Access Arts Inc. defines a Member as any person who has filled out a membership form to join the organisation.

Staff are defined as persons engaged in Office, workshop/project or program, Volunteer or Student placement work at Access Arts Inc.

Definition:

Access Arts Inc. defines a tour as any activity that requires Members and Staff to travel to various destinations for a continuous amount of time as a group, promoting a consistent artistic program, project or exhibition, e.g. Sound Circles.

Purpose:

To ensure that all Staff and Members are aware of what is required both in the planning and execution of an Access Arts Inc related tour.

Aims:

• To outline the conditions and requirements of a standard Access Arts Inc. tour.

• To outline Staff and Member roles and responsibilities.

Policy:

General Points:

• It is the responsibility of Access Arts Inc. to appoint a Tour Manager.

• All tour arrangements are made by Access Arts.

• If any changes are to be made they must be approved by Access Arts.

• If Access Arts Inc. provides accommodation expenses for Staff and Members, this only refers to the room and not any other services such as laundry, telephone or mini-bar.

Staff:

Employees:

• All employees must sign a contract.

• The contract must define the roles and payment of the Employee.

• The contract must define the start, finish dates, times and hours of the Employee.

• The contract must state who is responsible for insurance, accommodation, travel and meals.

• All Employees must have a current Disability Services Police Check and Blue Card (if working with children).

• All Employees must read and understand Access Arts policies and procedures.

• All Employees must have regular contact with the Access Arts Assistant Director or tour manager (via meeting, email or phone).

• All expenses not covered in the contract or workplace agreement will be the responsibility of the Employee.

Volunteers/Student Placements:

• Must have a current Disability Services Police Check and Blue Card (if working with children).

• Must read and understand Access Arts policies and procedures.

• Must have regular contact with the Access Arts Assistant Director or tour manager (via meeting, e-mail or phone).

• Must sign a Touring Agreement form which:

• defines the roles and payment of the Volunteer/Student

• defines the start, finish dates, times and hours of the Volunteer/Student

• states the party with responsibility for insurance, accommodation, travel and meals.

Note: All expenses not covered in the agreement will be the responsibility of the Volunteer/Student.

All Staff will receive a daily meal allowance to be determined by Access Arts Inc. at the time of the tour.

Members:

• Access Art Inc. will provide assistance with daily medication if required.

• If a Member requires assistance with the handling of finances during the tour, this must be discussed with the Access Arts Assistant Director or Tour Manager before the tour begins.

Expression of interest form:

Members will be required to complete an Expression of Interest Form. The Expression of Interest Form must include:

• Accommodation requirements

• Transport requirements

• Medication

• Allergies

• Dietary requirements

• Emergency contacts, both home & medical

• Personal care requirements

• Other items relating to nature of the tour

Touring agreement:

All Members must complete a Touring Agreement. All expenses not covered in the agreement will be the responsibility of the Member. The agreement must -

• define the roles of the Members and Access Arts Inc.

• define the cost to the Member and Access Arts Inc.

• state who is responsible for insurance, accommodation, travel and meals.

• agree upon whether the Member requires a carer.

• formally state the information in the Expression of Interest Form.

• define the start, finish and other dates of the tour.

• be signed by both the Member and Access Arts Inc.

• include a Medical Clearance form, Information Release form and Media Consent Form.

Access Arts reserves the right to request that members provide and pay for their own carer
as a condition of their participation in Access Arts tours.

Touring Procedure

Access Arts Staff must appoint appropriate Staff members to go on tour, including a Tour Manager.

Appointed Touring Staff must:

• sign a contract

• be given an induction kit

• have arranged regular contact with the Access Arts Assistant Director or the Tour Manager throughout the planning and organisational stages of the tour (e.g. face to face meetings, e-mail or phone).

Access Arts must ensure that each Tour Contract:

• defines the roles and payment of the Staff Member

• defines the start and finish dates

• defines hours required of the Staff Member

• states who is responsible for insurance, accommodation, travel and meals (Access Arts or Staff member)

• states that all expenses not covered in this contract will be the responsibility of the staff member

Members:

Expression of Interest Forms will be given to each member invited to go on tour. All forms must be handed in before the tour is finalised in order to ascertain whether there is sufficient interest for the tour to go ahead.

Touring agreement:

Once the tour is confirmed to go ahead each Member involved is to complete a Touring Agreement before the tour begins. It must also be noted during this process that all expenses not covered in the agreement will be the responsibility of the Member.