Terms and Conditions

1. Definitions

1.1 “The Event” refers to the W7s26 Children’s Rugby Festival taking place from Friday 30^th April – Monday 3^rd May 2027.

1.2 “Organisers” refers to Woodland Sports Group Ltd.

1.3 “Club” refers to the tour leader, who is entering teams into the Event on behalf of the rugby club.

1.4 “Attendees” refers to everyone attending the event as part of the organisers touring party

1.5 “Participant” refers to any registered child player participating in the Event.

1.6 “Responsible Adult” refers to a parent, guardian, coach, tour leader or designated team manager and first aider aged 18 or over.

1.7 “Accommodation Provider” means the subcontracted company supplying and managing the bell tents.

1.8 “Guest” means any person staying in, occupying, or using a bell tent.

1.9 “Lead Booker” means the individual responsible for making the booking and for all members of their party.

1.10 “Bell Tent Accommodation” includes all tents, furnishings, fixtures and bedding associated facilities provided by the Accommodation Provider.

 

2. Acceptance of Terms

2.1 Submission of an entry form and/or payment constitutes acceptance of these Terms & Conditions.

2.2 The Organisers reserve the right to amend these Terms & Conditions where reasonably necessary for operational, safeguarding, safety or legal reasons.

2.3 Clubs are responsible for ensuring all players, parents, coaches and supporters are aware of and comply with these Terms & Conditions.

 

3. Tickets & Admission

3.1 Tickets can only be bought by a tour leader. Any tickets purchased by anyone else will not be honoured and a refund will not be issued.

3.2 Tickets are valid only for the date(s) specified.

• Wristbands must be presented on entry and may be checked at any time.

3.4 Vehicle passes must be on display on arrival and throughout the event.

3.5 The Organiser reserves the right to refuse admission or eject any person who breaches these Terms and Conditions.

3.6 Lost, stolen, or damaged wristbands or passes may not be replaced and may require

repurchasing. The organiser reserves the right not to allow the tour leader to repurchase lost, stolen damaged wristbands or passes.

3.7 Re-entry is permitted.

3.8 The Festival operates a ‘No Refund' policy across all Team Entries, players tickets, spectators tickets or vehicle passes.

 

4. Age Restrictions

4.1 Under 18s must be accompanied by a responsible adult unless otherwise stated.

4.2 Valid photographic ID may be required as proof of age.

4.3 Alcohol will only be served to those aged 18 or over in accordance with licensing laws.

 

5. Searches & Security

5.1 For safety and security reasons, all persons, bags, and vehicles are subject to search as a condition of entry.

5.2 Refusal to be searched will result in refusal of entry without refund.

5.3 Security measures are in place in line with Martyn’s Law (Protect Duty).

5.4 CCTV and body-worn cameras may be in operation.

 

6. Prohibited Items

6.1 The following items are not permitted to be brought on to site by those attending the event:

• Alcohol
• Camping gas canisters or barbecues - This includes electrical barbecues and heaters
• Weapons, fireworks, flares, smoke bombs, or explosives
• Illegal substances
• Generators
• Drones or unmanned aerial devices
• Offensive weapons or items deemed dangerous
• Laser pens, megaphones, or air horns
• Any animals (with the exception of assistance dogs) are not permitted on site.

Any prohibited items will be confiscated and may not be returned.

 

7. RFU Regulations & Eligibility

7.1 All matches will be played in accordance with current Rugby Football Union (RFU) Age Grade Regulations and Codes of Practice.

7.2 Only players properly registered with their club may participate.

7.3 Players may only compete within their correct age grade unless expressly permitted under RFU regulations.

7.4 Confirmation of age, at the start of the season, and GMS Numbers are to be provided on the club’s entry form prior to attendance. However the Organisers reserve the right to request proof of age and/or player registration at any time.

7.5 Any team found to have fielded an ineligible player may:

• Forfeit fixtures;
• Be removed from the competition;
• Be refused future entry.

7.6 Teams must comply with RFU safeguarding and player welfare requirements at all times.

 

8. Participation & Playing Time

8.1 The Event promotes inclusive participation, enjoyment and player development.

8.2 Coaches and team managers are expected to follow RFU age-grade participation guidance, including fair playing opportunities for all players wherever reasonably practicable.

8.3 By attending the club agrees to the following:

• Side entry place requires at least 12 players but no bigger than 15 players
• Side with fewer than 12 players accept that they may be paired with another club and that their side entry place may be given to another club to fill the pools and fixtures
• Sides with less than 15 will be expected to accept any additional players assigned to your side, by the organiser, whilst adhering to the participation and playing time terms and conditions for all players
• Sides with more than 15 players will be required to donate the additional players to sides with smaller squads, where possible but this is not guaranteed

8.4 Any abuse, intimidation, discriminatory behaviour or unsporting conduct by players, coaches or spectators may result in removal from the Event.

 

9. Safeguarding & Supervision

9.1 Each Club must appoint:

• A Team Manager;
• A First Aider;
• An Overnight On-Call Supervisor – as per the RFU’s Trips, Tours and Overnight Stays Guidance.

9.2 All children remain the responsibility of their parent, guardian or Club at all times.

9.3 The Organisers do not accept parental or supervisory responsibility for any child attending the Event.

9.4 Clubs must ensure appropriate supervision ratios are maintained throughout the weekend.

9.5 Any safeguarding concern must be reported immediately to the Event Safeguarding Officer, Nicholas Woodland.

9.6 The Organisers reserve the right to remove any person from the Event where safeguarding concerns arise.

 

10. Medical & Emergency Treatment

10.1 By entering the Event, Clubs and parents consent to qualified first aiders or medical personnel providing emergency treatment where necessary.

10.2 Clubs are responsible for:

• Declaring relevant medical conditions;
• Carrying emergency contact details;
• Ensuring players have appropriate medication available.

10.3 The Organisers requires all sides to attend with their own qualified first aider. For clubs entering multiple sides, this must be a different person per side as the organiser cannot guarantee sides will not play at the same time.

10.4 The Organisers shall not be responsible for injuries sustained during rugby participation except where caused by proven negligence.

 

11. Insurance

11.1 Participating Clubs are responsible for ensuring they hold appropriate:

• Public liability insurance;
• Player insurance;
• Tour insurance where applicable.

11.2 The Organisers may request proof of insurance before participation.

 

12. Event Format & Fixtures

12.1 The Organisers reserve the right to:

• Amend fixtures;
• Change pitch allocations;
• Modify tournament structures;
• Shorten or cancel matches due to weather, safety or operational requirements.

12.2 Match officials’ decisions are final.

12.3 Severe weather, pitch conditions or safety concerns may result in suspension or cancellation of matches.

 

13. Behaviour & Conduct

13.1 All attendees are expected to behave respectfully toward:

• Match officials;
• Volunteers;
• Players;
• Coaches.

13.2 The following may result in immediate removal from the Event:

• Violence or threatening behaviour;
• Abuse toward referees or volunteers;
• Discrimination or harassment;
• Excessive alcohol consumption;
• Illegal drug use;
• Damage to facilities.

13.3 Clubs are responsible for the conduct of their players, coaches, parents and supporters.

 

14. Alcohol, Smoking & Prohibited Items

14.1 Alcohol is not permitted to be brought on to site.

14.2 Alcohol may only be consumed in designated licensed areas where permitted by law.

14.3 No alcohol is permitted around playing areas or junior changing facilities.

14.4 Smoking and vaping are prohibited:

• In indoor areas;
• Near children’s activity zones;
• In any area designated smoke-free.

14.5 The following items are prohibited:

• Illegal substances;
• Weapons;
• Fireworks;
• Smoke canisters;
• Drones without prior written permission;
• Glass bottles in playing areas or camping areas.

These restrictions follow standard festival safety practices used at major rugby events.

 

15. Camping & Accommodation

15.1 It is the responsibility of the Club to book the correct amount of tents, ensuring that they are of the correct sizes (including guy ropes) to allow the Organiser to provide enough space for their designated area.

15.2 The Event will provide a designated area for each organiser’s touring group. This may be marked with paint or rope and in some cases the use of glamping tents.

15.3 All camping and tent pitching, within the Club camping are, is the responsibility of the Club and is undertaken at the attendee’s own risk. The Event Organiser accepts no responsibility for loss, theft, damage, injury, or accidents arising from the use, erection, occupation, or collapse of attendee-owned tents or camping equipment.

15. 4 It is the responsibility of the Club that all attendees:

• Properly securing tents and guy ropes
• Using suitable equipment
• Follow staff instructions
• Not obstructing access routes or emergency exits

15.5 Camping is permitted only within designated areas.

15.6 Children must be supervised at all times within camping areas.

15.7 Open flames, candles, fuel-burning appliances, fireworks, and heating equipment of any kind are prohibited.

15.9 The Event Organiser reserves the right to refuse, relocate, or require the removal of any tent or structure deemed unsafe, oversized, improperly positioned, hazardous, or unsuitable for the Event site.

15.10 Attendees are liable for any damage caused to the Event site, infrastructure, utilities, or third-party property arising from their tent, equipment, or actions.

15.11 The Event Organiser does not provide security for personal tents or belongings and accepts no responsibility for lost, stolen, or damaged property.

15.12 Any tents or equipment left on site after the Event may be removed and disposed of by the Event Organiser without liability or compensation.

15.13 The Organisers reserve the right to remove any group causing disruption or safety concerns.

 

16. Photography & Media

16.1 The Event may be photographed or filmed for promotional, safeguarding and media purposes.

16.2 By attending the event, attendees consent to their image or likeness being used for promotional, broadcast, or security purposes without compensation.

16.3 Parents or guardians wishing to opt out of photography should notify the Organisers in writing before the Event.

16.4 Unauthorised commercial photography or filming is prohibited without prior written consent.

 

17. Data Protection

17.1 Personal data will be processed in accordance with applicable UK data protection legislation.

17.2 Information collected will be used only for:

• Event administration;
• Safeguarding;
• Emergency contact purposes;
• Competition management.

17.3 Data will not be sold or shared with third parties except where legally required or necessary for Event delivery.

 

18. Cancellations & Refunds

18.1 Payments are non-refundable unless the Event is cancelled by the Organisers.

18.2 If a team withdraws after confirmation, the Organisers reserve the right to retain all or part of the entry fee.

18.3 If the Event is cancelled due to circumstances beyond reasonable control, including severe weather, pandemic restrictions or force majeure, refunds shall be at the Organisers’ discretion after unavoidable costs have been deducted.

18.4 The Organisers shall not be liable for:

• Travel costs;
• Accommodation costs;
• Loss of enjoyment;
• Any indirect or consequential losses arising from cancellation or postponement.

 

19. Liability

19.1 Attendance and participation are at the individual’s own risk.

19.2 The Organisers accept no responsibility for:

• Lost or stolen property;
• Vehicle damage;
• Injuries sustained during participation except where caused by negligence.

19.3 Nothing within these Terms excludes liability for death or personal injury caused by negligence.

 

20. Right of Admission

20.1 The Organisers reserve the right to:

• Refuse admission;
• Remove attendees;
• Cancel team participation;

where behaviour is deemed unsafe, abusive, discriminatory or likely to bring the Event into disrepute.

 

21. Governing Law

21.1 These Terms & Conditions shall be governed by the laws of England and Wales.

21.2 Any dispute arising in connection with the Event shall be subject to the jurisdiction of the English courts.