Our Full Support for Tour Organisers
We have prepared this section of the website to ensure that you, as the Tour Organiser, can be certain of the practical details relating to your tour arrangements and are able to answer any questions that your group’s parents and players may ask you.
Of course, should you need any further information, or if any of the details are unclear to you, then please do not hesitate to contact us by phone or email.
1) HOW TO BOOK
- Make a Provisional Booking – Email us at firstname.lastname@example.org with details of your chosen tour package, the teams you are wishing to enter and the expected number of travellers and, subject to availability, we will reserve your requested places for 2 weeks free of charge. The teams entry in the tournament is included in the package price, therefore you are welcome to enter as many teams as you wish in the tournament.
- Confirm your Booking – Complete our online Booking Form and make the appropriate deposit payment. We will then confirm the arrangements for you and email you the Confirmation of Booking. Please then check the details stated on the Confirmation of Booking to ensure all the details are correct. Should any details be unclear or not match your understanding of the booking, please contact us within 7 days of receiving your Confirmation of Booking so that we can clarify the relevant details. Please note, deposit payments are non-refundable.
- Stage Payment and Final Balance Payment – The Confirmation of Booking will include the dates by which you must make the stage and final balance payments. The stage payment will be for the same amount as your deposit payment. Please ensure you diarise these dates and notify your group’s parents accordingly so that you can ensure you are able to make the payments by the dates stated.
- Tournament Final Briefing Pack – 4 weeks prior to the tournament, we will email you the Tournament Final Briefing Pack, which will include all the information you need regarding the tour, such as match timings and schedule, tournament age group rules, tournament results website link, your coach departure time and Channel crossing details (if booking UK travel-inclusive package) etc. Once again, should any details be unclear or not match your understanding of the booking, please contact us within 7 days of receiving your Tournament Final Briefing Pack so that we can clarify the relevant details.
2) OUR SAFETY MANAGEMENT STANDARDS & COVID-19 GUARANTEE
You can rest assured that at ProPlay Sports Tours, the safety and security of you and your group is our absolute priority. All suppliers are chosen for the quality of their services, compliance with our safety management standards and experience in working with youth groups. We offer 24-hour support throughout your time away on tour and all our Tournament Directors are DBS checked.
We appreciate that you and your team’s parents may still be concerned about the possible impact of Covid-19 on the tour. In the event that specific Covid-19 restrictions are re-imposed, such that we are unable to deliver the tournament or tour arrangements, then ProPlay Sports Tours guarantees that you will receive a full refund of all monies paid to ourselves. In practical terms, these restrictions relate to UK government (FCO) advice regarding overseas travel, French government advice regarding accommodation opening, UK and French government advice regarding coach travel.
3) YOUR FINANCIAL PEACE OF MIND
ProPlay Sports Tours Ltd is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel and Linked Travel Arrangements Regulations 2018” all passengers booking with ProPlay Sports Tours Ltd are fully insured for the initial deposit and subsequently the balance of monies paid as detailed in your booking confirmation. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of ProPlay Sports Tours Ltd. This insurance has been arranged by Towergate Travel through Evolution Insurance Company Ltd.
4) TOURNAMENT SCHEDULE
The tournament is held on Saturday 8th and Sunday 9th April 2023. On each day you will spend around 5-6 hours at the pitches taking part in the tournament matches. You will be notified of your tournament match timings in your Tournament Final Briefing Pack. Prior to your tournament matches commencing, teams will line-up and then walk out on to the pitch to the Champions League anthem. At the end of the tournament, following each team’s final match, we award medals and certificates to all the players and there will be trophy presentations for all the teams.
All age groups tournaments at the 2023 Paris International Cup are played at the season 2022/2023 age groups. Each team is allowed to have 3 team managers/assistant managers with them pitchside for the duration of the tournament.
If there is exceptional demand for the tournament, then it may be necessary to host matches at additional nearby football clubs, in the event of this you will be notified in your Tournament Final Briefing Pack. In the unlikely event that insufficient teams are entered at a specific age group to deliver a high quality tournament at that age group, then the teams affected will be offered the choice of a full refund or to play up one year in their following season’s age group tournament.
FFF or FA qualified referees are appointed to officiate all the tournament matches.
6) MEDICAL SERVICES
ProPlay Sports Tours will ensure the provision of first aid medical services at the tournament pitches.
Spectators must remain in the designated viewing areas for the duration of their time at the tournament pitches. Spectators are not under any circumstances allowed to go onto the pitch at any time.
8) PLAYER REGISTRATION
All teams will be required to complete our Player Registration Form, which includes the full name and date of birth of each player to be registered for the tournament. As Group Organiser, you shall confirm that all such details are correct. Teams will be asked to use their players’ club ID cards or passports as verification should there be any queries regarding players ages and the need to provide proof of age when at the tournament.
ProPlay Sports Tours shall only use the personal information held in the Player Registration Form for the purposes of organising the Tournament. In supplying personal information on the Player Registration Form, each member of your group consents to ProPlay Sports Tours processing this personal data in such a way. You shall ensure that each member of your group is aware of this and gives their consent accordingly.
9) TROPHIES & AWARDS
All players will receive a quality medal and personalised certificate as a memento of their participation in the tournament. All teams will also receive a trophy to celebrate their performance in the tournament. The overall winners in each age group will also receive The International Cup Winners Trophy.
PLEASE NOTE: In accordance with the Welsh and Scottish Football Association rules, teams can choose to participate in the tournament on a non-competitive basis. In this case, players will still receive a quality medal and personalised certificate as a memento of their participation in the tournament and the team will also receive a trophy to celebrate their participation in the tournament.
10) EXCHANGE OF PENNANTS
Although not compulsory, it is customary for teams to exchange a pennant or small memento before each game, in keeping with the spirit of this international tournament.
11) TOURNAMENT WRISTBANDS
You will be allocated one wristband for each member of your party booked through ProPlay Sports Tours. Please be aware that you must wear the wristband throughout the tournament in order to gain access to the tournament football clubs.
12) TRAINING EQUIPMENT AND WARM UP BALLS
Please be aware that the warm up area is limited at the tournament venues. Due to these space constraints, it is not possible for teams to undertake full training routines at the pitches. Please ensure that you keep the number of footballs brought with you to a minimum. Managers of any teams bringing too many balls or excess training equipment into the venues will be asked to take them back to their vehicle.
When you make your Provisional Booking, we will advise the accommodation arrangements reserved for your group. We will guarantee these arrangements for you providing you make the deposit payment and re-confirm the accommodation requirements reserved for you by the booking deadline.
To comply with French legal requirements for accommodation bookings, we require Group Organisers to provide us with a completed list of the passengers in each lodge, along with their dates of birth and their passport numbers.
In cases where an accommodation lodge is booked leaving unoccupied beds, then an under-occupancy fee will be charged. For example, if 3 people book a 4 berth lodge, then they would have to pay an under-occupancy fee for the unused 4th space. The under-occupancy fee for each unused space is £15 per lodge per night.
At all accommodation we will aim to arrange all lodges booked for your group to be as close to one another as possible, however this cannot be guaranteed. An increasing number of accommodations require a damage deposit, this will either be shown on your final balance invoice or it will be payable on arrival; it is refunded provided no damage is incurred. If a damage deposit is required then we will advise this at the time of booking or as soon as this is made known to us.
IMPORTANT NOTE: Accommodation for your whole party, including players, families, coaches and supporters, must be booked through ProPlay Sports Tours. If members of your party book alternative accommodation, which is not through ProPlay Sports Tours, then the team will not be permitted to participate in the tournament. The only exception to this is ‘local’ teams who are invited to participate in the festival to ensure the best possible format in each age group.
14) MEAL DEALS
All accommodation is offered on a self-catering basis. We offer the option to pre-book meal deals that include breakfast and dinner. In the event that a specific meal deal becomes unavailable at any time for any reason once you have booked it, then we will offer an alternative meal deal or, if you prefer, refund the cost of the meal deal to you.
15) COACH TRANSPORT
Our UK coach travel-inclusive packages are available for all groups based on the mainland of England, Wales and Scotland. You will be collected from and returned to your chosen pick-up point, which naturally needs to be at an appropriate location to board and disembark a coach. We ask you to advise your chosen pick-up point when confirming your booking. We will advise you of your coach pick-up time in your Tournament Final Briefing Pack, which will be sent 4 weeks prior to the tournament. Please note that we are unable to offer groups not based on the UK mainland our UK travel-inclusive packages.
The UK coach travel-inclusive prices stated in our TOUR PACKAGES are valid for all teams based in the south of England, aside from Devon and Cornwall. For teams that are based further north or west, when the coach supply costs are higher due to the longer travel distances, then small regional coach supplements will apply.
|Midlands and Wales||£10 per person||north of Bristol, Oxford, Colchester & south of Liverpool, Manchester, Leeds, Hull|
|Devon & Cornwall||£10 per person||Devon and Cornwall|
|North of England||£20 per person||north of Liverpool, Manchester, Leeds, Hull|
|Scotland||£30 per person||mainland Scotland|
For all our coach travel-inclusive packages, for groups who do not take up a minimum of 40 places on each 48 or 49 seat coach, then a coach under-occupancy charge will apply. Groups of less than 20 passengers need to book our Self-Drive packages, as we are unable to offer groups of less than 20 passengers our coach travel-inclusive packages.
|Number of passengers||Additional Cost|
|35-39 passengers||£15 per person|
|30-34 passengers||£30 per person|
|25-29 passengers||£60 per person|
|20-24 passengers||£90 per person|
You are responsible for ensuring that you meet the coach at the times specified in your Tournament Final Briefing Pack. In the event that you are late for the stated meeting times, we cannot be held responsible if your lateness results in your subsequent late arrival at the accommodation or the tournament venue and if you therefore have to forfeit any matches that you are late for.
In the interests of safety and your comfort, it is the responsibility of you and all your group to ensure that hand luggage is stowed safely and the aisles are kept free from obstruction. Each member of the party may bring one large suitcase (stored in the hold) and one item of hand luggage per person on the tour.
In the very unlikely event that in April 2023, Covid-19 restrictions mean that coaches cannot travel with their usual occupancy, then it may no longer be possible for us to offer the coach travel-inclusive package option. In this instance, if you have booked the coach travel-inclusive option, then we will offer you the choice of amending your booking to self-drive travel arrangements or of cancelling your booking and receiving a full refund of all monies paid to ourselves.
16) CHANNEL CROSSINGS
Channel crossings for groups booking our UK travel-inclusive tour will be by ferry from Dover to Calais or by Eurotunnel from Folkestone to Calais, at our discretion. We will advise you of your method of crossing and crossing timings in your Tournament Final Briefing Pack, which will be sent 4 weeks prior to the tournament.
17) PRE-BOOKABLE PARIS EXCURSIONS
We offer a range of pre-bookable optional excursions that you can choose to enjoy during your time in Paris. These excursions can be pre-booked at any time up to the date of your final balance payment. Please note that availability for each excursion is limited, so we recommend that you contact us to book your chosen excursions at the earliest possible opportunity. Excursion places will be sold on first come, first served basis. In the event that a specific excursion becomes unavailable at any time for any reason once you have booked it, then we will offer an alternative excursion or, if you prefer, refund the cost of the excursion to you.
18) TRAVEL INSURANCE
It is a condition of booking that you have adequate travel insurance in place for the duration of your time away. It is your responsibility to ensure that you have adequate insurance cover to protect you and your group against the need to cancel your tour and/or provide assistance if group members are injured or ill, and that the insurance cover you purchase is adequate for your needs. You must be satisfied that your insurance fully covers all your group’s personal requirements, including pre-existing medical conditions, sports participation, cancellation charges, medical expenses and repatriation in the event of accident or illness.
19) BEHAVIOUR & CONDUCT ON TOUR
It is the responsibility of the tour organiser and all adults in the group to ensure that the behaviour of all members of your group is acceptable at all times. In extreme cases of unacceptable behaviour, we reserve the right to terminate your participation in the tournament and to cease the provision of your tour arrangements. No refunds will be made and we will not pay any expenses or costs incurred as result of the termination of our services.
20) TOURNAMENT PHOTOGRAPHY AND VIDEO FILMING
By booking to take part in the tournament, you are also agreeing that ProPlay Sports Tours may, if appropriate, use any photographs or video footage taken by the official tournament photographers and official tournament film crew of individual players or teams in our marketing literature, website and advertising. If you do not wish photography or video footage of your players or teams to be used for this purpose for any reason, you must notify us in writing prior to the tournament.
21) PASSPORTS & VISAS
Your Group’s individual passport and visa requirements and other immigration requirements are your responsibility. We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities.