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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Woodcraft Folk Centres & Campsites

Woodcraft Folk manages a small network of outdoor centres and campsites – just waiting for your group to discover and explore. Our centres, as well as being used by Woodcraft Folk groups, also accommodate other educational groups and youth organisations.  

Our centres include:

Biblins Youth Campsite – camping pitches, ready-pitched bell tents, and the unique ‘Burrow‘ for smaller groups, situated on the English/Welsh border, near Ross-on-Wye.

Cudham Environmental Activities Centre – dormitories, a fully equipped kitchen, outdoor and indoor fire, recreation room and beautiful woodland to explore in the North Downs, near Orpington

Darsham – a converted railway station house with dormitories, a fully equipped kitchen, pool table, board games and recreation spaces on the Suffolk Coast, near Saxmundham and a short walk from the beach. This centre is very accessible by train. 

Height Gate Outdoor Centre – A camping barn in West Yorkshire, a short distance from the Pennine Way. 

Lockerbrook Farm Outdoor Centre – bunkhouse accommodation in the Peak District National Park, between Manchester and Sheffield with dormitories, fully equipped kitchen, dining room, recreation area, table tennis tables, a short walk from Fairholmes visitors centre.  

At all of our centres and campsites, registered Woodcraft Folk groups benefit from discounted rates, and in some cases priority bookings. 

Youth Hostels

The Youth Hostels Association (YHA) operates many hostels across England & Wales, and its Scottish equivalent is Hostelling Scotland, which has venues across Scotland. These hostels are a good and affordable option for residential overnight stays. Many of the properties operated by both of these organisations can be booked for sole use – via the Private Rental page for Scottish hostels, and the YHA Group booking page in England & Wales.  

Woodcraft Folk is part of the YHA Outdoor Citizens programme which means our groups can currently gain a 15% discount on overnight stays at YHA and use meeting rooms within YHA buildings at no cost. 

Scout & Guide Centres

The Scout Association & Girlguiding UK own and operate a range of campsites and centres which are suitable for group camps and residentials. Some are managed nationally, others are run by regional, county or district associations.

Nationally-operated centres can by found on the Scout Adventures and Girlguiding Activity Centres websites, and many locally run sites are listed in the directory maintained by the Association of Scout and Guide Centres.

Similar provision in Wales can be found at the residential centres owned and managed by Urdd Gobaith Cymru.

Facilities vary, but most of these campsites are equipped with toilet and shower blocks, which makes them a good choice for less experienced campers. Indoor accommodation and kitchen facilities are often available, and instructor-led activities such as climbing, canoeing and archery can sometimes be arranged on site.

Independent Providers

There are a wealth of independent bunkhouses, hostels and campsites that welcome group bookings. Visit the Independent Hostel Guide website to discover sites which can be booked for group use. Another useful resource is groupaccommodation.com, which enables you to search group size, location or facilities. You may also get advice from other Woodcraft Folk groups regarding sites that have been used in the past.

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• menu planning and logistics
• sustainability & ethics
• catering for those with dietary requirements and allergies 
• hygiene and food safety

Menu planning

It is a great idea to involve young people in the menu planning of any trip and makes for a good group night activity.

Ensure that you have all information about participant’s dietary and allergy information from the health and consent forms to inform your menu.

Consider what cooking equipment you will have during the event and make sure that menu planning fits with the equipment. If you are in a field kitchen cooking on gas ensure you have read and following the gas safety guidance.

Sustainability

When we go away with Woodcraft Folk we have the opportunity to model better, more co-operative and sustainable ways of living. The impact of our food choices is one example of how groups can engage with this in a tangible way. How can your group ensure that its camp menu contributes to a more sustainable world?

Some of the below suggestions may help groups start discussions around small and big ways to be more sustainable at events. Some suggestions are easier than others and some are more challenging on a tighter budget:

• Involve young people in menu planning before a camp – use activities such as pizza food miles and other activities about where our foods come from, and which are in season, to help educate young people on creating a sustainable and delicious menu for all to enjoy
• A more plant-based diet is likely to have a lower environmental impact – even if the majority of your group are not vegetarian or vegan, reducing meat and/or dairy is something you can explore. Groups don’t need to have a fully vegetarian camp, but could have meat-free days or main meals (e.g. using soya mince for a pasta bolognese).  
• Think about water usage during your event
• Buy seasonal foods (and source these locally where possible) 
• Consider waste and recycling on site – check in advance what can/cannot be recycled where you are staying. Is composting is available for food waste?
• Arrange local delivery if possible to reduce the environmental costs of transporting food to camp.

Dietary Requirements & allergies

It is essential to collect information about dietary needs and food allergies well in advance of your event, to ensure that your menu meets the needs of all campers.

If someone coming to camp has an airborne allergy (e.g. nuts), ensure that all participants are informed beforehand to not bring any food (including snacks) containing the relevant allergen, and that all bought products have been checked (e.g. cereal bars may contain nut traces). See here more information about the most common food allergens to be aware of.

As well as being aware of allergies it is important to take into account dietary requirements and preferences. Most participants’ preferences will be either:

• omnivore – a meat eater
• pescatarian – doesn’t eat meat but does eat fish
• vegetarian – doesn’t eat meat or fish, but will eat animal products such as eggs and dairy
• vegan – doesn’t eat any animal products

Some people may also have different diets for health reasons (e.g. gluten free, dairy free, low carbohydrate) or have requirements relating to their faith or culture (e.g. halal or kosher). It is vital to find out this information in the health and consent forms to guide your menu planning and food shopping. It may be that participants who follow a kosher or halal diet prefer to eat vegetarian during camps and residentials, but ensure to check before, and ask if you are unsure.

For help with menu ideas for catering for those with dietary requirements and allergies, plus lots of vegan/vegetarian options – check out the tried and tested Common Ground Camp Recipe book.

Food Hygiene

You should ensure that the KP for your event has the appropriate skills and knowledge to oversee the safe preparation of food on camp. Formal qualifications are not essential, but we recommend that KPs, especially for larger or longer camps, complete food hygiene training, such as a Level 2 food hygiene course, which typically takes around two hours to complete.

Free online training covering allergen awareness and safe food storage can be accessed via the Food Standards Agency. The FSA also provides information packs which you will find helpful to remind participants of good practice in preparing, service and storing food, cleaning food preparation areas, preventing cross-contamination and other useful topics.

FAQs

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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.

Please enable JavaScript in your browser to complete this form.

Name *

First

Last

Name of Group / District *

Email *

Start date of proposed activity *

Approximate number of volunteers *

Over 18

Full Names of Volunteers Attending *

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

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Woodcraft Folk has a responsibility to protect its staff, volunteers, young members, and anyone else participating in its activities. It is therefore important that Woodcraft Folk leaders consider the need for first aid provision as part of planning and risk assessing activities.

Despite the voluntary nature of Woodcraft Folk’s provision, the principles of the First Aid At Work regulations apply to the organisation’s activities. Group Co-ordinators, Local Health & Safety Leads and group leaders must work together to ensure that appropriate arrangements are in place to provide first aid in the event of an accident or injury to participants. 

Basic Requirements

• Volunteers must be able to provide adequate first aid cover for every group session, camp, residential or other activity
• Appropriate first aid supplies and equipment must be available at every group session, camp, residential or other activity
• First Aid Needs Assessments must be completed to determine what level of provision is required for any given activity
• Records must be kept of any treatment given, shared with parents/carers where appropriate, and stored securely

Considering Risk

Woodcraft Folk activities do not all carry the same level of risk of injury, and so the required level of first aid cover will vary between activities. An assessment of need should take into account:

• the nature of the activities
• the duration of the session or activity
• the location
• the number and age of participants

You should document the assessment you make of your first aid needs, either in your local/event safeguarding plan, or as a separate document.

Levels of Cover/Training

Depending on the outcome of your assessment of need, you should determine which of these is most appropriate to your planned activity:

Appointed Person

This is the lowest level of cover and must be in place for all group nights where risk of injury is low and help can be readily summoned in an emergency. An Appointed Person is a named individual who will take charge in an emergency, administer first aid and/or ensure the emergency services are called if required.

An Appointed Person must also ensure that a suitably stocked first aid kit is also available for each activity, whether this is provided by your group or at your meeting venue.

An Appointed Person does not need formal First Aid training, though organisations such as British Red Cross provide basic courses to help Appointed Persons respond to an emergency. These will include skills in cardiopulmonary resuscitation (CPR), sometimes known as Basic Life Support (BLS).

Emergency First Aid at Work (EFAW)

A first aider trained to EFAW standard will be appropriate for camps and residentials where the activities being undertaken are not hazardous and help can be summoned easily in an emergency (e.g. a site with good mobile phone coverage close to a town).

EFAW courses typically take a day to complete (or the equivalent spread over several sessions), and cover a range of emergency situations. This is the minimum qualification expected of a first aider, and certification lasts for three years.

If your group works predominantly with young people aged under 12, you should consider taking an equivalent course in paediatric first aid.

If volunteers have been trained to this standard as part of their employment, they can use this certification to act as first aiders when volunteering at Woodcraft Folk.

First Aid at Work (FAW)

The higher First Aid at Work standard may be necessary for longer residentials or those in more remote locations.

First Aid at Work qualifications typically take three days of training, and participants will learn to manage and respond to a wider range of injuries and emergency situations.

Certification lasts three years, and can usually be renewed via a shorter refresher course.

 If your group works predominantly with young people aged under 12, you should consider taking an equivalent course in paediatric first aid.

If volunteers have been trained to this standard as part of their employment, they can use this certification to act as first aiders when volunteering at Woodcraft Folk.

Higher Level Qualifications

Groups planning adventurous activities in remote locations, especially those where a mobile signal cannot be relied upon, should consider undertaking specialist adventure first aid training to provide adequate first aid cover. Courses, typically offered by specialist providers, will provide additional skills and knowledge relevant to remote locations, such as caring for a casualty for an extended period while help is summoned.

Alternatively, groups wishing to run such activities may use specialist activity instructors who hold suitable first aid qualifications themselves. Group leaders should enquire about this when selecting activity providers. 

Selecting Training Providers

There are a wide range of organisations delivering first aid training and qualifications. Woodcraft Folk groups are responsible for ensuring that any training provider they use is competent, and the training provided is suitable to their needs.

Where possible, groups are advised to undertake training provided by recognised voluntary first aid organisations (British Red Cross, St John’s Ambulance, St Andrew’s First Aid), or an Awarding Organisation (AO) that is regulated by Ofqual, SQA or Qualification Wales. The independent monitoring of the quality of these providers means you do not need to ask further questions to gauge their suitability.

If you choose to use another provider, you should satisfy yourself that the training is of sufficient quality by using the due diligence checklist provided by the HSE. 

Additional Needs

The collection of information about participants’ needs, including disabilities, vulnerabilities and long-term medical conditions, is important in determining how best to manage risk of illness or injury. Groups should undertake additional training or increase the level of cover provided for activities based on this information, e.g. training in the use of EpiPens where a participant has severe allergies.

Record Keeping

You should keep a record of any incidents or accidents that require first aid treatment. A standard form is downloadable from this page – this is preferable to an ‘accident book’ for reasons of data security. Copies of completed forms should be provided to the parent/carer of any young person who receives first aid treatment at a Woodcraft Folk group or activity. Forms should be retained by the Group Co-ordinator or Local Safeguarding Lead for three years from the date of the incident, and then disposed of securely.

Any incidents or accidents that require follow up from a health professional must be notified to Folk Office. First aid forms and incident reports need to be sent to safeguarding@woodcraft.org.uk where:

• advice is sought from 111
• a 999 call is made, whether an ambulance attends or not
• the casualty attends A&E
• a follow-up appointment is made with a GP or outpatient clinic

Serious injuries, or incidents resulting in multiple people attending A&E must be notified to the Chief Executive as soon as possible, and in any case within 48 hours, in accordance with Woodcraft Folk’s Serious Incident Procedures.

Contents of First Aid Kits

Your First Aid Needs Assessment should also consider what first aid supplies need to be available. As a minimum, a first aid kit which meets British Standard 8599-1:2019 should be available, appropriate to the size of the group and nature of the activity:

Kits should be kept in a dedicated box or bag, marked clearly with a white cross on a green background. The minimum contents specified under BS 8599-1:2019 include:

Completing a First Aid Needs Assessment

A first aid needs assessment does not need to be lengthy or complex, but should identify what level of training and equipment is required for any given activity (or type of activity) that your group undertakes.

For your regular group nights, you could include this assessment as part of your Local Safeguarding Plan for ease of reference, though a separate assessment should be completed for camps and residentials, with due regard to the location, ease of access, likelihood of serious injury and duration of the activity. 

A template suitable for use in Woodcraft Folk groups is attached to this page.

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You can base your own plan on our Google Doc template (remember to click “create a copy” to make an editable version), or download the template as a Word document from the right hand side of this page.

For advice on completing risk assessments for your group’s activities you can watch our Risk Assessment webinar, led by Andy Taylor, Head of Centres at Woodcraft Folk.

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