Post-Season Travel

Athletes going on any overnight trip should receive a field trip form to be completed by the coach, parent, and administration.  The coach is responsible for making sure all athletes fill out the proper paperwork before departure.

Post-Season Competition – It is the responsibility of the coach to fill out all entry forms for post-season competition, have them signed by the proper school officials, and mailed in time to meet all deadlines. All post season entry forms are in each school in the VHSL Principals’ Workbook. (Keep copies at school)

Guidelines are set by the Beach District Principals’ Association concerning post-season tournament arrangements. Those guidelines for travel, lodging, meals, reimbursement to schools, and student conduct are as follows:

A. Transportation – Individuals and/or teams will travel by bus(es) chartered by the Student Activities Coordinator of your school, to and from the site of the tournament (where numbers preclude a bus, travel by cars will be authorized). If needed, School Board vehicles may be used to assist in groups of individuals traveling between the tournament site and hotel. All individuals will be expected to depart from Virginia Beach and return together as a unit in the bus/cars. Following the conclusion of the tournament, the bus/cars will leave immediately to return to Virginia Beach. Arrangements should be made in advance to notify parents of expected time of arrival in order to coordinate rides for students at the designated school(s). Students will not be released following the conclusion of the tournament to anyone but their parents.

B. Lodging and Meals – The SAC will make, arrangements for lodging at hotels recommended by the VHSL and in close proximity to the tournament site. Meal money will be allocated to coaches and players at the authorized regional and state tournament rate of $20.00 per day/per individual. ($7.00 Breakfast; $8.00 Lunch; $11.00 Dinner)

C. Memorandum of Expectations and Information – A memorandum to parents and athletes will be sent home with information relative to travel, lodging, meals, itinerary, competition, conduct expectations, return, and other pertinent factors. (See sample memorandum)

D. Out of State Travel - Any athletic trip out of state to participate in a tournament, regular season contest, scrimmage or other athletic-related event shall be the financial responsibility of the traveling school since these would all be scheduled as a choice of the school, and VBCPS has no reciprocity agreements with other states when it comes to vehicle repairs.  However, any such trip held during the season, when travel is restricted to inside the state, shall be the financial responsibility of the Office of Transportation Services.  For in-state trips, schools should seek the use of School Board vehicles first, then if those are not available, consider rental vehicles and commercial carriers.  All post-season travel is confined within the state and will be covered through the central Student Activities Office’s reimbursement process.