Tour Summary

Tour Date: 3rd April 2020  To:   5th April 2020

Drop off at the Accommodation site from 3pm
Pick up: Pickup from Holt RFC at tournament close

Accommodation and Activity Site:

Kingswood Center
Cromer Road, West Runton,
Norfolk, NR27 9NF

Rugby Festival:

Holt Rugby Club
The Clubhouse, Bridge Road,
Holt NR25 6QT
Tel: 01263 713828

Cost per Person: £
Payments are due by:
Payment Methods: Bank Transfer, or cheque or cash to your Manager

Under 9s Tour Contacts

Tour Manager: Simon Davies
Tel: +44 7977 113757

Tour Safeguarding Officer :

Tour Home Contact:

U9s Bank Details:
Acct Name:
Acct No:

Further Info / T's & C's

Tour Schedule

Our current schedule is as below, and will be subject to refinement.  I will keep you informed of any changes:

Day 1 – Friday 03/04/2020:

  • Tour Open
  • Meet at Kingswood from 3pm
  • Activity 5pm
  • Dinner 6:15pm
  • Activity 7:45pm

Day 2 – Saturday 04/04/2020:

  • Breakfast
  • Activities 9:30am to 1:15pm
  • Lunch 1:15pm
  • Activities 2:30pm to 6:15pm
  • Dinner 6:15pm
  • Activity 7:45pm

 Day 3 – Sunday 05/04/2020

  • Breakfast
  • Checkout of Kingswood 9:30am to 10:40am
  • Holt Rugby Tournament
  • Tour Close (Pickup from Holt RFC at tournament close)
 Activity Timetable

On-site Volunteers/Adults

If any of the touring parents/guardians wish to tour and lend a hand and/or stay on site then please indicate this to the Tour Manager.  All Volunteers/Adults will have to comply with Safeguarding policies and procedures, and successfully complete, or have a valid, RFU DBS check. Failure to complete an RFU DBS via the Club will exclude the adult from staying on-site


To book a place on tour for your please fill out the Online booking Form and make the required  payment (see below).

All bookings, including full payment must be completed by

U9s Bank Details:

Acct Name:
Acct No:

(Please reference the players name against the bank transfer)

If there are any issues please talk to your Tour Manager.

Price includes:

  • Supervision to Club & RFU Standards
  • Accommodation
  • On-Site Activities
  • Meals
  • Rugby

Please be on-time with booking and payments. Delays in payments can put the entire tour at risk.

Other Tour Information


In the Event of an Emergency:

  1. Remain calm and take time to think if possible
  2. Establish the facts and nature of the situation
  3. Ensure all children are safe and supervised
  4. Contact tour manager as soon as possible
  5. Identify if any children/volunteers are hurt and their immediate medical requirements
  6. If medical attention is needed call the first aider or the emergency services for an ambulance
  7. Ensure that the child is accompanied to hospital by an appropriate adult volunteer
  8. Complete an incident form once the situation is resolved.
  9. As with club rugby, any overnight stay in hospital, must be reported to the RFU who will follow up and liaise with the parent if necessary.


If there is a safeguarding issue:

  1. Report the incident to the Tour Safeguarding Officer
  2. Complete RFU Incident/Concern Reporting Form
  3. Tour Safeguarding Officer and Tour Manager will decide the course of action using the RFU Safeguarding Policy, Guidance and Procedures.


In the unlikely event of bad behavior, the tour management team may use sanctions. This could involve loss of activity time.

Home Contacts

The Home Contact role is to be the point of contact in case of emergency will and co-ordinate between parent/guardians and the tour management team.

Karen Laycock, the Club Safeguarding Officer, is independent from the planning and management of the tour and should only be contacted where a safeguarding issue occurs and where the Tour Management/Club Home Contact are unable to address.

Suggested kit list:

Towel (for showers)
Toiletry bag – soap, toothpaste & brush
Suitable footwear (such as trainers) for outdoor wear
Suitable indoor footwear
Tracksuit bottoms or similar (not jeans)
Socks & underwear
Pajamas and slippers / socks
Small torch
A named water bottle
Long sleeved top
Spare sweatshirt
Spare t-shirt
Cold weather items: coat, gloves & hat
Warm weather items:  Sun cream / hat

Mandatory kit: Usual rugby kit including:  base layers, gum shield, shorts, socks, boots etc.

Spending Money: There is a small shop on site which sells sweets and small souvenirs, so £5 to £10 would be ok.

Mobile Phones & Valuable Items: Mobile phones & Ipads are not to be taken on tour, and other valuables are discouraged.  In the unlikely event that  your child is home sick communications  can be made through the tour safeguarding officer.  Westcliff RFC will not take responsibility for the loss or damage of valuable items.

Prescription Medicines

If you wish to pass prescription medicines to the tour First Aider to look after they must be marked with the patient name and clear instructions  of administration.


West Runton has standard dormitory style accommodation. Rooms range from 6-16 bed dormitories. Accommodation is spread across 5 separate buildings to suit all needs, from log cabins to purpose built dormitory blocks. All accommodation buildings have gender-separated bathroom and shower facilities and party leader rooms close by. Sheets, duvets and pillows are provided for all guests.


To fuel young guests during a long day of thrilling adventure activities, we serve three meals per day, with lots of choice and seasonal variations. Each day there is a carefully balanced and nutritional meal plan, recently updated to meet and exceed the latest Government standards on  young people’s meals.

Sample Menu

First Aid Arrangements:

Kingswood: All activities have rapid access to first aid trained staff and facilities & a Kingswood Duty Manager and first-aiders are on call 24 hours a day

Holt RFC: Ikon Ambulance and Training Services are providing first aid cover at the festival. We will also have Holt RFC first aid volunteers in every age group.

Nearest A & E:

Norfolk & Norwich University Hospital
Colney Lane , Norwich, Norfolk, NR4 7UY
Tel: 01603 286 286


Insurance cover over the tour consists of:

Any additional cover is the responsibility of the individual (e.g. personal holiday insurance and Westcliff RFC will not accept any liability).

Data Protection

Westcliff Rugby club is committed to protect members personal data and complies with the principles of the Data Protection Act and the General Data Protection Reform (GDPR)

The personal data collected for the tour by the Tour Manager will be kept securely and only distributed ,on a need-to-know basis, for the purpose of delivering a safe, enjoyable, tour At this time, with you permission given via the On-line Tour Booking form.  Your data will be shared in line with the Westcliff RFC’s Data Protection Policy, the Data Privacy of Kingswood Center.

If not listed within the policy, permission will be requested for additional distributions.  All data collected will be destroyed within 1 month of completing the tour.  You have a right to review and amend the data provided, and you also have the right to withdraw your data and also your permission to use that data at any time.  Please contact the Tour Manager if you wish to do this.  Data access will be facilitated as quickly as possible, taking a maximum of 2 weeks to make available.  Data use will stop immediately upon withdrawal of permission. For more information regarding your data protection right please go to the GDPR page on the Information Commissioner’s Office website.

Risk Assessments:

Kingswood Center Risk Assessments:

Useful Documents and Links: