TL;DR
- Copy the template below, fill in the [PLACEHOLDERS], and you have a team travel code of conduct and hotel rules sheet that players and parents can sign.
- It covers curfew, room checks, roommates, hotel damage, venues, phones, alcohol for adult chaperones, consequences and a sign-off block.
- The rules are grounded in published policies from USA Volleyball, USA Climbing, the U.S. Center for SafeSport, Minnesota Hockey and two hockey tournament organizers (checked Oct 2026).
- If your club belongs to a national governing body, its safe sport rules come first. This template adds to them; it doesn't replace them.
- Get every signature before the trip, not on the bus, and keep them with the trip records.
A team travel code of conduct is a one-page agreement, signed by each player and a parent or guardian, that sets the curfew, room check and roommate rules, hotel behavior, who pays for damage, phone rules, the alcohol rule for adult chaperones, and what happens if someone breaks the rules. The free template below covers all of it and takes about fifteen minutes to fill in. With SquadTrip, players and parents read and e-sign it at checkout when they book the trip, so the signed code, the rooming questions and the deposit arrive together.
Get the code signed when families pay
Add your code of conduct as an e-signature at checkout, ask the rooming and medical questions on the same page, and take the deposit at the same time. Free to use.
Set up your team trip freeFree Team Travel Code of Conduct Template
Copy everything below into a document, replace each [PLACEHOLDER], and delete anything that doesn't apply. Keep it to what your coaches will actually enforce.
[CLUB OR TEAM NAME] Team Travel Code of Conduct and Hotel Rules
Trip: [EVENT NAME, CITY, DATES]. Team hotel: [HOTEL NAME, ADDRESS, PHONE]. Trip lead: [NAME, MOBILE]. Chaperones: [NAMES, MOBILES].
1. Who this covers. This code applies to every player traveling with [TEAM], from the departure meeting point on [DATE AND TIME] until the team returns. Coaches and chaperones sign the adult version in section 10.
2. Staying with the team. Players stay with the team at all times. Players may not leave the hotel, a venue, a restaurant or any team gathering without a coach's or chaperone's permission. In public places such as malls or the boardwalk, players move in groups of at least [THREE] and check in at [TIMES]. Players aged [12] and under are accompanied by a chaperone.
3. Curfew and lights out. Players are in their own rooms by [IN-ROOM TIME] and lights are out by [LIGHTS-OUT TIME]. On nights before a game earlier than [TIME], both move [30/60] minutes earlier. Players do not leave their rooms after the in-room time except in an emergency or with a chaperone.
4. Room checks. Chaperones check every player room at curfew, and may check again at any time. At least two screened adults are present for every room check. Players answer the door when a chaperone knocks and identifies themselves.
5. Rooming and roommates. Players stay only in their assigned room. Rooms are assigned by [COACH / TEAM MANAGER] and players may request up to [TWO] roommates on the registration form. Players do not enter another team's rooms, and players of different genders do not visit each other's rooms. [Players aged [AGE] and under room with their own parent or guardian.] No coach or chaperone shares a room or bed with a player unless they are that player's parent or guardian.
6. Hotel behavior and damage. Players are quiet in hallways and rooms after [TIME], do not run or play ball games in hallways, lobbies or stairwells, and use the pool only when a chaperone is present. No room service, pay-per-view or minibar charges without permission. The family of any player who causes damage, or incidental charges, to a hotel room or hotel property pays for it. If the hotel removes the team or a player for behavior, [CLUB] is not responsible for the cost.
7. Conduct at venues. Players show respect to officials, opponents, venue staff and other teams' families. Players wear [TEAM GEAR / TRAVEL DRESS CODE] to and from venues and are at warm-up by [TIME BEFORE KICK-OFF]. Players do not post, film or comment about officials, opponents or teammates online.
8. Phones and social media. Players keep their phone charged and on, and answer calls and messages from coaches and chaperones. Phones are [HANDED TO THE ROOM CHAPERONE / PLACED ON THE ROOM CHARGER] at lights out. No photos or video in hotel rooms, locker rooms or bathrooms. Coaches copy a parent or guardian on any direct message to a player.
9. Alcohol, drugs, vapes and weapons. Players may not possess, use or share alcohol, tobacco, vapes, cannabis, illegal or controlled substances, or weapons of any kind. Prescription medication is handed to [TRIP LEAD / NAMED CHAPERONE] in its original labeled container unless the parent has approved self-carry below.
10. Adult chaperones and coaches. Adults traveling in a supervisory role: [choose one] [do not drink alcohol at any point during the trip] / [do not drink alcohol while on duty, including from [TIME] until the last room check, and never in front of players]. No adult brings alcohol onto hotel property where the event's hotel policy bans it. Adults complete [CLUB]'s screening and safe sport training before travel, do room checks in pairs, and do not meet one-on-one with a player in a hotel room.
11. Consequences. Breaking these rules may lead to: a warning; loss of playing time; [the player's parent being called to collect the player]; being sent home at the family's expense; exclusion from future trips; or removal from the team. Bringing or using alcohol, drugs or weapons, or leaving the team without permission, means [IMMEDIATE RETURN HOME AT THE FAMILY'S EXPENSE]. Except where immediate action is needed for safety, a parent or guardian is told before the consequence is applied, or straight after. Trip payments are [NOT REFUNDED / REFUNDED ONLY FOR COSTS [CLUB] CAN RECOVER] if a player is sent home.
12. Medical and emergencies. I have listed my child's allergies, medications and medical conditions on the registration form. If I cannot be reached in an emergency, I authorize the trip lead to seek emergency medical treatment for my child. [YES / NO]. My child [MAY / MAY NOT] carry and use their own inhaler or epinephrine.
13. Sign-off.
Player: I have read this code and I agree to follow it. Name: [ ] Signature: [ ] Date: [ ]
Parent or guardian: I have read this code with my child, I agree to the consequences in section 11, and I accept financial responsibility for any damage or incidental charges my child causes. Name: [ ] Signature: [ ] Date: [ ] Mobile during the trip: [ ]
Coach or chaperone: I have read and will follow sections 4, 5 and 10. Name: [ ] Signature: [ ] Date: [ ]
Return the signed code by [DATE] to [NAME / ONLINE BOOKING LINK]. Players without a signed code do not travel.
What Real Club and Tournament Policies Require
The template's rules come from published policies. The table shows which topics each one covers, as of Oct 2026. The template text above is ours; the policies are linked in the Sources section.
| Topic | USA Volleyball model policy | USA Climbing minor athlete policy | SafeSport MAAPP lodging | Minnesota Hockey guidance | 200x85 tournament hotels | Defender Hockey hotels |
|---|---|---|---|---|---|---|
| Curfew | ✓ Set by the coach; two curfews suggested | ✓ 11:00 PM | ✗ | ✗ | ✓ Under 15 in rooms by 10:00 PM | ✓ Under 15 in rooms by 10:00 PM |
| Room checks by two adults | ✓ | ✓ Random checks by two staff or chaperones | ✓ | ✓ | ✗ | ✗ |
| Coach never rooms with a minor | ✓ Unless parent, guardian or sibling | ⚠ Shared rooms must meet MAAPP's close-in-age exception | ✓ Unless an exception, with written consent | ✓ Unless parent or guardian | ✗ | ✗ |
| Adult alcohol rule | ✓ Not under the influence on duty | ✗ | ✗ | ✓ Not under the influence on duty | ✓ Outside alcohol on hotel property is zero tolerance | ✗ |
| Player alcohol and drugs banned | ✓ | ✗ | ✗ | ✗ | ⚠ Covered by the alcohol rule | ✗ |
| Damage paid by player or team | ✓ Players responsible | ✗ | ✗ | ✗ | ✓ Parents or team reps | ✓ Parents or team reps |
| Supervision in the hotel | ✓ Groups of three in public | ✓ Whereabouts reported | ✓ Observable and interruptible | ✓ One adult per 5 to 8 players | ✓ Supervised at all times | ✓ Accompanied at all times |
| Sent home or removed | ✓ At the athlete's expense | ✓ Repeated curfew breaks | ✗ | ✗ | ✓ From hotel and tournament, no refund | ✓ From tournament, no refund |
| Signature required | ✓ Strongly recommended for adults | ✓ Athlete and parent, every year | ✓ Annual written consent for lodging | ✗ | ✗ | ✗ |
✓ = the published policy covers it. ✗ = not covered on the page we checked. ⚠ = partly covered.
Choose your rooming rule
Players room with their own parent if: your players are young, many parents travel anyway, or the tournament's hotel policy says children must be supervised at all times in the hotel. Defender Hockey's hotel code of conduct, for example, says children must be accompanied by an adult at all times while in the hotel (as of Oct 2026).
Players room together with chaperone checks if: the team travels as a group without most parents, players are teenagers, and you have enough screened adults to do every room check in pairs. Write the curfew, the check times and the "no visiting other rooms" rule in plainly.
Use both if: some families travel and some don't. Let the parent decide on the registration form and keep the player-only rooms on one floor near the chaperones.
If your club is part of a national governing body program, the U.S. Center for SafeSport's lodging rules apply on top of all of this, and your sport may add its own. USA Swimming's MAAPP travel resource, for example, says renting a house for team travel instead of hotel rooms "is no longer permissible" for its clubs. Our stay-to-play hotel block guide covers how those rooming choices affect the hotel's room-night count.
The Rules That Prevent Most Problems
1. Two curfews, not one
USA Volleyball's model policy suggests two separate curfews: in your own room, then lights out. A single "curfew" leaves players in each other's rooms at 11:58. Two times give chaperones a clear moment to check rooms and a second moment for phones to go on the charger.
2. Room checks in pairs
Every policy we checked that covers room checks wants at least two adults. The SafeSport lodging page says "At least two Adult Participants must be present for any room checks," and USA Volleyball's model says checks are made "by at least two properly background screened adults." Plan the chaperone schedule so there are always two adults free at curfew.
3. A damage clause families have signed
The 200x85 hockey tournament policy says parents and/or team representatives are responsible for any damage caused by members of their group, and lists damaging hotel property among offenses that may lead to removal from both the hotel and the tournament without a refund of registration fees. Without a signed clause, the club pays first and chases the family later.
4. An alcohol rule written for the adults
USA Volleyball's model policy and Minnesota Hockey's guidance both say no coach or chaperone may be under the influence while on duty. The simplest version to enforce is "no alcohol for any adult in a supervisory role for the whole trip." If your club allows a drink at the parents' dinner, say exactly when duty starts and ends.
5. Consequences that are decided in advance
Write the consequence ladder, who pays to send a player home, and whether trip money is refunded. USA Volleyball's model honor code lists dismissal from the trip with immediate return home at the athlete's expense, disqualification from future tournaments, financial penalties and dismissal from the team. It also says parents should be told before disciplinary action is taken, or immediately after, unless immediate action is needed.
One link for the signature, the rooming questions and the money
SquadTrip puts your code of conduct, registration questions and a deposit or payment plan on one booking page, with reminders before each due date. Free to use.
Create your team tripCollect Signatures and Rooming Details at Checkout
Put the code on the booking page so no player can book without signing.
1. Add the code as an e-signature
On SquadTrip, paste the code into an e-signature waiver that is signed at checkout. The parent or guardian booking for a minor signs on the player's behalf. Ask your club whether it also wants the player's own signature on paper at the departure meeting.
2. Ask the code's questions as registration questions
Put sections 5, 8 and 12 into registration questions so the answers land next to each booking:
- Player name as it should appear on the rooming list
- Parent or guardian traveling: [YES / NO, NAME, MOBILE]
- Roommate requests: [UP TO TWO TEAMMATES]
- Allergies, medications and medical conditions: [DETAILS, OR "NONE"]
- Self-carry inhaler or epinephrine: [YES / NO]
- Emergency contact who is not traveling: [NAME, PHONE]
3. Use rooms to set who sleeps where
Set up rooms with a number of spots each, such as quad rooms for players and doubles for families, and share a room link so roommates can join the same room. Export the rooming list for the hotel and the chaperones, and use chat to send the curfew times and room check schedule to every family at once.
For the money side of the same trip, our sports team payment app guide covers deposits, installments and per-player tracking. If the trip has higher-risk activities, a separate waiver may be needed; our group event waiver template has clauses you can adapt.
Mistakes That Make a Code Hard to Enforce
- Rules nobody will check. Don't promise a 1 AM room check your chaperone schedule can't deliver.
- No adult version. Without section 10 signed by chaperones, the adult rules are only a suggestion.
- Signing on the bus. Collect signatures with the booking, weeks before departure.
- One code for every trip. A week abroad needs different curfews and free-time rules; for travel abroad, add the passport and consent letter steps in our international youth sports tour guide.
The code is one line on the manager's list. For the rest, from the hotel block to the final refunds, see the tournament travel checklist for team managers.
FAQ
What should a team travel code of conduct include?
At minimum: who it covers, curfew and lights-out times, room check rules, rooming and roommate rules, hotel behavior and damage, conduct at venues and in public, phone and social media rules, alcohol, drug and weapon rules for players, alcohol rules for adult chaperones, consequences including being sent home at the family's expense, and a signature block for the player and a parent or guardian.
Who should sign a team travel code of conduct?
Every traveling player and a parent or guardian for each minor player, plus every coach and chaperone on their own adult version. USA Volleyball's model travel policy strongly recommends getting a signature from each adult acknowledging the policy, and USA Climbing's minor athlete travel policy must be signed every year by the athlete and a parent or guardian.
Can chaperones drink alcohol on a team trip?
Your club decides, but on duty the published answer is no. USA Volleyball's model policy and Minnesota Hockey's travel guidance both say no coach or chaperone may be under the influence of drugs or alcohol while performing their duties, and some tournament hotel policies treat outside alcohol on hotel property as a zero-tolerance offense. Many teams simply ban alcohol for chaperones for the whole trip.
What curfew should a youth travel team set?
Set it by age and by the next day's first game, and use two times: in rooms, then lights out. Published examples include an 11:00 PM curfew in USA Climbing's minor athlete travel policy and a 10:00 PM in-room time for players under 15 at some hockey tournament hotels, as of Oct 2026.
Who pays if a player is sent home from a team trip?
Most published policies put it on the family. USA Volleyball's model honor code lists dismissal from the trip and immediate return home at the athlete's expense, and USA Climbing says repeated curfew violations may mean the athlete is sent home at their own expense. Write who pays, and what is refunded, into the code before anyone signs.
Final Thoughts
A travel code works when it is short, specific and signed before anyone pays the balance. Set curfews your chaperones can check, write the adult alcohol rule and the damage clause plainly, decide consequences in advance, and put it on the booking page.
This template is general information, not legal advice. Have your club board, your national governing body's safe sport contact or an attorney review it before you use it.
Sources
Checked Oct 2026:
- USA Volleyball: Sample travel policy for clubs and model code of conduct (hosted by NCVA)
- USA Climbing: Team travel policy (minor athletes)
- U.S. Center for SafeSport: Transportation and lodging with minor athletes
- USA Swimming: MAAPP in-program travel and lodging FAQ
- Minnesota Hockey: New travel policies improve off-ice safety (published Apr 2013)
- 200x85: Stay and save hotel policy
- Defender Hockey Tournaments: Hotels and hotel code of conduct
