Camp & Residential Checklist

Overnight activities, whether under canvas or in bunkhouses, pose a greater organisational challenge, and involve an increased level of risk, compared to group night sessions.

This checklist will ensure that your planned activity meets Woodcraft Folk’s minimum expectations for overnight activities with children & young people, and should be completed by the volunteer responsible for the activity not less than 7 days before the event.

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Name *

First

Last

Name of Group / District *

Email *

Start date of proposed activity *

Approximate number of volunteers *

Over 18

Venue or location *

End date *

Approximate number of participants *

under 18

Name of camp/event co-ordinator *

Name of camp/event safeguarding lead *

This cannot be the same as the camp/event co-ordinator

Which age groups are involved as participants in this event?

• Woodchips (under 5)
• Elfins (age 6-9)
• Pioneers (age 10-12)
• Venturers (age 13-15)
• DFs (age 16-20)

Event Management *

• A site visit has been completed (or the group is already familiar with the site/venue)
• At least two registered volunteers aged 18+ will be supporting the trip
• Minimum child/volunteer ratios will be met

For mixed-age groups, volunteers have been identified to be responsible for each age group *

• Yes
• No
• Not applicable for this event

Volunteer screening & training *

• Any adults (including 16-20 year olds taking responsibility for others) have undergone relevant volunteer screening, including referencing, Enhanced DBS check or PVG membership
• Event co-ordinator & safeguarding lead have (as a minimum) completed a Level 1 Safeguarding course, the NYA ‘Safeguarding in a Youthwork Setting’ online course, or equivalent training
• All volunteers are familiar with Woodcraft Folk’s Safeguarding Policy, Code of Behaviour and other relevant procedures, and know how and when to raise and share concerns

Managing risk *

• A safeguarding plan covering the proposed activity has been completed and shared with all volunteers
• A risk assessment has been completed and shared with all volunteers
• A first aid needs assessment has been completed, and suitable first aid cover is in place
• Planned activities are covered by Woodcraft Folk’s Public Liability Insurance

External instructors with suitable insurance cover have been engaged to lead activities not covered by Woodcraft Folk insurance *

• Yes
• We are not using external instructors for this event

Participants & programme *

• Informed parent/carer consent has been given for all participants under 18 to attend the camp/event
• Health and emergency contact information (including disability, additional needs, health conditions, allergies & dietary requirements) has been obtained for all participants (including adults/volunteers)
• A briefing has been given to participants and volunteers outlining expectations
• A programme of activities has been planned and agreed, appropriate to the age, ability and number of participants, and which can be safely and effectively delivered by the available volunteers

Transport *

• Any volunteers who are transporting children or equipment to site have the appropriate licence, insurance and skills to do so safely and legally

Personal and communal equipment being transported in vans or lorries does not exceed the maximum permitted weight *

• Yes
• We are not transporting equipment for this event

Any other relevant information

Submit