Tour Costs – OP


The AFF works on a cost recovery basis for all representative tours.  It does not make a profit from the tours, and it is never possible to provide estimates of costs prior to travel (due to last-minute changes and external matters).

1. On nomination, a deposit amount is collected.  This deposit amount is used to offset the various tour costs that start to be incurred by the AFF on behalf of athletes.  Based on the number, age, gender and weapons of the athletes to be travelling, athlete (in)experience, event significance, external funding aspects, and likely costs, the AFF makes a decision in the best interests of the team (and Australia) of the staff that will be sent with the team to the event.  This decision is not in the hands of the athletes (or parents); it is formed from the AFF's experience over many decades of tour management.  Also on nomination, athletes are asked about their travel insurance arrangements.  Unless specific confirmed arrangements are provided at that stage, athletes will be charged a per-day recovery of the AFF's insurance levy.  Where a late nomination is permitted, a late fee may also be charged.  This late fee does not form part of the deposit amount offset against actual per-athlete costs, but instead will be applied to the whole-of-tour costs and thus reduce the team levy for all athletes.

2. After selection, athletes are expected to commence arrangements (and payments) associated with their travel to and from the country of competition.  By exception, some events (e.g. Category E events) may require athletes to arrange their own accommodation and in-country transport.

3. Approximately one-two months prior to the event, a further deposit amount is collected, largely to deal with any accommodation and in-country transport payments that may need to be made on behalf of athletes, in addition to other costs such as referee fines, per diems or honorariums for tour staff, etc.

4. While on tour, management may incur further incidental and unplanned costs to facilitate their roles.  Examples include emergency or non-host-arranged transport, communciation costs in-country, etc.

5. Following the tour, all actual costs that have been incurred by the AFF on behalf of athletes are divided such that a single per-athlete team levy figure is calculated.  The AFF does not provide a breakdown of this calculation.  Where a tour consists of High Performance Program (HPP) and non-HPP athletes, the AFF may elect to increase the non-HPP levy to allow for additional costs incurred or workload as a result of the additional non-HPP athlete tour involvement.

6. Accommodation is calculated as per invoices received from the hosts or the team hotel.  The AFF seeks to allocate two athletes per room and the total cost for each room is split evenly between the athletes sharing that room (regardless of the respective arrival and departure dates).  Where an athlete chooses to have a single room, or extends their stay beyond the tour, that specific accommodation cost is allocated only to them.  Where an athlete must room by themselves due to gender numbers and combinations, the athlete will need to pay half the accommodation cost, with the remainder being allocated into the team levy amount.  The AFF always chooses hotel accommodation which is a balance of safety, cost, availability, venue proximity, utility for transfers (venue and airport), and host country recommendation.

7. An invoice (or credit & refund) is provided to each athlete which outlines that specific athlete's costs (accommodation, levy, entry, transfers, insurance, etc.), less the deposit amounts already paid.  Where a nomination deposit is collected, but there are no or minimal tour costs, the deposit will be returned after the event has taken place.  This retention is intended to deal with unexpected per-athlete costs that are levied on the AFF (e.g. non-appearance penalties).

It should be noted that athletes (and parents) may wish not to nominate for tour events should the process above not be acceptable, not match their cash flow limitations, or if they are not happy with how the AFF formulates its necessary decisions on all of the above items.

[An Operational Protocol is information about the process by which the AFF Executive generally makes its decisions. It is designed as a matter of governance and transparency so that stakeholders in various decisions may inform themselves as to how decisions are usually made. An Operational Protocol is not policy, and cannot be subject to appeal.]

Last Updated 12 October 2016.