LEADER UPDATE 2 – 8TH APRIL 2018
You will all be aware that EMS has now closed for registrations BUT of course more young people and adults can be added. Please email your respective County Office with name and email address should you find you have others that want to join in. This facility will be available until the 12th May. To make sure your registration is done smoothly and quickly, it is essential that all participants have filled in their health forms online. Registration is not possible without this being complete.
Registering at Camp
An express check-in will be available for Groups and Units that have completed all health forms, payments and for Guiding, had their leaders approved. Any Groups and Units who have not completed their bookings will have to provide the missing information before being issued their wristbands which could delay them getting to the evening entertainment and missing the Opening Ceremony and Scouting for Girls! Please do ensure all health forms, DBS checks and payments are completed as soon as possible.
The deadline for payments has now also passed, please ensure your payment is made either by cheque payable to the Guide Association of Bucks to be sent to either Bucks Scouts or Girlguiding Bucks, County Office, 3 Walton Street, Walton Terrace, Aylesbury, Bucks HP21 7QY or bank transfer to Sort Code 60-11-01 and Account Number 45278482 (with reference OO:group). Please email County Office to confirm payment have been made.
Arrivals and Departures
We are preparing maps and directions for travel to and from the site. Kit vehicles, coaches and cars will have different entrance points. There will be parking permits for: parking for the whole event; parking for the day; parking for drop off, please support parents to make sure they have the correct form. There will be no parking available during the event for coaches. Kit delivery vehicles must be no bigger than a Luton style van. If any participants have mobility issues they should arrive at Gate 7.
Arrival and Departure Forms
Please ensure your group informs the team of their arrival and departure plans as soon as possible. Forms can be found at:
Please ensure these forms include details of anyone dropping kit off prior to camp and collecting kit after camp as well as during the camping days.
Units/Groups can set up their camps from Wednesday (22nd May) midday. Leaders will be responsible for their camps and should plan to have adults onsite once their camp is set up. There cannot be any young people onsite until Friday afternoon. From Friday afternoon kit vehicles will enter and leave from Catherine’s Farm gate (map and details to follow) and kit vehicles collecting kit on Monday afternoons will also need to use this entrance. During peak times kit vehicles will need to be unloaded in one hour, vehicles then removed and parked via Gate 1.
Please make sure any participants with individual needs have submitted a care plan. If you have any participants/adults with specific medical needs please ask for a copy of the form to complete to notify the welfare team.
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:
- Any generator must be of the quiet/whisper type (lpg or diesel if possible, for safety reasons)
- Only to be used for lighting/charging type functions (not to power the on-site disco or things likely to cause disturbance to others!)
- They must be located away from tents and cause minimal disturbance to other and not operated during quiet time (11pm until 7am)
- Generators must be good and safe working condition (including electrical cables and items attached)
- Risk assessment must be carried out by users for their use (and available for review by safety team)
- Cabling and connected devices must be protected from moisture ingress and use should be protected by an RCD
- 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
- Suitable fire extinguisher must be available near by
- 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.
Introducing the First Aid Team
The First Aid Team at MISSION:00BUCKS would like to introduce themselves and allow Groups & Units the opportunity to seek advice or questions about the First Aid arrangements onsite.
The team currently consists of two full time NHS Clinicians, working alongside seven onsite First Aiders of whom all hold a wide range of qualifications, this allows us to treat the majority of illness, injuries and conditions onsite, avoiding the need to go to Hospital.
The First Aid Team are onsite to provide additional help and support to Groups/Units with anybody who suffers injury or illness. We would like to stress that initially the Group/Unit should provide immediate treatment for minor illness and injuries before seeking additional help from the onsite team if required.
We are more than happy to provide a second opinion, treat more complex injuries or illness but do expect some initial First Aid to have been undertaken prior to seeking additional help. By doing so, this enables us to provide a more efficient and prompter service, allowing us to see the prioritised conditions first.
Please do contact the First Aid Team before calling an Ambulance as we do have a wide range of medical expertise and equipment/medicines onsite. (except in severe life-threatening conditions, if you do need to call an ambulance in such circumstances please inform the security office as soon as you can to make sure we are ready to escort the ambulance onsite)
Groups and Units will be responsible for giving out participants regular medicines. (Girlguiding Units must have completed health forms for all of their participants.) If Groups and Units do need some help or advice, we are happy to provide this where we can. Should any medicines need to be stored in a fridge, the First Aid Centre can offer this facility, email me to make arrangements.
Looking forward to a safe and health camp,
Ashley – firstname.lastname@example.org
MISSION:00BUCKS First Aid Team Lead
Available now is a range of Hoodies, Polo Shirts and T-Shirts for both young and old, all for purchase online. The team at One Stop Scouting have done a great job getting this ready for us; simply follow the link below where you can purchase and pay for what you need. Alternatively go to the One Stop Scouting website and find us under the ‘Event’ menu. All orders will then be fulfilled and posted direct.
We have a range of general event garments in burgundy and grey plus t-shirts available in colours to match the sub-camps. Staff can also use the website to order additional items if needed.
Please pass the website details on to everyone in you Group/Unit who are attending.
Each of the 5 zones will have a range of activities for all ages and you will be directed as to which zone your subcamp is attending for each session to ensure that the zones are balanced out with numbers. Leaders from each sub camp will also need to help in the zone their young people are attending to ensure that we have enough supervision. More information on this will follow nearer to the Camp.
The idea is that once you have arrived on your zone for the session that Young People are then free to choose what activities they would like to do in that zone without the need to be escorted within the zone area. At the end of an activity session we will close the zone and all young people will make their way back to the sub camps.
Please can you make sure that added to your personal Young Peoples kit lists are:
Shoes suitable for activities e.g. trainers
Named Water Bottles: There will be facility to refill these on the zones
Keep an eye on the website for more activity information.
Clare, Head of Day Activities
Recycling on site
All rubbish collected onsite will go into large skips and be taken to a specialist recycling plant for disposal, no rubbish will be going into landfill.
SCOUTS: Group InTouch/Home Contact/Nights Away Forms:
Scout Groups, Units and Districts are required to have an InTouch emergency contact in place and submit a NAN form to the District Commissioner (please discuss with your own District if they require one per Group or subcamp).
GUIDES: Unit RENS/Consent forms and Home Contacts:
An overall REN form plus risk assessments is being completed to cover the whole event. Units must also complete a REN form, signed by your commissioner, and include risk assessments for travel and their own camping areas. All units must have their own home contact which needs to be retained by the unit leaders for the duration of the weekend. All these forms need to be sent into CountyOffice. All participants must have a consent and a health form as downloaded from the Girlguiding website, leaders must retain these forms over the weekend. It has been decided because of the scale of the event there will be no overall home contact.
There will be food vans on site so please let your young people know they can purchase ice creams, etc.
Due to the number of participants that will be attending please encourage your parents/carers to car share. You may even like to suggest that some personal kits is delivered with your tents etc. Please arrive wearing uniform tops.
Monday’s programme will be altered slightly to end at 12 noon to give everyone a chance to get to Zone 5 for the closing ceremony. We suggest everyone plans lunch for 1pm before the site is opened up for departure.