Info for leaders and helpers

Wansdyke Jamboree - WanJam2024 - is the all-section district wide jamboree held around every four years by Wansdyke District Scouts. It is an event for everyone in the district, and this includes our 9 Groups - High Littleton, Paulton, Clutton, Midsomer Norton, Radstock, Peasedown-St-John, Saltford, Keynsham and Chew Stoke, as well as our 5 Explorer Units, Saxons, Argus, Titans, KESU and Mercury. WanJam was last held in 2018 at Somerdale Pavilion in Keynsham, where over 700 people attended. 

WanJam2024 is being held at Woodhouse Park Scout Activity Centre, Fernhill, Almondsbury, BS32 4LX, from Friday 7th to Sunday 9th June 2024. Utilising an existing Scout Activity Centre brings a number of benefits including proven large scale event management, permanent toilets and showers, dedicated instructors to lead permitted activities and 3 buildings which include bunk rooms and kitchen facilities.

The event is primarily being run by the Core Team, and supported by a number of Group Reps. The Core Team have previous experience working large events, and are working closely with Woodhouse Park our venue provider. The Core Team is as follows:

• Will Holmes - District Explorer Scout Commissioner

• Will Summerill - District Commissioner (Programme)

• James Swallow - District Commissioner (Support)

• Tina Curtis - Group Scout Leader (Saltford)

Please reach out to any one of us, or wanjam.bookings@wansdykescouts.org.uk if you have any questions or concerns.

Participant kit list

• Available on the 'Info for Parents' page, or a PDF can be downloaded here. 

Leader kit list

• Everything you'd normally take on a camp

• Don't forget a plate, bowl, mug/cup and cutlery, as these won't be provided

Group kit list

• Tents for all participants (young people and adults)

• Central mess tent/event shelter (if you'd like for your group camping area)

• Spare cutlery/crockery

• First aid kits

For issues and emergencies during the event, see our 'Problem on Site?' page.

We're using a WhatsApp community to share information during the event.

• Only the Core Team will be able to see your phone number.

• This will be used to broadcast messages, updates and requests.

• Members will only be able to reply directly to the Core Team - it is not a group chat.

• The community will only be used from Thursday 6th to Sunday 9th June 2024, after this all members will be removed.

Join using this link: https://chat.whatsapp.com/DxM3mvIB0s50tsbAoWZaI1

We'll take pictures and videos and share them on the Wansdyke Scouts Facebook, Twitter and Instagram pages over the weekend.

You can read the photography policy for the event below. We've shared it with participants via health forms as well.

I understand and agree that photographs and digital images of my child taken at the event may be used for promoting future events and in general to promote the Scouts. It is noted that the Woodhouse Park Media Team will be taking photos, videos and audio recordings throughout the event, which may be used for social media and marketing purposes. Please note this is a large-scale event where the volume of attendees is high, and the event is spread over a large area. There will be video, photography & audio being recorded in all areas during the event. If you or your child do not give consent, it is you / your child and your child’s leader’s responsibility to avoid being photographed/filmed/recorded.

• WanJam 2024 is committed to being an inclusive event

• The Core Team have identified key areas where reasonable adjustments and adaptations may need to be made

• As leaders, you know your young people best. If the event can do anything to help you make reasonable adjustments or be more accessible to your young people, please contact the Core Team. Ideally, please contact us before the event via wanjam.bookings@wansdykescouts.org.uk so we can prepare accordingly

• If you notice something on the event that requires an adjustment, please let the Core Team know via the 'Problem on Site?' page

• If any adults require reasonable adjustments or have special circumstances, please let us know how we can help

• Thank you for supporting us in welcoming everyone to this event

Nights Away Notifications

• Groups and units do not need to complete a Nights Away Notification NAN) or any Activity Notifications for this event

• The WanJam2024 Event Team are holding the NAN and activity notifications centrally

Risk assessment and safety

• The risk assessment can be found HERE

• This covers the event as a whole,

• Any emergencies will be managed by the Core Team and Woodhouse Park

• If you have any queries or would like further details about safety during the event, contact the Core Team

Activities

• Activities requiring a permit

  • All permitted activities will be run by suitably qualified leaders and instructors

• All other activities

  • These will be run by leaders and parent helpers who have come along to support the event

  • Before each activity session, there will be a compulsory 'activity leaders briefing'

  • Activity leaders will be provided with the information about their activities and told where to access the risk assessments and safety information

Insurance

• This event is covered by The Scout Association's insurance package

• Groups and units should make sure their property and equipment is suitably insured for the duration of the event. Please see The Scouts' website for further details 

• Woodhouse Park will be open from 5pm for set-up of group/unit camping areas 

• Please make sure that someone from the group/unit has spoken to the Core Team

  • This is to check you're in the right place

  • If you're in the wrong place, you'll be asked to move

• If the ground conditions are wet, please minimise the amount of vehicles you take onto the camping area

Setting up

• Woodhouse Park will be open from 12pm on Friday (7th) for volunteers to set up their areas

• If volunteers have their own children, they are able to be on-site during this time, but must be fully supervised at all times

Young people arrival from 6pm

• Please ensure that enough volunteers (in line with the ratios for your section) are present 15 minutes before your time slot to meet the young people at the drop off point

• Arrivals will operate on a 'drop and go' process

• Parents needing to speak to their section volunteers or support their child will be directed to a seperate car park 

• Make sure young people are able to walk a short distance with their kit

Groups and units have been allocated slots to arrive in to ease congestion, these are:

Friday evening:

• 18:30: Keynsham

• 18:50: High Littleton and Saltford

• 19:10: Paulton, Clutton and Chew Stoke

• 19:30: Midsomer Norton, Radstock, Peasedown-St-John and all explorer units

Saturday morning:

• From 08:15: Volunteers

• 09:00: Reduced weekend Beavers from all groups

During main check in times (Friday evening and Saturday morning)

• There will be a check-in station outside of Jamboree HQ (Lovell Centre).

• All participants will receive their wristband

• If anyone makes it to their group/unit campsite without checking in, please send them to check in

Participants arriving outside of this time

• Please log anyone arriving on site outside of check-in times with the Core Team

  • Use the form on our 'Problem on Site?' page

  • Bring them to Jamboree HQ

  • Or ring the WanJam duty number

• They'll be asked to collect their wristband from Jamboree HQ

Volunteers arriving on site before 6:30pm on Friday

• Please head to Jamboree HQ (Lovell Centre) at your group/unit's arrival time, where you will be checked in and given your wristband

• We cannot check you in before 6:30pm on Friday

At the end of the weekend

• Before heading to the departure point, ensure you have conducted a litter sweep of your camping area - make sure the site is as you found it. Any fines or cleaning fees arising from camping sites being left in an unacceptable state will be passed onto the group or unit who it concerns.

• If you find any lost property, please bring it to Jamboree HQ.

• After the closing ceremony, section volunteers should make sure their young people are picked up by their parents/carers

• Please let a member of the Core Team know once all your young people are collected

When it's time to leave

• Arrive at the departure point 10 minutes before your scheduled departure time (as below)

• 15:00: Keynsham

• 15:20: High Littleton and Saltford

• 15:40: Paulton, Clutton and Chew Stoke

• 16:00: Midsomer Norton, Radstock, Peasedown-St-John and all Explorer units

Help us to help you

• There will be delays during departures - we have over 700 people attending the weekend, so it may take some time

• It is our duty of care to ensure that all young people are returned to their parent/carers

• Please bear with us and follow any instructions given from car parking stewards

• Thank you for your support

Early departures

• Please let us know if any participant (young person or adult) leaves early (for example, early departures due to illness/injury) so we know how many people are on the site

• You can let the Core Team know about an early depature by:

  • Filling in the quick online form available on the 'Problem on Site?' page

  • Calling the WanJam Duty number

  • Signing the young person out at Jamboree HQ (in the Lovell Centre) during opening hours

Parking passes

• Any vehicles wishing to park for any duration of the event must display a WanJam2024 Parking Pass

• This is needed for any of the long stay car parks as well as the Avon Car Park. 

• A pass ensures we know the vehicle is connected to the event, and we can contact the owner if needed

• If you are arriving during the main arrivals window, it is important that a parking pass is displayed, so you are directed to the correct area

After 6pm on Friday

• Be aware that vehicle movement across the site will stop at 6pm on Friday

• All vehicles arriving after this time will be directed to the car park in the Avon Field

• The only exception to this will be movement of campervans/caravans, and other essential site/group Infrastructure vehicles, as authorised by the Core Team.

• Please ensure that all vehicles are removed from the camping Areas into one of the Long Stay Car Parks (Severn/Frome/Paddock) by 6pm on Friday

• Only trailers may be left on group camping areas

• If you must move your car or need to exit the site, contact the Core Team at Jamboree HQ or use the duty number (07749 005018) to gain permission

Car parks

• The main car park will be the long stay car park on Paddock

• There is a small amount of parking near Frome and Severn, which will be first come, first served

• Due to the restricted vehicle movements whilst the event is underway, any vehicles in the Paddock, Frome and Severn car parks will only be able to move around or exit the site at the discretion of the Core Team

• If it is expected that you will need to depart early, please use the Car Park on the Avon Field instead

• Please be considerate when parking, especially as in a number of locations, there will not be designed parking spaces

Campervans and caravans

• Any campervans/caravans will be sited on a designated area: most will on the hardstanding by the training centre

• No campervans/caravans are permitted on the group camping areas under any circumstances

• If you are arriving with a campervan or caravan, speak to a member of the Core Team who will tell where to pitch

When parking or loading: do not block any of the campsite access roads, these are required for emergency and infrastructure vehicle access at all times.

Downloads

WanJam2024 Vehicle Pass: HERE.

WHP Site Map, Showing Car Parks (Not to be used as an event map): HERE.

• To enable Site Take-Down, essential vehicles for Group Kit will be able to access the Camping Areas from 14:00*. 

• Ideally any movements will take place from 14:00-14:30, whilst the Participants are attending the Closing Ceremony. 

• *This will be subject to review depending on the weather conditions, and may be moved earlier if required. 

Download a copy here

Download a copy of the map from our 'downloads' page

General information

• We're providing central catering for the event

• You can see the meal times on the programme

• There will be a rota in place to ensure we have enough support in serving and clearing up for each meal

• Once the menu is confirmed, we will clarify what crockery/cutlery is needed at each meal

Menu

• Available to view here

• Will be available in the catering marquee as well

At mealtimes

Please read this information carefully and follow the instructions - this will avoid delays.

Getting ready and queuing

• Make sure everyone's got their crockery and cutlery to hand

• Queue outside of the catering marquee at (or just before) the time stated on the programme

• Leaders should supervise their young people to ensure they are behaving sensibly in the queue (this website has some games you can play whilst waiting in line to pass the time!)

• Hand sanitiser will be available

• If you have a young person who struggles to queue to the extent that this would cause them to miss mealtimes or have an adverse impact on their wellbeing, please let the Core Team know who can advise you on the best time to come for meals. Please do not make arrangements with the Catering Team yourselves - they will be really busy over the weekend.

Collecting your food

• Please could all leaders ensure they support young people collecting their food

• Where possible, please collect your food and move as far down the marquee as possible

Clearing up

• On completion of your meal, exit the marquee, where there will be washing-up facilities for your cutlery and crockery

• Everyone is responsible for their own washing up - so leaders may need to support young people with this

• Leaders may wish to ask their young people to bring some tea towels with them to dry items before walking back to your campsite.

Refreshments outside of mealtimes

• Tea/Coffee/Squash will be available from the catering marquee at all times.

Friday Evening

• A light dinner will be available for those Leaders who have been on-site throughout Friday afternoon (available at 6pm)

• Please request this in advance from the Core Team by 20th May - wanjam.bookings@wansdykescouts.org.uk

See our volunteering rota page for details

General information

• We're running activities as 'queue and do' - you don't need to book anything

• Some activities are being run by Woodhouse Park and some by volunteers from Wansdyke

Adult supervision

• Leaders can decide on the freedom they give their young people, subject to their risk assessment

• For example, Scouts and Explorers may have total freedom over all of the site, Cub Leaders may wish to take their young yeople to a certain field or area, and then stay there for one session, and Beaver leaders may wish to accompany their sections around the site in smaller groups. It's totally down to the groups/units to decide

Activity support

• We need help to run the activities

• The more support we have, the more activities can run

• Please check which activities need support, and then sign up to help using this form

The Tower (big ticket activities)

• It's likely to be very popular and therefore busy. 

• Please don't bring an entire section in one go, as it will create a large amount of queuing, and will affect everyone's experience

•  There will be a rotation of Tower activities throughout the three activity sessions, as it is not possible to run every activity simultaneously

Activities running

• The Tower: Climbing, Abseiling, High Ropes, Low Ropes, High All Aboard, Crate Stacking, Jacobs Ladder

• Adventure*: Tomahawk Throwing, Archery, Rifle Shooting, Crossbows, Adventure Course, Bouldering

• Craft: Electronics, Soap Carving, Badge Making, 

• Outdoors: Backwoods Cooking, Hammocks, Fire Lighting, Mini Pioneering, Den Building

• Games: Football, Volleyball, Crazy Golf, Go Karts, Team Games

• Challenges: Circus Skills, Bouncy Castles, Giant Games, Parachute, Sumo Suits, Zorbs, Tug of War

• Evening Activities: Cinema, Silent Disco, Bingo, Quiz, Escape Rooms

* Some of these activities will be age restricted, or have an alternative option (I.e.. Soft Archery for younger sections). Shooting, Crossbows and Laser Tag will require the production of a signed Shooting Permission Form (see below).

Please be aware that this is not an exhaustive list, and additionally activities available may change throughout the weekend dependant on Instructor or Leader availability. 

Things to remember

• All adults should follow the Yellow Card over the weekend - copies will be available during check in and at any point from Jamboree HQ

• All adults on site must have a Scout DBS check

• Any volunteer with a role which requires them to complete safety and safeguarding training must have completed these in order to stay overnight

• The Core Team have undertaken checks to make sure this is the case

Wristbands

• On arrival to the event, all members will be given a uniquely numbered wristband

• This will enable the Core Team to quickly identify an individual who is not part of the event, as well as undertaking identification in the event of an emergency

• Wansdyke Scouts will be the sole user of Woodhouse Park during WanJam2024, and therefore any individual not wearing a wristband or identified as Woodhouse Park staff, must be reported to the Core Team as soon as possible

Safeguarding (or suspected safeguarding) incidents:

• If a safeguarding incident is identified during WanJam, please follow the procedures on the Yellow Card.

• If the incident involves (or is suspected to involve) anyone on-site (young person or adult), please contact the Core Team immediately (07749 005018). They will escalate the incident to the District Commissioner Team who will triage it. Volunteers should never investigate a safeguarding incident themselves.

• If in doubt, report it.

• Volunteers can view the following page for more information about safeguarding: https://www.scouts.org.uk/volunteers/staying-safe-and-safeguarding/reporting-a-concern-to-safeguarding/ 

Public access to Woodhouse Park

• Woodhouse Park has a Public Footpath crossing through the centre of the site. 

• All volunteers have a responsibility to stay vigilant when crossing through this area, and to make sure their young people are aware of this feature

Emergency on site happening now? See the 'Problem on Site?' page for immediate assistance.

Minor injury and illness

• For minor injuries and illness, groups and units should manage this themselves

• Once treated, please report the treatment via the short online form on the 'Problem On Site?' page, or at Jamboree HQ, or by calling the duty number so it can be logged

More serious injury or illness

• Contact the Core Team immediately via phone (07749 005018) or send a runner to Jamboree HQ

• You can also flag down any Woodhouse Park staff or volunteers

The location of the First Aid Provision is TBC.

Mental Health First Aid

• A Mental Health First Aider will be on-site for the duration of the event, and can be accessed through the Core Team (call 07749 005018 or visit Jamboree HQ)

• They are a first point-of-call for anyone experiencing emotional distress (adult or young person).

• Remember: a mental health emergency is just as important as a physical health emergency.

Life threatening emergencies

• Call the Emergency Services on 999 or 112. The address for the site is Woodhouse Park Scout Activity Centre, Fernhill, Almondsbury, Bristol, BS32 4LX. (On arrival the Core Team and Woodhouse Park will manage the emergency services)

• If required, an Automated External Defibrillator is available at the WHP Reception. Send a runner to collect this. 

• Inform the Core Team, via the Duty Mobile 07749 005018 or any WHP Staff

• Have to hand: the details of the casualty or at the least, wristband number

• See further details about emergencies on our 'Emergency Information' page.

Toilet and shower blocks

• We'll have use of 2 toilet/shower blocks

• They are gender-neutral facilities

• There is no seperate facilities for over/under 18s

• There is expected to be a number of portaloos on site as well

Problems with the facilities

• The facilities will be cleaned regularly, as per the rota

• Please report any cleaning issues or shortages (e.g. toilet paper or soap) via our 'Problem on Site?' page

Accessibility

• An accessible (adults only) toilet and shower is available in the Trym Activity Field

• A further accessible (adults only) toilet and shower has recently been installed outside of the Avon Field Toilet Block, and could be in-use by WanJam2024

• The Toilets in Jamboree HQ (Lovell Centre) are for use by those using the bunk rooms (overnight only)

General waste

• Woodhouse Park are providing us with 1 skip for the weekend, which will primarily be used by 'The Event' and the Catering Team

• Do not dispose of gas canisters or batteries in the skip - please take them away with you for proper disposal

• Please be mindful of the amount of waste you generate as a group or unit as a 'fair use policy' applies to the skip

• Groups and units who produce excessive waste will be asked to take it away with them

Recycling

• Please separate your recycling into separate bags; Paper & Card, Plastic, Glass, Metal

• Then take to the designated area on-site (near the entrance/site reception) 

• There is no bar at this event

• Adults should be mindful of any alcohol they choose to consume in line with the green card

• Groups/units must always have adults who are responsible for them and have not consumed alcohol

• Keeping young people safe is our number one priority. Anyone showing signs of alcohol abuse or appears visibly drunk and is behaving in an anti-social manner will be asked to leave the event