Travel & event
safety.

This policy applies only to adults age 18 or older representing Element Esports at an approved in-person activity.

Attendance is not organization-sponsored unless an authorized leader confirms the event, participant role, dates, responsibilities, cost approvals, and emergency contact in writing. Members must not imply that personal travel is official Element Esports activity without approval.

• Identity, registration, venue, itinerary, lodging, transportation, and emergency contacts confirmed
• Accessibility, health, medication, and insurance needs planned privately with the appropriate contact
• Event rules, local law, weather, and destination risks reviewed
• International passport, visa, advisory, and emergency information reviewed when relevant
• Expenses and reimbursement limits approved in writing before purchase

• Buddy systemTravel or move with another approved participant when practical, especially outside the venue or after hours.
• Agreed check-insFor multi-day events, check in with the designated lead at agreed morning and evening times.
• Material changesNotify the lead before materially changing lodging, transportation, or the approved schedule.
• Proportionate privacyCheck-ins do not authorize constant location tracking or unnecessary collection of personal information.

• Use the approved lodging plan and respect privacy, quiet hours, property rules, and roommate boundaries
• No unauthorized guests in organization-funded lodging
• No harassment, sexual misconduct, coercion, hazing, violence, retaliation, or weapons in violation of law or venue rules
• Adults of legal age must follow law, venue rules, and tournament requirements for alcohol or legal substances
• No impairment before or during matches, official media, driving, or assigned safety responsibilities
• Any member may leave an unsafe situation and contact the event lead or emergency services without waiting for approval

Call local emergency services first for immediate danger, a crime in progress, fire, or urgent medical need. Notify the designated event lead when safe. Preserve relevant tickets, receipts, screenshots, photos, medical or police reference numbers, and witness information.

Conduct or safety concerns should also use the Element Esports Incident Report or Report a Concern route. Leadership may change plans, separate participants, end representation, or require return travel when safety or conduct warrants it.

• Written authorization and adult roster
• Itinerary, lodging, transportation, and check-in schedule
• Emergency, accessibility, and private health planning
• Expenses, reimbursements, venue rules, and tournament rules
• Post-event incident, access, and expense review

This general policy cannot predict every destination. Event-specific risk, transportation, insurance, accessibility, employment, tax, and international requirements must be reviewed separately before commitment.