for example.
If you have questions about insurance, we’re happy to point you in the right direction.

For more information on Insurances, click here.

 

Every union has its own rules around age grades and playing seasons. For example, some countries group youth players by two-year bands, others do so annually and others use the school year. The host union’s rules and season dates take priority.
Before every tour, by forging an introduction to your hosts, you can make sure you’re clear on the local regulations to ensure fair and safe fixtures. In the overwhelming majority of cases, you will be playing at a host who have long expeirence of hosting international oppositions & do it properly. We have no interest in compromising both your safety, the values of our sport no our own reputation.
At Sky High Sports, we’ll introduce you to your hosts early on to discuss these details and ensure balanced match-ups. As detailed above, Dates of Birth are central to this process for Youth Games and it is central to any communication we have with your prospective hosts.
Safeguarding is vital: the touring team is responsible for following all relevant practices, and your Tour Manager should work closely with your club’s safeguarding officer.
Your union can provide resources and guidance on touring with children.