What documents does a youth football team need to play a tournament abroad?

Paperwork is what most often goes wrong on a youth tournament trip, and most of it cannot be fixed at the airport. This checklist covers what is usually needed. The exact rules depend on the players' nationalities, the destination and the tournament, so always check them for your own trip.

• A passport or national ID card valid for the destination; some countries require it to be valid for several months after the return date.
• A visa or electronic travel authorisation where the destination requires one, checked for every nationality in the squad.
• For minors travelling without their parents, the travel consent their own country asks for: some countries require a specific form or a certified letter.

For every player, collect a signed parental consent for the trip and for emergency medical treatment, a medical information sheet (allergies, medication, conditions) and two emergency contacts. Keep copies with two members of staff, on paper and on a phone.

Make sure the squad's insurance covers playing football abroad, not only travel: medical treatment, repatriation and third-party liability. Players resident in the European Union should also carry their European Health Insurance Card, which covers necessary state healthcare in other EU countries but does not replace travel insurance.

Most tournaments ask for a player list with full names and dates of birth, and many check ages against ID cards or passports at registration. Some also ask for proof that the club is affiliated to its national association, player licences or federation cards, and the coaching qualifications of the staff.

Playing friendly tournament matches abroad is not a transfer: players stay registered with their own club. Some national associations still ask clubs to notify them, or to request permission, before a team plays abroad. Check your association's rules a few months ahead.

• Every passport or ID card in hand and in date.
• Every consent form signed, with copies held by two staff members.
• Insurance details and emergency numbers printed.
• The player list sent to the organiser and confirmed.
• The itinerary shared with the club and the parents.

When your place in a tournament is confirmed, we send you that event's exact list of requirements and deadlines, so nothing comes as a surprise at registration.