AVON ADVENTURE FAQ’S Version 15: Dated 16th January 2020
We are compiling a list of Frequently Asked Questions (FAQs) and Answers. If you cannot find the answer to your question below, then please use the form at the bottom of this page and one of the team will get back to you. We will also be updating this page. Thank you.
Table of Contents 1. WHO, WHAT, WHEN, WHY, WHERE AND HOW? ...... 2 2. BOOKINGS ...... 4 3. PRICE ...... 5 3.1 Payment Schedule ...... 7 4. LOGISTICS ...... 9 5. ACCOMMODATION ...... 12 6. ACTIVITIES...... 14 7. SHOP ...... 15 8. OTHER ...... 18
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1. WHO, WHAT, WHEN, WHY, WHERE AND HOW?
Who can attend the Jamboree?
Avon Adventure will be open to all members of Avon Scouting, Girl Guiding Bristol and South Gloucestershire and Girl Guiding Somerset North from Beavers and Rainbows to Rangers and Network. We also want to encourage Adult leaders and volunteers to attend as Service Team (ST).
What is a Jamboree?
A Jamboree is a large gathering of Scouts and Guides from across the area. A Jamboree gives Beavers, Rainbows, Brownies, Cubs, Guides, Scouts, Rangers, Explorers and Network members the opportunity to experience new things, activities and meet new people from across the area.
Where will the Jamboree be held?
Avon Adventure will be held at the North Somerset Showground, The Showground, Wraxall, Bristol, BS48 1NE
When is the Jamboree?
Avon Adventure will be taking place from Friday 22nd at 6pm until Monday 25th May 2020 at 4pm.
Why is there a Jamboree?
The Jamboree is an opportunity for Beavers, Rainbows, Brownies, Cubs, Guides, Scouts, Rangers, Explorers and Network to experience something different. A Jamboree gives them the opportunity to experience new things, activities and meet new people from across the area. The Jamboree is about bringing people together to make memories that will last a lifetime.
How do I get more information?
We have a mailing list. By signing up you will be able to keep up to date on all things Avon Adventure. Sign up now by clicking here.
Please note, a confirmation email will not be sent to you upon sign up. You can unsubscribe at any time via the unsubscribe link at the bottom of any email.
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What jobs will be available? Can I choose beforehand?
A variety of jobs will be available for you to sign up for. When signing up through the online system, you can choose which roles you would like to do in priority order. If you don’t have a preference, there is also an option for that.
We are currently recruiting volunteers for the following teams – if you are interested, then please email [email protected] for more information. Please note that the following list is short a short selection:
• Site security and safety • Subcamps • Activities • Facilities • Media – Photographers/Videographers • Catering
What is involved in being part of the Sub Camp team?
As a Sub Camp team member, you will be hands-on in making the Jamboree experience for the participants. You will responsible for the day to day running of your sub camp which includes the administration and wellbeing of your participants as well as the organisation of subcamp activities and games to keep everyone entertained in downtime.
It is one of the most fulfilling, hands-on and fast passed jobs on site. If you want to be involved in the Sub Camp team, please get in touch by emailing [email protected].
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2. BOOKINGS When will bookings open?
Bookings will be open from Monday 30th September 2019.
How do I book?
Bookings can be made via our online booking system: https://book.avonscouts.org.uk/avonadventure/
Please note, bookings need to be made by your Scout or Guiding group and not individual parents. If you are a parent, please register your child’s interest with their unit or group leader.
For those registering their units, please note your verification email may go into your junk or spam box, so please check here before contacting the bookings team. If you do not active your account within 30 days of setting it up, we will delete it and you will have to re- register.
How do I book on as a volunteer?
We love our Service Team! Without you, the Jamboree wouldn’t happen.
To become a member of the Avon Adventure Service Team please sign up through the ‘Helpers’ booking system.
https://book.avonscouts.org.uk/avonadventure/helpers/
How do leaders sign up to jobs?
Once the final payment has been made, all job roles will be available on the booking site for leaders to sign up for. Every leader will be required to do at least one job a day. There will be a wide range of roles available, but it will be down to you to choose the roles you want. As there are a select number of places for each job, it will be first come first serve.
Who do I contact if I have an issue with my booking?
If you have an issue with booking, please email [email protected].
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3. PRICE Full Jamboree experience
For those attending the whole Jamboree (Friday 22nd – Monday 25th May), the prices are as follows:
• Participant: £70 • Leaders and Service Team: £30
The price is inclusive of camp fees, catering, activities and a small goody bag of Avon Adventure merchandise (see below).
Please note, we encourage all young people aged 14-18 to sign up as either Rangers or Explorers so they can benefit from the programme that is being developed for them. This will also give them the opportunity to experience a Jamboree as a participant rather than a Young Leader or Leader in Training.
Mini Jamboree experience (Beavers)
We are also able to offer shorter Jamboree experiences just for Beavers. These will run from Saturday 23rd May to Sunday 24th May 2020. The price for this is £25 (Leaders will be £15) and will be inclusive of camp fees, catering, activities and a small goody bag of Avon Adventure merchandise (see below).
Can Beavers attend the Full Jamboree Experience?
Yes.
The Mini Jamboree Experience has been developed to ensure Beavers can attend even for a short period. We have had a large amount of feedback from Colonies saying Leaders would be more comfortable with this as well as the Young People as they may not have stayed away from home for as long before. By offering this experience alongside the Full Jamboree Experience we are pleased to provide an option for all confidence levels.
Beavers can also attend as Day Visitors if they wish to for £15.
Can Rainbows join the Mini Jamboree Experience?
Rainbows are unable to attend the Mini Jamboree Experience as it is over 24 hours from start to finish. This decision has been made to align with the Girlguiding Manual which states “Rainbow overnight events must not exceed 24 hours, including travel, from when care of the girls is transferred to the leader”.
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Can Brownies or Cubs join the Mini Jamboree Experience?
Due to the age and sectional specifications of both Brownies and Cubs, the decision has been made that both sections are able to attend the full Jamboree experience and therefore will not be given the opportunity to join in the Mini Jamboree Experience.
Day visitors
We are offering a Day Visitor option- to come onto the site to get a true Jamboree experience on Saturday 23rd or Sunday 24th May 2020.
The price of a Day Visitor will be £15 (Leaders will be £5). This will include of camp fees, onsite activities and the Avon Adventure blue event badge! Please note, this will not include food, so you are expected to bring a packed lunch onsite.
Can Explorers and Rangers come to the Jamboree?
Yes. We would love for Explorers and Rangers to come to the Jamboree as they will have their own sub camp and activity programme. We understand that the Jamboree is taking place over key exam times, so are happy for them to come and go however they must sign up and pay for a ‘Full Jamboree’ place. With this, they need to inform their leaders and sign out with their Sub Camp leader, so we are aware of their whereabouts.
Can I take my child with me on the Jamboree?
Any leader’s child who is under 5 needs to book on at the same time as the group.
If your child is attending the Whole Jamboree experience, the cost is £25. This will enable them to enjoy all the activities and be catered for.
If your child is attending the Mini Jamboree experience, the cost is £15. This will enable them to enjoy all the activities and be catered for.
If your child is coming as a day visitor, there will be no cost.
If your child is under 2, there will be no cost but you need to inform bookings by emailing [email protected]. Please do not book under 2’s on through the booking system.
Will there be grants available?
Grant applications can be made via your District Commissioner or Division Commissioner. Please talk to either your Leader or them directly to discuss how you can move an application forward.
What will be received as part of the Avon Adventure ‘goodie bag’?
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If you are a participant or leader on the Full Jamboree or Mini Jamboree experience you will receive a Sub Camp neckerchief and the Avon Adventure blue event badge. You will therefore have to purchase Sub Camp badges and clothing separately.
If you are a participant or leader attending as a day visitor, you will receive the Avon Adventure blue event badge.
3.1 Payment Schedule The Payment Schedule for Avon Adventure 2020 can be found below:
• 30th September 2019: Bookings Open • 10th February 2020: 30% Deposits Due • 31st March 2020: Bookings Close and Full Payment Due
How do I pay?
An email invoice will be sent out to you upon booking. This invoice will highlight your deposit amount which is 30% of your total cost and your total cost to pay by 31st March 2020.
The invoiced amount can be paid immediately if you choose. We have however designed the staged payment system to make it easier for you to pay in instalments once funds have been collected by your unit.
A reminder email will be sent regularly until the invoice has been paid. This will be automatically generated by the booking system.
What is the breakdown of costs?
PARTICIPANTS
Experience 30% Deposit per person Final Payment per person Due before 10th February 2020 Due 31st March 2020 Full Jamboree £21 £49 Mini Jamboree (Beavers) £7.50 £17.50 Day Visitors £4.50 £10.50
LEADERS
Experience 30% Deposit per person Final Payment per person Due before 10th February 2020 Due 31st March 2020 Full Jamboree £9 £21
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Mini Jamboree (Beavers) £4.50 £10.50 Day Visitors £1.50 £3.50
SERVICE TEAM
Experience Final Payment per person Due 31st March 2020 Full Jamboree £30
Can we add and remove Participants and Leaders?
You are welcome to add participants and leaders until 31st March 2020.
If you need to remove participants, please email [email protected]. Please note, deposits are non-refundable.
Is my deposit refundable?
No. Deposits are non-refundable.
Are places limited?
Places to the Jamboree are not limited but we encourage you to provisionally book your places onto the camp before the 10th February. We cannot guarantee places for your unit after this date.
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4. LOGISTICS When can we have access to the site to pre-pitch tents?
Access to the site will be available from 5pm on Wednesday 20th and Thursday 21st May 2020 for those leaders who wish to pitch tents. Please note, you will be required to leave the site by 9pm. Security will always be on site and present.
When can I drop off / pick up my child?
We will be allocating units set drop off and pick up times to stagger arrivals and departures. Please contact your unit leader to find out the specific details.
How do I register onsite?
Leaders in charge will be asked to register their units when they arrive onsite on Friday 22nd May 2020. You will head to the catering tent to meet your Sub Camp leader who will give you your information pack of wristbands, neckerchief and badges.
If you would like to collect your packs on either Wednesday 20th or Thursday 21st May 2020 when you are pre-pitching tents, this is an option but please notify Helen Hobbs, Bookings Manager by emailing [email protected] about this ahead of time so we can arrange this for you.
Will transport be provided?
No. Avon Adventure are not organising transportation to the site. Please organise this centrally within your Districts and Divisions if you think it would be beneficial.
Will the camp be catered, or will I need to provide catering for my group?
The Jamboree will be a fully catered event from Friday evening through to Monday afternoon.
• Friday evening supper • Saturday/Sunday/Monday cooked breakfast or cereal • Saturday, Sunday & Monday midday packed lunch • Saturday & Sunday evening hot meal and dessert
If you are attending the event as a Day Visitor – you will be expected to arrange your own packed lunches.
For those attending the Mini Jamboree, you will need to arrange your own packed lunches for Saturday. You will be catered for centrally from Saturday evening.
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Please note, snacks will not be provided as part of the catering package. If your young people require snacks, please either bring them with you or allow them to bring spending money to use at the onsite tuck shop.
How will special dietary requirements be dealt with?
Special dietary requirements must be specified when booking onto the camp.
We will do our best to accommodate vegetarians and gluten-free intolerances.
Any other dietary requirements will need to be sent in a separate email as this will be forwarded to the external cater. It will be at their discretion to accommodate these needs.
Will the site be nut free?
We can't guarantee the site being nut free. The site is an agricultural site and we have no control of what other participants will be bringing on site.
Equipment on site
All of the equipment on the Jamboree site is going to be hired in from external suppliers. Please therefore do not remove anything from the site as it does not belong to Avon County Scouts. Anyone who is seen to remove equipment will be questioned and where applicable removed from the site at the discretion of the Site Security Manager and Camp Chief.
Can we have vehicles on site?
Vehicles are allowed onsite during build up as long as permission has been granted from the DCC Site Services & Infrastructure or Head of Security. Any vehicle on site will have to maintain the site rules of 5 mph and will have to follow set routes. All vehicles will have to be offsite by 1pm on Friday 22nd May, no exceptions.
What time will vehicles be allowed back on site on the Monday?
Vehicles will be let back on the site only when it is safe to do so. We hope this will be approximately an hour after closing ceremony, but this all depends on how many young people are left on site.
Are Young Leaders included in ratios?
No. We encourage Young Leaders to be participants at the Jamboree to enable them to experience the event in full. We are therefore not including them in the ratios of your units.
When will Health Forms become active?
Health forms will become active from the moment the final payment is made. Please note, we require all health forms completed by April 2020.
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Will there be sufficient changing facilities for Transgender Participants, Leaders and Staff members?
Yes. We will ensure sufficient and suitable changing facilities for both under and over 18 male and female participants, leaders and staff including private cubicles to ensure privacy.
Do I have to wear my neckerchief or lanyard all weekend?
Yes. It is imperative all Participants, Leaders and Staff members always wear their neckerchief or lanyards throughout the Jamboree. The Core team and Site Safety team have the right to challenge at any time to ensure safety of everyone on site.
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5. ACCOMMODATION How is the camping site organised?
To align with the true Jamboree spirit, units will be placed within Sub Camps throughout the event to get to know others within the county.
If you book separately, there is an option to camp with your group or section as we understand equipment may need to be shared. If you wish to do this, please notify us by emailing [email protected].
What are the sub-camps? How are sub camps allocated?
Each Sub Camp will be led by a Sub Camp Leader. The Sub Camps are:
• Cook (Explorer and Rangers) • Croft • Earhart • Indiana • Marco • Peake (Service Team 18+)
What facilities will be available in the Sub Camps?
Each Sub Camp will be equipped with a ‘mess tent’ which will be provided by the Avon Adventure team. This will have tea and coffee making facilities (an urn) available inside. There will also be charging points for leaders to use within this facility. No other electric points will be available for public use onsite. Bringing in external generators or electric points is strictly prohibited.
Will there be refrigeration facilities within the Sub Camp?
Refrigeration facilities will only be available in the Sub Camp for medical purposes. Bringing in external refrigeration devises that require electric or a generator is strictly prohibited.
Do I need a night’s away permit to camp?
Scouts:
As a member of the Scout Association, you do not need to hold a Nights Away Permit. Everyone can camp under the permit which is held centrally with the core team.
Girlguiding:
As a member of Girlguiding, you do not need to hold a Going Away with License. Due to the scale of the Jamboree, there will other leaders on site who will cover the numbers attending.
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Deb Wilkey, ACC Activities, also holds a large-scale camp license which enables everyone to attend large mixed camps such as Jamborees without the requirement of a license.
Do I need to complete a REN?
As a member of Girlguiding attending this event, you are not required to complete a REN for your unit. Your attendance and all key information will be recorded within the booking system and circulated to your Division Commissioner to make them aware as part of the process.
If I turn 18 on the Jamboree, where will I camp?
If you turn 18 during the weekend of Avon Adventure, please make [email protected] aware. You will be asked to camp in Cook Sub Camp until your 18th birthday as you will be an Explorer or Ranger, but on your birthday, you will be asked to move to the Staff Sub Camp, Peake. This is to comply with POR and Girlguiding UK regulations regarding Safeguarding. Please note, you will also be required to have your own tent and an active DBS.
Can boys and girls share tents?
Within Scouting, mixed sex tents are at the discretion of the leader. Within Girlguiding, this is not acceptable unless you are over 18 years of age.
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6. ACTIVITIES What are the activity zones?
Avon Adventure will be split into 4 activities zones which participants will rotate around throughout their time onsite.
The activity zones are Earth, Fire, Water and Wood.
What activities can I expect?
Activities are currently being organised for the camp but expect activities full of adventure, adrenaline and fun!
Activities are expected to include adventurous activities such as climbing, abseiling, sailing, kayaking and pioneering, outdoorsy activities such as orienteering, backwards cooking, campfires and inflatables as well as creative activities such as craft, painting, modelling, dance and performance workshops and maybe even woodcarving!
How do I sign up for Avon’s Got Talent?
Avon’s Got Talent is back! This year we are ramping up the competition!
The Activities team would like applicants (Beavers/Rainbow through to Explorers/Rangers) to prepare a 30 - 60 second video clip of themselves presenting their act – this can be singing, dancing, magic or something more - and send it to Gemma by emailing [email protected] no later than 31st March 2020. Please note, the maximum file size is 50mb.
Successful shortlisted applicants will be notified by Friday 3rd April. They will be invited to an audition day at the Bristol 26th (Northcote) Scout hut on Sunday 19th April 2020.
Following on from that date, the final acts will be chosen and told about this by Tuesday 21st April 2020. The lucky finalists will then perform on stage at the Avon’s Got Talent final on Sunday 24th May 2020.
Could you be the winner of Avon’s Got Talent 2020?
How do I sign up for the Sports Competitions?
On Monday 25th May 2020, the activity zones will be closed and instead we will be running a morning full of sports competitions from Football to Rugby and Soap Box racing. If you would like to sign up for these competitions, please do so via the booking system from 6th January 2020. It should be a fun morning for all involved!
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7. SHOP Is there an event shop? When will this go live? Can I pre-order?
There will be an online shop for participants, leaders, parents and service team to look at and purchase Avon Adventure merchandise from before the camp starts.
The shop is now live and can be found here: https://shop.avonscouts.org.uk/
Pre-ordering is advised as we will only be holding limited stock onsite. Certain items will also be pre-order only (these will be specified). We recommend ordering beforehand to avoid disappointment.
What will be available to buy?
The Avon Adventure shop will stock a range of camping essentials as well as branded Avon Adventure hoodies, t-shirts and badges. There will also be the option of purchasing Sub Camp clothing (this will be pre-order only) so your child can get fully immersed into their Sub Camps identity and the overall Jamboree experience.
The online shop will open on Monday 6th January 2020 and can accessed through the Avon Scouts website. The shop link will also be sent to those who have registered for our newsletter and have followed us on Twitter, Facebook and Instagram.
All items are in the process of being finalised so designs and prices will be released shortly.
For ease, we strongly encourage orders to be made by section leaders so they can be placed under one name and collected by one individual. If parents wish to order kit directly, they must provide the name of the child it is reserved under so that they can easily collect it on the day.
What sizes will be available?
We are all about inclusivity so have made sure our clothing range caters for every shape and size. A sizing chart for the clothing we are offering can be found below:
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Child Hoodies
Child T-Shirts
Adult Hoodies
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Adult T-Shirts
When and where can I collect my order?
Your order will be available from Friday 22nd May and can be collected from the onsite Avon Adventure shop. When collecting please make sure to bring your order reference number with you.
Can Scouting Districts and Girlguiding Divisions order their own clothing?
Avon Adventure will be split into 5 sub camps, each of which will have their own identity. Each Scouting District and Girlguiding Division will be evenly split amongst these and may not be camping together.
At previous Jamborees the Districts and Divisions have become the Sub Camps but this will not be the case at Avon Adventure.
Due to the way this Jamboree is running, we would advise against ordering clothing for your individual Districts and Divisions as it will cost a large amount of money and not have the same impact or meaning as it would have before at other events.
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8. OTHER Is swapping allowed at the Jamboree?
Badge swapping will be allowed at Avon Adventure – we highly encourage you to bring along some of your unit badges and swap them for other units badges you have either made friends with or camped next to. Any other swapping may that be uniform, camp clothing etc. is not permitted at Avon Adventure.
Can I have a shout out if it is my birthday?
Yes of course you can! If you, a fellow participant, leader or service team member has a birthday during the Jamboree, please email Nicole Crompton, our Head of Communications on [email protected] and she will arrange for something special.
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