Briefing Presentation to Leaders & Adults
There will be a presentation to ALL adults on Sunday 14th May at 7pm to brief everyone about the camp and to help with the smooth running of the event. There will also be a zoom link so that you can either watch at the time from home and we will try to video it so that it can be viewed later.
Roles at Camp
Some of the adults will be “old hands” on camp and many will be new to camp, especially a camp on such a large scale. There are a number of roles that we still need to fill. In particular we are looking for volunteers to assist with first aid and security. There will be lots for everyone to help with. We will be allocating adults to help with bases/supervision etc.
NAN Forms
All groups/units should notify the District Commissioner through the use of a NAN
(Nights Away Notification) form. If you have not submitted this, please ensure it is submitted by 12th May. Nights Away Permit Holder should be named on the form as well as a list of all adults attending (with their membership numbers) The ‘Event Leader’ is the leader in charge of your group. This might be the same as the permit holder.
When submitting your NAN form it must be accompanied by a risk assessment. These has been produced by the Camp Leadership Team, so you will only need to add your own particular group risks. All other areas of the camp e.g. activities, have been risk assessed.
Arriving and Departing
On Thursday 25th May the site will open for camp, when the marque will be erected, and the advance party will arrive to set up. If any adults are free on Thursday and Friday to help with set up that would be appreciated.
All other adults and leaders are welcome to arrive from Friday 26th May and we will provide tea on Friday evening for those on camp. Please sign up to help on the form on the website so that we have an idea of numbers. Adults can bring younger family members with them but they will remain their responsibility until camp opens.
On Saturday 27th May, gates will open at 08:30 with participants arriving from 09:00.
Each group attending has been allocated a time slot to arrive, please find this below. This is to ensure smooth traffic flow on and around the venue. Equipment drop-off is possible from the Thursday, but no vehicles will be permitted to enter the main camping area after 9am on Saturday morning unless they are carrying group kit e.g. cub tents. There will be no vehicles on the main site for the duration of the camp (unless otherwise agreed by the camp leader) and the camping area must be clear of vehicles by 12noon.
Arrival times include connected explorer units.
Arrival Time – Saturday 27th May
| Slot 1 – 9am | Slot 2 – 9.30am | Slot 3 – 10am |
| 1st Leiston | 1st Otley | 1st Grundisburgh |
| 1st Saxmundham | 1st Woodbridge | 1st Kesgrave |
| 1st Rendlesham | 5th Woodbridge | 1st Martlesham |
| 1st Westerfield |
Departure Time – Monday 29th May
| Slot 1 – 10:30am | Slot 2 – 11am | Slot 3 – 11:30am |
| 1st Grundisburgh | 1st Otley | 1st Leiston |
| 1st Kesgrave | 1st Woodbridge | 1st Saxmundham |
| 1st Martlesham | 5th Woodbridge | 1st Rendlesham |
| 1st Westerfield |
Beavers who have stayed overnight will depart at 19:00 on Sunday.
Departure times above are designed for young people (attending alone) to be collected to allow adults and group leaders time to clear their own group kit and to help clear the main site.
Day Visitors
On Saturday 27th, day visitors will arrive at the same time as those camping and will be registered with their group. Please see above the timings for arrival. Lunch and dinner will be provided. Departure time for Saturday day visitors is 19:00. Day Visitors should be given a kit list and requested to arrive in uniform, bring a change of clothes and their eating kit
On Sunday 28th, day visitors will arrive on site at 08:30am. Lunch and dinner will be provided. Departure time for Sunday day visitors is 19:00.
Traffic/Parking
There will be sign posts located out on nearby roads to help with directions, please lookout for these. On arrival, please follow instructions given by the car parking signs. The Car Park is a short distance from the camping area. Leaders’ cars/vans are allowed access to the camping area for unloading by must be returned to the car park to once unloaded.
There is an allocated area for a drop-off/collection zone. Due to the volume of traffic, parents/carers will be unable to park up and stay. Leaders are asked to be present at this area when your group/unit is arriving or departing.
Signing In
Leaders from each group should be present at the reception area to assist with signing their young people. Each group/unit will be provided with a package containing participant information (including wristbands) and full instructions on completing the sign-in process.
Anyone not associated with a group (including Day Visitors) will need to sign in at the reception tent on arrival. Anyone leaving the site at any time will need to sign out.
Main Programme
Cubs and Scouts will have the freedom to go around in pairs or small groups of their choosing and queue up for any available activity. The evening activities will be a disco and a traditional campfire. A full programme will be available here before and during the event.
Beaver Programme
Beavers will have a custom programme. The beavers will rotate around the activities in small groups led by an Adult/Young Leader. We have also booked an exclusive activity for the Beavers as they cannot do all of the activities. The beavers will have their early campfire on Sunday evening to allow them to leave at 7pm. A full Beaver programme will be available here before and during the event.
Catering
The camp menu is:
| Friday | Saturday | Sunday | Monday | |
| Breakfast | Not Provided | Full English | Cereals/Porridge, Bacon & Beans | Cereals/Porridge, Pancakes |
| Lunch | Not Provided | Sandwiches/Wraps (Ham, Jam, Tuna, Cheese), Salad, Crisps, Fruit | Sandwiches/Wraps (Ham, Jam, Tuna, Cheese), Salad, Crisps, Fruit | Leftovers! |
| Dinner | Fajitas | BBQ – Burger, Sausage, Salads | Pasta Bolognese | Not Provided |
Whilst we will do our best to cater for dietary requirements that we have been made aware of, such as nut free, vegetarian and gluten free etc. If anyone has any specific requirements, then it would be very helpful to know prior to camp. Please ensure this information is entered onto the health form.
Medical & Health Forms
Health Forms will be needed for all those attending camp. Please use the link provided to complete a form – Health Form
Leaders will be responsible for the collection of medicine. It should be labelled with the young person’s name and time the medication is required. All medication is to be handed in on arrival to section leaders who will then be responsible for this. The First Aid team will be able to assist with the safe storage of medication that needs a fridge.
Facilities
Toilets will be situated in two blocks, one by the marquee and the other by the camping area. Disabled accessible toilets will be situated next to these blocks.
There will be no shower facilities available on site.
Drinking water will be available from marked points.
Photographs and Media
Taken from TSA guidance – On occasion it is not practical or even possible to have gained formal consent from every individual who may feature in photography. An example situation could be large-scale event where the volume of attendees is high, and the event is spread over a large area. It is a reasonable expectation that photography will be captured at an event like this.
If there is a problem regarding photography or media, please let one of the Leadership Team know. Groups/Units will need to inform their members that photographs will be taken during the event. We encourage to confirm with parents and carers that the young person who cannot have photographs is either aware of this or not.
Scouting and alcohol
The Green card sets out our policy on alcohol for all adults involved in Scouting. Drinking alcohol can put adults in a compromising position regarding their responsibilities for safeguarding and their duty of care. As an adult in Scouts, you are a role model for young people. When adults are responsible for young people, they must not drink alcohol.
With the above in mind, there will be NO drinking alcohol on camp. Follow the link for more information about the Green Card.
Safeguarding
It is the policy of Deben District Scouts to safeguard the welfare of all participants by protecting them from all types of harm. Please refer to the TSA yellow card for information and guidance. The Yellow Card also sets out the Do’s and Don’ts.
Equipment (what groups need to bring)
The main marque will be equipped with tables and benches for meals. Celia will be asking separately for kitchen equipment. Group will need to supply:
- Own sleeping tents
- Wash tent
- Water containers
- Bins with a lid for your camping area (we will collect as part of a rubbish run)
Smoking
For the purpose of this event, smoking includes the use of vape products. There is to be no smoking anywhere on camping and activity areas.There is a designated smoking area adjacent to the car park. There is to be no smoking in tents or marquees. Smoking whilst walking around will also not be allowed, nor will smoking in toilets areas.
Emergencies
There is an Emergency Plan document for the camp. This document will be shared separately and will be available on the website. The Purple Card provides support for safe Scouting and guidance in the procedures for dealing with an emergency.
Camp Structure
