All Team Leaders and Members will have the ability to create events in the 41st Epping Forest – Adults (Trustees & Teams) section on Online Scout Manager (OSM). The reason we ask for all camp or group events to be created here first is so that other leaders can get involved, making sharing quick and easy. Additionally, all of our camp risk assessments and quartermaster database are kept updated in this section rather than duplicating them across multiple sections.
If you are planning a camp or group event, please create a financial planning budget and share it with James as Group Lead Volunteer and the Trustee Board for review. You will need to give careful consideration to the expenses of the camp, especially before the camp fee is determined. Given the necessity to predict specific expenditures and income, sufficient contingency plans must be created.
Here is some guidance:
Once these have been considered, shared and approved by James and the Trustee Board you can create an event.
To create an event, go to OSM and select the 41st Epping Forest – Adults (Trustees & Teams) section. Go to Programme, then Your Events, and then + ADD EVENT on the Current Events tab. Complete the four following tabs:
Once the event is created, update your event Description under the Parent Portal tab. You can then share with all the leaders across the group if required.
You can then share the events with the relevant sections by going to the Summary tab on the event, SHARING and make sure the following are ticked and updated:
If you have any questions or issues with this, please contact Alex or James who can help!
Summary of the event for example:
Join us for the 41st JOTT (Jamboree on the Trail), an annual hike which takes across the world by the global Scout Movement. All Scouts, regardless of age, are invited to participate and earn the annual badge – are don’t forget the rest of the family is welcome too! This year’s event will be held on Saturday 19 October from 13:00 to 17:00 and the 41st has opted to combine JOTT walk with a few activities, afternoon cakes and teas, and the annual promise renewal to give an enjoyable afternoon for the entire family. We will also host our AGM in the afternoon with cakes and tea.
Location & Duration
Add in the start and end data and location for example:
Supervision
Who is running the event:
Scout Adventures will organise this program at Gilwell Park, with supervision from Explorer/Scout Leaders.
Kit List
Share the kit list early so when they sign up, they know what they need to bring:
Remember this Is an outside camp so make sure all your kit comes in one bag and is labelled with your name.
For reasons related to health and safety, no one is allowed to bring any food (other than those mentioned biscuits), drinks, or sweets to the camp. Food will go ‘off’ if stored in a tent, some may get life-threatening allergic reactions, and it may also attract squirrels and other animals. We have lots of food, and you can bring up to £10 to spend in our onsite shop, which sells snacks, event merch, and other items.
Mobile Phones Policy for Camps
Add this in for Cubs, Scouts and Explorer event:
Mobile phones are now part of modern society, and most young people will now own a mobile phone. We understand that for safety reasons young people will carry a mobile phone to contact parents/carers; however, mobile phones can lead to several problems in Scouts such as bullying, disruption and inappropriate web usage.
As a Scout Group, our priority is the safety and happiness of every young people. Parents/carers can help us avoid these problems by ensuring their child does not arrive for a camp with their phone. If a young person is found using a phone, it will be confiscated immediately and handed to a leader where it can be collected at the end camp.
If it is necessary to contact parents/carers, young people should talk to a leader.
Cost
The cost of the event and how to pay:
A donation of £62 will cover the costs which is paid through the OSM GoCardless system. The booking deadline is 27 September 2024.
InTouch
Let them know who is running the event and who they will need to contact:
InTouch is the system that helps to communicate at all activities and events. Leaders will hold a digital copy of personal details for all attending. Please update your young persons personal details, even if you have done this recently. Make sure all sections are completed including emergency contact details, medical information and any special needs.
Assistant Leader
Please contact me or your section leader if you have questions.
All activities will be run in accordance with The Scout Association’s safety rules. No responsibility for the personal equipment/clothing and effects can be accepted by the organisers and The Scout Association does not provide automatic insurance cover in respect to such items.
An explorer, adventurer and TV presenter, Dwayne's been seen in BAFTA nominated Channel 5 series Race to the Pole, on BBC Springwatch, Countryfile, National Geographic and Disney+.
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