Group virtual calls - FAQ summary

Setup and access to site

Can I bring my own children to the set up on the Friday? 
No, unfortunately you won’t be able to bring your own children on to set up on Friday.

Will coaches be dropped off at subcamps? 
Yes, the coaches will be able to go through the main gates. Everyone on the coach will be scanned onto the site and wristbands will be given. 

Do Lincolnshire groups need to follow the timeslots if arriving by coach?
Coaches will not need specific time slots, please use the main gate for coach access.

We are travelling by coach, can we park the coach onsite for the week?
Yes, this can be parked in the long stay car park.

We are arriving by train. Is there a shuttle bus from the station?
Depending on where you are based, we may be able to help provide this. Please email bookings@poacher.org.uk and we will look into getting this arranged for you. 

What is the earliest we can get on-site on Saturday? 
Groups from Lincolnshire will be given a time slot to arrive onto site. Groups from further afield will be able to get onto site from 8am. More details on arrivals will be sent out in a future newsletter. 

Are we able to set up our mess tent and cooking tent on Saturday and get equipment delivered then? 
Yep, that is perfectly fine!

How will the size of our group pitch will be worked out? 
In order to calculate the size of the pitches we have allocated approx 15m2 per person within the group. This space includes where you need to put all your sleeping tents, mess tents etc. 

Can we keep our trailer in our subcamp space?
Yes, but it cannot leave your camping area during the week.

Will it be down to groups to specify the time they want their young people on site?
If you’re not a Lincolnshire group, please co-ordinate arrivals with your parents and carers.

If a participant is arriving later in the week will we need to look after their wristband or will it be kept with the bookings team?
The wristband will be kept by the booking team and when the young person arrives they will need to scan in through the main gate and will be given their wristband at the gate.

What happens if we are there after 2pm?  We are travelling a long distance.
After 2pm, access will be via the main gate - but our traffic teams will help direct you onto the site.

Camp life

What is phone signal like on the site? 
There are new masts around the showground and the main providers now have reasonable signal. As to be expected, though, we can’t control the service of external phone providers.

When will the whole site map be sent?
A subcamp location map is attached, and a final map should be published approximately two weeks before the event.

Programme

When can young people book their off site activities?
This will be from Sunday, we are encouraging groups to stay on their campsite and support with setting up tents and preparing for the opening ceremony on the Saturday! 

How do you manage swap shop queues for tickets?
We are limiting the opening times of the swap shop to try and prevent early morning rushing to queue. A larger number of activities this time won’t require a ticket so this will reduce the demand on the swap shops.

Are adults/leaders able to earn the GDV badge?
Yes adults and leaders can earn their Global Development Badge.

Shopping and food

Are leaders allowed off site to shop and be allowed back on site?
Yes, the main gate will be accessible to over 18s for access and egress between 8am-10pm.

What payments will be taken on site?
Vendors should take card and cash.

Can we book in for a group meal in a cafe?
There is no bookable catering provision for groups this Poacher. There will be a range of food vendors you can purchase from there and then, subject to availability - but groups will mostly need to organise their own catering provisions.

Technology and charging

Will there be WiFi?
No Wifi - but, there are new masts around the showground and the main providers now have reasonable signal. As to be expected, though, we can’t control the service of external phone providers.

When will the app be available?
We expect the app to go live approximately two weeks before

Are there going to be mobile phone related activities for the participants onsite?
None of the activities will require a mobile phone. The app is also optional and not required for any activities.

Are there provisions for young people to charge their phones?
We will have a small number of charging points across the site in public areas. The phones must not be left unattended at these points. The lockers on site are only accessible to leaders, but if you want to bring a multi-point USB adaptor you can charge participant battery banks if you wish.

One of my leaders is bringing their mobility scooter. The battery needs charging every evening - will it fit in the re-charging box?
You will be able to charge these batteries within the subcamp HQ, if they don’t fit in the lockers, other sockets will be available.

Will there be facilities in subcamp to charge larger battery banks?
A lot of these will fit in the lockers, if your device doesn’t then the subcamp team will be able to charge this device for you.

The booking process

When do we enter parents emails so that the health forms can be done? 
This will open on the booking site to all groups on 1st June to input parent or carer’s emails in.

How will we know if the parents haven't completed the health and permission forms?You will be able to see who has completed the forms on your Bookings login - you will also be able to download a local copy for your own use.

How do we complete our NAN forms?
All the activities provided on site will be covered by activity specific risk assessments, in addition there is an overarching risk assessment for the event which will be available online shortly.

Your NAN and Risk Assessments should cover your camping area, cooking, marquees etc. Poacher will risk assess the event and activities ourselves.

Cooking and washing

Will each plot be close to running drinking water?
We have a large number of stand pipes around the site, so you are never far from a fresh water stand point. Please bring water carriers to transport this to your own group.

How do people typically sort out the teeth cleaning facility on their own campsite area?
You will need to provide your own washing and teeth cleaning facilities on your own site, it is really important that the hand wash basins in the toilet facilities are kept clear for hand washing after using the facilities in order to promote good hand hygiene.

These facilities vary by group, but a toilet tent with a folding table, a thermos flask, washing up bowl and bucket for waste water / tooth paste water normally works well.

Can we freeze ice blocks?
Yes, this will be available at subcamp HQs.

What are the arrangements for disposal of waste water?
At each of the toilet blocks there are waste water disposal points.

Is there a limit on the number of gas bottles that we bring?
We aren’t setting a limit on gas bottles but it is subject to your risk assessment process. Clearly the more gas you bring, the greater the risk, so would advise you to consider the amount you are bringing and also transporting to site.

Is there any limit on the size of gas bottles?
We would ask that you consider this as part of your group specific risk assessment, clearly different groups use different sizes, and the capacity of cooking can affect cylinder size, however we would encourage you to consider fire safety and manual handling, along with transporting these cylinders by road to the site as part of this process.

Medical

Will there be fridges for medical purposes?
Yes each subcamp has fridges for medicines. We would encourage you to bring a cashbox, or other lockable box to store medicines in, within these fridges.

Visitors

Can we book for visitors to come onto site to visit us?
Yes, please email bookings@poacher.org.uk nearer to the event