1st Benson District Camp at Paccar Scout Camp

17 – 19th July 2015

PROVISIONAL PLANNING DOCUMENT

VERSION 1 – 7th July 2015

Aims

  • To allow the group to participate in a group scout camp particularly for those who have not camped with scouts before and gain ‘Nights Away’ staged badges at end of camp
  • Give all participants the opportunity to try new activities that they would not normally participate in
  • To develop teamwork and scout group cohesion
  • To have fun

Regulations

See Annex A

Form NAN – Not required to be prepared by us as District camp

Adult and child attendees list sent to Penny Hannigan on 16th June 2015

Nights Away Permit Holders are Marty Lock and Alison Wood

In touch contact will be Chris Smith TBC

Constraints

  • Beavers whose parents are not staying over, will attend for the day on Saturday only
  • Beavers attending for the day will need to bring a packed lunch as no food will be provided by central caterers for day visitors
  • Beavers staying all weekend, will have at least 1 parent with them and will sleep 1 night with the group (if they want to) and 1 night in their parent’s tent

Success Criteria

  • If participating group members have had fun in a safe environment, the camp will be deemed to have been a success. This will be reviewed during reflection on Sundaymorning and prior to the close of the camp. Patrol Leaders will also be responsible for collecting feedback from the patrols after the event.
  • The award of various badges will be a sign that various aims have also been completed.

Communication

  • All parents were emailed to ask if they would like to attend but only with DBS. 3 new Occasional Helpers have been DBS checked and will attend along with
  • Of the 49 children currently on role, 32 children will attend
  • Payment and final numbers were requested by 11th June. A deadline for camping forms was set for Thursday 19 June which included contact numbers and medical conditions.
  • On Friday 10th July Alison Wood will send parents details for ‘In touch’ as well as mobile numbers for all of the leaders and helpers who are attending
  • A website for parents to access re the gdistrictcamp has been set up on www. bensonscouts.co.uk

Bad Weather Options

During the day, if the weather turns exceptionally bad during the course of the camp alternative “indoor” mess tent activities will be set up to allow the camp to continue.

During the night, if weather turns exceptionally bad, any distressed children can move into the mess tent and will be supervised by a minimum of 2 Leaders until the storm passes.

Best attempts will be made to continue the camp even in bad weather.

Adult Participants

Adam Wood (Group Scout Leader) 07770 825669

Marty Lock (Scout Leader) from Saturday lunch onwards07946 857093

Simon Ordish (Assistant Scout Leader) Sat lunch onwards 07500 019696

David Pryce Jones (Assistant Scout Leader)07787 630331

Donna Atkins (Assistant Cub Leader)07787 839972

Angela Spence (Assistant Cub Leader)07721775295

Ali Wood (Assistant Beaver Leader) 07771 850760

Other adults in attendance are:

Jen Anderson (Occasional Helper)07970 243985

Peter Snellgrove (Occasional Helper)07974 343366

Jamie Anderson (Occasional Helper)07888 844334

In touch contact will be Chris Smith (TBC)

Child Attendees

Final numbers as of 10thJuly are:

11 Scouts

13 Cubs

8 Beavers (6 are day visitors only on Sat).

As Beavers should only stay 1 night as part of the group the Parents of the 2 Beavers attending all weekend will be responsible for their own children on Sunday and will not be part of the Leadership team.

2 infants (child of Ali and Adam Wood and 1 of Jen and Jamie Anderson). Adam / Ali and Jen / Jamie will share responsibility for the infants and while doing so, will not be part of the Leadership team.

Finance

  • Thecosts for the camp were calculated as £60 for full weekend participators, £15 for Saturday Day visitors and £37 for adult helpers. Leaders have been asked to contribute £7.50 each. The fees are for camp fees, food (provided by central caterers) and consumables, organised booked activitiesplus snacks that will be provided by 1st Benson
  • Final costs were calculated and communicated to parents on 6th June
  • Money was collected by 11th June
  • In the event of full cancellation due to weather, some refunds will be given but will be dependant on costs already paid to District. If a parent cancelsonce costs have been calculated after 6thJune, a refund will only be given in exceptional circumstances such as compassionate or for illness. The camp organiser will decide if refunds are to be given.
  • Camp costs will be run through the 1st Benson Scout account for audit purposes and receipts will need to be submitted in order to be refunded costs

Logistics

  • Dave Pryce Jones, Mart Lock and Adam Wood will pre-position any necessary camping equipment in the Group HQ week and Boat Houseby Fri 17thth July
  • Trailer will be loaded on Thurs 16th July
  • Marty Lock and Dave Price Jones will tow the trailer to Paccar on 17th, Friday afternoon
  • Fuel for stoves will be checked and purchased by David Pryce Jones and Marty Lock
  • The camp will be constructed during Friday afternoon with Leaders arriving as soon as possible to help build camp. NB Leaders will not be available until after school breaks up and are not likely to be on site before 4pm
  • Water will be provided in jerry cans filled from the water supply at Paccar
  • Toilets will be available at Paccar

Emergency Response

  • Angela Spence will be responsible for checking and replenishing First Aid box to bring to camp
  • First point of contact for all accidents will be Angela Spence (GP) whohas Scout First Aid training
  • As back up Marty Lock, Alison Wood and Donna Atkins all have current Scout First Aid training
  • In the event of a minor injury, first aid will be applied and the parent may be contacted if deemed necessary
  • In the event of an injury requiring minor medical assistance, but not an emergency, the parents will immediately be notified. If the parents are not available to take the injured person for medical assistance, 2 Leaders will take the scout to Wexham Park Hospital. If the parents are content for the scout to return to the camp, and the scout is also happy, the leaders will make an assessment if it is appropriate for them to return and may tailor activities accordingly. The Scout Association will be informed via the GSL.
  • In the event of a serious injury, the emergency services will be called and then the parents will be informed. The Scout Association will be informed via the GSL.
  • All First Aid incidents will be recorded in the 1st Benson Scout Group First Aid Book which is contained in the HQ First Aid Cupboard.

Menu Planning and Food Purchase

  • Food will be provided via central catering provided by District
  • Vegetarian or special dietary need requests were sent out on 6th July and a deadline of 9th July given. These requirements will be indicated by a different coloured wrist band
  • Alison Wood and Donna Atkins willbe responsible for planning snacks, drinks and tuck shop purchases
  • Food will be purchased on Thurs 16th July
  • Any snack prep will be shared between Leaders and Helpers
  • A tuck shop will be run at various times during the camp and will be run by Jen and Jamie Anderson. It will be open after meals and not before. A maximum of £4 for the weekend will be suggested to parents.

Menu

Planned by District

Friday eveningHot Dogs in a bun with sauces

8.00pm

SaturdayBreakfast 8-9:30amSausage, Bacon, Egg (choice of Poached or Fried)

and Baked Beans with Fresh Bread, Cornflakes

Lunch 12:45-2pmVariety of Sandwiches, Chicken Nuggets and Sausage

rolls, Fruit, Crisps

Evening 5:15pmMeat Balls with Pasta and Salad served with a Tomato

Sauce (optional)

or

Roast Chicken with Pasta and Salad served with Gravy

(optional)

Large bowls of Eton Mess to serve

SundayBreakfast 8-9:30Sausage, Bacon, Egg (choice of Poached or Fried) and

Baked Beans with FreshBread, Cornflakes

Lunch12:45-2pmVariety of Sandwiches, Chicken Nuggets and Sausage

rolls, Fruit, Crisps

Timetable

The schedule below was prepared by District

Friday 17th July

12.00hrs onwards Set up any time on Friday, Group leader in charge to check in @ Big Hall and get pitching/camping site info.

18.00hrs Scouts, cubs etc begin to arrive.

21.30hrsLeaders briefing – Walsh Hall.

Saturday 18th July

09.00hrsBeaver day visitors arrive

10.00hrsOpening ceremony/Flag Break

11.00hrsActivities commence.

13.00hrsLunch

14.00hrsActivities resume

17.00hrsBeaver day visitors leave

17.30hrsDinner

19.00hrsFlag Down

19.30hrsCamp Fire

22.30hrsLights Out

Sunday 19th July

10.00hrsFlag Break

10.15hrsActivities

13.00hrsPacked Lunch

14.30hrsClosing Ceremony

15.30hrsStrike Camp

Programme of Activities

The programme of activities will be prepared by district and if available ahead of the camp will be distributed to all.

Activities will include Climbing, Abseiling, Crate Stacking, Archery, Pedal Karts, Adventure Area, Traverse Wall, Night Line, Indoor Caving, Zip Wires, High Ropes, Crossbows, Rabbit Run and Team Building. There will be a Craft Area, Games bases. Pioneering and more.

Summary of Remaining Jobs Allocations

The following jobs have been allocated to those listed:

Tent Allocations:

Marty, Simon and David to determine allocations for scouts in the 3 Patrol Tents

Donna and Angela to determine allocations for Cubs in 5 IcarisVangos

2 Beavers (Tom and Daniel) staying all weekend to be given option of sleeping in with Cubs on 1 of the nights

Building of District Gateway

All to assist with that on Friday before 6 pm

Badge Awards to be updated on OSM

All

Marty to order badges

Silver Chief Scout Badges expected to be gained by at least 2 Cubs at end of camp

Risk Assessment

To be prepared by Marty Lock

In Touch Contact Details

To be prepared by Marty Lock and given to Chris Smith

Parent Info Document which will include adult attendee mobile nos

To be prepared and distributed by Ali Wood

Website

Updated as info becomes available by Marty

Logistics of Equipment

Equipment to be preassembled by / on Thurs evening by Marty and David

Stove Checking and Purchase of any fuel

David

Loading of Trailer on Thurs Night

Marty, David, Simon, Adam, Peter?

First Aid Box Checked and replenished, Accident Book

Angela

Snack, Tuck Shop and Drink Purchase

Ali and Donna

Bucket BBQ

Ali and Adam to bring for our own campfire

Running of Tuck Shop

Jen and Jamie Anderson

Activity Allocation

Assume this will be done by District upon arrival?

Annex A to

1st Benson

District Camp 17 – 19 July

Dated 7 July 15

Regulations for Nights Away Activities

Risk Assessments (FS120000)

Nights Away Permit Scheme (FS120800)

Nights Away Permit Scheme – Assessment guide (FS120802)

Nights Away Permit Scheme – Commissioners' guide (FS120803)

Nights Away Permit Scheme – Nights Away Advisers' guide (FS120804)
Form NAN (not required to be prepred by 1st Benson)

Websites

POR

Rule 3.7 The Beaver Scout Colony

g. The recommended minimum ratio for both outdoor activities held away from the usual meeting place and nights away experiences is 1 adult to 6 Beaver Scouts plus the leader in charge. However as a minimum at least two adults must be present overnight. Only in the event of an emergency should an adult be alone overnight with young people on a nights away experience.

Rule 3.8 The Cub Scout Pack

g. The recommended minimum ratio for both outdoor activities held away from the usual meeting place and nights away experiences is 1 adult to 8 Cub Scouts plus the leader in charge. However as a minimum at least two adults must be present overnight. Only in the event of an emergency should an adult be alone overnight with young people on a nights away experience.

Rule 3.9 The Scout Troop Size of Troop

g. For outdoor activities held away from the usual meeting place and Nights Away experiences led by a Nights Away Permit holder, the recommended minimum ratio is 1 adult to 12 scouts. However as a minimum, at least two adults must be present overnight. Only in the event of an emergency should an adult be alone overnight with young people on a nights away experience.

h. For all Scouting activities a risk assessment should be carried out as stated in Rule 9.4. This risk assessment cannot override the minimum requirements stated in 3.9d and 3.9g or those required by the activity rules in chapter 9.

Rule 9.4 Risk Assessment

a. Leaders should carry out risk assessments before and during every activity. All activities must be undertaken in accordance with the Association’s Safety Policy (see Chapter 2) and adhere to the relevant general and specific activity rules set out in Chapter 9 - Activities.

Further details are contained in the factsheet FS120000 Activities – Risk Assessment available from the Scout Information Centre.

Rule 9.55 Nights Away Permit Scheme

a. All camping and residential experiences within the United Kingdom are subject to Rules 9.55 – 9.63.

b. This includes all events where it is intended that young people will sleep overnight and arrangements are put in place for this purpose, such as sleepovers, camps, Pack Holidays and expeditions.

Rule 9.57 Nights Away Permits

a. There are four categories of permit:

 Indoor – for staying in a building that has toilets plumbed into a waste disposal system (i.e. a cess pit, storage tank or mains drains) and access to running drinking water;

 Camp Site– for staying at a site that has toilets plumbed into a waste disposal system (eg. a cess pit, storage tank or mains drains) and access to running drinking water;

 Green Field – for staying at any site where any of the above facilities do not exist – for example, a summer camp on a farmer’s field;

k. Assessment:

i. An applicant will be assessed by a Nights Away Adviser appointed by the District or County Commissioner, who will recommend a level of permit to be granted;

ii. Assessments will be carried out in accordance with the process and content of the appropriate factsheet.

l. Notification

i. The relevant home Commissioner (or their nominee) must be notified before any camping or residential event takes place. Seven days notice should be given;

ii. Where a camp or residential event takes place using facilities not owned or operated by Scouting, for example a youth hostel, a public (commercial) campsite, or a farmer’s field, the host District Commissioner must be notified beforehand. 14 days notice should be given;

iv. The notification must include all the information required in the Nights Away Notification Form (NAN).

Nights Away Notification Forms (NAN), District, County Commissioners and County Secretary’s addresses are available

Annex B

Badge Requirements

Nights AwayStaged Badges

Complete nights away as part of a recognised Scout activity, sleeping either in tents, bivouacs, hostels, on boats or other centres.

Others Badge Work TBD by Section Leaders