{"subTitle":"","backgroundImage":{"url":null,"caption":null,"type":null,"size":0,"width":0,"height":0,"altText":null},"backgroundColour":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EMost of the major regional or County organised camps in the UK are referred to as \u2018international camps\u2019, yet the degree to which this description is accurate varies between camps.\u003C/p\u003E\n\u003Cp\u003EThere\u0027s a great variation on the proportion of international participants, ranging from 10% up to 50%. In general, the highest percentages depend on a number of conditions:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EA long history of international camps.\u003C/li\u003E\n\u003Cli\u003EA requirement that UK participants host overseas Scouts.\u003C/li\u003E\n\u003Cli\u003ERelatively small camps of around 1000 participants.\u003C/li\u003E\n\u003Cli\u003ERepeat bookings dependent on ongoing relationship.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EStart your promotions early\u003C/li\u003E\n\u003Cli\u003EBuild upon existing Group and Twin Town links\u003C/li\u003E\n\u003Cli\u003ESend material to the International Office for mailing\u003C/li\u003E\n\u003Cli\u003EComplete the \u003Ca rel=\u0022noopener\u0022 href=\u0022https://app.smartsheet.com/b/form/5ac89cd402f34cbba0e98cc18041c21b\u0022 target=\u0022_blank\u0022 title=\u0022International Events Form\u0022\u003EWorld Scout Bureau International Events Form\u003C/a\u003E\u0026nbsp;to register on their listings\u003C/li\u003E\n\u003Cli\u003EEstablish a website\u003C/li\u003E\n\u003Cli\u003ESelect Scout Centres from the \u2018Where to stay in Europe\u2019 guide to send posters\u003C/li\u003E\n\u003Cli\u003ECreate a basic information sheet in English and add other languages as an insert\u003C/li\u003E\n\u003Cli\u003EBe aware of when school holidays take place across Europe\u003C/li\u003E\n\u003Cli\u003EEnsure there is liaison within your region/country to avoid unnecessary clashes of camp dates\u003C/li\u003E\n\u003Cli\u003ELiaise with other camps to place or receive participants ensuring that all those who want to participate can do so\u003C/li\u003E\n\u003Cli\u003EBefore the camp, ensure that you have as much information as possible about your visitors\u003C/li\u003E\n\u003Cli\u003ECheck if the visiting groups have their own insurance and if not offer a suitable\u00A0policy like the one offered by Scout Insurance Services\u003C/li\u003E\n\u003Cli\u003EEnsure you are aware of dietary requirements and religious obligations\u003C/li\u003E\n\u003Cli\u003EEstablish direct communications with incoming groups to make them feel special and allocate a special \u2018host\u2019 to ensure there is follow up on arrival at the camp\u003C/li\u003E\n\u003Cli\u003EMake sure the group is a member of WAGGGS or WOSM by asking for the written consent of the appropriate International Commissioner. Please note WAGGGS members should only be invited if UK Guides are invited. You can find contact details in the \u003Ca rel=\u0022noopener\u0022 href=\u0022https://directory.scout.org/contacts\u0022 target=\u0022_blank\u0022 title=\u0022World Scouting Directory\u0022\u003EWorld Scouting Directory\u003C/a\u003E or \u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.wagggs.org/en/our-world/\u0022 target=\u0022_blank\u0022 title=\u0022Our World (WAGGGS)\u0022\u003EOur World on the WAGGGS website\u003C/a\u003E (eg international staff members) need to be checked in the same way\u003C/li\u003E\n\u003Cli\u003ESend regular newsletters to all visiting groups and carefully explain terminology which may not easily translate to another language\u00A0which may not easily translate to another language\u003C/li\u003E\n\u003Cli\u003EConsider how to help visitors who need a British visa to obtain one\u003C/li\u003E\n\u003C/ul\u003E","label":"How to achieve maximum potential international attendance"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EEstablish \u2018International Patrols\u2019, ensuring there are at least two participants from each country.\u003C/li\u003E\n\u003Cli\u003EHave an International Challenge to recognise joint activities between UK participants and visiting groups/individuals.\u003C/li\u003E\n\u003Cli\u003EHave an International Centre/Tent where visitors can mount displays and have their needs addressed.\u003C/li\u003E\n\u003Cli\u003EHave an International Fair that allows all groups to present aspects of their Scouting to the entire camp.\u003C/li\u003E\n\u003Cli\u003EEnsure that acts of worship reflect the faiths of all participants.\u003C/li\u003E\n\u003C/ul\u003E","label":"How to increase international understanding"}]},{"gridType":"RichTextBlock","content":"\u003Cp\u003EAfter the camp it is good to follow up the visit with a report on how you think things have gone. You may wish to conduct an informal evaluation with leaders of visiting groups either at the end of the camp or shortly after they have returned home.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EEnsure you have adequate information so that you can write to your visiting groups, possibly with information about the next International Camp.\u003C/li\u003E\n\u003Cli\u003EAsk for suggestions on how the camp can be improved.\u003C/li\u003E\n\u003Cli\u003EEncourage ongoing pen pal links to maintain contact with groups.\u003C/li\u003E\n\u003Cli\u003EEncourage UK participants to visit their new friends or take part in camps in other countries.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"sections":[{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EWith rising living standards around the world, there is an increasing expectation that the standard of services offered at international camps will be reflected in better quality and more sensitive sanitation and waste disposal.\u003C/p\u003E\n\u003Cp\u003EAssuming that direct water provision is possible at an acceptable pressure level, organisers need to remember that about 80% of this water will also need to be disposed of.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EInvolve local planning officials so that they are on your side.\u003C/li\u003E\n\u003Cli\u003ELocal councils have Health and Safety officials who may give guidance. Environmental Health Officers may also be helpful.\u003C/li\u003E\n\u003Cli\u003EInvestigate if it would be cheaper for the Country/Area to purchase equipment for future use, rather than pay high rental charges.\u003C/li\u003E\n\u003Cli\u003EAppoint a good Quartermaster who can control all equipment on in a businesslike way, booking in and out.\u003C/li\u003E\n\u003Cli\u003EConsider using a site, such as a County Showground, which already has site\u0026nbsp;services installed.\u003C/li\u003E\n\u003Cli\u003EConsider the benefits, on a long-term basis of upgrading facilities on the local\u0026nbsp;Scout site.\u003C/li\u003E\n\u003Cli\u003EVisit event suppliers\u2019 conferences/trade shows.\u003C/li\u003E\n\u003Cli\u003ELiaise with other camp organisers to negotiate jointly with suppliers or to\u0026nbsp;borrow from those events not taking place that year.\u003C/li\u003E\n\u003Cli\u003EConsider the Army or TA for equipment and expertise.\u003C/li\u003E\n\u003Cli\u003ELook at the various telecom companies to see which can offer the best, all in,\u0026nbsp;service. BT have been very helpful in providing pagers, faxes, internal telephones, radios and pay phones.\u003C/li\u003E\n\u003Cli\u003EMake sure you have adequate insurance cover.\u003C/li\u003E\n\u003Cli\u003EConsult the \u2018Showman\u2019s Guide\u2019, available from libraries.\u003C/li\u003E\n\u003Cli\u003ESet-up times vary from two to seven days.\u003C/li\u003E\n\u003C/ul\u003E","label":"In the early stages"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EEstablish a good procedure for controlling equipment which is lent out.\u003C/li\u003E\n\u003Cli\u003ELiaise with local police to ensure that intruders are firmly dealt with.\u003C/li\u003E\n\u003Cli\u003EComputers and high cost equipment on site raise the cost of insurance and require adequate security.\u003C/li\u003E\n\u003Cli\u003ECommercial companies may be interested providing some of the services, such as banks, supermarkets, souvenirs.\u003C/li\u003E\n\u003Cli\u003EProvide a graffiti area to discourage vandalism.\u003C/li\u003E\n\u003Cli\u003EEnsure that attention is given to fire prevention, including the provision of fire\u0026nbsp;breaks, alarms, extinguishers.\u003C/li\u003E\n\u003Cli\u003EConsider separating waste material and recycling.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EA major topic to consider is the provision of showers and cleanliness of sanitation provision:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EMany countries will not participate if there are no showers or if they are inadequate.\u003C/li\u003E\n\u003Cli\u003ESmall toilet rolls disappear quickly. One solution is to provide large dispensers.\u003C/li\u003E\n\u003Cli\u003ELiquid soap dispensers are hygienic and cost effective.\u003C/li\u003E\n\u003Cli\u003EIt may be best to hire a cleaning and disposal company to maintain good, consistent standards.\u003C/li\u003E\n\u003Cli\u003EBe careful to provide adequate and hygienic surroundings for religious obligations, for example washing before praying.\u003C/li\u003E\n\u003Cli\u003EThe quality and reliability of showers is often more important than the quantity.\u003C/li\u003E\n\u003Cli\u003ETake care to use a reputable company with adequate back up potential.\u003C/li\u003E\n\u003C/ul\u003E","label":"During the course of the camp"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EThe cost of cold storage equipment is offset by reduced wastage.\u003C/li\u003E\n\u003Cli\u003EBringing in commercial caterers for staff catering ensures a good quality product\u0026nbsp;with limited financial risk and reduces the need to provide additional equipment.\u003C/li\u003E\n\u003Cli\u003EBe aware of the increasing diversity of diet of young people, including larger\u0026nbsp;numbers who are vegetarian, those with dietary problems and those with religious\u0026nbsp;requirements.\u003C/li\u003E\n\u003C/ul\u003E","label":"Food"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EFire fighting and links to local fire service.\u003C/li\u003E\n\u003Cli\u003EFirst Aid/First Response provision and links to local hospitals, paramedics and doctors.\u003C/li\u003E\n\u003Cli\u003EEmergency provision of accommodation in the event of a major disaster.\u003C/li\u003E\n\u003Cli\u003ELinks to local emergency planning service.\u003C/li\u003E\n\u003Cli\u003EAdequate litter bins and a litter patrol.\u003C/li\u003E\n\u003C/ul\u003E","label":"Other services which need to be considered are"}]}]}],"config":null}]},"prev":null,"next":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","title":"Finance and financial planning"},"allParts":[{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/services-and-technical-arrangements/","title":"Services and technical arrangements"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","title":"Finance and financial planning"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","title":"Staffing and safeguarding"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/publicity-and-public-relations/","title":"Publicity and public relations"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/contingency-and-emergency-planning-a-checklist/","title":"Contingency and emergency planning \u2013 a checklist"}],"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/services-and-technical-arrangements/","id":46828,"nodeName":"Services and technical arrangements","title":"Services and technical arrangements","type":"codexPart","image":{"url":"/media/16627/190722-3825-cwr.jpg?width=800\u0026height=450\u0026v=1db2178ac1040a0","caption":"Explorer in UK necker shaking hands with USA Scout at 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This means that careful consideration needs to be given to all aspects of financing the event. The Finance Committee needs to be established early to ensure that full consideration is given to all financial aspects of the camp, certainly before the camp\u2019s fee is\u0026nbsp;set.\u003C/p\u003E\n\u003Cp\u003EOf prime importance will be the responsibility to underwrite the camp. Charity legislation requires Counties/Areas to make careful provision for money administered by charities. The County needs to have official representation on the Finance Committee of the camp if the County/Area is underwriting the camp.\u003C/p\u003E\n\u003Cp\u003EYou may need to discuss the possibility or need for VAT registration, if this is not already in place. It\u0027s possible to have a temporary registration. A staff bar, commercial catering and certain hire costs are subject to VAT, while activities are exempt.\u003C/p\u003E\n\u003Cp\u003EGiven the need to estimate certain expenditure and income, adequate provision will need to be made for contingencies. In addition, standard budgeting would suggest increasing costs by 5% for each year removed from the event. As the single largest element of the camp\u2019s revenue, the camp fee should adequately reflect the requirements and expectations of participants in the camp. In fixing the fee, the committee will need to consider which services will be provided within the fee:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EWill the fee include cost of food?\u003C/li\u003E\n\u003Cli\u003EWill the fee cover the complete cost of programme?\u003C/li\u003E\n\u003Cli\u003EHas the cost of hire of the site been agreed?\u003C/li\u003E\n\u003Cli\u003EUpon what are prospective numbers based: past experience, advance publicity, competition from other camps, other major international events such as a World Jamboree?\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIn reconciling the income and expenditure, there are a number of key sources of income.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe fees of participants\n\u003Cul\u003E\n\u003Cli\u003EHow many are expected?\u003C/li\u003E\n\u003Cli\u003EIs the overseas fee the same or more?\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003EThe fees of staff\n\u003Cul\u003E\n\u003Cli\u003EHow many staff?\u003C/li\u003E\n\u003Cli\u003EThe same fee as participants or less?\u003C/li\u003E\n\u003Cli\u003EDoes the fee include food?\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003ECatering and retail outlets\n\u003Cul\u003E\n\u003Cli\u003ENeed for commercial contracts\u003C/li\u003E\n\u003Cli\u003EAgreed percentage of profits\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003ECommercial sponsorship\n\u003Cul\u003E\n\u003Cli\u003EBased on well-documented presentation\u003C/li\u003E\n\u003Cli\u003EAccept payments/services in kind\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003EGrant aid\n\u003Cul\u003E\n\u003Cli\u003ELocal government sources\u003C/li\u003E\n\u003Cli\u003EConsult directory of grant making trusts\u003C/li\u003E\n\u003Cli\u003EConnect Youth cannot give grant aid to international camps\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003ESite hire costs - own site or outside body.\u003C/li\u003E\n\u003Cli\u003ESite services - central and sub-camp - consider tenders for some or all services.\u003C/li\u003E\n\u003Cli\u003EProgramme costs - central, sub-camp, ticketed, spare-time.\u003C/li\u003E\n\u003Cli\u003EAdministrative costs - publicity, committees, post, fax, phone, insurance, guests.\u003C/li\u003E\n\u003Cli\u003EContingencies and emergencies.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EWhen budgets have been compiled, in consultation with the team leaders of the various areas of operation (programme, services, administration etc.), the team leaders should be allowed to manage their own budgets, with regular reports to the finance committee. Any major over-spends or reallocation of finance needs to be agreed in advance.\u003C/p\u003E","label":"Expenditure items include:"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EThere may be an advantage in offering an early payment discount.\u003C/li\u003E\n\u003Cli\u003EUK banks often charge for receiving electronic transfer of money, so ask those paying in this way to meet these costs.\u003C/li\u003E\n\u003Cli\u003EConsider taking fees in instalments to meet cash flow requirements during the camp.\u003C/li\u003E\n\u003Cli\u003EThe finance committee should hold regular meetings to ensure adequate control of expenditure and to meet contingencies.\u003C/li\u003E\n\u003Cli\u003EThere needs to be good supervision of finance and adequate provision for safe storage and removal of money.\u003C/li\u003E\n\u003C/ul\u003E","label":"Collecting the 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events","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""}]}],"config":null},{"type":"singleColumn","areas":[{"items":[{"type":"Promo","cta":"","body":"\u003Cp\u003ERead our guidance on ensuring safeguarding when inviting adult Scout colleagues from overseas to attend Scout activities with TSA youth members\u003C/p\u003E","link":{"name":"Supporting international volunteers with safeguarding","id":null,"url":"https://www.scouts.org.uk/volunteers/staying-safe-and-safeguarding/safeguarding-in-the-programme/supporting-international-volunteers-with-safeguarding/","newWindow":false,"target":null},"colour":"#ffe627","title":"Read about supporting international volunteers with 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This helps to make the organisation of the camp more easily manageable. The sub-camp may be used for:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EMaintenance of camping standards\u003C/li\u003E\n\u003Cli\u003ESub-camp activities\u003C/li\u003E\n\u003Cli\u003ESpare time activities\u003C/li\u003E\n\u003Cli\u003EFirst aid/first response\u003C/li\u003E\n\u003Cli\u003ECatering\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EMost camps have a large programme team, which is further sub divided into teams for individual activities, such as water activities.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EIt\u0027s probably best to allow activity leaders to recruit their own staff and to offer the appropriate training.\u003C/li\u003E\n\u003Cli\u003EBe careful that outside helpers comply with Scout Association policy and rules.\u003C/li\u003E\n\u003Cli\u003EThere should be adequate ratios of staff to participants.\u003C/li\u003E\n\u003Cli\u003EGood recruitment will result in staff knowing what is expected of them, possibly through the provision of a job description, and utilising the skills available.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThe staff will be drawn from a range of sources:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ELeaders from within the County/Area\u003C/li\u003E\n\u003Cli\u003ELeaders from other Counties/Areas\u003C/li\u003E\n\u003Cli\u003EExplorer Scouts\u003C/li\u003E\n\u003Cli\u003EOverseas Leaders\u003C/li\u003E\n\u003Cli\u003ESpecialist adults not directly connected to Scouting\u003C/li\u003E\n\u003Cli\u003EStaff from commercial and other partners\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThere are a number of approaches of utilising the Leaders from the participating groups:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe booking policy should indicate an ideal \u2018Leader to youth ratio\u2019 to ensure there is less boredom of those Leaders.\u003C/li\u003E\n\u003Cli\u003EParticipating group Leaders can be enrolled as staff, in advance of the camp.\u003C/li\u003E\n\u003Cli\u003EUse of International patrols and good sub-camp scheme frees up Leaders for other duties.\u003C/li\u003E\n\u003Cli\u003EEstablish a \u2018Job Market\u2019 to allocate tasks.\u003C/li\u003E\n\u003Cli\u003EProvide skills learning sessions for visiting Leaders.\u003C/li\u003E\n\u003Cli\u003EDon\u2019t ask visiting Leaders to do the jobs that no one else wants to do.\u003C/li\u003E\n\u003C/ul\u003E","label":"Staff structure"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EMany camps rely on specialists for aspects of their camps. It should be emphasised to all such staff that the camp is a Scout event, and activities and program should be conducted in keeping with Scout Association policies and rules.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EIt\u0027s useful to have serving police officers on security staff.\u003C/li\u003E\n\u003Cli\u003EFirst aid facilities are often better provided by experts in the field such as Red Cross and St John\u2019s Ambulance. Otherwise doctors and nurses who are Scout Leaders will be more sensitive to the need of the camp.\u003C/li\u003E\n\u003Cli\u003EServing fire-fighters have the knowledge and the expertise to cope with the many potential dangers on a camp and may have access to equipment which may be lent to the camp.\u003C/li\u003E\n\u003Cli\u003ECommercial catering staff will be more aware of the need for hygiene, otherwise\u0026nbsp;careful attention needs to be paid to appropriate training for new staff.\u003C/li\u003E\n\u003C/ul\u003E","label":"Specialist helpers"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003ETo get the most out of your staff here are some useful tips:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EProvide a cr\u00E8che facility.\u003C/li\u003E\n\u003Cli\u003ETry to include at least one day off.\u003C/li\u003E\n\u003Cli\u003EOn a rotation basis, offer some activities to staff and Leaders\u2019 Staff club.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EMost camps provide a separate facility for staff and Leaders so that they can have some time to themselves. Some points to consider here are:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe area should be out of bounds to youth participants.\u003C/li\u003E\n\u003Cli\u003EThe area should be removed from the main camp area to avoid undue noise.\u003C/li\u003E\n\u003Cli\u003ECare should be taken over underage drinking (one system is different coloured identity cards).\u003C/li\u003E\n\u003C/ul\u003E","label":"Services for staff"}]}]}],"config":null}]},"prev":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","title":"Finance and financial planning"},"next":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/publicity-and-public-relations/","title":"Publicity and public relations"},"allParts":[{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/services-and-technical-arrangements/","title":"Services and technical arrangements"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","title":"Finance and financial planning"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","title":"Staffing and safeguarding"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/publicity-and-public-relations/","title":"Publicity and public relations"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/contingency-and-emergency-planning-a-checklist/","title":"Contingency and emergency planning \u2013 a checklist"}],"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","id":46831,"nodeName":"Staffing and safeguarding","title":"Staffing and safeguarding","type":"codexPart","image":{"url":"/media/16627/190722-3825-cwr.jpg?width=800\u0026height=450\u0026v=1db2178ac1040a0","caption":"Explorer in UK necker shaking hands with USA Scout at WSJ","type":"jpg","size":1669649,"width":2100,"height":1400,"altText":"An Explorer in UK necker shakes hands with a USA Scout at the World Scout Jamboree."},"assets":null,"headerOptions":{"headerTitle":"Staffing and safeguarding","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"Find support to organise international camps in the UK and address some of the important issues that can arise.","subHeader":"Find support to organise international camps in the UK and address some of the important issues that can arise.","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC80NjgzMSJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/"},{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EA major international camp will make a huge impact on local publicity for Scouting. The success of the event will depend on many things, not least the advance publicity to maximise the numbers taking part and having got the participants there, telling as many people as possible about the successes of the camp.\u003C/p\u003E\n\u003Cp\u003EDon\u2019t forget that many Districts and Counties have a Communications Team and an IT and Digital Team \u2013 use them to support the event.\u003C/p\u003E\n\u003Cp\u003EThere are a number of aspects to consider:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EAn online booking system.\u003C/li\u003E\n\u003Cli\u003EAdvance publicity to potential participants.\u003C/li\u003E\n\u003Cli\u003EProvide a poster for each Scout Group in the County/Area.\u003C/li\u003E\n\u003Cli\u003EProvide a road show and visits to Groups and Units in the County/Area to maximise local attendance.\u003C/li\u003E\n\u003Cli\u003EUse the County Secretary network to get information to all UK Countries/Areas.\u003C/li\u003E\n\u003Cli\u003ESend information to the International Office for direct mailing to European Associations.\u003C/li\u003E\n\u003Cli\u003EComplete the World Scout Bureau form for inclusion in a mailing to all Associations in membership of WOSM.\u003C/li\u003E\n\u003Cli\u003EUse twin-town committees to make contacts.\u003C/li\u003E\n\u003Cli\u003EThe content of invitations to go overseas.\u003C/li\u003E\n\u003Cli\u003EDistribute information at other international camps and the preceding World Scouting Jamboree.\u003C/li\u003E\n\u003Cli\u003EUse business contacts and those going on holiday to establish new contacts.\u003C/li\u003E\n\u003Cli\u003EEstablish a website.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EEstablish a regular newsletter to build up information.\u003C/li\u003E\n\u003Cli\u003ETry to get contributions from overseas participants.\u003C/li\u003E\n\u003Cli\u003ESend the camp booklet well in advance, but with accurate information.\u003C/li\u003E\n\u003Cli\u003EProvide specimen press releases for participating groups.\u003C/li\u003E\n\u003C/ul\u003E","label":"Practical information to participants"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EPrepare a brochure and invite different levels of sponsorship, relating to amount of money or support involved.\u003C/li\u003E\n\u003Cli\u003EGive regular updates to sponsors to maintain support.\u003C/li\u003E\n\u003Cli\u003EGive talks to sponsoring companies and organisations.\u003C/li\u003E\n\u003Cli\u003ESend samples of materials featuring the logo of sponsors to them.\u003C/li\u003E\n\u003C/ul\u003E","label":"Quality information and potential supporters"}]},{"gridType":"RichTextBlock","content":"\u003Ch3\u003EPublicity during the camp\u003C/h3\u003E\n\u003Cul\u003E\n\u003Cli\u003EMake contact with local newspapers, radio and TV stations well in advance.\u003C/li\u003E\n\u003Cli\u003EHave a special press day.\u003C/li\u003E\n\u003Cli\u003EUse well-briefed Explorer Scouts/Scout Network members as escorts for visitors.\u003C/li\u003E\n\u003Cli\u003EHave a special postal frank.\u003C/li\u003E\n\u003Cli\u003EHave a VIP tent with lots of youth hosts.\u003C/li\u003E\n\u003Cli\u003EDistribute general Scouting PR material as well as specific information on the camp.\u003C/li\u003E\n\u003Cli\u003EHave a number of open days for the public or have one special one which gives all the right messages.\u003C/li\u003E\n\u003Cli\u003EEncourage overseas participants to phone or fax reports to their local newspapers.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch3\u003EAfter the camp\u003C/h3\u003E\n\u003Cul\u003E\n\u003Cli\u003EPrepare a video or slide presentation to be given to sponsors.\u003C/li\u003E\n\u003Cli\u003ESend a full report to sponsors.\u003C/li\u003E\n\u003Cli\u003ESend a copy to those who didn\u2019t offer sponsorship this time.\u003C/li\u003E\n\u003Cli\u003ESend a report to the International Office.\u003C/li\u003E\n\u003Cli\u003EPrepare a special certificate of thanks to all staff.\u003C/li\u003E\n\u003Cli\u003EPrepare a special certificate for all staff.\u003C/li\u003E\n\u003Cli\u003ESend a report to participating groups, possibly with some advance information about the next camp.\u003C/li\u003E\n\u003Cli\u003EGive a good presentation to the County and Sectional meetings to maintain the momentum for next time.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","title":"Staffing and safeguarding"},"next":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/contingency-and-emergency-planning-a-checklist/","title":"Contingency and emergency planning \u2013 a checklist"},"allParts":[{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/services-and-technical-arrangements/","title":"Services and technical arrangements"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","title":"Finance and financial planning"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","title":"Staffing and 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arise.","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC80NjgzMiJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/publicity-and-public-relations/"},{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EPlease note that this is general guidance only: you will need to develop detailed plans based on a careful assessment of the situation in your area.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ETake advice (for example from the Environmental Health and Emergency Planning Departments of your local authority, the Fire and Police Services and the Health Service).\u003C/li\u003E\n\u003Cli\u003EBuild your links carefully, well before the event.\u003C/li\u003E\n\u003Cli\u003EAppoint one member of the planning team with the responsibility to develop and test the contingency and emergency plan.\u003C/li\u003E\n\u003Cli\u003EInvolve as wide a range of people as possible in preparing the plan (use staff meetings to brainstorm ideas, etc).\u003C/li\u003E\n\u003Cli\u003ETest the plan to see whether the proposed procedures will work.\u003C/li\u003E\n\u003Cli\u003ERecord the plan carefully, make sure that it is up-to-date and that everyone who needs one has a copy (make sure you have back up copies off site).\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EAccidents (eg nearby motorway or airport).\u003C/li\u003E\n\u003Cli\u003EActs of nature (eg storm).\u003C/li\u003E\n\u003Cli\u003EActs of criminals (eg public disturbances).\u003C/li\u003E\n\u003C/ul\u003E","label":"What might happen?"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EHave a proactive risk management programme with risk assessments fully completed and recorded.\u003C/li\u003E\n\u003Cli\u003EHave clear health and safety instructions for staff and participants.\u003C/li\u003E\n\u003Cli\u003EEncourage a safety culture amongst support staff and adult leaders.\u003C/li\u003E\n\u003Cli\u003EEnsure that medical, fire-fighting and security arrangements are in place.\u003C/li\u003E\n\u003Cli\u003EPut a reporting system in place (with frequent reviews) so that problems can be spotted and prompt action taken.\u003C/li\u003E\n\u003Cli\u003EHave a clear contingency and emergency plan and be prepared to implement it.\u003C/li\u003E\n\u003C/ul\u003E","label":"What preventative action do we take?"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EManagement structures which ensure that there is always (24 hours a day during the event) a duty officer who can make decisions.\u003C/li\u003E\n\u003Cli\u003EA clear command and control structure which the duty officer can implement quickly.\u003C/li\u003E\n\u003Cli\u003EOperations centres (one on site, another off it, all with communications and other necessary equipment) for use by the command and control structure.\u003C/li\u003E\n\u003Cli\u003EMethods of raising the alarm on the site.\u003C/li\u003E\n\u003Cli\u003ECommunications, both routine and emergency.\u003C/li\u003E\n\u003Cli\u003EMedical care and counselling.\u003C/li\u003E\n\u003Cli\u003EDealing with hazardous materials.\u003C/li\u003E\n\u003Cli\u003EFire-fighting.\u003C/li\u003E\n\u003Cli\u003ESite layout.\u003C/li\u003E\n\u003Cli\u003EEmergency security and evacuation arrangements.\u003C/li\u003E\n\u003Cli\u003EEmergency transport.\u003C/li\u003E\n\u003Cli\u003ELiaison with local authorities (with named contacts agreed before the event).\u003C/li\u003E\n\u003Cli\u003EMedia contacts (remembering the 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