August 24th, 2026
Dear all,
Please find some preliminary information regarding the above. This will be supplemented by further detailed information in the form of an information brochure which will be sent to participants next week.
Anyone coming on-site will need to be paid for before the event. ACF are unable to accept payment on the day for additional guests on-site and they will be turned away. Please let Jessica Farris-Hunter, jess@acfevents.co.uk, know if you need additional competitor day passes (£75) or Spectator Passes (£20) which will be billed through your region.
We’ve been able to make some changes this year that will improve parking on-site and allow us to have more vehicles, however, this is weather dependent. The venue has agreed that if the ground stays dry like it has been the last few months that guests can drive through the field to park, instead of around the pistes. This will allow us to build the pistes faster and use part of the field to park those who are staying off-site and travelling in each day. In this instance, the paved area will be used for blue badge parking. I’ve attached a picture of this.
If the weather does take a turn and the ground isn’t dry enough to drive over, we will need to use the same route around the pistes and give out parking permits for those staying off-site to travel in. They will be issued ahead of the event with a code. We won’t need to collect car registrations for this as each driver will only need to show their permit (either digitally or we recommend they bring a printed copy if unsure). They will be numbered so the first car to arrive with that permit will then void that number for the day, so please do not give multiple drivers the same permit as they will be asked to park elsewhere. If you haven’t requested your parking permits for your region already, please get in touch.
This is only in the case that limited parking is available due to wet weather/ground conditions. ACF will communicate the decision along with the permits on the Tuesday before the event.
Full timings will be released with the brochure which will be sent out digitally next week. Please see below important timings for now which show changes from last year.
FRIDAY: Venue Opening Times – from 12:00
The entrance to Sand Bay will be closed until 12:00 on Friday the 4th of September. ACF parking stewards will then be on site to assist guests as they arrive. We will be unable to allow any cars on-site before this time so please aim to arrive from 12:00, otherwise players will need to park elsewhere while they wait.
FRIDAY: Check-In – from 16:00
Check-in begins for every region at 4 pm as this is when they keys will be ready, we cannot offer an earlier check in. This will be done in the Ballroom and players will be able to check-in/queue by region. The registration form that each guest staying on-site will need to complete is attached. Players can either fill this out at home and bring a printed copy with them, or complete a copy while they wait to check in. Multiple copies of this document will be available in the Ballroom from 12:00.
This is a legal requirement from the venue to know who they have on-site. These documents are held for one year before being destroyed and are only used for information purposes. They will not be used for marketing purposes or be stored digitally.
When players check-in, they will receive their keys, wristbands for the players in that room, check-in information and a tea/coffee pack (please keep in mind that this is enough for each person in the room to have 1 drink, additional packs and long-life milk can be purchased from reception).
FRIDAY: Managers Meeting – 8pm
Managers to arrive on-site in time for this meeting with PE Officials. This a compulsory meeting and each team must be represented by an individual who will sign to say that they have received the information and that they agree to pass on all the information to the members of their team.
FRIDAY: Presentation – 9pm
To improve timings, the awards/presentation will be split over the Friday and Sunday, led by PE President: Colin Roper.
Practicing during construction is strictly prohibited this year due to health and safety. This is something ACF take extremely seriously and are unable to allow this to happen while any part of the pistes is still being finished. We have allotted time on the Saturday morning where players are welcome to practice ahead of the briefing.
Lunch wristbands can be ordered through reception individually on Friday Night or on the day, the cut off for this is 11:00am on the day you’d like to access the buffet so the venue knows how many they are catering for. The lunchtime menu is attached.
Please be aware, people without a wristband will not be able to access the buffet as there won’t be the option to purchase this while in-line for lunch. The buffet will be for wristband holders only, so we advise purchasing early at Reception on Friday night/Sat-Sun morning.
Other lunch options for those who haven’t purchased a wristband will be available at the Rose Garden Café.
A question has been asked - can players purchase wristbands while in the queue for the lunch buffet, like last year? The answer is no, they need to be bought by 11am on the day the player would like to access the buffet. This is so only the people with wristbands can access the buffet to improve the flow of the queue.
Another question that has been asked, what if a player has paid for buffet access but misses the lunch time slot (12:45-14:45)? The buffet is only open during these times. If you’re still playing and cannot access your lunch, please let a member of the ACF team know what you would like and they can get this for you. There will be to-go containers for those who want to eat outside or save their lunch for later.
For those that don’t like surprises then the you can find this menu attached.
These can be collected on the Friday evening (please highlight to parking attendants that you are a day guest), or on Saturday from 7:30am (unless you’ve paid for an on-site breakfast and dinner pass, then you can arrive earlier). If you aren’t able to collect it at these times, please get in touch with me to arrange an alternative time.
We are taking a sustainable approach this year by limiting the number of physical brochures. Each team manager will be given a copy with important information and timings, but everyone else will be asked to access their copy digitally. This is a key document for all players and Managers. This will be circulated next week and players are welcome to print their own copy if they would like to have a physical version.
Sand Bay is a cashless property when it comes to their bars, shop, and cafe. However, they do have items that require a cash deposit which will be given back once you’re able to return items. They have a cash machine on-site if you would like to use it, however, there is a £1.99 service charge to use this, guests may want to bring their own cash.
Please see below items you can lease for the weekend:
Additional key - £15 cash
Extra pillow - £10 cash
For health and safety purposes, we are unable to allow guests to bring their own gazebo’s/shelter on-site. ACF will endeavour to provide areas for shade in the event of rain or extreme heat.
Those that have booked a caravan through ACF can pick up the keys on-site at Sand Bay as well as their competitor passes for Sand Bay. The lead guest will need to provide their full name, mobile number, email address and the car registration being brought on-site.
St Johns Ambulance will be on-site to provide first aid as well as an ambulance to allow a private area for those who may need to be examined. This ambulance will stay on-site during competitions. Please flag to officials/ACF if you require assistance.
To ensure everybody has access to their included breakfast, the venue is providing alternative options for those who may want to grab their breakfast quickly instead of queuing for the buffet. A grab and go station will be available in the Beach Bar for those who would like a bacon or sausage roll in the morning. We’ve also stressed the importance that member will show up for breakfast quite close together which the venue is prepared for this year.
We will be providing a professional photographer over the 3 days to capture promotional images that can be used by PE going forward and can be used in next year’s brochure. We understand that some individuals may not want to be photographed so we will be providing a large sticker to be put on the shoulder of people that wish not to be included in these images/videos. These can be obtained from the ACF team and our photographer throughout the weekend. Players under the age of 18 will need permission from their guardians to be included, so please ensure they have this. The responsibility to get a “Do Not Photograph” sticker will be down to the adults caring for them. We recommend getting a new sticker each day.
Accommodation – All guests to be out of the rooms by 10am on Monday and off park by midday. Room to be returned to how it was found.
Electricity and Bed Linen is included in the price
Confetti Cannons – The usage and presence of Confetti Cannons is banned at this event.
BBQs – The presence and usage of BBQs is not permitted on site.
Events operating times for Music/ Dancing please note that that bar will close at 1am.
Damages – Any damage caused to the Centre, venues or accommodation units is the responsibility of the Region that has placed the booking
Towels will not be changed throughout the booking, please advise if you can no longer use your towel.
We look forward to meeting you all soon to deliver this event that the PE committee and region organisers have worked tirelessly to prepare. Please get in touch if you have any queries in the meantime and I hope you all have a lovely weekend!
Tags: Inter-Regionals
