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Tour Summary

Tour Date: 16th April 2019  To:   22nd April 2019

Executive Coach pickup from Westcliff RFC.  Arrive at tba for a tba Departure
Return Ferry Crossing btw Dover & Dunkirk/Calais

Hostel Accommodation (Specialising in Schools and Groups):

Stayokay Utrecht Bunnik (5km from City Center)
Rhijnauwenselaan 14, 3981 HH Bunnik, Netherlands | Tel: 0031 30 656 1277

Rugby Festival (Approval)

Hilversum International Youth Tournament
Rugby Club Hilversum, Kininelaantje 7-A, 1216 BZ Hilversum, Nederland
+ (0)35 – 656 19 53 |

Activities include: North Sea Power Boating experience

Cost per Person: £349

Payments: Completed

Payment Methods: Bank Transfer, or cheque or cash to your Manager

Tour Contacts

Tour Manager & Safeguarding Officer:

Ty Harris
Tel: 07432 604036

Tour First Aider:

Mick Gillman
Tel: 07880 705075   

Club Home Contact:

Celina Harris

Tel: 0798 4013108    

Debbie Hodgkinson

Tel: 07766 408032   

Further Info / T's & C's

our Schedule

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

Day 1 – Friday 19/04/2019:

  • Tour Open
  • Meet at Westcliff RFC @ tba
  • Transfer by coach and Ferry to Accommodation
  • Dinner at Koete (Chicken/Burgers)
  • Evening at leisure

Day 2 – Saturday 20/04/2019:

  • Breakfast
  • Transfer and rugby match at RC Haagsche
  • Lunch
  • Transfer to Beach
  • North Sea Power boating experience
  • Return to Utrecht and then onto Gauchos Grill Restaurant (all-you can eat)
  • Return to accommodation

Day 3 – Sunday 21/04/2019

  • Breakfast
  • Transfer to RC Hilversum for Tournament
  • Lunch
  • Return to accommodation
  • Dinner – tba

Day 4 – Monday 22/04/2019

  • Breakfast
  • Morning at leisure
  • Return transfer via coach and ferry to WRFC
  • Arrival time tba
  • Tour Close

On-site Volunteers/Adults

All on-site and other tour supervision will be undertaken by the usual Under 16s team management members, so no additional volunteers are necessary.


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
8th February 2019.

Price includes:

  • Supervision to Club & RFU Standards
  • Accommodation
  • Power boating
  • 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
Waterproof tops (power boating experience)
Suitable footwear (such as trainers) for outdoor wear
Suitable indoor footwear
Tracksuit bottoms or similar (not jeans)
Socks & underwear

Mandatory kit: Usual rugby kit including:  base layers, gum shield, scrum hats, and boots

Playing Kit: Shirts, shorts and socks will be supplied for all matches. 

Spending Money: There will be limited opportunities for spending/shopping . But cash will no doubt be needed for snacks

Mobile Phones & Valuable Items: 

Mobile phones are the responsibility of the individuals and we cannot accept any liability for loss or damage.  Make sure your phone has data or ability to be used abroad. 

Valuables – Ipads, music devices should be kept to a minimum and again will remain the responsibility of the players.

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.

Nearest A & E:

UMC Utrecht
Heidelberglaan 100
Reception 1 (level 0), UMC Utrecht site


Insurance cover over the tour consists of:

Any additional cover is the responsibility of the individual (e.g. personal travel insurance SHS recommend a policy to include Cat 2 Sports and Activity. 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, and the Data Privacy Policy of SkyHigh Sportsr.

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:

Risk Assessments:

  • Accommodation & General Areas
  • Fire
  • Activities

Useful Documents and Links:

Westcliff RFC Safeguarding Policy
Westcliff RFC Conduct
RFU Policies and guidelines in relation to tours
RFU Safeguarding Policy Guidance and Procedures
General Data Protection Reform

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