Festival Information & Terms and Conditions

HOW TO BOOK

1. Make a Provisional Booking – Call ESF Events on 01664 566360 and we will reserve your club a place for 2 weeks free of charge.
2. Register Your Club – Complete and return the Club Registration Form with the Registration Deposit of £250 per age group. You will then be sent a receipt of entry and your accommodation booking information. The £250 deposit will be taken off your final accommodation balance.
3. Book Accommodation – Once the club are registered you will be sent your accommodation booking information. This will enable you to book accommodation with an accommodation deposit of £30 per person. After booking, you will be emailed confirmation of your accommodation booking.
4. Pay Final Balance – The final balance of your booking will be due 8 weeks before the festival.
IMPORTANT: Accommodation for your whole party, including players, families, coaches and supporters, must be booked through ESF Events. If members of your party do not book their accommodation through ESF Events, the team will not be permitted to participate in the Rhinos Challenge.

FESTIVAL FORMAT

U7: 5-a-aside, U8: 6-a-side, U9-U15: 9-a-side
(Mixed teams permitted in U8 – U11 age sections)

The Rhinos Challenge is organised in accordance with the rules and regulations of the RFL

TOUR ITINERARY

Friday – No rugby is played on the day of arrival. Accommodation units will be available from 4pm but teams can arrive on resort from Midday and use the facilities at Butlins. There will be a full evening entertainment programme on the Friday. Our welcome meeting for coaches and party leaders will take place on Friday evening.
Saturday & Sunday – There’s an electric atmosphere around the pitches as the action starts and ESF kicks off. All teams will play group stage matches on both days. Where required, knock out matches will take place following the group stages. The celebrity presentation will take place on the Sunday evening. Teams can travel home on the Sunday evening following the presentation or Monday morning.

Monday – Monday is the departure day. Check out of accommodation is 10.00am but you do not have to leave the resort until Midday.

TEAM ENTRY FEES

There are no Team Entry Fees to enter the Rhinos Challenge. All costs involved with staging the festival are included in the accommodation charges.

WRISTBANDS

You will be allocated one wristband for each member of your party booked through ESF Events.Please be aware that people without a wristband will not be able to participate in the festival, attend the presentation ceremony, or enter the evening entertainment venues at the holiday centre.

ACCOMMODATION

IMPORTANT: Accommodation for your whole party, including players, families, managers and supporters, must be booked through ESF Events. If members of your party do not book their accommodation through ESF Events, the team will not be permitted to participate in the Rhinos Challenge. The only exception to this is ‘local’ teams who are invited to participate in the festival to ensure the best possible format in each age group. Accommodation will be allocated strictly on a first-come first-served basis. All sizes and grades of accommodation are subject to availability. If you select a particular size or grade of accommodation which is no longer available, you will be offered the nearest alternative. Accommodation will always be available once your registration has been accepted but we cannot guarantee your first choice of accommodation.

UNOCCUPIED BEDS

In cases where a unit of accommodation is booked leaving unoccupied beds, a full subsidy will be charged. I.e If 3 people book a 4 berth unit of accommodation, they would have to pay for 4 people. Infants under the age of 2 years, who go free if you bring along your own cot, do not count towards the occupancy of a unit. Cot hire is available for a fee of £10 (linen is not provided) or pay a supplement of £35 if an infant under 2 sleeps in a bed.
For full Terms & Conditions of the holiday centres and full details of accommodation and facilities, please refer to www.butlins.com and www.haven.com and the ESF accommodation booking information.

DINING PLANS AT BUTLINS RESORTS

Half Board Dining Plans at Butlins include breakfast and evening meal. Evening meal is included on the Friday, but not if you arrive after the restaurant is closed. Breakfast and evening meal are included on the Saturday and Sunday, and breakfast is included on Monday.

SUPERVISION: ADULT TO CHILD RATIOS

At least one responsible adult over the age of 21 must occupy each unit of accommodation. A minimum adult to child ratio of 1 to 2 is required for your party by Butlins.

INSURANCE

The Rhinos Challenge 2018 is covered for ‘Public Liability’ insurance by ESF Events. However, this does not cover individual teams or ‘person to person’ public liability, personal accident or injury whilst attending the festival. We strongly recommend that all participating teams, if they are not already covered, should take out insurance cover for these risks. We also strongly recommend all members of your party take out appropriate holiday insurance.

CANCELLATION

If you cancel your booking due to illness, accident, or change of circumstances, and if you have taken insurance cover, payments for accommodation arising from the cancellation may be covered. Registration Deposits will not be refunded for cancellations. As soon as you need to cancel you must call ESF Events on 01664 566360. Cancellation charges are calculated from the day ESF Events receive written instructions to cancel a booking.

Please see the table below:

Length of time before thestart of the Festival Cancellation charge
56 days or more Deposits & any Insurance premiums
43 – 55 days 40%
29 – 42 days 60%
28 days or less 100%

EVENT ORGANISERS

The Rhinos Challenge is organised and staged by ESF Events Ltd (Company Registration Number 7695303).

BEHAVIOUR & CONDUCT WHILE ON TOUR

It is the responsibility of the Group Leader and adults in the party to ensure the behaviour of all members of your party is acceptable at all times at the festival. Clubs will be charged for any damages caused by members of their party. In extreme cases of unacceptable behaviour, the Resort Management & ESF Events reserve the right to terminate a holiday, whereby part or all of a Team/Club may be required to leave the premises without refund.

FORCE MAJEUR

We do not accept liability for any loss, damage or expense arising from a change or cancellation to your tour which occurs due to unusual or unforeseeable circumstances beyond our control and that of our suppliers. Such events would include, for example, war, threat of war, riots, civil strife, pandemics, industrial disputes, terrorist activity, fire or adverse weather conditions, natural or nuclear disaster, RFL decisions, or similar events beyond our control.

WEBSITE & BROCHURE ACCURACY

To the best of our knowledge, all information on this website and in the Rhinos Challenge brochure is accurate at the time of print. Please be aware that there may be occasions when the facilities listed on the website and in the brochure are modified or unavailable due to factors beyond our control.

DATA PROTECTION

ESF Events will use the personal information that you provide to process your booking and provide your tour. We may also need to pass your information to third party service providers, such as Leeds Rhinos and Butlins. The Group Leader for each booking has the authority to discuss all accommodation bookings made under the team booking with ESF and representatives from the holiday centres if required. It is the Group Leader’s responsibility to inform all other members of your party what information you are providing, and what we may use it for.

FINANCIAL PROTECTION

abtotAll payments made to ESF Events Ltd are fully protected. ESF Events are members of ABTOT – The Association of Bonded Travel Organisers Trust.

The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel, Package Holidays and Package Tours Regulations 1992 for ESF Events Ltd, and in the event of their insolvency, protection is provided for the following:

1. non-flight packages commencing in and returning to the UK;
2. non-flight packages commencing and returning to a country other than the UK;
3. flight inclusive packages that commence outside of the UK, which are sold to customers outside of the UK;
4. accommodation only bookings;

1, 2, 3 and 4 provides for a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with ESF Events Ltd.

Only contracts made with ESF Events Limited as a principal operator of the bookings will be covered by ABTOT. Bookings with, and payments made directly to, Butlins and Sports Experiences are not covered by ABTOT.