Tour – Utrecht 2019 Under 16s

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 @ 9:30am
• Transfer by coach and Ferry to Accommodation
• Evening at leisure

Day 2 – Saturday 20/04/2019:

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

Day 3 – Sunday 21/04/2019

• Breakfast
• Transfer to RC Hilversum for Tournament
• Return to accommodation
• Tansfer & Dinner at Koete (Chicken/Burgers, drinks will need to be purchased)

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. Supervision rota  – Ty , Mick , Dave and Zig will be with the players for every activity. Unaccompanied players will be split ( 4 each ) between them to make Supervision manageable when out.

Booking:

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

EMERGENCY PROCEDURES

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.

SAFEGUARDING PROCEDURES:

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.

Behavior

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

Alcohol & Drugs:

Drinking laws in the Netherlands are similar to the UK and the Exec Committee has given permission for us to offer 1 drink at our evening meal to the players, so please let me know if you do not wish you son to partake.  Any other drinking or any taking of alcohol will not be tolerated and sanctions will be levelled if this occurs. 

Communication

There will be a briefing with all of the players upon arrival where we will explain the behaviour requirements, itinerary, room allocation and advise the emergency procedures including the appointed Tour Safeguarding Officer.

Whilst on Tour the management team will meet every morning and evening to discuss any issues that arise.

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.

Kit

Kit – matchday shirts, shorts and socks will be provided for Sat/Sun games .  Clothing will depend on the weather please pack accordingly .  Please pack appropriately for the Powerboating – wet gear obviously  !!

Bed Linen is supplied but TOWELS are not .

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 and drinks.  We estimate that €100 would be sufficient.  Care of money is the responsibility of the individual and not the Club.

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. The Clubs Media Policy still applies on tour, so inappropriate posts will not be tolerated.

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
3584 CX UTRECHT
Reception 1 (level 0), UMC Utrecht site

Insurance

Insurance cover over the tour consists of:

• Sky High Sports Public Liability Cover of up to £5 million
• Stayokay Utrecht Bunnik Public Liability Cover of up to € 5,000,000
• Powerboat Public Liability of up to £5 million
• The usual RFU Personal Accident Insurance which is for Rugby only http://englandrugbyinsurance.co.uk/personal-accident

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:

The following Risk Assessments will be completed on tour:

• Accommodation , General Areas, and Fire
  
• Activities (a review of safety measures will be undertaken incl. Safety Briefing and inspection on craft and equipment)
  

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