• adult to child ratios
• expected standards
• when and how to share concerns
• code of behavior for volunteers

When printed, the guide can be folded into a convenient booklet, and relevant local contacts such as your Local Safeguarding Lead can be written in the space provided.

Folding Instructions

1. Fold the sheet in half widthways
2. Cut along the dotted line, from the fold, half way to the edge of the sheet
3. Fold the sheet in quarters, along the remaining solid lines
4. Open out completely, then fold in half lengthwise
5. Open at the cut section, then collapse the sheet along the creases to create an 8-page booklet

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If you have any questions regarding Groop, please email groop@woodcraft.org.uk.

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Take a few moments to read our guidance to give you an idea what you can expect, and what will be expected of you. This will really help you to get the most from your experience.

Whether you’re camping under canvas or staying in one of our residential centres, there’s lots about the way we camp as a group which may be new to you – this guidance introduces Woodcraft Folk’s approach to:

• mealtimes
• chores and ‘clans’
• programme activities
• free time for adults and children
• staying safe
• working together

Most volunteers will attend a shorter, usually local, camp for their first time away with a group. Larger camps, such as our International Camps or UK-wide Venturer Camp are much more involved, with plans taking shape over months or even years!

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It is good practice to share the recommended kit list with all young participants and adults to ensure all have the right equipment needed and if they don’t they have time to acquire. At some sites it may be possible to arrange the loan of equipment (e.g. waterproofs are available at Lockerbrook) but could also talk to the group about where there can be loans

For different types of events, think about sleeping accomodation. Often, if staying at a residential centre bedding can be provided (sometimes at an extra cost) so ensure whether this is the case before sending out information.

Essential

• Sleepwear
• Washkit and towel
• Waterproof coat or cagoule (should be able dry quickly)
• Warm clothes that can be layered on top of each other
• Underwear and socks (ideally including walking socks)
• Warm hat and gloves
• Walking boots or wellies
• Trainers or other outdoor shoes
• Water bottle for carrying drink on outings
• Small rucksack or daysack for outings
• A plastic or cloth bag for dirty clothes
• Any medication e.g. asthma inhalers/antihistamines
• Any menstrual products that may be needed
• Torch 
• Sandwich box for lunches
• Sleeping bag (if required)
• Sleeping matt (if required)
• Swimwear (if required for an activity)

Useful but not essential

• Slippers or slipper socks (outdoor shoes are not allowed inside some residential centres)
• Woodcraft shirt, T-shirt, sweatshirt or hoodie 
• Waterproof overtrousers
• A small pillow (if not provided by venue)
• Books to read
• A pack of cards or small non-electronic game to share
• Musical instrument
• Small amount of pocket money if desired (to be spent at a cafe/shop on an offsite activity or onsite)
• Essential teddies only!

Young people should not bring

• Extra food or drink (including sweets/biscuits etc.)
• Smartphones, electronic games, radios, music players
• Your best clothes that shouldn’t get wet/dirty
• High value items

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Private Cars

Parents/carers may be willing and able to transport their own children to your venue, though you should not assume that every family will be in a position to do this. Lift sharing can help minimise the demands on parents/carers to transport their children to and from camp – it may be preferable to help families arrange this informally between themselves rather than for organisers to take this on in addition to the other aspects of organising the event. Drivers must ensure that their vehicle is safe and roadworthy, that they have adequate insurance in place, and that seatbelts, child seats or booster seats appropriate to the age and size of any young people are used. Adults giving lifts to young people in private cars should make sure that they are following any guidance in the Local or Event Safeguarding Plan. You will also need to ensure that there is adequate parking at the venue for any cars belonging to those who are staying.

Coach or Minibus

Providing transport will increase what you will need to charge to participants, but can make the trip more accessible to families without access to a car, and reduce the demands on parents/carers, particularly if the distances involved are large. Private coach hire will incur significant cost – most of this relates to the cost of the driver, and it frequently costs only a little more to hire a large coach than a small one. You may need to consider access to your chosen venue, particular in remote, rural areas (for example, coaches can only access Woodcraft Folk’s site at Biblins from the opposite side of the river – kit will need to be carried across the bridge to the site). Minibuses can be a more cost-effective option – you may be able to hire one, with or without a driver, one at a reduced rate through your local community transport scheme or other community organisation. Check the licencing requirements carefully to ensure that a volunteer driving the minibus is legally entitled, as well as sufficiently skilled, to drive the vehicle. The MiDAS training accredited by the Community Transport Association is a popular route to enable volunteers to drive smaller minibuses without obtaining a full PCV licence.

Public Transport

Depending on your chosen location, public transport may be an appropriate option for participants – the Darsham Country Centre is particularly convenient as trains stop directly outside the front door! Costs can be reduced by booking special group fares in advance, or by making use of any railcard discounts that members/volunteers in your group are entitled to. Travelling together can increase the opportunities for young people to bond, exercise their problem solving skills and develop independence – though, of course, you should consider carefully how you will manage any risks associated with this. Depending on the age of the young people, the nature of the accommodation, and how far they need to walk at the other end, it may be feasible for participants to carry their own kit with them, or you may wish to arrange for bulky/heavy kit to be transported separately by car or van.

Vans & Lorries

Hiring a van or lorry to transport equipment is commonly needed for a larger or longer camp. If hiring on a self-drive basis, you should pay careful attention to the licence entitlement of your prospective volunteer drivers. Only drivers who passed their standard driving test prior to 1 January 1997 are able to drive larger vehicles on a car licence – others will be limited to driving Transit- or Luton-style vans. It is vital that drivers of these vehicles, whether hired or not, pay careful attention to the legal weight limits – the gross vehicle weight (GVW), which is the combined weight of the vehicle, its payload, the driver and any passengers, must not exceed the maximum for the vehicle – which will vary by make and model. The load limit for a van may be reached long before the vehicle looks ‘full’, particularly if you are transporting heavy items such as gas bottles and marquees. Anyone driving an overweight vehicle may be fined and/or given penalty points on their licence if stopped by police or DVSA officers.

Rest Breaks

Driving without adequate rest breaks will increase the risk of accident and injury – it is important to avoid making unreasonable demands of volunteers who are driving as part of your activity. Consider whether you can hire a vehicle with a driver, rather than asking volunteers to take on this responsibility. Can volunteers who have not been part of the camp be asked to drive the van, rather than asking someone who is already tired from a weekend at camp to take this on? Do you need two drivers who can share the task? An extra day’s hire for a vehicle may add to the cost, but this is preferable to asking a volunteer to undertake a long drive that is potentially unsafe.

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Only volunteers who are competent to do so should install, maintain and use gas equipment while at camp, and equipment should be checked regularly to ensure that it is in safe working order, that connections are sound, and that gas hoses are in date.

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In Scotland wild camping is permitted in open country, even if the land is privately owned. Groups taking advantage of this right should do so responsibly, and ensure that they adhere to the Scottish Outdoor Access Code – and in particular:

• Camp in small groups – perfect for a Venturer expedition, but not for a district camp
• Don’t stay in the same place for more than 1 or 2 nights
• Take all litter away with you 
• Use a stove or raised fire bowl rather than a fire on the ground – see guidance on lighting a fire safely whilst wild camping here. 
• Toilet more than 30m from water (stream/river/lake) 

More information and advice is available from Outdoor Access Scotland.

In England & Wales it is only possible to wild camp with the landowner’s permission, even on land included in the “Right To Roam”. The exception to this is the Dartmoor National Park – though there are still rules that you will need to follow carefully, and even this is currently under threat due to an ongoing legal challenge – visit the Right To Roam site to find out the latest from the campaign to protect wild camping on Dartmoor and see how you can get involved.

Camping on privately owned land must be organised in advance of the trip with plenty of time to understand the expectations. If your group has permission from the landowner to wild camp you should follow any ground rules you are given regarding fires, cooking, pitching tents etc.

Bivvying 

Another option for a back-to-basics experience is an overnight bivvy – sleeping under the stars without a tent.

Often groups will walk with their kit and food to a place to spend the night, this can be done as an event within itself or as a night away at camp – as with wild camping if you are in England or Wales remember to get landowner’s permission.

Survival bags or bivvy bags are essential for this activity – these are a large bag made of tough plastic (or occasionally of waterproof fabric) in which to put your sleeping bag to stay warm and dry.

Cooking on small camping stoves such as Trangias is a good experience young people to plan and prepare their own meals in small groups when bivvying. Older groups can carry their own food and kit and walk to their bivvy site.

Younger or less experienced campers could have a bivvy within the tent circle, or on another part of the site away from the sleeping tents to experience sleeping out under the stars.

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The simplest first step is to set a price for the trip in advance, based on the projected costs divided by the minimum number of people who you expect to come. You may choose to set different prices for:

• Adults and children
• Children of Woodchip age (5 and under)
• Second and subsequent members of the same family/household
• Low waged/unwaged families

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