International Travel Terms

The short version

• Who travels: players selected for the High Performance International Pathway (HPIP) camp squad from the November try-outs, with league staff.
• When and where: the squad leaves Melbourne on 13 December 2026 for an eight-day camp at the Karnataka Institute of Cricket (KIOC), Bengaluru, and is home on 22 December.
• Supervision: at least one adult for every ten players, never fewer than two, and a female staff member whenever girls travel. League staff are with the squad at all times.
• Where players stay: a quality 3–4 star hotel in Bengaluru, named in the written offer, sharing only with players of the same gender and a similar age.
• Insurance: each family buys travel insurance meeting the minimum in section 7 and gives us the certificate by 29 November. No certificate, no travel.
• Medical: a physiotherapist at KIOC through the camp, a first-aid-qualified staff member on tour, and the medical form and treatment authority signed before departure.
• Money: nothing beyond the $20 try-out fee is payable until a place is offered in writing and accepted. The price, what it includes and the payment dates are in the written offer.

1. Who these terms apply to

These terms apply to every player who accepts a place on an HPIP tour, and to their parent or guardian if the player is under 18. They sit alongside the league’s Tournament Terms, Codes of Conduct, Child Safety Policy, Photography and Media Policy, Medical and Emergency Policy and Privacy Policy. Where these terms and another policy differ about a tour, these terms apply.

2. Selection and the offer

1. Players are selected from the try-outs on Wednesday 4 November and Monday 9 November 2026, or assessed another way when they cannot attend. The camp squad is chosen from players aged 12 and over.
2. A selected player receives a written offer by email setting out: the dates, the staff travelling and the tour lead, the programme price, every item included and not included, the payment schedule, and these terms.
3. A place is confirmed when the parent or guardian accepts the offer in writing, returns the forms in section 13, and pays the deposit set out in the offer.
4. Selection decisions are final. Every player and parent receives structured feedback after the trials, selected or not.

3. What the programme includes

The written offer lists every item, one by one, as included or not included, so there is nothing to assume. Whatever the offer says, these are always part of the programme:

• coaching at KIOC by KIOC’s coaching staff, on its surfaces;
• matches against opposition arranged by KIOC;
• hotel accommodation in Bengaluru;
• supervision by league staff for the whole tour.

These are never part of the programme price:

• visa fees;
• travel insurance, which each family buys (section 7);
• spending money.

4. Supervision

• League staff supervise the squad at all times: in transit, at the academy, at the hotel, at matches and overnight.
• Ratio: at least one adult for every ten players, and never fewer than two adults with the group. If girls travel, at least one female staff member travels.
• Every adult travelling holds a current Working with Children Check, verified by the league, and has signed the code of conduct in the Child Safety Policy.
• KIOC coaches work with players under the supervision of league staff and are never alone with a player. Before the tour, KIOC confirms in writing how it screens its staff; no tour leaves without that confirmation.
• The names of the staff travelling, and the tour lead, are in the written offer.
• Players do not leave the academy, the hotel or the group without a staff member, and never alone.

4A. Parents who travel

A parent or family member is welcome to travel to India at the same time, at their own cost and on their own bookings.

• The parent is not part of the squad and not part of the supervision ratio. They make their own accommodation arrangements and never stay in a player’s room.
• The player stays with the squad for the whole programme, including meals, transport, training, matches and nights at the hotel.
• A parent may take their own child out of the group for a visit by arranging it with the tour lead in advance. The tour lead records the times, and the parent is responsible for the child until they hand them back to staff.
• A travelling parent follows the Parent and Spectator Code of Conduct and the Photography and Media Policy at the academy and at matches.

5. Accommodation

• Players stay in a quality 3–4 star hotel in Bengaluru, named in the written offer, and travel to KIOC each day with league staff.
• Players share rooms only with players of the same gender and a similar age. Adults never share a room with a player who is not their own child.
• Staff stay at the same hotel, on the same floor as the players where the hotel allows, and do a room check every night at a set lights-out time.
• No player has visitors in their room. Families who are in India during the camp arrange any visit with the tour lead in advance (section 4A).

6. Travel, passports and visas

• Each player needs a passport valid for at least six months after the return date.
• Families are responsible for obtaining the Indian visa the player needs, as on the Elite Cricket Academy tours to Chennai (2023) and Delhi (2025). We tell families how those tours were arranged, but we cannot give visa or immigration advice; those decisions belong to the Indian authorities.
• The written offer says how flights are arranged: booked as a group by the league, or by families on a set itinerary. Either way, players under 18 fly with league staff.
• A player under 18 travelling without a parent carries the consent documents in section 13 and anything the airline or border authorities require. The tour pack lists them.

7. Insurance

Each family buys travel insurance for the player and gives the league a copy of the certificate by Sunday 29 November 2026, fourteen days before departure. A player without a valid certificate does not travel.

The policy must cover, at minimum:

• overseas medical and hospital costs, unlimited or at least A$10 million;
• emergency evacuation and repatriation;
• cricket as an activity, including training and matches;
• the full dates of travel.

Cancellation cover, to protect the programme price, is strongly recommended (section 9). Staff carry every player’s policy number and their insurer’s emergency assistance number throughout the tour.

8. Medical care

• Before departure, every family completes the medical form: conditions, allergies, medications, injuries, dietary needs, and a doctor’s letter for any medication carried.
• Medications travel in their original packaging, in the player’s name. Staff hold and give medication where the parent asks them to, and record each dose.
• KIOC has an in-house physiotherapist on site through the camp. For anything beyond physiotherapy, staff take the player to a hospital or clinic and contact the parent straight away.
• A player who is injured or unwell does not train or play until staff, on medical advice, say they can. A player who takes a blow to the head follows the Medical and Emergency Policy.
• At least one travelling staff member holds a current first aid qualification.

9. Price, payments, withdrawals and refunds

• The programme price, the deposit and the balance due date are set out in each written offer. They are not published.
• Payments are processed by Elite Cricket Academy and Sports Gear Pty Ltd, the name on the payment page and your receipt, as for every league payment until VECL Proprietary Limited is registered.
• If the family withdraws:
  • before the balance due date: the deposit is kept, and everything else paid is refunded;
  • from the balance due date until fourteen days before departure: the league refunds whatever it has not yet spent or committed and cannot recover;
  • within fourteen days of departure: no refund, the same fourteen-day cut-off the league applies to its tournaments. Cancellation cover on your travel insurance (section 7) is how to protect this.
• Withdrawal through injury or illness, with a doctor’s certificate, follows the same schedule, and the league also refunds anything further it recovers from KIOC, the hotel or airlines.
• If a player is sent home under section 11, no refund is due for the unused part of the programme, and the family pays the cost of the early return.
• If the league cancels the tour, families receive a full refund of everything they have paid the league.
• Nothing in these terms limits any right you have under the Australian Consumer Law.

10. If the tour has to change

If travel becomes unsafe or impossible, for example because of Australian Government travel advice, a natural disaster, illness in the group, or a decision by KIOC, the league may change, shorten or cancel the tour. The league tells families as soon as it knows, explains the options in writing, and refunds what it can recover. If the league cancels the tour outright, section 9 applies and the refund is in full.

11. Conduct

Players follow the Player Code of Conduct and the tour lead’s instructions throughout. Serious or repeated breaches, including alcohol, drugs, leaving the group, or behaviour that puts anyone at risk, can lead to a player being sent home, after the tour lead has spoken to the parent. The parent arranges and pays for the early return, and a staff member accompanies a player under 18 to the airport and stays with them until they board.

12. Emergencies

If something serious happens, staff will, in this order:

1. make the player safe and get medical help (Indian emergency number 112);
2. contact the parent or guardian using the emergency contact on the medical form;
3. contact the player’s insurer’s emergency assistance line;
4. tell the league in Melbourne, which supports the family from home;
5. where needed, contact the Australian High Commission in New Delhi or the Consular Emergency Centre (+61 2 6261 3305).

Every family receives a 24-hour contact number for the tour lead before departure. Staff record every incident in writing and give the family a copy. Child safety concerns on tour follow section 10 of the Child Safety Policy.

13. Consent: the forms we need before departure

A parent or guardian signs, for a player under 18:

1. Acceptance of these terms and the written offer.
2. Consent to travel with the league’s staff, for the dates in the offer.
3. Medical form and treatment authority: permission for staff to seek, and a doctor in India to give, emergency medical treatment when the parent cannot be reached in time (Appendix B).
4. Medication authority, if staff are to hold or give medication.
5. Photography and media consent under the Photography and Media Policy. Level A (coaching and analysis) is a condition of the programme; levels B to D are the family’s choice. It lasts 12 months from signing.
6. Code of conduct, signed by the player and the parent.

A player aged 18 or over signs for themselves.

14. Keeping families informed

• Staff send every family a short update each day of the camp. The tour pack says how.
• Families contact the tour lead on the 24-hour number for anything urgent, and the league at info@vecl.au for everything else.
• After the tour every player receives a written post-tour assessment.

15. Questions

Write to info@vecl.au, or to Victorian Elite Cricket League, 87 Elm Park Drive, Hoppers Crossing VIC 3029, before accepting a place. Every question about safety, supervision or cost is answered in writing.

---

Appendix A: Pre-departure checklist for families

• Written offer accepted
• Deposit paid; balance paid by the due date
• Passport valid six months beyond return
• Indian visa granted
• Travel insurance certificate sent to the league by 29 November
• Medical form, treatment authority and medication authority signed
• Photography and media consent chosen
• Code of conduct signed by player and parent
• Tour lead’s 24-hour number saved

Appendix B: Medical treatment authority (the wording on the form)

“I, [parent or guardian], authorise the staff of the Victorian Elite Cricket League travelling with [player] on the High Performance International Pathway tour from [date] to [date] to seek, and a registered medical practitioner to give, emergency medical or surgical treatment to [player] where, in the practitioner’s opinion, it is needed and I cannot be contacted in time. I understand staff will try to contact me first, and will tell me as soon as possible.”