Who are the Festival Organisers?
Rebecca Horton, Claire Marketis and Lee Hibell – Will be in attendance on the day and easily contactable by radio communication.

Festival Ethos:
Our aim is for a day of good rugby in a friendly environment with the games’ core values as our driving force. We ask that Coaches and Managers be responsible for the behaviour of their players, spectators and themselves please.

Travel:
Due to limited or paid parking Invited clubs are advised to travel in shared vehicles or via public transport where possible. URFC is easily reached by vehicle from the M25 and A12, A127 corridors. There is also a good network of over-ground and underground rail links with a 10-minute walk to the club from the station or two-minute bus ride. Also as there will be a DJ and alcohol served during the day we would strongly advise against car travel.
Directions

From M25 J29 take A127 (London bound). Take exit sign posted Upminster & Cranham, at top of slip-road turn left into Hall Lane.

Go straight at mini-roundabout. Entrance to Club is on left (left hand driveway) just after Masefield Drive on right.

From Upminster Rail/Tube Station - Exit station from main entrance in to Hall Lane. Turn Right and follow road for approx 1 mile. Entrance to Hall Lane playing fields is sign posted (adjacent to Golf Club)

There is very limited Car Parking at the club. This will be marshaled by stewards. When the car park is full, it will be closed by stewards. Additional paid car parking will be available in the Roomes Furniture store carpark on Station Lane and also the NCP car park at Upminster Station.

Emergency Route:
The Emergency route into the ground will be kept clear via the car park using the main path to access clubhouse and adjoining Control Tent situated in the middle of the park. Other Access points by foot in case of emergency are via the public pedestrian entrances at:
• Holden Way Mid South side of the park.
• Marlborough Road, Eastern end of the park.
• Crouch Valley, The Leas & Tees Close from Avon Road, Mid North side of the park.

Consideration for our Residents & Neighbours:
The local community are expected to continue with their use of the amenities, they will not be discouraged from pursuing their daily routines and own social agendas.
The Residents are informed of the event by adverts outside our family’s houses provided by ‘Balgores’ and in the local paper and Residents Bulletins. Minimum noise and disruption is promised by requesting visiting clubs/participants to respect our requests.

When to Arrive:
We would like teams to arrive for 0915hrs and register their teams by 0930hrs. If teams want to arrive earlier we would ask that 0900hrs considered but no earlier.

On your arrival, a coach from each age group must register their team’s arrival promptly at the main control tent beside the clubhouse. If someone doesn’t turn up or we get extra teams or you are short on numbers, some quick admin work will be required.
There will be a briefing at 0930 to 0945hrs at the relevant Age Group’s own control/score tent. Please be there by 0930hrs. This must be attended by a representative from each team and the referee’s that each club is bringing.

The Festival rules, match schedule and pitch layout will available at the age group control tents.

Time Table;
0900hrs (From) to 0930 – Arrive URFC – Register Teams at Score Tent outside the side entrance to the clubhouse.
0925hrs – Head Coaches / Referees assemble at the Score Desk
0930hrs – Briefing for all Head Coaches / Referees
1000hrs –Games begin
1400hrs – Presentations to be made at the Score Tent (To the side of the clubhouse)
1500hrs – Head for home – We hope that you will have enjoyed the day. Have a safe journey home.

Registration;
Registration Forms can be handed in on the day on arrival to the main Control Tent beside the Clubhouse. This will confirm your age groups team presence.

Please bring your RFU ID Cards. (This is in case there is a dispute over a particular child’s age). If you do not have the RFU ID Cards and in case of dispute over a player who is particularly tall or large build, it might be worth considering bringing a photocopy of Birth Certificate or Passport. This is not essential, but we want to dispel any reason for dispute, etc. This does happen occasionally and this simple action may ‘nip it in the bud’.

Management of Each Age Group:
It is essential that we do not let the Mini Tag Festival over-run for obvious reasons. Whilst the Upminster host in each age group will take the initiative within their set up as to start early if possible, it is vital that all club coaches / team managers take ownership of their age group to ensure that their part of the event runs smoothly and on time. Teams should report to their assigned pitches at least 5 minutes before kick-off. Please look out for the marshals who will be guiding you into position

Our shared objective has to be; to work together to make sure the event runs smoothly and on time to watch some good attractive rugby and that the children taking part have lots of fun.

Referees; -
Each Age Group Team is to provide at least one referee to assist on the day.
Please confirm your Age Group’s Referee’s names via e-mail to urfcminifictures@gmail.com by at least Wednesday 11th April. Referees are to make themselves known at the Age Group Score Tent 1st thing on the day to the Host Age Group Coordinator please.
Please note that abuse of the Referee’s by players, coaches or supporters will not be tolerated and we refer to recent correspondence from Essex County RFU regarding this.

Touchline Protocol;
Supporters are required to watch all games from behind the ‘Respect Barriers’.
We ask that you instruct your supporters to remain behind the lines/barriers at all times, unless otherwise directed by match or Festival officials in the case of an emergency or other incident.

Format of the ‘Essex County RFU Festival”;
Time constraints mean that we may have to make some difficult decisions, particularly in the older age groups with the choice being between the number of and the actual length of fixtures. We do not claim to have found the ideal solution and our arrangements which may be subject to change at very short notice. However, any changes will be notified / confirmed at the Coaches and Referee’s briefing on the day. We do aim for each to play a minimum of Three (3) fixtures.

Please be mindful that things can and often do change at the last minute. Any fixtures that we do advertise may well be changed. We will try to keep you all updated in the last week before the event.

Trophies;
There are no play- off’s or finals in this event. We purely play a ‘Round Robin’ of teams in the pools shown. It is the intention of our Director of Rugby to provide medals of attendance for the players.

First Aid;
Where possible, we require that Managers/Coaches are able to provide First Aid Kits to deal with any minor blood injuries. There will be medical support from St Johns ambulance on the day.

In the event of a significant injury please call 999 straight away. (Do not hunt for First Aider’s if you believe or it appears obvious that the injury is serious – Call 999). You must provide the location of the pitch, the nearest Road Junction and whether the player is
• Not Breathing
• You are Unsure if they are Breathing or not
• if they are breathing. Also,
• if they are Bleeding or not, or
• You suspect broken Bones.

Refreshments & Catering
Food, soft drinks, sweets and snacks will be available throughout the day from the clubhouse. There will also likely be an Ice Cream Van and a sweet and tea stall.
We aim to request that the club bar will be open from 1000hrs. Alcohol may only be consumed in the club house and the immediate area of the clubhouse. Alcohol must not be consumed elsewhere on the playing fields, particularly at pitch side.

Programs
Will be on sale at entry points to the playing Fields and Car park. Please let your parent/carers know that a fee of £3.00 will be charged to park within the grounds and is included in the cost of the program

Parking;
The club’s car park is quite small so there is limited parking. We aim to open an area of grassland for overflow parking which is subject to the weather and state of the ground. There is surrounding off street parking, but please be mindful of our residents who suffer our presence. Please park with courtesy, good manners and always allow for residents to be able to drive from their property onto the highway. (Do not block dropped kerb access/egress to any property). Havering Council are particularly keen to enforce local By-Laws.

There will be Marshal’s to assist with parking. They alone will decide where vehicles will be parked. Please ensure that they are treated with respect. Any Abuse will not be tolerated. If any incidents arise, they will be reported to the Police who will be provided with the vehicle indexes of subjects who wish to cause Harassment, Alarm or Distress.
When the car park is full, it will be closed by stewards. Additional paid car parking will be available in the Roomes Furniture store carpark on Station Lane and also the NCP car park at Upminster Station.

Dogs;
URFC is located within a public park. As such, dogs are welcome but we would like to discourage their free roam and indiscriminate bowel and bladder movements. Please ensure that if bringing a dog to URFC, that they have leashes, muzzles where appropriate and that owners are able to collect faeces in appropriate bags and dispose of them properly please.

Rugby Clothing, Kit & Equipment;
Fenton’s of High Street, Brentwood will be present offering a wide range of clothing, rugby kit and associated equipment.

Anything in Addition;
Upminster RFC hope that you enjoy the Festival. Do please do let us know if you do not agree / like some of the protocols or procedures.

If you have any questions or there is anything else that you need to know, please contact;
Caroline Allen-Monaghan
E-Mail: urfcminifixtures@gmail.com

Essex RFU Mini Festival 2018 Rules & Laws

1. The laws of the game will be played as per the RFU New Rules of Play for Under 7s to Under 9s as set out in RFU Regulation 15.
2. The duration of all games will be 5 minutes each half for Under 7s and Under 8s, and 6 minutes each half for Under 9s. The referee will stop the time for injuries etc.
3. All coaches, spectators and players are reminded that the referee is the sole judge of fact.
4. The age groups are taken as at 1st September 2017 and all players should be registered on the appropriate form, which must be handed into the registration area by 10:30 am. It is strictly up to each Club to adhere to RFU regulation 15 in respect of age grade rugby. If possible it is advisable to bring any RFU registration to avoid any disputes by other clubs. (We would hope disputes will not occur).
5. Any replacements may only take place in a stoppage in play and the permission of the referee. Rolling substitutes are allowed.
6. A referee will be appointed for a group game from a club playing on the same pitch and must be ready to referee at the appropriate time as specified in the programme.
7. Teams must ensure they are ready to start at the time stated in the programme to ensure the festival runs to time.
8. The festival is being run on the Kids First principle and as such there will be no overall winners. Teams will play a maximum of 5 games. Scores will be reported to the registration tent although this is being used to inform Registration of which games have been played and whether the timetable is being kept.
9. ALL players will receive a commemorative participation medal. There is no maximum size per squad but medals awarded may be limited to each player of these teams up to a maximum of 12 for Under 9s and Under 8s, and a maximum of 6 for Under 7s. Medals will be presented individually to each player when the team wishes to leave, after completing their schedule of matches.
10. There is no overall presentation at the end of the Festival.

N.B. THIS FESTIVAL IS BEING PLAYED IN ACCORDANCE WITH RFU REGULATION 15 AND THE GUIDE TO PLAYING AGE GRADE RUGBY. In accordance with the regulations EACH TEAM IS RESTRICTED TO PLAYING A MAXIMUM OF FIVE GAMES.