for Leaders

• Nights Away attendees must be recorded in OSM by midnight Friday, 14th July 2023.  Day visitors have an additional 2 weeks to register.

• Initial invoices will be issued within 7 days of the deadline.  Payment is then due within 2 weeks.

• After payment is received, numbers may only be increased until 31st August 2023.

WE CAN NOT OFFER REFUNDS FOR CANCELLATIONS

CHAPERONES
On Saturday, all young people will be assigned to teams based on Group/Sections to go round the activities.  At any time, each team will need at least TWO adult "chaperones" to accompany them around their activities, keeping the team safe and on track.

Most activities are self-led and chaperones will need to lend a hand to run/complete bases and activities.

ACTIVITY CREW
Adults are needed to help run some of the more risky activities (shooting, abseiling, rafting etc).  Volunteers will be sought, with assigned roles only if there are not enough volunteers. 

CAMP/SITE CREW
Adults attending camp who are not a chaperone, camp cook or activity crew are encouraged to sign up as Support Crew.  (we'll use these if needed).

PROP CREW
Volunteers needed (before and during camp) to help building, painting and making props and theme related decoration for camp.  Sign up as Support Crew.

Attendance Fees

• Campers, £20 per youth member

• Day visitors, £12 per youth member

• Adults, no charge.

Other Costs

• Groups/Units should calculate additional costs - food etc

• Leaders are free to set and collect costs from parents locally, as they see fit.

Payment to District

• As outlined under Deadlines, Groups/Units will be invoiced for attendance fees based numbers shown the OSM event.

• All attendance fees must be settled with District.

• Invoices will include instructions for payment.

• District organisers will document and share Risk Assessments for all CENTRALLY PROVIDED ACTIVITIES AND FACILITIES (archery, campfire, rafting, bathrooms etc) available during the weekend.  Risk Assessments will be appropriately communicated to young people and adults taking part in activities.

• Each Camp Leader (Group or Unit) is responsible for documenting and sharing Risk Assessments for their CAMP AREA AND CAMPERS.  This can be in OSM.  Camp Leaders should ensure Risk Assessments are appropriately communicated to young people and other adults using their camp area.

For information about RAs go to scouts.org.uk/../risk-assessments

• Group and ESU Nights Away Notifications (NAN) are not required, District organisers are handling this.

• Groups/units must ensure suitable InTouch arrangements and risk assessments are in place for the camp attendees.

• Don't forget Criminal Records Checks (DBS) are required for every adult that will be staying overnight.

• Camp Leaders are responsible for ensuring adult/child ratios are met in their allocated camping areas, including overnight.

• When moving between or taking part in activities, Leaders and other adults are expected to chaperone their assigned team of young people to ensure a safe and enjoyable experience (see above).

• District organisers do not require medical forms.

• However, each Camp Leader (Group or Unit) must ensure they hold up-to-date medical information for every person taking part in their camp (member or leader).  This can be gathered at the same time as Activity Information.  This can be in OSM.

• Camp Leader (Group or Unit) should have Medical information quickly available in the event of a medical problem on site.

• Make sure not to let a lack of kit prevent your section, group or unit attend camp.

• Whether it's tents, stoves or billy-cans if you don't have your own or can't afford to buy new, email district.camp@portsmouthscouts.org.uk and the organising team will attempt to put you in touch with another Group or Unit that might be able to help.

• An all-hours 'Watering Hole' based out of Lyons Lodge will provide hot drinks, squash and water / water bottle refills.

• Youth Members and all adults may make use of the Watering Hole.  

• Opening hours will be posted at the door.

• Each camp should make its own catering arrangements.

• There is no central catering.
  
  Note: other than camp cook, other leaders (and adults) are expected to EITHER a) chaperone an assigned group of young people around activities OR b) assist on one or more bases during the day.

PLEASE BE AWARE that vehicles will NOT be able to move around the site from 17:00 Friday through to 16:00 Sunday.  

If the catering team needs to leave the site over the weekend, please make sure that their vehicles are parked in the MAIN CAR PARK, outside the security barrier.  Provisions will need to be carried to camp.

• Camp Leader (Group or Unit) must ensure they hold adequate permission for participants to attend camp.  An Activity Information Form may be used to collect permission and other relevant in formation. This can be in OSM.

• District organisers do not need see Activity Information Forms (ie permission to attend the Wild West Camp or for visits as a day visitor).

• Adventurous Activity Permissions for shooting and crossbows will be collected separately by District organisers.  Groups/Units do not need to include this in their permissions.

• Shooting and Crossbow permissions - District organisers will collect parental permission for all under 18s taking part.  Groups/Units can leave this out of their camp Activity Information Forms.

• Shooting (small-bore rifle) permissions are required for Cubs, Scouts and Explorers to take part.

• Crossbow shooting permissions are required for Scouts and Explorers to take part.

• Shooting is not offered to Squirrels or Beavers. Crossbow is not offered to Squirrels, Beavers or Cubs.

Young people first: safeguarding and safety

• To improve safeguarding and safety onsite, all adults (leaders, helpers or activities providers) will need to complete a simple "certification" protocol to confirm they are expected on the Lyons Copse site.

• To certify, register for a QuickPass QR Code selecting the appropriate 'Adult' option from the list provided.  All adults in Scouts have a Membership Number assigned in Compass.   Enter your Compass number when requested. Speak to a Leader in your Group/Unit if you do not know yours. If you are not a member of Scouts - enter your reason for being on-site (parent helper, contractor name etc)

• Each Camp Leader (Group or Unit) is strongly encouraged to establish a "bad weather exit" plan with leaders, adults and parents. 

• Your planning should assume the camp has to be abandoned early because of the weather.  Consider how parents will be contacted and asked to arrive earlier than planned.  Consider what kit could be safely left onsite for later collection.  Etc.

• We very much hope to avoid repeating the wet-weather cancellation of a previous year - but better if we learn from the experience and arrive prepared.