Wintercamp Gilwell Park 2019: Information for Group Leaders

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1 Wintercamp Gilwell Park 2019: Information for Group Leaders We are looking forward to welcoming you to Wintercamp. Whether you are new to the event or have been before, please read carefully through the information below to make your arrival and departure as smooth as possible. Routes Gilwell Park is situated approximately 5 minutes from Chingford and 10 minutes from the M25 J26. However, there is a specific route that MUST be followed as access to Gilwell Park will NOT be possible from Daws Hill. The revised route therefore is shown on the map. Do not follow your sat nav. The post code for Gilwell Park is E4 7QW. Transport options Cars As parking space is limited, please consider how you can reduce the number of vehicles you bring (e.g. by car sharing and by not bringing unnecessary equipment with you). We have arranged for off-site parking to be available and all vehicles will be parked at this location. This is a short walk or minibus shuttle back to the main site. The shuttle bus will operate from the shuttle bus stop, and this is marked on the site map that can be downloaded on our website closer to the event. Please do not go straight to an off-site car park. Please note that groups are not permitted to drive cars directly to the camping pitch to minimise traffic onsite for the safety of young people. Event trailers can be arranged for you on arrival with the Traffic Management team please go to KIT RUNS on the hard standing area. By Train The nearest mainline station is Chingford, this is about 20mins walk from Gilwell Park. Alternatively you can get a Taxi for approximately 5 from Chingford Station to Gilwell Park or a shuttle bus will run from Chingford Plains (Car Park 1) on Bury Road (0.3 miles) during peak arrival times. A shuttle bus will operate between the off-site car parks and the main site. This will be running continuously on Friday evening until 23:30, timetabled on Saturday morning and on demand until 20:00, continuously Sunday morning and afternoon. To request a shuttle bus please text BUS and your name and location to By Coach If you are arriving by coach, specific arrangements exist, please see the Information for arrival by coach pack and make sure you have given this to your driver. Please note we do not have the space to park coaches for the duration of the weekend. Please don't assume there will be space.

2 Minibus and trailers Trailers are ideal as they are able to be unhitched and can be towed to the camping pitches. Please note that Groups are not permitted to tow trailers directly to the camping pitch. This will be arranged for you on arrival with the Traffic Management team. On arrival please go to the KIT RUNS area. Trailers will remain on your camping pitch for the duration of the camp. Groups are responsible for the security of their own trailer. Please check that your trailer can be locked and that the jockey wheel, jump chains, lights, tyres and handbrakes are in good working order before you leave for the camp. Arrivals and parking The site will open from Thursday (16:00 20:00) for groups who wish to arrive early to set up camp. Arrivals after 20:00 are not possible. During these times traffic management will be in operation - please follow their instructions and park only as directed. In order to maintain site safety, vehicles will not be permitted on the campsites during these hours and kit runs will be organised where applicable. From Friday at 14:00 the site will reopen for arrivals and traffic management will be in operation. As parking at Wintercamp is extremely limited, the off-site car park will be open at this time - please ask a team member for details of where to park. On-site car parking is available only for disabled parking (Blue Badge holders only) and this must be booked in advance by ing info.request@winetrcamp.org.uk by the 10th December at the latest. We may not be able to accommodate your needs otherwise. Shuttle buses will operate from 14:00 at regular intervals. If you think you may arrive later than 23:30 on Friday evening please contact us in advance so we can facilitate your arrival. The peak arrival time is between 17:00 and 21:00 - please be patient during this time. We will work as quickly as we can and will only finish when everything is moved to the right locations. The site may appear chaotic and therefore it is important that you follow all directions from our volunteer Traffic Management Team. When driving on-site, please be conscious of pedestrians including children on the car parks and road ways. Speeds must be keep to a minimum. Max speed on-site is 5 mph. If you have parents dropping young people off, please encourage them to share vehicles and make them aware of all of the above.

3 Arrival process 1) During arrivals the Gilwell Park main drive is closed to inbound traffic. A one way system will be in place using the back gate. Please follow the signs. 2) Once on Branchet Field track you will reach a t-junction with 2 options: - Turn right to drop off zone this is for cars and minibuses dropping off only and drop off location for any kit that can be carried by hand. There is a maximum of 15 minutes waiting time and is marshalled please do not leave your vehicles in the drop off zone. - Turn left to kit runs zone this is for all coaches and any vehicle towing a trailer or any vehicle requiring large quantities of camping equipment to be moved to the camping areas. If you require a kit run, please speak to the team in the kit run area. The Traffic Management Team will organise kit runs in an orderly manner. Please bear with us as this might take a few minutes especially during peak times. One leader will be required to travel with your equipment. For the safety of the young people please manage your young people in this area and help us clear the area as quickly as possible. 3) All vehicles must be moved immediately to the off-site car. Please display your parking permit at all times which will enable us to easily contact drivers if required. We will publish further information about the off-site car parks, such as post code and vehicle types, closer to the event. 4) Once the equipment and young people are unloaded and the camping pitch allocated, please make your way to Jack Petchey Lodge to check in. Shuttle bus There is a shuttle bus service running back and forth between Gilwell Park and the off-site car parks. Please be patient during busy times as there is a limited number of minibuses. During arrivals the majority of shuttle buses are stationed at the off-site car parks, during departures the majority of shuttle buses are stationed at the onsite bus stops. If you have waited more than 20 minutes for a shuttlebus to arrive please call the Traffic Manager ( ) number and we will send a vehicle to you. To arrange shuttle bus transport please go to the event Bus Stops. Speak to the Traffic Management team and then remain at the Bus Stop. Shuttle buses will operate from 14:00 at regular intervals. If you think you may arrive later than 23:30 on Friday evening please contact us in advance so we can facilitate your arrival. Drop off If your group are arriving individually, please ensure that you have given each individual a copy of the information pack for parents/guardians and your booking reference. This helps us to find out if the rest of the party has arrived and where they are pitched. We will have a designated meeting point at the end of the drop-off parking in front of The White House and this is where you must meet your group. Where appropriate, please ensure you give parents a contact telephone number for yourself. Please also encourage your group to share lifts in order to cut down on traffic to and from the site.

4 Camping Space Allocation In order to ensure smooth arrival and to maintain health and safety, all groups will be allocated a campsite on arrival by a member of the Camping Space Team (including early arrivals on Thursday). Campsites will be opened in a phased manner to ensure the space is best used. This means that if you are a regular attendee of Wintercamp you may not be able to camp on the field you normally do, depending on your arrival time. Please speak to one of the Camping Space team wearing the blue high-vis type jackets. During busy periods, this process may take a few minutes. All groups arriving on the Thursday will also need to follow this procedure and MUST visit the Scout Adventures Reception before pitching camp. Failure to do so may mean you will be asked to move your tents and erect them on the correct field. Arrivals after 20:00 are not possible. There will be no charge for Thursday night if you only leave equipment however, we will charge for camping per person if you decide to stay. Equipment is left at your own risk. Groups are responsible for bringing sufficient tentage and all necessary equipment. Please be considerate with the space you use. The size of your campsite will depend on the numbers in your group. As group sizes vary there is no standard site and we do not reserve camping pitches. Finally, if your group has any special needs with regards to their camping location, please ensure you us on info.request@wintercamp.org.uk by the 10th December at the latest. We may not be able to accommodate your needs otherwise. Camping Space Good Practice To ensure that everybody has a pleasant stay please abide by these campsite guidelines: Please be respectful of campers around you and observe good camping standards. Do not walk through other campers sites, please use a gateway if one is erected. Please be respectful of religions, faiths and beliefs followed by other guests. Please do not wash any dishes in the toilet blocks; this should be done on individual campsites or at the washing up areas. All damages must be reported to a member of staff. Please use the bins provided around site. Please help us to keep our site litter free.

5 Fire Precautions Each Group Leader has a duty of care to their group, we strongly advise each Group Leader to review their Fire Risk Assessment and bring with them suitable firefighting equipment, fire extinguishers and fire blankets as appropriate. You can reduce the risk by following precautions: Open fires and charcoal BBQs are only allowed at fire pits or on an altar fire. Portable camping cookers ( i.e. stoves with any type of gas cartridge) and must not be changed inside tents or close to naked lights. Portable stoves which use liquid fuel must not be used inside tents. All propane or gas bottles should be kept externally outside camp kitchen tents. No gas bottles or liquid fuels should be changed near to any type of naked lights/flames or stoves already alight. Any type of cooking appliance should be placed a suitable distance away from any canvas. Any type of gas pipe should be checked regularly for leaks and regulators are working correctly. The areas around the tents should be clear of any combustible materials. All gas bottles should be turned off at night by the valve on top of the actual bottle. Smoking is not allowed in any tents. Do not store hot gas BBQs inside tents; please ensure they have cooled down and are cold before storing them inside tents. Generators Generators are permitted to be used between 07:00 and 22:30. Please be responsible and make sure these are turned off outside of these hours and are positioned to reduce as much noise and fume pollution as possible. Each group is responsible for ensuring their fuel containers are stored safely. Small quantities (maximum 5 litres) of paraffin, petrol or diesel may be stored in a suitable non-flammable liquid container; stored in a metal box capable of holding the contents in the event of leakage or spillage, and ventilated to prevent a build-up of fumes. Please ensure a fire extinguisher is located next to all generators.

6 Registration and reception Event check-in is located in the Jack Petchey Lodge and is clearly sign-posted. The event reception will be open from 14:00-23:00 on Friday and 8:00 10:00 Saturday morning. Where possible, please register before pitching your camp. Outside of these times reception will be located in the Scout Adventures Reception from 09:00 each day. To assist with smooth running, we ask that only a single representative books your group in. To register you will need your booking confirmation and either cash, cheque or card to pay for a maximum of three additional people (cheques should be made payable to The Scout Association ). Please ensure that you have completed all guest details online prior to your arrival. If you have any questions, please contact us on info.request@wintercamp.org.uk. Please note that refunds cannot be given for lower numbers of attendees as activities will have been arranged for the numbers booked. On arrival you will be issued with a pack containing ID cards and lanyards, tickets for meals and t-shirts (if ordered), and other useful information. Please ensure the correct person is wearing the correct ID card and lanyard. Safeguarding An information pack for further information regarding safeguarding will be sent out closer to the event. If you have any questions, please contact us on info.request@wintercamp.org.uk. Security There is no formal security teams at Gilwell Park. For this reason, we supply lanyards and name badges to everyone on-site to ensure we can easily identify who should, and more importantly, should not be there. Please keep your lanyard visible at all times, and show it to anyone who asks. Everyone is entitled to check, so please remember to be friendly if you are asked. The land is private property, with public access roads and footpaths on the borders and many entrances and access points. All adults should be vigilant and make known to the Centre Management anybody who appears not to be part of the camp. We suggest the following points for your own safety: Do not leave valuables unattended in tents Ensure you can be seen by other groups on-site Ensure you inform the other groups around you if you are leaving your pitch unattended

7 Activities Activities will start at 09:30 and finish at 17:30 on Saturday, with a designated lunch break between 12:30 and 13:30 though some activities will continue to run during this time. On Sunday, activities will run from 09:30 to 13:00. Due to the nature of some activities, participants may get particularly muddy please ensure that your group have adequate changes of clothes and shoes. For water activities, please ensure they have swimwear and a towel. Certain activities require parental consent in order for young people to participate, and permission forms must be signed by the parent or guardian. On Saturday we may limit participation on the most popular activities through the use of ID cards in order to ensure everybody has an equal opportunity. Evening activities will run on Friday and Saturday. Further detailed information will be on the website before the event. These are likely to include a disco, cinemas and campfire. Some activities run at an off-site location - if your young people are on one of these activities, they must be at the shuttle bus stop no later than 30 minutes before the activity. Off-site activities require sign-up in advance. The times for activity sign up will be shared on arrival. Please note that participants who take part in the horse riding activity must wear appropriate footwear such as hiking boots or wellies trainers are not permitted. Programme for leaders Without leaders and helpers, young people would not be able to attend Wintercamp, therefore we are planning on providing some activities for leaders on Saturday evening. Further information will be published on social media closer to the event. If you would like to support the running of the event on Saturday, please contact our Event Logistics Team at the Scout Adventures Reception and we will find something to do for you! Departing on Sunday Departures will be organised as follows: 1) Please drop all tents and pack all your kit. To book your kit run, you will need to talk to the Kit Run Coordinator for your field. Then arrange with the Camping Space Team (blue high Vis type jackets) to tow your trailer or a loan of an event trailer. Your kit will be collected from your site once it has been fully packed, and will be dropped off at Branchet car park 2) Only minibus, van and car drivers and groups returning to the railway station should go to the event bus stop for shuttle buses to the off-site cars park

8 3) Coach, minibus, van and car drivers return to Gilwell Park and enter the one way. Once on Branchet Field track you reach a T junction with 2 options: a. Either right to drop off zone this is for cars and minibuses collecting only and ideal for participants and passengers needing to collect and go. There is a maximum of 15 minutes waiting time and is marshalled please do not leave your vehicles in the drop off zone as this causes a back log of traffic. Please think about the other campers leaving the event. b. Or left to kit runs zone this is for all coaches and any vehicle collecting a trailer or any vehicle collecting large quantities of camping equipment using one of the event trailers. Vehicles are matched up with kit and trailers in kit runs zone. Please note: If you camp on Essex Chase, you won t be able to leave the site before the end of activities. Unfortunately it will not be possible for vehicles to collect their own camping equipment from Essex Chase, though this may be permitted from other fields please check with the Kit Run Coordinator for specific arrangements for kit runs and vehicle access. Vehicles may only be collected from off-site parking when you are fully ready to leave as there is limited parking space on-site. Shuttle buses will operate continuously from the shuttle bus stop on Sunday. Additional information First aid will be available throughout the weekend - the location is marked on all maps and clearly signposted. Merchandise and badges that have been ordered MUST be collected on presentation of your tickets in the Jack Petchey Lodge on arrival as leftover stock will be sold in the Providore after 15:00 on Saturday afternoon. Mobile phone reception at Gilwell can be variable and therefore you should bear this in mind when using a mobile phone as a contact number. The following networks all appear to have good reception: T- Mobile, EE, Vodafone and Virgin. Please ensure your phone is charged and switched on at all times. Shops - If you run low on supplies during the weekend, there are local supermarkets in both Chingford (Tesco Express, Co-op) and Tesco Superstore (including fuel station) in Waltham Abbey. To arrange shuttle bus transport please go to the event Bus Stops. Speak to the Traffic Management team in this area and they will arrange to drop you at the supermarket. Please arrange a time to be collected directly with the driver or call the Traffic Manager number. For further information before the event keep checking the website or info.request@wintercamp.org.uk Follow us on or join our Facebook group. Please take time to talk to us during the weekend and let us know your opinions on any aspect of the event. The Scout Adventures Winertcamp Team want you to have the best weekend you possibly can. If you encounter anything that requires our attention, please let us know immediately so that we can sort it out for you there and then.

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10 Registration Form We will coach you on how to jump and how to land, but the actual act of jumping and landing is something only you can do and we want you to understand this. This is the risk we cannot control or avoid. Before you take part in the FreeDrop, we want to be completely clear about this: If you jump and land incorrectly, it could hurt If you do not listen to our instructors and you jump and land incorrectly, it could hurt If you decide to try a flip or other stunt without our permission, it could hurt If you do not think you can adhere to our instructions, please do not take part If you have a medical condition or pre existing injury which may affect your ability to follow the instructions, or may be made worse by using FreeDrop, please do not take part in this activity Please complete in acceptance of our Terms of Participation First and second names of participant First and second names of parent/guardian or adult responsible today if the participant is under 16 years. Age Sex Male Female Home address or address About the participant (c ircle or tick the boxes as applicable) Have you participated in the FreeDrop before? Yes No Office Use Only Are you between 6 and 8 years old, pregnant or over 20 stone in weight? Yes No Have you consumed more than 1.5 units of alcohol in the last six hours? Yes No Have you taken any medication or drugs that can affect your judgement or balance? Yes No Have you any existing physical injury or illness that you think may be affected by taking part in the FreeDrop? Yes No Do you want to read the full terms and conditions before participating? Yes No Statement of understanding. I, the participant named above (or I am the parent/guardian/supervising adult of the participant who is under 16); understand the explanation given and that while TheAirBag.net has taken all reasonable and practicable steps to protect my health and safety (or that of the participant), there is a risk of injury if I do not jump correctly. acknowledge that the decisions of the FreeDrop team are final, especially if permission is withheld to participate. If this happens, I understand that the motives will be to avoid injury. understand that this activity can be affected by changes in weather conditions and that the FreeDrop team will close the activity if wind measurements exceed safe limits. understand that any decision of the Jump Master regarding my competency to take part in the activity may be based on feedback from other members of the team and all other relevant facts available at the time. accept that no refunds are given once I have climbed the stairs. understand that my signature to this document indicates my acceptance of the general terms and conditions, which are available on request. Signature of the participant or parent/guardian/supervising adult Date

11 Laser - Mayhem Declaration Laser Mayhem treats the Health and Safety of all participants as a priority. As with any sport/leisure activity there are hazards associated with laser tag. We recommend that old long sleeve trousers and tops are worn with fastened trainers or stout shoes. I understand that: Laser tag is physically and mentally intense and may require extreme exertion to play. The possibility of injury to myself and others exists. The playing area has varying terrain and may be slippery and have many trip hazards There is the possibility of fallen tree debris. No physical contact is allowed between participants I confirm and agree that: I am physically fit and mentally able to take the strain and exertion involved in playing laser tag. I have no medical condition that would prevent me from playing. (Please make the game manager aware if you use an inhaler or any other medical aid) I am fully aware of the risk to myself and others involved in laser tag. I will comply with the rules and use all equipment as instructed and not so as to injure or hurt others. I will obey all instructions from the game manager/site marshals. If after attending the safety talk you do not with to play a full refund will be given to you only. Please print clearly and in CAPITALS Name: Date of Birth / / Address: address:.. Telephone Number.. Post code: Signed:. Date: / / Players under 18 must have this form countersigned by a parent, guardian or organiser All participants must attend our safety talk and adhere to all the site rules. Minimum age year 2 at school. Laser Mayhem may place information about you on our database. Please tick this box if you do not wish to be placed on our database.

12 Parental / Guardian Consent Form Lee Valley White Water Centre, Station Road Waltham Cross Hertfordshire EN9 1AB Parents or guardians of children under 18 years of age must complete and sign this form before any activity. Child s Name: Child s Date of Birth: SECTION A PARENT/GUARDIAN S INFORMATION AND CHILD S MEDICAL INFORMATION Parent/Guardian s Name: Home address: Emergency Contact Telephone Numbers: address: Day: Evening: Mobile: Child s medical information (if applicable) Please provide details of any medical conditions or allergies your child has which we should be made aware of, including details of any relevant treatments: SECTION B CONSENTS AND SAFETY & RISK DECLARATIONS By signing this form, I, being the parent/guardian of the above named child: give my consent to my child participating in activities at Lee Valley White Water Centre (LVWWC) and I understand and agree that participating is at my child s own risk. accept that by participating in LVWWC activities my child may be exposed to risks that may result in physical injury and I have discussed these risks and the nature of the activities with my child. have read and understood the Safety for Water Users leaflet and LVWWC rules and regulations (copies of which are available on the LVWWC website) and I have discussed these with my child. have read and understood the Safety & Risk Declaration form (a copy of which has been provided) and have explained this form to my child. I am satisfied that my child is sufficiently competent to listen to, and understand, any safety briefings given to them and to make the declarations contained with the form. accept and have impressed upon my child that the activity instructors will only be able to assist my child if my child follows their instructions carefully and that acting outside the instructor s advice may cause my child or a third party injuries or difficulties. confirm that my child is sufficiently fit and able to take part in LVWWC activities which require physical exertion. confirm that my child is confident in moving water with a buoyancy aid on. have listed above all of my child s medical conditions and/or allergies which are relevant to participating in LVWWC activities and will ensure my child has any treatments close to hand. agree that first aid may be administered to my child if deemed necessary by a suitably qualified person. understand that if my child fails to follow the directions of the LVWWC staff or the activity instructors, or does anything which may cause annoyance or injury to another person, the Trust and/or the Authority reserves the right to stop my child s participation in the activity and I understand that no refunds will be given in such circumstances. understand that the Trust and the Authority s Standard Terms and Conditions of Sale and the Lee Valley White Water Centre Terms and Conditions apply. Lee Valley Leisure Trust Limited and/or Lee Valley Regional Park Authority may occasionally film or take photographs of participants for publicity purposes, which may include reproducing images on the Trust s, the Authority s or the LVWWC website. If you do not agree to us using photographs or footage that includes your child, please tick the box. Signature of Parent/Guardian: Date: Print Name:

13 Lee Valley White Water Centre Rafting Safety and Risk Declaration Issue 6 Please read below carefully: I understand that white water rafting is an activity which may expose me to risk and can cause physical injury. I accept that the raft guide will only be able to assist me if I follow their instructions carefully and that acting outside of their advice may cause me or a third party injuries or difficulties. I have been asked to remove all personal belongings and jewellery before starting my session. I accept that any items not removed may be lost or damaged during the activity. I am sufficiently fit and able to take part in strenuous activity. I have notified the raft guide of any medical conditions or illnesses that I am suffering from and have any relevant treatment close to hand. I understand that if I m under 18 years old I must have a signed Parental Consent Form to participate. I accept that I must be at least 14 years old to go on the Olympic Standard Competition Course and at least 10 years old to go on the Legacy Loop. I understand that I must weigh under 18 stone to participate. I understand that I will receive a safety briefing during which I will be asked to complete a moving water swim and defensive swim position assessment. I understand that I must complete this assessment to the satisfaction of the raft guide to participate in the activity. The clothing that I am wearing and the equipment I have been provided with has been checked by an instructor and includes a helmet, buoyancy aid, solid shoes and clothing. I have read and accept LVWWC Rules and Regulations, Terms and Conditions and water quality information. I am not under the influence of any non prescription drugs or alcohol. I am aware that I may choose at anytime not to continue participating in the activity, which I will make clear to the guide. In signing below I declare that I agree with the above statements and am aware of the risks associated with participating in this activity. Group name: Name (print) Signature Emergency Contact Name and Number Session time:... Date:... Guide name:... Signed:... For raft guide use only All areas OK Not OK Raft number: Raft and equipment check Helmets fitted, coded, in working order BA adjusted, sized correctly and in full working order All questioned regarding swimming ability All questioned regarding language All questioned regarding age and weight All questioned regarding medical conditions Signed:

14 BARNFIELDS RIDING STABLES Sewardstone Road, Chingford, E4 7RH. Telephone NAME: AGE: WEIGHT: ADDRESS: (block capitals please) CONTACT NUMBERS: RIDING EXPERIENCE: ANY MEDICAL CONDITIONS: CONTACT NAME & NUMBER IN CASE OF AN ACCIDENT: Please note that Horses can be unpredictable and there is always the risk of an accident through no fault of ours. All riders ride at their own risk. Please read the yard rules listed outside the office and please check them on a regular basis to ensure that they have not been updated. Signature...date INSTRUCTOR NOTES: If assessed, date and comments:

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17 PARKING PERMIT NAME: BOOKING REFERENCE: CONTACT MOBILE NUMBER: This pass entitles the holder to park in the DROP OFF area Maximum stay: 15 min

18 PARKING PERMIT NAME: BOOKING REFERENCE: CONTACT MOBILE NUMBER: This pass entitles the holder to park in the off-site EVENT PARKING area