The purpose of this policy is to:

• Promote safe and responsible travel practices

• Reduce risks associated with travel and accommodation

• Clarify roles and responsibilities

• Ensure safeguarding, health & safety, and wellbeing obligations are met

• Support consistency across domestic and international travel

This policy applies to:

• Staff, contractors, and volunteers

• Contestants, participants, and titleholders

• Judges, coaches, mentors, and trainers

• Any person travelling or staying in accommodation on behalf of Pageanz Worldwide

It applies to:

• Domestic and international travel

• Flights, ground transport, and transfers

• Hotels, hostels, private accommodation, and homestays

• Travel associated with events, training, community projects, and official engagements

All travel and accommodation arrangements must prioritise:

• Safety and wellbeing

• Safeguarding and appropriate supervision

• Respect, privacy, and dignity

• Cultural sensitivity

• Reasonable and responsible use of resources

Where travel is organised or endorsed by Pageanz Worldwide:

• Travel arrangements must be approved by management

• Risks associated with travel and destination must be considered

• Safeguarding requirements must be incorporated into planning

High-risk travel may require additional approval or cont

Children & Vulnerable Persons

When children or vulnerable persons are involved:

• Appropriate supervision arrangements must be in place

• Accommodation arrangements must prioritise safety and privacy

• Adults must never share sleeping spaces unless authorised and appropriate

• One-on-one situations must be avoided wherever practicable

All safeguarding requirements apply during travel and accommodation.

Accommodation must:

• Be safe, secure, and suitable for occupants

• Respect privacy and cultural needs

• Comply with local safety standards

• Provide separate sleeping arrangements where required

Pageanz Worldwide reserves the right to approve or decline accommodation arrangements.

All individuals must:

• Comply with the Code of Conduct

• Behave respectfully and professionally

• Respect shared spaces and privacy

• Avoid behaviour that compromises safety or reputation

Alcohol and substance use must not compromise safety or safeguarding.

Individuals are responsible for:

• Holding required travel documents

• Ensuring appropriate insurance where required

• Declaring relevant medical needs where appropriate

Pageanz Worldwide may require proof of insurance or documentation.

Any incidents, injuries, or concerns during travel or accommodation must be reported immediately.

Emergency procedures must be followed and escalated as required.

Unless otherwise agreed in writing:

• Individuals are responsible for personal expenses

• Approved expenses must be authorised in advance

Failure to comply with this policy may result in:

• Removal from activities

• Termination of travel approval

• Disciplinary action

• Referral to authorities where required

This policy must be read alongside:

• Health & Safety Policy

• Child & Vulnerable Persons Safeguarding Policy

• Code of Conduct

• Volunteer Management Policy

This policy will be reviewed:

• Every two years

• Following serious incidents or travel-related risks

• When organisational or legal requirements change

All individuals travelling or staying in accommodation in connection with Pageanz Worldwide acknowledge their responsibility to comply with this Travel & Accommodation Policy.