BROADLAND DISTRICT MILLENNIUM CAMP COMMITTEE

PLANNING MEETING

BUXTON MILL 09:00 until 12:00 Sunday 16th January 2000

Minutes

Attendance see committee list  

Contents of Minute Document

MP welcomed everyone and explained that the aim of the millennium camp is to bring the family of Broadland District together to celebrate the millennium under canvas – camping and eating as groups – drawing media attention to the association of today and to have the best camp ever, for all the right reasons.

MP asked for volunteers to join the committee, as the work involved in an event of this scale requires a core of leaders working as a team. The volunteers so far are listed on the committee list – more leader support is required especially for the running of activities – please promote this request.  

Full list of contacts can be found on this site

Each Group is required to nominate one leader to be the contact between the camp committee and the sections within their group. This person dose not have to be the GSL. A list of personnel has been compiled but is not complete – South Walsham  contact is un-named. MP will pursue. Please advise MP if this information is incorrect.

Group contacts – Committee members and their helpers are required at planning meetings, expected to take place every three weeks until the event.

Full list of contacts can be found on this site

Mark suggested some event times that have been agreed – the following has been agreed.

Site open for construction - Thursday 25^th 08:00 (On Site Night Security)

Site open for Group site equipment - Friday 26^th 08:00 – 12:00 (Adults Only)

Site open to Cubs - Scouts –Ventures - Friday 26^th 12:00 to Monday 29^th 12:00

Site open to Beavers - Saturday 27^th 12:00 (Sleep Over) to Sunday 28^th 12:00

Millennium Camp VIP reception - Saturday 27^th 18:00 – 19:30

Millennium camp celebration Party & Charity Cheque Presentation) - Saturday 27^th 19:30 – 22:00

Strike site - Monday 29^th 12:00 – Tuesday 30^th 12:00  (On site night Security)

Site check by N.T Head Forester - Tuesday 30^th 12:00

CP is the i/c campsite services, the following was briefly discussed and will be covered in more detail at the next meeting;

The Police and Fire Service will be informed of our camp by letter (CP) and a meeting arranged if required. An onsite security co-ordinator is still required to control ID badges and a register of personnel movement for the site.

CP will design and implement the site layout taking into consideration Emergency service access – safety – Group site size relevant to size of group – activity areas – easy toilet access to all.

It was suggested and agreed that MP/CP/ID would contact the fellowship to ask them for support and possibly run a meeting area in the form of a café with free tea, coffee & soft drinks.

CP will contact St Johns to provide on site first aid cover.

It was also agreed that all medical incidents would be reported direct to St Johns and that any medical decision would be made via the Section leader / St Johns & the parent contact. (To be arranged by the group, via their own permission to camp form)

CP will investigate the hire of toilets and showers to be imported onto site.

CP will contact the local council in the first instance to arrange the removal of waste from the site.

Open fires are not allowed on the site by request of the National Trust. We are however allowed a campfire for the party which will be built by the camp site service team, so that the ground is left in the same condition as it was found.

It was agreed that all cooking would take place on gas – MP will ask the Norfolk council for the loan of cooking rings.

CP will investigate a generator for powering site lighting – HQ computers – etc.

VM said that she will run lost property – any un-claimed property at the end of the camp will be passed to a charity or disposed of.

PH has volunteered the use of a tractor and two trailers to be use to ferry kit from the drop off zone to the relevant site to avoid vehicles on site.

A preliminary detailed program of events and activities has been agreed, Some fine tuning will be required as the numbers of campers / participants are known as well as the finalisation of activities is confirmed.

It was discussed that the event participants will eat in their respective groups and take part in activities as a group. Each activity will be run to allow participation by the youngest beaver up to and including the oldest venture scout on site. 

A separate program will be arranged for the beavers but incorporating the agreed activities. MP / BS to plan a Beaver program.

Program development can be found on this site

The following activities were suggested and approved – the meeting agreed that there were a lot of activities suggested and a survey of the potential participants would be carried out to ensure that the kids get to do what they want to do on their camp. MP to arrange a survey.

CS will run Nature Land to inc a Group Hike – Treasure trail – Incident Hike.

CG will run Water World to inc Kayaks – Sailing – Pulling – Rafting – Harpooning !

MP Knows of a leader team who may run Wheel World to inc Mountain Bikes – Quad Bikes – Grand Prix Karting.

SP knows of a leader who may run Construction Zone to inc Pioneering (Assault course) – Kite making and flying – Time capsules

MB will run – Expression station to inc Design – Graffiti Wall – Stomping – Branding ( ID will contact a samba / percussion team)   

Inflatable Challenge – will be a challenge area 2000 on inflatable slam-dunk course – MP will arrange hire of equipment – an enthusiastic leader team for this competition is required to run the activity – It can be run in an it’s a knockout style with a radio microphone !!

Adventure Zone – Climbing and Abseiling – GB will approach the DofE Award who have the equipment and BT/BS may have a military contact.

There will be a VIP reception on the Saturday to gain maximum publicity to promote scouting.

It was agreed that each group could invite up to four VIP’s from their respective areas in the district – At the next meeting a list of suggested guests is to be compiled and an invitation will be produced by the committee.

MP will invite the National Trust manager and the MP for Broadland a contact with the media is to be made.

A team of three (Cub – Scout – Venture or Beaver –Cub – Scout) from each group will be required to act as a tour group. VIPs will be allocated to a tour group who in their smartest uniforms will take our guests and media around a planned route of the site. There will be a display of digital photos taken during the day – projected on to a large screen – a small finger buffet will be available for the VIPs inc a fruit Punch.

ID is to collaborate a collection of photos and memorabilia from each group to enable him to create an archive display of scouting in the broadland district in the past. This will be on the guided tour and each group is encouraged to pass any such memorabilia to ID as early as possible.

MP will contact James Kurn to arrange press and media contacts.

It is the committee’s intention like the national association to hold a millennium party  celebration to the theme of light at 20:00 on the Saturday night.

Everyone on camp and the VIP’s as well as Beaver scout parents only, will be invited to join in the entertainment which we hope to include:

Curtain sided lorry for a stage - Camp fire – Songs – Mini Lasers – Speeches – Presentation of 2000 badge cheque to local charity (East Anglian Hospice for sick children) – Sketches by each group on stage – Live band ( CP to contact a steel band) – Firework finale (ID to contact a team from Nottingham) ID also suggested that each camper at the show could have a glow in the dark type stick – supplier to be found.

It was agreed that the funding of the event would be at a cost per head and the district has contributed a lump sum of money to assist with the advanced planning.

The site fee is £2.00 per person all weekend.

Food will be charged as desired by each Group.

The activity fee has been set at £5.00 per person all weekend.

Beavers cost is reduced as they are only on site for 24 hrs.

(Beavers cost - £2.50 for activity fee and £2.00 sleepover food is charged as for Group fee.)

Invitations will be sent to each Group Mid February – Numbers and Camp fees will be required by the end of March 2000 ( exact date to be confirmed)

There will be no Deposit as the fee is at a reasonable rate:

£7.00 per Cub – Scout – Venture

£4.50 per Beaver

An information / Welcome pack as well as Dog tag and Camp Cap will be sent to each group on receipt of payment.

It was agreed that the T-Shirt design competition that Dave Cox had originated would still stand and the committee have selected a design from over 100 competition entries. This design will be used on a Baseball cap for each camper on site – T-Shirts will be available but at an additional cost.

The Baseball caps will be supplied to each camper in their welcome pack and will be worn all weekend as an additional security measure. (each group will have a different colour)

The design will also be used on a cloth badge. (Suppliers names required)

The following are a few rules agreed by the committee to ensure a safe and effective camp.

Everyone on site must wear Camp Baseball cap and ID Dog tag .

No one enters or leaves the site without registering.

Everyone must be accounted for at all times.

All on the water will wear buoyancy aids/ Lifejackets.

All injuries (however minor must be reported to the on site first aid (St.Johns)

No one will have nothing to do.

It was agreed by the committee that the weekend would be an alcohol free zone.

Anyone found breaching any of the above rules will be escorted off site.

Sunday 13^th February – 09:00 – Blickling Hall, Main Car Park – Dress in outdoor gear as (weather permitting) the meeting will be held under a tree!! (Umbrellas and Flasks a must)  

It is hoped that a helicopter will take an overhead photo of the site at some stage during the weekend along with all the other sites in Norfolk. MP to advise.

GB will be making contact with the chip shop in Aylsham – any group requiring this service should contact Gary. It is also hoped that a fast food van and ice cream van will be on site.

FC suggested that an emergency signal and meeting point should be arranged in the event of an emergency. MP to action.

There will be a permission to take part in activities form produced by the committee. 

Leader assistance for the planning and running of activities is desperately required – any volunteers are requested to contact MP.

Send mail to mark.preston@tesco.net with questions or comments about the camp.

Send mail to webmaster@camp2000.org.uk with questions or comments about this web site.
Copyright © 1999 Broadland Scout District Camp 2000
Last modified: January 30, 2000