1st Benson District Camp at Paccar Scout Camp
17 – 19th July 2015
PROVISIONAL PLANNING DOCUMENT
VERSION 1 – 7th July 2015
Aims
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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 Sunday
morning 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 gdistrict camp 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 onwards 07946 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)
07721 775295
Ali Wood (Assistant Beaver Leader)
07771 850760
Other adults in attendance are:
Jen Anderson (Occasional Helper)
Peter Snellgrove (Occasional Helper)
Jamie Anderson (Occasional Helper)
07970 243985
07974 343366
07888 844334
In touch contact will be Chris Smith (TBC)
Child Attendees
Final numbers as of 10th July 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
 The costs 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 activities plus 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 cancels once costs have been
calculated after 6th June, 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 House by 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) who has 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
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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 will be 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
evening
8.00pm
Hot Dogs in a bun with sauces
Saturday
Breakfast 8-9:30am
Sausage, Bacon, Egg (choice of Poached or Fried)
and Baked Beans with Fresh Bread, Cornflakes
Lunch 12:45-2pm
Variety of Sandwiches, Chicken Nuggets and Sausage
rolls, Fruit, Crisps
Evening 5:15pm
Meat 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
Sunday
Breakfast 8-9:30
Sausage, Bacon, Egg (choice of Poached or Fried) and
Baked Beans with Fresh Bread, Cornflakes
Lunch
Variety of Sandwiches, Chicken Nuggets and Sausage
12:45-2pm
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
21.30hrs
Scouts, cubs etc begin to arrive.
Leaders briefing – Walsh Hall.
Saturday 18th July
09.00hrs Beaver day visitors arrive
10.00hrs Opening ceremony/Flag Break
11.00hrs Activities commence.
13.00hrs Lunch
14.00hrs Activities resume
17.00hrs Beaver day visitors leave
17.30hrs Dinner
19.00hrs Flag Down
19.30hrs Camp Fire
22.30hrs Lights Out
Sunday 19th July
10.00hrs Flag Break
10.15hrs Activities
13.00hrs Packed Lunch
14.30hrs Closing Ceremony
15.30hrs Strike 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 Icaris Vangos
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
www.bensonscouts.co.uk
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 Away Staged 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