Dear Cubs and Parents/Guardians
Please find attached the information supplied for the upcoming Packmainia South Yorkshire district camp at Hesley Wood on the 27th to 30th May 2016.
Medical and consent forms:- Can you please make sure that I have both completed forms by Monday 23rd May (if the forms are attached to this letter then I don’t have them yet) without them your child will not be able to take part in the event.
Setting up:– There will be over 3000 people at this event, so obviously this will cause us some issues with setting up as we won’t have the space we are used to. With this in mind we will be setting up the tents on Wednesday evening 25th May and Thursday evening 26th May from 6pm, so it would be greatly appreciated if cubs and parents could assist the leaders with this activity. It will also allow parents to view the site if you like as access will be restricted over the weekend.
Arrival:– Due to the volumes of people attending we have been asked for Hoyland Cubs to be dropped off between the times of 5pm and 5.30pm. There will be a one way system in operation on site, so please follow the event organisers instructions on arrival. The drop of point will either be the main carpark or the top car park, event organisers will direct traffic on the day. One of our scout leaders will be waiting in the carpark to greet you when you arrive.
If you are not able to make this time slot, please let me know as we will have to make other arrangements for drop offs. From 6pm there will be 6 to 8 coaches arriving at a time and access by car will be restricted.
Unfortunately parents, due to the volumes of people expected on site the organisers are asking for a “KISS and GO” policy to be enforced when you drop your children off. Otherwise its going to cause a bottle neck and cause all sorts of avoidable problems for the organisers, sorry.
With this in mind it is proposed that the Cubs can drop off their camping gear on either Wednesday or Thursday evening. This will mean that they will only have to carry their rucksack down to the camp site from the drop off point on Friday evening.
Upon arrival each Cub will be issued with wrist bands, a camp necker, maps and programmes. The whole camp site will be split into three sub camp to which Hoyland will be attached to one. These are Wolf, Monkey and Crocodile, the camp necker will represent which section we will belong to.
Collection:- Rotherham, Barnsley and Doncaster Cubs can be collected from 4.15pm on Monday from the Thorncliffe Ind Est located down the hill from Hesley Wood on the main road. The Cubs will be escorted down there ready for collection at this time. All camping equipment and baggage will be transported there by the organisers beforehand. Please do not turn up early as the Cubs will not be there and no access on to the camp site will be permitted due to the number of coaches which will already be parked up there waiting to leave.
Access to the site over the weekend will be restricted and managed by a 24hr security team. Any parents who will be helping out during the day or visiting will need to log their details with the security team, i.e. name, mobile, car reg, time and dates etc. can you please let me know in advance if this will apply to you and I can pass on the information.
In the event of an Emergency:- Each group will be allowed Two vehicle on site as emergency vehicles, these are to be parked in the designated car park, these are to be the only vehicle that will be allowed on site after 6pm on Friday evening until 5pm Monday afternoon. All other leader and visitor vehicles need to be parked off site.
Planned Activities:- (see attached lists)
Friday evening –
from 7pm to 11pm Fairground, sideshows and Activities
Day time 9am to 4.30pm outdoor activities with a falconry display at 1pm
Evening 7pm to 11pm Link up with other counties for a UK wide camp fire and outdoor cinema showing the jungle book with song sheets.
Day time 9am to 5pm Pack Ambassadors Breakfast for to lucky Cubs, lots of outdoor activities with a Guinness World Record Challenge (the big blowout) Birthday picnic at 1pm.
Evening 7pm to 11pm Camp Parade (all packs to parade in fancy dress) with bands and music, followed by a circus and entertainment, plus Akelas Challenge (Scavenger Hunt)
Day time 10am to 1pm Cub 100 Challenge team games. Closing ceremony at 2.30pm
First Aid and Medicines:- There will be two first aid stations in operation throughout the event located in the Camp Centre and by the camping area on the Long Field.
The storage of any medicines will be the responsibility of each group, so please let me know ASAP if we will need to make any special arrangements for storage i.e. cold box etc.
If any child has any allergy’s etc there are a selection of wrist bands which can be purchased from the scout shop on line at Scout.org.
Safety and Security:- The site will be patrolled 24hrs. Cubs are to are their group neckers and security wrist bands at all times.
Please be aware, tents don’t lock so please don’t let your child bring any expensive toys, phones or gadgets as we cannot be held responsible for their safety and upkeep.
There is a camp shop on site and Juice bar, so spending money is allowed, however, can you please make sure that this is kept in a secure purse clearly identified with your child’s name.
Communication:- If you need to contact your child over the weekend, can you please contact one of the scout leaders ( a contact list will be issued on the day) and we will get the child to phone you back at a convenient time. If possible we would like to remove the temptation for Cubs to be walking round with mobile phones and enjoy the activities which have been planned for them instead.
You can follow the event on line if you like as ell at:
@SYSCOUTS & @CYSCOUTS
Kit list:- Please find attached a full kit list for the weekend
Dietary Requirements:- I understand some individual have funny eating habits. With this in mind can you please have a look at the attached proposed camp menu for the weekend and let me know if you have any concerns or questions. Please remember everything we will be cooking has to be cooked in a pot or frying pan. We will be Green Field camping so resources are limited!
All the best, Hoyland Cub Leaders
Hoyland Cub Leaders
Simon Lee (Akela) Tel: 07973 726118 E-mail: Akela18thHoyland@outlook.com
Rachel Storey (Raksha)
Lucy King (Baloo)
Leslie Roberts (Shere Khan)
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