Friends for life:

Running an 
Assisted Holiday Project

                                                                                                                                                                        

A Manual of Best Practice
 
Karen Mc Hugh 
EMIGRANT ADVICE NETWORK 

June 2008 

Foreward

Emigrant Advice Network (EAN) 

Who are we? 
EAN is an independent emigration network, comprised of statutory and voluntary agencies, as well as individuals and academics interested in emigration from Ireland and return migration to Ireland. Our aim is to improve the quality of the emigrant experience. 
EAN is similar in structure to the Federation of Irish Societies (FIS) in the UK and the Coalition of Irish Immigration Centers in the US. The organisation was launched in 1996 by then-President Mary Robinson. The launch followed a recommendation from a FÁS-financed conference on migration that collaboration and networking between agencies in Ireland and abroad needed improvement and consistency.
EAN’s include:
•	To develop the network as a locus of unity and communication between members in Ireland 
•	To offer a common voice in advocacy work 
•	To develop capacities for using the media in service of our mission 
•	To retain our emphasis on personal connectedness 
•	To proactively support the work of those ‘in the field’ 
•	To undertake projects of benefit to emigrants 
•	To maintain connections with umbrella bodies, assist newly developing entities, and reach out to parts of the world where there are no umbrella bodies. 

Acknowledgements  

Many people assisted in the various stages of this project. Firstly, this Project would not have been possible without the funding from the Supporting the Irish Abroad (SIA)  project of the Irish Episcopal Commission for Emigrants.  Our sincere appreciation to them for supporting this project and the production of this manual, and also to the the Department of Foreign Affairs who also supported the pilot project. 

I particularly want to thank all the participants of the pilot holidays who informed the contents of this manual. Their input at all stages is highly valued. I want to thank the host groups in Ireland who provided all participants with a “once in a lifetime holiday experience”– Clones Community Forum and particularly Josephine Treanor, Angela Graham, Una McCarville and committee members and volunteers; The Kilkee Harvest Home Group and particularly Peggy Lilis, Fr. Donach O’Meara and  Committee Members.  The hospitality, warmth, efficient and professional approach was much appreciated by all involved.  I also want to thank the sending groups in England, which include The London Irish Centre in Camden and particularly to Bernie Folan and to Maura Clinton who volunteered on the trip to Monaghan. I also want to thank Luton Irish Forum and particularly Noelette Hanley and to Theresa and Mick who volunteered on the holiday to Kilkee. A special thank you to Mairin Higgins at the Safe Home Scheme who assisted the selection of some participants for the Clones holiday as well as for her advice and support in devising assisted holidays. 

I would also like to thank other groups who were involved indirectly in this project and to John Martin O’Carroll of the Kerry Rural Resettlement Group who gave so much support and advice for this project. Special acknowledgement also to Sr. Attracta Heneghan of Presentation Convent in Protarlington who warmly welcomed a small group from Coventry.  

I would like to thank several individuals who commented on various drafts of this manual and include Dr. Patricia Kennedy, UCD and to Richie Butler, London. 

I am most grateful for the support and encouragement of the Éan Board and for editing and commenting on several versions of this manual. Finally I want to thank Noreen Bowden, Director or Éan for her support, dedication, warmth and commitment to the principle of assisted holidays as wells as editing of several drafts of this manual. 

Executive Summary 

This manual is the culmination of various stages of policy development for older emigrants and in particular the recommendations of the Task Force Report 2002 on assisted holidays for older people.  

ÉAN are aware that there are a number of well-established and successful holiday projects in existence; however, our project is different in that it specialised in “small group holidays for older people”. This is not to say that many older Irish people did not benefit from other holiday projects but is meant to highlight the specific benefits for our model.  

The Manual is intended as a step by step guide to organisations and individuals who wish to organise assisted holidays for older people. It was devised following the facilitation of two pilot holiday projects in October 2007 and April 2008. It was the participants of these projects that guided the various stages of this manual.  

This manual should be viewed as the scaffolding to build your own ideas and methods.  It is intended to generate ideas to get you started and support you in the process. 

The manual is the copyright of ÉAN, who encourage individuals and groups to use the framework in future holiday development.  

It is not ÉAN's intention to facilitate assisted holidays for older people, but rather to act as an advisor or link to support groups and individuals to facilitate holidays specifically for older people. 

Index

Foreword 
Acknowledgements 
Executive Summary 

Part 1. Background Information to the Assisted Holidays project
The Task Force Report 								
Terms of Reference 

Part 2.  Explanations and benefits 
What is an assisted holiday? 
Who can benefit? 
What can participants gain?
Why is there a need? 

Part 3.  Financial considerations 
How can the holiday be funded?
How to divide costs
How to generate income
How to keep costs to a minimum

Part 4. The Planning stage
Where to stay?
How to travel?
How long?
How many participants?
What kind of support?
Where?
What will participants do?
What information to collect? 
Involve the participant

Part 5. Duties 
Take the first steps
What are the duties of the sending group?
What will the host group do?
Activities to consider

Part 6. Health and safety
Risk Assessment 
Holiday leader duties 
Insurance 
CRB Checks 
Passports

Part 7. Appendices 
The Monaghan Experience 
The Clare Experience 
Personal Information Sheet
Consent Form
Risk Assessment Form 
Critical Path Analysis 
Useful Contacts 

Part 1. Background Information to the Assisted Holidays project

The Task Force – Ireland and The Irish Abroad, August 2002

The Task Force on Policy Regarding Emigrants was established in 2001 by the Minister for Foreign Affairs to “address the special needs of those Irish emigrants abroad who are particularly marginalised or at greatest risk of exclusion” 

The Task Force, which included representatives from Ireland, Britain and the United States, travelled to emigrant communities around the world, consulting with individuals and groups on a broad range of matters affecting emigrants. The report, published in 2002, made a series of recommendations on improving emigrant welfare. 

One of the priority recommendations was the development of assisted holidays for older emigrants. The report said: 

“The Task Force recommends that a ‘Holiday in Ireland’ scheme be introduced to enable Irish elderly abroad, especially people in Britain who are unable to return permanently to retain links with their relatives and friends in Ireland. It recommended a pilot scheme be set up in Britain and for it to be reviewed after three years with a view to the possibility of extending it to other countries.”
(Report of the Task Force on Policy Regarding Emigrants, Section 6.18)

“The Task force also recommends there should be an allocation of funding to assist the “Holiday in Ireland Project” for those who are not in a position to return home permanently.”   
(Report of the Task Force on Policy Regarding Emigrants, Section 8.10)

___________________________
Assisted Holiday Project Terms of Reference 
Based on the Task Force recommendations, EAN undertook to pursue this area of work and in 2007 I was employed to facilitate the assisted holiday project. The terms of reference for the project were as follows: 
•	Develop the assisted holiday programme as a pilot project resulting in the running of three to five programmes involving ten to twelve participants.
•	Serve as a contact point between groups in Britain and groups in Ireland
•	Assist groups in Ireland to coordinate activities of arriving group
•	Produce a set of guidelines that will allow local groups to initiate assisted holiday programmes
•	Assist organisations and community groups in fundraising for projects
•	Undertake a public launch and publicity campaign to champion the project
The first assisted holiday took place in October 2007 to Clones, Co. Monaghan and was a partnership between Clones Community Forum and London Irish Centre, Camden. The second holiday took place in April 2008 to Kilkee in Co. Clare and was a partnership between Kilkee Harvest Home Project and Luton Irish Forum. Both holidays guided the production of this manual, as did participants’ feedback after the trips and direct observations by the EAN worker during the trip. 

Part 2.  Explanations and benefits 
What is an assisted holiday? 
About half a million Irish emigrants live in Britain. Many of these are prospering, and there have been thousands of Irish emigrants who have returned home permanently in recent years.  Many others visit regularly, treasuring their time with family and friends as they reconnect with their birthplace.

For many, though, a trip home can seem an impossible dream.  Some people are facing their old age in poverty or isolated circumstances. Perhaps they do not have the money for a visit, or they may no longer have relations at home, or they may feel apprehensive about coming back if they have not been in Ireland for many years – or even decades. Some of them may have always held an image of Ireland as ‘home’ in their hearts, or even dreamed of returning to live. To lose the link with Ireland can be painful.

An assisted holiday brings Irish emigrants back home. It is an opportunity for an emigrant who would not otherwise be able to return to Ireland to do so, and for a local community in Ireland to participate in welcoming “home” a group of emigrants.   

An assisted holiday is aimed at giving those Irish people abroad who would not return home on their own the opportunity to come home as part of a group trip, in a supportive environment, along with other Irish emigrants. 

The recommended selection criteria for project participants reflects the requirement to benefit those older Irish people who are most in need of a return to Ireland. 

In an Assisted Holiday the group is supported by staff and organisations in both countries. It is similar to a twinning programme in that the groups in two countries work together:
•	a sending group in the UK organises the aspects of the trip that will allow the emigrants to return to Ireland
•	a hosting group in Ireland welcomes the participants and arranges accommodation and activities for their stay. 

Careful advance planning by both groups with clearly defined lines of responsibility is necessary to ensure the smooth and efficient running of the holiday. 

This manual is intended as a set of guidelines to assist groups organise and facilitate assisted holiday projects. 

Who can benefit? 

The assisted holiday scheme is aimed at Irish emigrants of the 1930’s to the 1960’s who were either forced by economic necessity or chose to leave Ireland for other reasons during those times. The scheme is intended to benefit people aged 60+ and includes the following and who may have some of the following characteristics:
 
•	People who live alone, are isolated and/or lonely
•	Those who have lost contact with family in Ireland
•	People who have not returned to Ireland in the previous three years (as a minimum requirement)
•	People who want to remain living in Britain, but wish to visit their home country
•	People who would like but are unable to return to Ireland to live
•	People on a low income and who have no other possibility of arranging or paying for a holiday 

What can participants gain? 

For many participants the holiday will be the first assisted group holiday in which they have participated. It is meant to be a highly enjoyable and memorable “trip of a lifetime”. 

As most participants will not have been back for several years, the holiday will give participants an opportunity to re-connect with “home” in the following ways:
•	It will offer the opportunity to
o	re-connect with family and friends, 
o	renew and re-establish old friendships, and 
o	restore connection with places, Irish culture and old memories. 
•	It is also a chance to make new friends and acquaintances. 
•	The holiday will also give participants an opportunity to consider if they would like to return to live in Ireland. 
•	For some, it may be a final but very significant trip home.  

Why is there a need? 

There is a proven need for assisted holidays for older emigrants. This is clearly documented in the Task Force Report as well as in feedback received from Irish organisations and individuals resident in the UK. There are significant numbers of older Irish emigrants living in exile who have lost contact with their homeland and who do not have sufficient resources to return home on holiday. 

Many older people would love to have the opportunity to go to Ireland for a holiday but are unable to “do it alone”. Some of the reasons why may include: 

•	They do not have the means to pay for such an experience  
•	They are unable to travel alone for reasons of frailty or other special needs
•	They would find it too difficult, stressful or are nervous to go alone
•	They have lost contact with relatives and have no place to stay
•	Because of such a strong “sense of pride” they want to holiday independently of relatives 
•	They would like to have the emotional/practical support of an experienced worker 
•	They want to holiday in a group setting with like minded people  who share similar experiences of leaving Ireland (for example, losing contact with families)
•	They do not have the resources to book a cost-efficient personal holiday to Ireland on the Internet 

Part 3.  Financial considerations 

How can the holiday be funded?

It is imperative for the host and sending group to work together from an early stage to raise sufficient resources for an all-inclusive holiday. The cost of an assisted holiday includes the following as a minimum: 

•	flights
•	insurance
•	meals
•	accommodation
•	trips and outings 
•	staff and volunteers costs  

As an indication of the funding required, in 2008, the overall holiday cost worked out at approximately £500/€650 per person per week. This includes all costs highlighted above. 

How to divide costs?

Host Group Responsibilities 
•	Transport costs for the entire stay, including: 
o	Collection and return to airport
o	Outings during the holiday
•	Activities and outing costs which could include
o	venue admission fees
o	snacks
o	musicians
o	photographers  
•	Welcome meeting and farewell meeting,  including
o	refreshments
o	entertainment
o	room hire
•	Staffing costs and volunteer expenses  

Sending Group Responsibilities 
•	Transport costs to and from airport
•	Helpers’ costs 
•	Costs of principal fundraising and supervision
•	Staffing costs and volunteer expenses  
•	Miscellaneous other costs including, purchase of bags, clothes other items 

Participants 
•	Those participants who have the resources should make some contribution towards the holiday. 
•	Some participants, however, may not be able to afford to contribute; they should not be excluded.

How to generate income?

•	Seek sponsorship for various aspects of the holiday 
o	Seek corporate and local business support
o	Write fundraising letters to local banks, newspapers and prominent individuals

•	Organise funding events – a few suggestions:
o	Race night
o	Bingo
o	Dance
o	Afternoon tea

How to keep costs to a minimum

•	Book the holiday as early as possible to get the best rates
•	Travel and return mid-week 
•	Travel out of season 
•	Collect weekly contribution from participants well in advance 
•	Negotiate group deals from the accommodation centre

Part 4. The Planning process 

Where to stay?

It is the responsibility of the sending group to ensure that suitable accommodation is booked. The Host Group may assist with local knowledge. If you need help identifying suitable venues, check with the Irish Tourist Board.

Here are some suggestions:
•	Hotels are likely to be the best option. They often offer special deals in the off-season and you should try to negotiate a group rate.

•	 Bed and Breakfasts/Guesthouses – there are several excellent quality B&B’s and guesthouses who offer a homely environment at a very cost effective rate. Many will offer a home cooked meal in the evening and offer a personalised service to guests.
Importantly, if you use B&B’s you need to ensure there is a facility for participants to be able to return during the day. They may want refreshments, a rest, or to socialise with other participants. Some B&Bs do not want residents around during the day, so confirm that this is possible before you book. 

•	Holiday centres – there are some established holiday centres in Ireland and include centres operated by St. Vincent De Paul.  These centres offer an all inclusive package, which includes accommodation, meals, entertainment, trips, outings etc.. They will charge a weekly all-inclusive rate/individual. Most holiday centres are seasonal and therefore close during “out of season” times. 

•	Convents/Retreat Centres – There are some centres which can be hired out for the duration of the programme and may have special rates. Mount St. Anne’s Retreat Centre in Laois is one example. 

•	Youth hostels (An Óige) – Open to all age groups, youth hostels are often available in the off season for group bookings. For details contact: customerservices@anoige.ie

A town is a better choice of venue than a very rural location. Most participants will be accustomed to city life, and having all facilities and services at their doorstep. Some participants may prefer to go out before breakfast and get the morning paper or go to early morning mass.

How to travel?

In most cases, the group should travel by air, rather than coach and boat. 
•	Airfares are cheaper than ever 
•	Many older people are not able for the long trip by boat.

There may be some participants, however, who would prefer to travel by boat – 
•	Some people have a fear of flying.
•	The journey by boat may bring back old memories as most will have left Ireland as emigrants by boat. 

Check out with participants their preferred mode of transport and book accordingly. 

How long?

One week is the recommended length for a stay. 

This gives people ample time to settle in and relax, while getting to know the area and enjoy the activities on offer.  The trip should be planned for mid-week (Wednesday to Wednesday, for example), as airfares and accommodation will usually be much cheaper. 

How many participants?

Small groups work better. With a small group, members can get to know each other better and the group will bond together quickly. Members can also avail of closer support from helpers.    

Have a maximum of 12 participants together with 2 helpers.

What kind of support for the trip? 

Ideally, your helpers should have the following key attributes between them:
•	A working knowledge of health and safety matters. (A nursing or caring background is most helpful.)
•	Knowledge of the visited Host area and its services.

If any participant has a carer or partner who would like to come on the holiday, they should be encouraged to do so. However, they would have to cover the full cost of the holiday, unless they themselves are judged to qualify under the selection criteria.  

Where?

It is ideal - but not essential - for participants to have originated from the area hosting the trip. There are several benefits for participants, including the following:

•	They can easily visit or “track down” family or friends with whom they may have lost contact  
•	They can visit former places of interest and go down “memory lane” 
•	They can visit the graves of loved ones
•	They can get a feel for the place and decide if they want to return to live there 
•	For those who do not want to stay with family/friends they can be independent and be in control

For some people, however, “leaving Ireland” is a sensitive subject so they may not want to go back to their county of birth. Some of these reasons could include the following:  
 
•	Returning to their birth-place might be too painful or sad if relatives have passed away
•	Some emigrants may have been  feel excluded from their family in Ireland and find it hard to go back as there might be unresolved issues too difficult to surmount  
•	They may have entirely lost any home county connections
•	
Ultimately, the Host area selection may be determined by the availability of a Host group willing to host.

It is worth discussing all of the above factors beforehand with participants, before they make a final decision whether to be included on the holiday. 

What will participants do?

It is important to have a well planned programme for the entire stay, which should feature both daily and weekly plans. This helps the group have a focus each day and ensures that participants do not lose interest or get bored. 

•	Build in ample free time - but not too much.
•	Don’t have activities going on too late in the evening or commencing too early in the morning. 
•	Gather information from participants in advance about their interests and use this to help structure the timetable.
•	Cater for different activity levels: Some will want to be very busy. Others will appreciate more time to relax. 

Cultural and historical trips and outings are of particular interest. Consider trips to museums, local exhibitions, castles, parks, historical monuments and tourist trails. 

Social meetings

•	A pre-departure social evening will help people get acquainted and help them look forward to the trip. It can also be an opportunity to pre-plan activities and trips for the week.
•	A welcome meeting by the host group is a good way to start off the week. This is an opportunity to meet and get to know members of the host group as well as discuss the programme of events and answer any questions that may arise.
•	A farewell event will brings closure to the week and gives the participants and the host group an opportunity to say “thank-you” and “goodbye”. 

The welcome and farewell event could include a buffet, Irish music and dancing.   

What information to collect?

It is important to have detailed information on each participant while respecting and protecting the privacy of each individual. At the end of this set of guidelines is a Basic Information Form, which should be completed for each individual participant. This includes essential personal information as well as information on expectations from the trip and participant’s individual interests. 

Complete the Basic Information form well in advance – use it to assist the planning of activities and events. 

Confidentiality of information is paramount. 

Do not disclose personal information to any person or organisation unless it is:
•	absolutely necessary
•	agreed by the participant and 
•	in full accordance with data protection legislation in both countries. 

Each participant should complete a consent form which gives permission to share relevant information (see form at end of section)

It will be important to pass on information on specific medical, dietary or other needs for participant health, catering and accommodation purposes. 

Involve the participants

User involvement is an essential component of a successful assisted holiday. Older people are often excluded and are viewed as passive recipients of services. The holiday project is a partnership of all concerned according to their varying needs, skills and experiences. 

The Assisted Holiday guests should be involved in all stages of planning and delivery of the holiday including the timetable, risk assessment, formulating a code of behaviour.  

Part 5. Duties and Planning 

Take the first steps.
See Critical Path Analysis on page 30

1.	If your organisation is interested in setting up an assisted holiday scheme either as Source (UK) or Host (Ireland), agree a named person to be the holiday co-ordinator. 
2.	Identify and agree a partner organisation – you may already have established links with certain groups or you could contact umbrella groups in Britain (Federation of Irish Societies) or Ireland (EAN) for assistance (see useful address section).  You may find a suitable partner in the relevant section of this website.
3.	Both groups should meet to discuss partnership arrangements and responsibilities and plan the holiday at least 6 months in advance.
4.	The sending and host groups should compile a budget detailing the various costs of the trip for both groups.
5.	Both groups should actively fundraise to cover the costs. 
6.	This budget should include how much participants are expected to contribute as well as criteria for free places (if any).    
7.	A provisional date should be set and accommodation, activities etc should be provisionally booked. 
8.	The final date should be agreed once funding has been confirmed. 
9.	Confirm accommodation and book flights.
10.	 Plan a programme of activities, events, outings and produce a timetable which will be given to each participant. 
11.	 Collate a participant information pack which will include– 
•	what to see and do in the area 
•	telephone numbers of local doctors, hospitals, hairdressers and other services
•	church location and times
•	shops
•	a map

What are the duties of the sending group? 

The sending group will need to have the capacity to facilitate and organise the assisted holiday. There is much work involved: the group should have a committee in place with at least one staff member or volunteer who can devote considerable time to the project. 

Advance planning:
•	Nominate a named link person in both countries (Ireland and England), whose responsibility is for facilitation of the trip. 
•	Agree on holiday participant criteria with host group, for example:
o	when last in Ireland
o	carers or partners allowed
o	free or minimal cost places
•	Advertise locally in parish newsletters, papers, elders services etc.
•	Funding – how will the trip be paid for? who will fundraise? 
•	How much will participants contribute? 
•	Who will be going on the Holiday (Leader and helper)? 
•	How do you select participants, especially if over-subscribed?
•	Organise transport to and from airport.

When the participants are chosen: 
•	Ensure all participants have suitable ID i.e. passports. Take a copy for future use.
•	Ensure all participants have a European Health Insurance Card (EHIC). This can be obtained by application online at http://www.ehic.org.uk or at the local post office, usually taking less than approx 1 month to acquire from date of application.
•	Ensure Information Sheets are thoroughly completed and non-confidential information shared with host group.
•	Complete consent forms for all participants. 
•	Carry out a written risk assessment of the trip and plan to mitigate any associated risks. See suggested form at the end of this publication.
•	Pack a first aid box for minor health emergencies
•	Do participants need help with shopping/packing for trip? 
•	Shared rooms – agree who will share in advance. Also check if participants need to have a shower instead of a bath.  

Just before and during the holiday:
•	Get a printout of participants’ medication regimes and information on any health conditions. Ensure participants have ample medication supplies for the holiday. 
•	Agree a meeting point on the day and drop off point on return. Consider having a welcome back “tea/meal” and driving individuals directly to their home afterwards.

After the holiday:
•	Organise a participant review meeting and discussion within a month after the holiday takes place. 
•	Do the group wish to continue to meet after the holiday?

What will the host group do?

It is necessary for the Host group to have the capacity to facilitate and organise an assisted holiday. The group should have a committee in place with at lease one staff member or volunteer who can devote time to the this project. 

•	Book accommodation in consultation with sending group 
•	Arrange transport for entire stay – collection and drop-off to airport, activities 
•	Compile a Programme of Activities based on information received from Sending Group 
•	Enlist volunteers for the daily/evening activities
•	Enlist the assistance of local community activists for the holiday, this can include musicians, singers, local businesses, press
•	Compile an Information Pack on the local area to include emergency services, GP’s, church times, history of local area, places to see  
•	Arrange a welcome meeting and a farewell meeting. Involve musicians and local groups if possible. 
•	Funding – Approach local St. Vincent De Paul, Lions Clubs, Chamber of Commerce, Church 

Consider these activities

•	Local places of interest to include museums and theatres
•	Scenic drive in the countryside (not on motorways) 
•	Trip to local shopping centre
•	Afternoon tea in hotel
•	Visit to local day centre, sheltered housing 
•	Historical walk of village/town
•	Trip to beach (if nearby) 
•	Irish music session or concert 
•	Bingo 
•	Religious or other local festivals

Part 6. Health and safety

The sending group and holiday leader are responsible for the health, safety and welfare of participants throughout the holiday and will be expected to carry out risk assessments on every potential risk. 

Risk Assessment 

Risk assessment and risk management are legal requirements. They involve the careful examination of what could cause harm during the holiday and whether enough precautions have been taken or whether more should be done. The aim is group and individual safety and to make sure no one gets hurt or becomes ill. For each risk identified control measures should be set and these should be understood by all those involved. It is recommended that risk assessments be recorded and reviewed. 

The law does not expect you to eliminate all risks, but you are required to protect people as far as is “reasonably practicable”. You are legally required to assess all risks and to put in place a plan to control the risks.

Risk assessment for holiday projects can be usefully considered as having three levels: 
o	Generic activity risk assessments – a generic activity risk assessment refers to an activity wherever and whenever it takes place
o	Site specific risk assessments – will differ from place to place and group to group
o	Ongoing risk assessments and reassessments – will normally consist of judgements and decisions made while the holiday is taking place and will be informed by generic and visit or site specific risk assessments. It will take account of for example, illness of staff or participants, changes of weather

The following are examples of each level and the control measures set in the unlikely event of an incident occurring. This should help in compiling your own risk assessment. 

Risk 		Control Measures  	
Generic Risk 
(1) Travel entails a risk of injury in a road traffic accident 
	
(1) Appropriate seat belts fitted and worn; evidence of high standard vehicle maintenance;  maximum periods of driving observed; qualified driver; appropriate supervision levels  
	
Site Specific
(1) Medical needs of participants 

(2) Group management decisions 
	
(1) Holiday leader is aware of known health problems of all participants and sufficient medication is taken;  there is a named person competent in dealing with medical emergencies; there are contingency measures if the holiday leader has to accompany a participant to hospital.

(2) Establishing meeting and collection points; codes of rules and behaviour agreements; 

	
Ongoing Risk 
(1) Changing weather, tiredness of group, behaviour issues  

(2) Emergencies 
	
(1) Itinerary might need to be changed so that activity can be carried out on another day

(2) Establishing the nature and extent of the emergency as quickly as possible; ensuring that all the group are safe and looked after; establishing if anyone is hurt and getting immediate medical attention to them; informing next of kin 

Good forward planning will always include alternative plans in case the itinerary needs to e changed. A flexible itinerary can allow activities from later in the trip to be substituted for earlier activities there are unexpected circumstances. 

When thinking about risk assessment remember: 
•	A hazard is anything that may cause harm
•	The risk is the chance, high or low, that somebody could be harmed by a hazard, together with the indication of how serious the harm could be

Holiday leader duties
The holiday leader is responsible for the group al all times, this can be shared/ delegated with other volunteers, however, clear guidelines and instructions should be followed. 

The holiday leader should at all times:
•	Carry a list of participant details 
•	Carry a mobile phone 
•	Carry local emergency and other health telephone numbers 
•	Ensure every day that all participants have holiday leader’s mobile phone number and any other contact details 
•	Carry the first aid kit 
•	Clearly understand the emergency procedures and be able to carry them out 
•	Anticipate a potential risk by recognising a hazard and where necessary point this out to participants 

S/he should ensure the following:
•	there are adequate protections for night-time safety and security of participants at the selected accommodation. 
•	that any alcohol and tobacco policy agreed by the group or related to a hosting facility is complied with. 
•	that s/he is familiar with and takes action to mitigate additional risks attached to such factors as 
o	to poor weather
o	seaside/ hillside/ farm visits 
o	transport use.

Conduct regular head counts of participants at key points, especially 
o	before and immediately after travel, events and activities, 
o	at mealtimes and 
o	before retiring each evening.

Insurance
It is necessary to maintain appropriate public liability insurance cover for the trip. Equally each participant must have health and travel insurance. This can be taken out with the airline or individuals may already have their own provider. It is important the holiday leader has printed details of each participants insurance provision. 

Ensure all participants have a European Health Insurance Card (EHIC). This can be obtained by application online at http://www.ehic.org.uk or at the local post office, usually taking less than approx 1 month to acquire from date of application.

Criminal Records Bureau Disclosures (CRB) 
CRB checks should be carried out on volunteers and staff directly involved in the facilitation and supervision of the participants. This is to ensure the protection of vulnerable adults. 

You can apply to the Criminal Records Bureau for an Enhanced Disclosure to check for convictions or inclusion. Volunteers do not have to pay a fee for these Disclosures. Contact details for the CRB are  and telephone 0870 90 90 811.

Passports/ID 
	It is not necessary to have a passport to travel between England and Ireland, however, photographic ID is required. Airlines/ferry providers differ in their requirements and it is highly recommended that you check their current acceptable forms of ID. Current acceptable Photo ID includes – driving licence, national identity card, passport. 
	
	The holiday leader should personally check the passport/ID of all participants to obviate the risks of anyone being turned away from check-in. 

	
Part 7. Appendices 

Personal Information Sheet

Name 

Address 

	

Telephone number 

Age and Date of Birth 

Place of Birth 

Date left Ireland and date you last visited

	

Do you still have family/friends living in Ireland? 

Interests (eg music, bingo, reading, walking, shopping) 

	

Reasons why you would like to go on this assisted holiday
(eg. Visit family, friends, go to see graves. Visit former places of interest) 

	

Next of Kin details 
(name, telephone number, address) 

	

	

GP details 
(name, telephone number, address)

	

	

Health details, including any diagnosis 

 	

	

Medication details
(Name, frequency, amount etc) 

	

	

Do you have a carer or partner that you would like to take with you? 

Are you able to pay or contribute towards the cost of the holiday? 

Any Other Information you might like to add
(eg. special diet) 

		

Signed  	________________________________________

Signed 	________________________________________

Date 		________________________________________

Office Use

Valid Identity for travel – e.g. passport, Keep a copy on file 
European Health Insurance Card (EHIC) - for NHS Treatment. Keep a copy on file.
Health and medication details received 
Insurance booked and details confirmed 
Any additional personal requirements

Assisted Holiday Consent Form 

I ___________________ duly authorise _________________ to share the following information about me if required to do so at any stage of the holiday to/ from Ireland on _____________ of which I am a participant.

Medical and health details 	         

Details of medication 

Next of kin details		

I also consent to _________________  contacting the following on my behalf

Doctor 

Hospital 

Next of Kin					

Signed        ______________________________

Date 		______________________________

Risk Assessment Form 

Step 1
Identify the hazard

Step 2
Decide who might be harmed and how

Step 3
Evaluate the risks and decide on precautions 

Step 4
Record your findings and implement them

Step 5
Review your assessment and update if necessary 

This is an example of a Risk Assessment Form which should be completed for all aspects of the Holiday. See page 19 for assistance in the completion of this form.

Hazard 	Control Measure 	Signature of Assessor 	

EXAMPLE 
Appropriate ID/passport 
and sufficient Medication for trip  

Group to arrive at meeting point in sufficient time and holiday leader to check individual ID and Medication supplies 

(In the event of participants not having ID/medication holiday leader can take immediate corrective action) 
		
EXAMPLE 
Participant gets lost or goes missing  
	
Holiday leader to ensure that all participants have a business card with their contact telephone number for the duration of the trip 

Regular head counts required to ensure all participants are present 

Adequate supervision is required at all times 

Critical Path Analysis

As outlined earlier in this manual we recommend a minimum of a six month lead-up to the actual date of the assisted holiday. 

Month	
Action 
	
Preparation 

Month 1 
	
•	Confirm and agree partner group in writing 
•	Agree simultaneous tasks (see page x for guidelines)
•	Confirm funding arrangements and agree who applies and to whom, for any shortfall (see page x for guidelines) 
•	Agree criteria for selection of participants 

Month 2
	
•	Advertise holiday in local papers, church, Irish centres, social clubs
•	Make provisional booking for accommodation 

Month 3
	
•	Commence interview/selection process 
•	Continue fundraising efforts 

Month 4
	
•	Confirm participants and check each participant has relevant Identity 
•	Apply for passports or national Identity card if necessary 
•	Apply for European Health Insurance Card (EHIC), if required
•	Book flights 
•	Confirm accommodation 

Month 5
	
•	Carry out a risk assessment of the trip and plan to mitigate risks
•	Compile programme of activities and useful information sheet 
•	Complete Basic Information Sheet for each participant 

Month 6
(Departure) 
	
•	Hold a pre-departure social evening 
•	Confirm transport arrangements to/from airport each side 
•	Ensure First Aid box and participant personal data sheets with travel are  completed
•	Confirm possession of all other required holiday information with travel
•	Check with participants they have ample medication supplies, where applicable 
•	Agree meeting point, code of behaviour etc.. (see checklist page x) 
•	Hold a return home event (a few weeks after the holiday) 

Checklist on Departure Day

Action 	
Completed 

Check each participant has relevant ID (Passport/Drivers Licence) 		

Check each participant has their medication with them		

Check each participant has EHIC card 		

Distribute Timetable to each participant 		

Give each participant Holiday Leader contact details 		

Check each participant has handbag/hand luggage 		

Agree code of behaviour/ground rules e.g. punctuality for t trips, rules regarding smoking  		

Agree meeting point in the event of participants getting lost 		

Contact host group to confirm arrival time in the event of any flight delays		

The Monaghan Experience 
Clones - 10th to 17th October 2007

The first assisted holiday Pilot Project took place in October 2007. It was hosted by Clones Community Forum and partnered with The London Irish Centre in Camden. The holiday group comprised of eight older people and two helpers, one of whom was a registered nurse. Most participants had not been back for at least 5 years and all came from County Monaghan and surrounding Counties. 

Clones Community Forum was founded in 1988 as a result of a Social Needs Analysis of Clones which was commissioned by the Programme for Peace and Reconciliation. Its objective was to identify social needs and support social infrastructure in Clones and its surrounding hinterland. The Forum was formed to address the social need and use a community development approach to rebuild fractured community relations.  
Camden Irish Centre was established in 1957 and aims to respond to the unmet needs among Irish people in London. The Centre provides a range of culturally sensitive and supportive welfare advice/advocacy and training service which celebrates and promotes Irish culture. 
The holiday was a “trip of a lifetime” for all participants and there was an unanimous consensus that it was “their best holiday ever”. Clones Community Forum is a model of good practice and is commended on facilitating such a successful and enjoyable trip. The hospitality, friendliness, community spirit, fun, professionalism was noted by all participants and they ensured participants returned to London with positive memories of Ireland.     

The overall experience of the Holiday was positive and as it was a Pilot Project, it afforded Ean the opportunity to learn from mistakes and make the next trips “even better”. 

OUTCOMES
•	One member had not been home for 25 years since the death of his wife and lost all contact with his family (Enniskillen). We re-united him with his brother and extended family.
•	One member had not been back to his home village for 48 years (near Carrickmacross). We took him to his village, took photos and he met a distant relative. He is now planning a trip “home” in March 2008.
•	One member had not been back for 15 years and did not know if her sister was still alive (Clones). We re-united her with all her family and she met her sister who now lives in a Nursing Home and is aged 90. 
•	We arranged a surprise and tearful re-union for one member with her sister and a surprise visit to our Farewell party by three further sisters (Donegal) 
•	We arranged a surprise re-union for another two members (brothers) with their sister who travelled all the way form Sligo to see them. 
•	Another member visited her family for the day (near Clones). She had previously returned to live in Ireland but she could not settle and returned to London.

What Worked Well

•	Excellent planning by host group (Clones Community Forum) 
•	Structured timetable for the week to suit all needs/preferences
•	Lovely accommodation and excellent food
•	Most participants were from Monaghan and surrounding counties 
•	The group gelled very well and the small group worked well
•	The holiday was fully funded through a grant from the Department of Social and Family Affairs 

Areas for Improvement 
•	Longer period of time required for planning trip 
•	Better communication between the two groups prior to the trip 
•	Flexibility of criteria for holiday 
•	Participants to contribute towards the cost of the trip and activities 
•	Members to pay a small holiday deposit in advance  
•	Have one or two drop-off and collection points
•	Have earlier flight times back to UK    
•	Group in the UK to meet a few times before holiday

The Clare Experience 
Kilkee - 23rd to 28th April 2008

The second assisted holiday Pilot Project took place in April 2008. It was hosted by Kilkeen Harvest Home Group and partnered with The Luton Irish Forum. The holiday group comprised of six older people and two helpers, one of whom was a volunteer with Luton Irish Forum.

For most members of the group regular contact with family and trips home were maintained over the years. All participants wanted to holiday as part of a group with similar backgrounds and experiences.  

Information about Kilkee Harvest Home Group 

Information about Luton Irish Forum 

OUTCOMES
•	One member was reunited with her brother after 16 years. Although they enjoyed regular telephone contact over the years they had not met in 16 years
•	One member has not been home for 16 years and found the whole experience of returning emotional  
•	One member celebrated her birthday and there was a birthday party in Bunratty 

What Worked Well
•	Excellent preparation and planning by host group
•	Structured timetable for the week to suit all needs/preferences
•	Lovely accommodation and excellent food
•	Excellent programme of activities 

Highlights for participants 
•	To be met at the airport by several members of the host group
•	Welcome home and farewell events
•	Daily activities and outings planned – particularly The Irish Night at Bunratty Castle
•	Support of volunteers for the duration of the holiday
•	To be given a personal gift in memory of the holiday 

 

Useful Contacts 

Ireland  

Emigrant Advice Network 
Carmichael House, North Brunswick Street, Dublin 7
www.ean.ie

The Irish Tourist Board
 www.discoverireland.ie  has information on the various offices throughout Ireland.
 The main telephone number is 1850 230 330 from Ireland, or  0800 039 7000 from Britain. 

England

Embassy of Ireland 
17 Grosvenor Place 
London 
SW1X 7HR
Tel :- 0207 235 2171

Passport and Visa Office 
Montpelier House 
106 Brompton Road
London
SW3 1JJ
Tel:- 0207 225 7730 

Díon Committee 
17 Grosvenor Place 
London 
SW1X 7HR
Tel :- 0207 235 2171

Federation of Irish Societies 
Red Lion Street
London 
Tel:- 

The Irish Tourist Board
103 Wigmore Street
London 
W1U 1QS
Tel:- 0207 518 0800
0800 039 7000 (brochures)