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UPDATE WEDNESDAY 13th MARCH 2019
Cooking and fires
- There are no open fires or BBQ permitted to be used on site.
- The suggested preferred cooking method is bottled gas and lighting is battery or gas for safety and efficiency.
- Pierced cylinder type lamps and cookers are not permitted under Scout guidelines and they should not be used on site.
- There is some good guidance in the scout fact sheet on gas and its use: https://scouts.org.uk/media/305999/Safety-guide-to-camping-fuels-Butane-propane-camping-gaz-.pdf This includes reminders about limited life and ageing of gas hoses and fittings – now is the time to check and resolve any issues around this and not the week before camp!
- People need to consider safe storage of fuels of any type.
Q: Can we bring a generator to camp?
A: The use of generators is a controversial subject to some people from a noise and disturbance point of view as well as a safety point of view. While their general use is not encouraged, we understand and accept a small number of larger groups or subcamps may want to use such devices for lighting or device charging, and will be permitted with the following rules:
1) Any generator must be of the quiet/whisper type (LPG or diesel if possible, for safety reasons).
2) Only to be used for lighting/charging type functions (not to power the on-site disco or things likely to cause disturbance to others!).
3) They must be located away from tents and cause minimal disturbance to other and not operated during quiet time (11pm until 7 am).
4) Generators must be good and safe working condition (including electrical cables and items attached).
5) Risk assessment must be carried out by users for their use (and available for review by safety team).
6) Cabling and connected devices must be protected from moisture ingress and use should be protected by an RCD.
7) Small quantities of fuel may be stored on site (in suitable container away from tents) any additional fuel should be stored in site central fuel store.
8) Suitable fire extinguisher must be available near by.
9) Safety and security team reserve the right to stop the use of generators if they are considered unsafe or their use is causing a disturbance to others.
UPDATE SUNDAY 3rd FEBRUARY 2019
Girlguiding Units Paperwork
All units will need to fill in a REN form and send the signed form into the office. Where groups have been made up of several Guide units they can fill in one form. Unit leaders need to have a signed consent and health form for all young people in their units. There will be an activity consent form as soon as we have finalised the list of activities. We are aware this duplicates some of the information required by EMS but leaders will need access to health forms. Units will be expected to attend to minor injuries, cuts/bruises etc. and to give out regular medications as required, please add any medicines such as paracetamol which you usually take to camp to your health forms. The Camp First Aid Team are for assessment and of treatment major illness and injuries only. They will be available for advice should any leaders be concerned about a young person or adult in their units.
All participants, including adults will be issued with coded wristband which they must wear at all times for use in emergencies to locate data about them from EMS. All data on EMS will be destroyed within a month of the end of the camp.
Units can travel to camp by car or coach, we will shortly be issuing forms to collect information about arrival and departure times and kit transport. Units will be able to pitch their camps from Wednesday, only adults can be onsite before Friday midday. Access to vans onsite will be very limited on Friday. Cars and vans staying onsite must display a vehicle parking permit at all times. There will be separate entrances for cars and coaches and due to narrow roads to the North of the site these must be adhered to. Full directions will be issued closer to the event.
To be noted that there is no facility for coaches to be left on site for any length of time all transport with coaches (campers and day visitors) must be arranged on a drop off/pick up basis.
Camps will be responsible for their own catering. All cooking must be on gas, gas pipes and regulators must be in good condition, we recommend less than 5 years old. There will be no open fires or barbecues of any sort. WE are looking into the possibility of food deliveries onsite, more details later.
All adults on site need a basic safeguarding qualification – Girlguiding Levels 1 and 2 minimum.
The camping area will be divided into 10 sub-camps. Each sub-camp will consist of members from a Scout District plus all of the Girlguiding units within the area the Scout District covers. Camping within the sub-camp will be arranged by the Sub-Camp Leader Teams.
If you have any members with additional needs please fill in a care plan and return to Head of Security Pauline Hall on firstname.lastname@example.org so that we can ensure we meet their needs.
Smoking and vaping will only be permitted in designated smoking areas.
There will be limited charging for leaders only.
Our Comms team are currently working closely with a number of suppliers to provide a range of branded clothing for the event. We expect this to be finalised very soon and will communicate how to order as soon as details are finalised.
Payments to be collected and collated by leaders with one, possibly two, final payments being sent into County Office before 31st March 2019 –cheques to be made payable to “Guide Association of Buckinghamshire”. Don’t forget we have grant opportunities available, forms available on the download section of our County Website.
Will young people or adults with additional needs be able to attend camp?
We are keen to ensure everyone in Bucks Scouting and Guiding has the opportunity to attend. Our MI5 safety/security/health/welfare team are working on plans to enable support for those with additional needs and to do what we can to ensure they get as much as practicable possible out of the event. To help us reach this aim we require details of the additional need concerned in advance, please ask the office for a Care Plan for any participants with additional needs.
There will a number of accessible toilets and showers and some track-way on site in key areas which may assist with wheelchair accessibility. However, the site is very large and the camping/activity areas are grass fields normally used for livestock with some slopes. As a result effective mobility may depend on the type of wheelchair used.
We plan to have a number of golf cart type buggies to assist with wider engagement in the wide range of activities on offer that may be suitable to assist in moving some attendees around the event depending on their condition. There will also be charging points for electric wheelchairs and an audio loop system in the stage and information areas.
We have a nominated member of the MI5 team in place who will happily discuss specific notified individual needs (as above) and do everything possible to ensure, as far as possible, they are met. Please contact County Office in the first instance.
Can Senior Section attend Mission00Bucks?
Yes, we are keen for all Youth Sections to have the opportunity to be involved in some way. We also recognize that many will want to help out with the event in a supporting role and have a flexible approach to how they may get involved:
Senior Section members attending in a leadership role with a Section £15 (same fee as adult leaders) and require DBS
Senior Section members attending in a support role (taking on a role supporting the event with teams like Security/activities/operations etc and not taking part in daytime activities) £15 (same fee as adult staff) and require DBS.
Senior Section members attending as a youth section and taking part in day time activities £70 and does not require DBS.
One Night Camping
Following feedback from leaders of some of the younger sections who do not wish to camp for the whole weekend it has been decided that Leaders and young people who want to camp for one night may do so on Saturday or Sunday night.
Day visitors will be allocated either the Saturday or Sunday and days can be requested on a first come/first served basis.
Do day visitors have to pay a booking deposit?
Yes, they are part of the Section and numbers of possible day visitors are included on the initial booking form reply. Please specify if you would like to visit on Saturday 25th or Sunday 26th days will be allocated on a first come first served basis.
Who can be day visitors?
Anyone can attend for a day only but it is hoped that Brownies, Guides and Senior Sections Members will want to come for the whole weekend.
Does a “day pass” include evening entertainment?
No we expect all day visitors to leave site by 6pm.
Can we come for more than one day?
Initially only one day can be booked (either Saturday or Sunday) however depending on availability there may be the possibility of returning for a second day.
When is the initial booking form required by?
As soon as possible please to give the team an idea of what activities are required.
Forms: REN/Health and Consent forms
All Girlguiding members will be covered by one REN form, however units will be required to complete a REN form and submit it to County Office. Part 1 by 20th February 2019 and part 2 by the 30th March 2019 . Unit leaders will still need to Girlguiding consent and health forms completed for all young people.
All basic health information and one emergency contact will go directly onto the booking website and held securely by the organisers.
Adults can opt to leave a paper health form with registrations in a sealed envelope if they chose to do so. However with an event this size we strongly recommend that information is put on the booking site so that in the event of an emergency their information can be accessed immediately.
How is camping going to be set out?
The camping area will be divided into 10 sub-camps. Each sub-camp will consist of members from a Scout District plus all of the Girlguiding units within the area the Scout District covers. Camping within the sub-camp will be arranged by the Sub-Camp Leader Teams who will ideally comprise of someone from both organisations.
Can you give us an idea of what activities are to be provided for each Section?
There will be five zones of activities which will contain something for all Sections. Leaders are not being asked to directly provide activities but will be asked to help run the activities in the zones. Everyone will visit all zones if attending for the whole weekend.
The camping fee seems a bit high?
It is important to understand that this camp cannot be compared with any Unit or District camp, think of it more as a mini Jamboree on a large greenfield site where which can cater for an infrastructure of around 5000+ people, activity zones, evening entertainment including bands, ceremonies etc. All services need to be brought in as well as activities. Large scale Scouting & Guiding events over three nights are comparable yet still cheaper than attending a music festival, school trip or theme park.
If a number of units from one District or Division are attending is that £100 each?
Yes the £100 deposit is per unit. Remember this is less than the cost of 2 people attending for the weekend and equivalent to 5 day visitors
Can Leaders who attend with day visitor Beavers/Rainbows stay over?
Yes, help will probably be needed by their Groups/Units in any event, obviously they will have to pay the Leader camp fee.
I don’t have a GAW permit, can I still bring my Unit to camp?
Ideally you should have a minimum of GAW Modules 1-4 qualification however as everyone will be camping in their Districts/Divisions alongside Girlguiding units from similar areas there will be Leaders with the correct qualifications that can provide the required support.
What time does the camp start and finish?
Exact timings are being worked on, but the camp will run from Friday evening starting with an opening ceremony and music/entertainment. Activities will run Saturday, Sunday and Monday morning with the camp packing up after lunch on Monday
Will any equipment be provided?
No there will be no equipment provided everything needs to be brought by those intending to camp. Brownie units will need to arrange with local Guide units to borrow equipment.
Transport: how will we travel to camp?
Unit leaders will arrange for either coach or parent car travel to the event. Coaches and cars will be allocated an arrival and departure slot. Parents will be able to drop young people off by car. Camping kit can be transported on to the camping area by van/car in allocated time slots, only one vehicle per unit will be allowed on site at one time and must use the designated roadways across the site. Arrangements will be made for units to arrive on Wednesday and Thursday before the camp starts to deliver their camping equipment and to start pitching their camps.
Will there be any food provided at the camp?
All units will be responsible for their own catering in their unit camps. Cooking will be on gas, there will be no open fires or pierced gas cylinders.
Once deposits have been paid by units you will receive instructions on how to register on scouts-ems.org.uk. The instructions are comprehensive and take you through a step by step process to register your unit.
Will there be First Aid provision?
Yes there will be a highly qualified first aid team on site for emergencies, unit leaders are expected to attend to minor first aid issues and give medicines as required on health forms. There will be access to a fridge in the First Aid hub for storage of medicines as needed.
Do we need a DBS?
All adults on site will need to have a current DBS.