SID 24/04 National Secretary 8 th May Camping Abroad

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1 SID 24/04 National Secretary 8 th May 2004 Camping Abroad When any Cub, Scout, or Venture, Age Range section are traveling outside of Ireland, the leader in charge must complete a Travel form for Camping outside of Ireland. This form may be obtained from National Office, or from the Scouting Ireland Web site This form must be submitted by fax or by Land Mail to the International Commissioner at National Office 56 Days prior to departure. Note: applications received after this time will be refused. The International Commissioner will issue an International letter of Introduction for the group, and also inform the Scout Association in the country to which you are visiting of your Travel plans. Your form will also be kept on file so that it will be to hand should an accident or incident occur while you are overseas. No scout group can travel outside of Ireland without the International letter of Introduction issued by the International Commissioner. It is important that the procedure is followed and the necessary form sent to the International Commissioner. The information provided by you will help the Association to help you in the event of an emergency arising. If the International Commissioner and National Office do not have the details for your overseas camp the Association will not be able to help, as you would like it to. Help us to help you by completing the form. Emergency Contacts (for use when abroad) Contact the department of Foreign Affairs for the address, telephone and fax numbers of the Irish Embassy/Consul in the country /area that you are visiting. Contact the International Commissioner at National Office for the Address, telephone and fax numbers of the National Scout Association of the country that you are visiting. 1

2 Medical and Travel Insurance European Health Insurance Card formally known as the E111 Medical Insurance forms, which can be obtained free from your local health board, must be completed in respect of every member of your party when traveling within the European Union or to Norway, Iceland, Switzerland or Liechtenstein. This will provide basic medical cover in these countries only. Travel insurance Must be sought for all members of the party to cover against Loss of Tickets, loss and damage to equipment, medical expenses, air ambulance services, repatriation, etc. Note: Some countries charge for use of the emergency and rescue services, you should insure against this possible cost. Traveling When traveling you must be identifiable as scouts. If possible, travel in uniform. If this is not convenient, each member must at least wear his or her group Neckerchief. Remember - you are ambassadors for Scouting, and for Ireland. Be courteous and polite at all times. Assistance If you need help with a problem which you can not handle yourself - contact the agency which you believe can deal directly with your problem with either the Irish consul, Irish Embassy or your host Scout Association. If the matter is serious concerning the health and or safety of your group contact Scouting Ireland National Office and your home contact person (as detailed in your International travel form). When telephoning Ireland from abroad the dialing code is (area code) - (local number) For example National Office is Camping in France and Luxembourg There are additional Guidelines relating to camping in France and Luxembourg, which are set by the respective Governments of these countries. If planning a camp to either of these countries, contact the International Commissioner for further information before making any definite plans. 2

3 Cub Age Range Camping Abroad Guidelines will be effective from 1/1/05 Cub Age Range Camping Abroad Pack Holidays or cub camps may only be held in Ireland, England, Scotland, Wales and The Isle of Man. Leader to Cub ratio is 1:4 plus one extra leader Leader in charge must have previously organized, and run a minimum of two Pack Holidays/ Camps Leader in charge should have acquired the necessary training for running Pack Holidays/Camps At least 1 leader traveling should have a current First Aid Certificate All Cubs should have previously attended a Cub pack camp in Ireland The proposed venue should be a recognized Scout Site All Permission to Camp forms and detailed programme are to be sent to National Office 56 Days prior to departure. Note: applications received after this time will be refused Excluded activities for Cub age range: Non commercial flying, High level hill walking, Go-Karting, Shooting, Rockclimbing, Abseiling. Excluded activities for Cub and Scout age range: Non commercial flying, Paragliding, Parachuting, Shooting, Operation of water craft (more than 16 feet in length and more than 10 knots in speed), Go-karting, Quads, (or racing in any mechanically propelled vehicle), Ice Skating, Glacier Walking, Skiing, Canyoning. Excluded activities for Cub, Scout and Venture Age range: Non commercial flying, Paragliding, Parachuting, Operation of water craft (more than 16 feet in length and more than 10 knots in speed), Go-karting, Quads, (or racing in any mechanically propelled vehicle), Shooting, Ice Skating, Glacier Walking, Skiing. Canyoning. (This not an exhaustive list of excluded activities, if there is any doubt as to what is an appropriate activity, for a particular age range, then the leader in charge must consult with the appropriate National Team/Risk Management Advisory Team, at National Office, prior to departure and plan their programme accordingly. Activities must be led by experienced personnel and use the appropriate equipment. ) A group on an activity should not sign an indemnity, absolving the providers of the activity of their lawful obligations. Some activity providers insist on Groups using their facilities, sign such indemnities prior to the use of such facilities please enquire in advance with the provider of the activity, if such is 3

4 the case. This will avoid disappointment to the Group and allow you and your Group to plan a different programme or reorganize the existing one. While wishing to give our young members to experience as broad a range of experience, as possible, we must be cognisent of the limitations placed upon us by the environment, which is around us. Therefore some activities while not usually covered by the insurance of Scouting Ireland, may able to be covered, if notified and agreed with National Office and Insurers, prior to the departure of the Group. This extra cover, if agreed, may involve an extra payment by the Group concerned Reporting of Accident or Incidents National Office must be informed immediately of any accident or incident involving property or persons. The special accident/incident report form must be used in all cases and completed fully. It is important that the leader in charge involved in the accident or incident and NOT the parents or the family of the injured Scout or Third Party completes the Accident/Incident Report Form and returns it to National Office within seven days. 4

5 Information Thinking of Going Abroad You may be considering taking a group of Scouts abroad, but are unsure of exactly what is involved in organizing a trip. The following information provides an outline of the areas you will need to consider. It will help you to research your ideas and start your planning. This is a working document. Spaces are provided for you to note your thoughts, outcomes of research and any actions required. Aims and Objectives Why are you thinking of going abroad? Before planning your trip you need to be clear of the purpose of your visit. What will the group gain from the experience? Traveling abroad is an exciting dimension of International Scouting and should be regarded as an opportunity to learn about another culture and to extend the horizons of the members of your group. You should therefore have a clear idea of what you hope to achieve through your visit. So why are you thinking of going abroad? What will your group gain from the experience? What are your aims and objectives? Top tip: Most funding applications need you to state the aims and objectives of your trip! Your Provincial International Coordinator is available to support you in the research and preparations for going abroad. Please feel free to contact them at any time. 5

6 Where would you like to go and for what type of International Experience? There are many types of visit and opportunities available to Scout Groups going abroad. What type of experience fits your objectives? What do you and the young people in your group want to do when you are abroad? Your intended Programme will help you to decide on the destination of your visit and other aspects of your planning. Listed below are some of the many opportunities Scouting has to offer abroad: Events and Jamborees: Check the calendar of events on or visit the World Scout Website at Campsites: Check out Where to Stay in Europe at or Find out more about Kandersteg International Scout Centre Packages: A number of Companies organize packages for Scout Groups taking the hassle out of booking transport and accommodation. Day Trips: Remember these are still a visit abroad! Individuals may be interested in spending the summer months as participants on the International Camp Staff Programme in the USA or the European Scout Voluntary Programme that involves working on Scout Campsites across Europe. Contact the International Commissioner for more information or check out Europe For You at Please remember there is a difference between a trip abroad and an International experience. What will you be doing to make sure that your group benefits from learning about the culture and people of the country you are visiting? Programme Ideas... 6

7 How are you going to get there? A range of options is available. Rail the national railway in the Country you are visiting or USIT or check out for a timetable of trains in Europe Air this option has become more favorable with the increase in low cost airlines. Some Airlines have youth fares. Coach/Ferry make sure you look into reputable companies with back up facilities. When enquiring about costs remember you may have to pay for the driver s accommodation and food during the visit. You may wish to make your own arrangements use the services of a travel agent. If you use travel agent, you should be sure to contact a reputable travel agency Top tip: Always get a range of quotes - you may be surprised! Travel options and quotes... 7

8 Budget and funding Any ideas and plans that you may have need to be appropriate to the amount that the young people and parents in your group can afford. Your budget needs to include: Cost of travel Activities Camp/Accommodation fees Food Contingency Insurance Don t forget administration costs, maps and guides and a possible pre visit. Plan your budget on the worse case scenario. Any fundraising will then be a bonus. You will eventually need to work out a payment schedule: When do you need the money? How much do you need? when? Notes A visit abroad is a great opportunity to make your Scout Group known in your local community. It is also an opportunity to obtain financial support, through sponsorship and other means, from members of the community. For funding ideas for International youth exchanges check out Who can I approach for funding?... 8

9 What happens next? Contact your Provincial International Representative for advice and support. Download an International travel form from or contact national office or the International Commissioner. This document was adapted from FS with the kind permission of The Scout Association UK. 9

10 APPLICATION FOR PERMISSION TO TRAVEL AND CAMP AT INTERNATIONAL DESTINATIONS Section 1 Name of Group and Leader in Charge of Camp/Expedition/Event Name of Group : County: Province: Leader in Charge of Camp: Leader's Address: SIF 2/04 Tel. Home: Tel. Mobile: Tel. Work: Address: Detail Leader Training Completed: Section 2 Venue or Venues of Camp/Expedition/Event Main Venue of Camp: Dates of Camp: NOTE: State main Venue on form and attach details of all other venues on separate sheet. Address of Main Campsite: Tel: Fax: Address: Is the event a Scout Jamboree? Is the Site an official Scout Site? Is the camp/expedition grant aided from any source (e.g. Léargas)? yes / no yes / no yes / no Section 3 Make up of Travelling Party Names of Leaders in the Party and details of their Leader Training completed Name Training * See Male/ Name Training * See Male/ attached list of codes Female attached list of codes Female Members of Scouting Ireland who do not hold an Appointment and who are travelling with the Party Is there a holder of a current First Aid Certificate travelling with the group: yes / no Name: Type of qualification held: Number of Young People Travelling Cubs / Macaoimh ( Age Range (total) See guidelines Male: Female: Scout Age Range (total) Male: Female: Venture Age Range (total) Male: Female: Total: Male: Female: Total Travelling Party: Adults: Young People: Note: You MUST attach a full list of the young peoples names, addresses and dates of birth, to this form 10

11 Section 4 Travel Insurance You MUST take out special travel insurance for all members of the party travelling. If travelling in the EU or to Switzerland, Norway, Iceland or Liechtenstein all those travelling must have a EHIC (formally an E111 form). Some countries require payment if rescue services are called out and you should insure against this. What company is your Travel Insurance with: Contact No.: Section 5 Home Contact Name of home contact person in case of an emergency (this person must be available for the whole duration of the Camp/Expedition at the contact address & phone number given) Name: Address: Tel. Home: Tel. Work: Tel. Mobile: Address: Home contact person's relation to Camp (e.g. Group Leader): Section 6 Permission to Camp This section should be completed by the Group Leader and countersigned by the County Commissioner. Where the Group Leader is traveling with the party it should be completed by the County Commissioner and countersigned by the Provincial Commissioner Is the programme properly planned and are all activities covered under insurance Has a food menu which is balanced and sufficient for the duration been budgeted for The camp is properly costed and financed (with emergency money budgeted for) Travel and transport arrangements are accurate Travel insurance for the trip is adequate Emergency Procedures in place & copy of plan left with Home Contact The Parents Consent to Camp Forms have been received for all youth members Medical forms have been received for ALL members of the party All those travelling are registered members of Scouting Ireland I have satisfied myself that the travelling party is well prepared and that all of the above issues are properly taken account of. I confirm that I recommend to the International Commissioner that this Camp/Expedition can go ahead in the true spirit of Scouting. Signed: Group Scout Leader Date: Signed: County Commissioner Date: Signed: Provincial Commissioner (if applicable) Date: County: Province: When Completed Return to: International Commissioner, Scouting Ireland, Larch Hill, Dublin 16 Including List of names and addresses of members travelling, and any other literature pertaining to camp as requested. (form must be submitted 56 days prior to departure) Failure to submit will result in no Permission Authorization to Travel Received National Office: Copy To: Date: IC Provincial Int Co-coordinator. CC (Y.P.) Site Signed (International Commissioner) Date: Letter of introduction issued: Date: 11

12 Letter sent to Association in Host Country: Date: International Camp Report Form SIF 7/04 14 th June Note: Please complete Sections 1 and 2 of this form and arrange for Section 3 to be filled in by a member of the Site Staff before your departure. Upon your Group s return to Ireland please send this form to the International Commissioner at National Office, Larch Hill, Dublin 16. Section 1 Name of Group and leader in charge of camp/expedition/ event Name of Group : Age Range : Scout County: Scout Province: Leader in Charge of Camp: Leader's Address: Tel. Home: Tel. Mobile: Tel. Work: Address: Section 2 Venue or venues of camp/expedition/ event Venue/ Venues of Camp: Dates of Camp: Address: Tel: Fax: Address: Is the event a Scout Jamboree? Is the Site and Official Scout Site? yes / no yes / no Section 3 Report from venue To be filled in by site manager or member of site staff on site before departure yes no Other Comments In my opinion this group camped/ hostelled in a safe and hygienic manner In my opinion this group provided healthy and adequate food for the Scouts in their charge In my opinion the group provided a safe and stimulating programme for their Scouts The Scouts in this group were courteous and represented Scouting Ireland in a positive manner If you would like to contact Scouting Ireland please do so via International Commissioner Scouting Ireland Larch Hill Dublin 16 12

13 Signed: Position: International Camp Feedback Form SIF 6/04 14 TH JUNE 04 Note: This form is designed to assist the Association to offer better information and supports to Scout Groups travelling abroad. Upon your Group s return to Ireland please complete this and return it to the International Commissioner at National Office, Larch Hill, Dublin 16. Thank you for your assistance and time in completing this form. Section 1 Name of Group and leader in charge of camp/expedition/ event Name of Group : Age Range : Scout County: Scout Province: Leader in Charge of Camp: Leader's Address: Tel. Home: Tel. Mobile: Tel. Work: Address: Section 2 Venue or venues of camp/expedition/ event Venue/ Venues of Camp: Dates of Camp: Address: Tel: Fax: Address: Is the event a Scout Jamboree? Is the Site and Official Scout Site? yes / no yes / no 13

14 Section 3 Travelling Party No of Youth members No of Leaders Parents/ Others Outward Travel Please Tick Coach/Mini Bus Ferry Train Plane Time Taken hrs Homeward Travel Please Tick Coach/ Mini Bus Ferry Train Plane Time Taken hrs Cost per Scout Was this subsidised by:- Fundraising Grant Aid If Grant Aided Which Agency How Much Was the trip a package deal eg. JEKA YES / NO Section 4 What are the main programme activities available at the camp/ centre: - Programme Did You:- Provide your own Programme Take the camp/centre s Programme A Mix List any venues or sights in the area worthy of a day s visit: - Section 5 Recommendations Would you recommend the Centre to other Irish Scout Groups YES / NO If you were going again what would you do differently? 14

15 What was the most memorable aspect of your International Scouting Experience? What was the most negative aspect of your Experience? What supports could the Association provide to help make planning your Experience easier? What is your next International Adventure? You may give my contact details above to another Scout leader intending to travel to this venue: Section 6 Signed Expedition Leader Date This form should be sent to the International Commissioner and who will place it on file so that in future any group travelling to this venue can be advised of your experience at the venue. It should be returned to: - The International Commissioner, Scouting Ireland, National Office, Larch Hill, Dublin

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