Information for Group Leaders

Welcome...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/departure as smooth as possible.

What to expect...

Arrivals and parkingThe site will open from Thursday (1400 - 2000) for groups who wish to arrive early to set up camp. 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.

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. 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 book in at the White House reception prior to setting up camp. Equipment is left at your own risk.

From Friday at 1400 the site will reopen for arrivals and once again 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 and this must be booked in advance by calling 020 8498 5411 or emailing info.request@wintercamp.org.uk. Shuttle buses will operate from 1400 at regular intervals. If you think you may arrive later than 2330 on Friday evening please contact us in advance so we can facilitate your arrival.

Finally, if your group has any special needs with regards to their camping location, please ensure you contact us in advance using the details above. We may not be able to accommodate your needs otherwise.

CoachesIf you are arriving by coach, specific arrangements exist, please see the ‘Information for Coach Drivers’ and make sure you have given this to your driver.

Drop offIf your group are arriving individually, please ensure that you have given each individual a copy of the information pack for parents/guardians (available online from the Wintercamp website.) 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.

Registration and receptionThe event reception is located in the Jack Petchey Lodge and is clearly sign-posted. The event reception will be open from 1400 -2300 on Friday. Where possible, please register before pitching your camp. Outside of these times reception will be located in the White House which is open 24 hours a 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, completed copy of the nominal roll form (unless completed online) 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 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 as stated on your nominal roll form.

ActivitiesActivities will start at 10am and finish at 5.30pm on Saturday, with a designated lunch break between 12.30pm and 1.30pm, though some activities will continue to run. On Sunday, activities will run from 10am to 1pm. 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 permission in order 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. On Sunday, however, there will be no restrictions. 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, wide game and camp fire.

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.

Catering:Pre-booked meals will be available in the C.I.C (Conference Centre) located behind The White House and will be available at the following times:

Saturday breakfast 7.30am–9.00am Saturday lunch 11.30am–2.30pm Saturday dinner 5.30pm–8.30pm Sunday breakfast 7.30am–9.30am Sunday lunch 11.30am–2.30pm

A limited supply of additional dinner and lunch meals to pay for on site will be available from one hour before food serving/distribution will be closed. The CIC Snack Bar will be open between the meals.Chubby’s is located in Camp Square and offers a range drinks and snacks. Chubby’s will be open at the following times: Friday 12pm–12am Saturday 7.30am–11:30pm Sunday 7.30am–2pmCold drinks and light snacks can be purchased at the Coke Bar located in Camp Square.

Programme for leadersWithout leaders and helpers, young people would not be able to attend Wintercamp, therefore we are providing the following for leaders:

For those new to the event or those that would like to ask questions, the Event Management Team will be available for a Q&A session on Friday evening at 9.30pm – location to be confirmed shortly.

We will run a special evening session on certain activities for leaders only; this will run between 7pm and 9.30pm on Saturday with different activities available at different times – these are described in the leaders programme.

The on site bar will also be open on both Friday and Saturday evenings. On Saturday night we will be running a quiz in The White House bar and in the CIC our resident DJ will be providing entertainment.

The Information Centre will also be open at certain times during the weekend. For times please check with the White House office.

The UK Programme Support Team has prepared short drop-in info sessions that will take place in The White House conference rooms. Please find below the timetable and a short description of each session. 10am-11am - Going For Gold 11am-12noon - Youth Involvement 12noon-1pm - Moving In & Moving On 1pm-2pm - Going for Gold 2pm-3pm - Getting Adventure in to your programmeGoing for Gold – Session on how to support your young people to achieve their Chief Scout's Gold Award and using tools to help you plan and review your programme.Youth Involvement - Practical hints and tips on getting young people involved in the decision making on your section.MiMo – Info session on how to support young people to move between sections and using the moving on awards to ease that transition.Getting Adventure into your programme - The refreshed programme looks for us to achieve 50% outdoors and adventure, how do I achieve that?Furthermore, on the Sunday morning, the UK Programme support Team runs 'a drop in zone' where leaders can come and talk to members of the team about their challenges on youth programme or share their successes.

DeparturesDepartures will be organised as follows:

•To book your kit run, you will need to talk to the Kit Run Coordinator for your field who will be clearly identifiable•Your kit will be collected from your site once it has been fully packed, and will be dropped off at Branchet car park•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•Once you have booked your kit run, you will be advised to collect your vehicle and take it to the Branchet car park•Due to limited parking, vehicles arriving without having booked a kit run may be turned away

Additional informationFirst aid will be available throughout the weekend - the location is marked on all maps, and clearly signposted on the Camp Square.

Clothing and badges that have been ordered can be collected on presentation of your tickets in the Jack Petchy Lodge on arrival.

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, Orange, EE, Vodafone and Virgin. Please ensure your phone is charged and switched on at all times.

For further information before the event keep checking the website www.wintercamp.org.uk or email info.request@wintercamp.org.ukfollow us on twitter @gpwintercamp 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 Gilwell Park Staff and Service 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.

Kings Head Hill

Bury Road

A112

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M25

Junction 26

Waltham Abbey

Chingford

A406 North Circular

Crooked Billet

Minibus Offsite Car Park 1

StationRoad

A10

4

Gilwell Park

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Daws Hill

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Directions to Gilwell Park and o�site parking instructions

ROAD CLOSEDGilwell Park is NOTACCESSIBLE from

Daws Hill

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A31

A24

MiltonKeynes

Sevenoaks

HighWycombe

Stevenage

Reigate

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LONDON

The Scout AssociationGilwell ParkScout Activity CentreBury RoadChingfordLondonE4 7QW

Tel: 0208 498 5300

Minibus Offsite Car Park 1:1. Turn right out of Gilwell Park towards Chingford.2. Follow road passing through small hamlet and then passing the edge of the forest.3. As you leave the forest, on the left hand side of the road you will see Chingford Plain, a

large open area - our offsite parking is located here and is signposted.

All Other Vehicles Offsite Car Park 2:1. Turn left out of Gilwell Park down Daws Hill.2. At T junction turn right.3. Continue on this road for 1.6 miles.4. At the roundabout, take the first exit left onto Meridian Way.5. Go straight over the next roundabout. 6. Turn left onto Station Road.7. Continue down this road for 400 yards, then turn right into the Lee Valley White Water Centre.

Please note, whilst there is security at the car parks, The Scout Association cannot be held responsible for any loss or damage incurred.

All Other VehiclesO�site Car Park 2

Parental consent form - Activities Parental consent form - Activities

Parental consent form - ActivitiesParental consent form - Activities

ID number:

I give permission for to take part in the following activities which may be on offer:

Air rifle shooting * Quad biking/Tank driving

Laser/Quasar games Digger driving

Laser clay pigeon

* I declare that he/she is not subject to restriction by virtue of Section 21 of the Firearms Act 1968 (which applies only to persons who have served a term of imprisonment or youth custody)

Please state if your son/daughter has a disability or condition which may be affected by the activities:

Name:

Signature:

(Parent/guardian)

ID number:

I give permission for to take part in the following activities which may be on offer:

Air rifle shooting * Quad biking/Tank driving

Laser/Quasar games Digger driving

Laser clay pigeon

* I declare that he/she is not subject to restriction by virtue of Section 21 of the Firearms Act 1968 (which applies only to persons who have served a term of imprisonment or youth custody)

Please state if your son/daughter has a disability or condition which may be affected by the activities:

Name:

Signature:

(Parent/guardian)

ID number:

I give permission for to take part in the following activities which may be on offer:

Air rifle shooting * Quad biking/Tank driving

Laser/Quasar games Digger driving

Laser clay pigeon

* I declare that he/she is not subject to restriction by virtue of Section 21 of the Firearms Act 1968 (which applies only to persons who have served a term of imprisonment or youth custody)

Please state if your son/daughter has a disability or condition which may be affected by the activities:

Name:

Signature:

(Parent/guardian)

ID number:

I give permission for to take part in the following activities which may be on offer:

Air rifle shooting * Quad biking/Tank driving

Laser/Quasar games Digger driving

Laser clay pigeon

* I declare that he/she is not subject to restriction by virtue of Section 21 of the Firearms Act 1968 (which applies only to persons who have served a term of imprisonment or youth custody)

Please state if your son/daughter has a disability or condition which may be affected by the activities:

Name:

Signature:

(Parent/guardian)

(I give permission, and child is over 12) (I give permission, and child is over 12)

(I give permission, and child is over 12)(I give permission, and child is over 12)

Whitewater rafting Whitewater rafting

Whitewater rafting Whitewater rafting

(I have completed additional consent form and child is over 11)

(I have completed additional consent form and child is over 11)

(I have completed additional consent form and child is over 11)

(I have completed additional consent form and child is over 11)

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:

Email address:

Emergency Contact Telephone Numbers:

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: ________________________________

Parental / Guardian Consent Form

Pass holder name:

Booking reference:

Onsite mobile contact number:

This pass entitles the holder to park in the DROP OFF ZONE only and is limited to 15mins waiting

This pass entitles the holder to park in the EVENT PARKING

Pass holder name:

Booking reference:

Onsite mobile contact number: