2023 Family Camp

Dates of Camp:
Arrival: Friday 9th June 2023 from 18:00
Departure: Sunday 11th June 2023, after lunch – Approx. 14:00

Registration for family camp is currently OPEN. To register for the camp, please complete this form

Bentley Copse Activity Centre,
Hound House Road,

Site map available here: www.bentleycopse.org.uk/about-us/site-map

Planned events:
Friday – Families arrive and set up camp.

Saturday – Activity sessions will run throughout the day. We are hoping to book the below but actual activities will depend on availability & will be confirmed closer to the camp:

Crate Stacking, Jacobs Ladder, Archery, Adventure Course, Pioneering, Traversing, Laser Tag, Zip Line & Wobble Pole.

Please note, some activities have a minimum age of 7 years old, while others are open to those aged 5 and over. Unfortunately, this does mean some Beavers and younger siblings will be unable to join some of the activities. We will also run wide games for all ages and abilities.

Saturday evening – Campfire.

Sunday – group hike for all young people and parents, approx 4 miles/2 hours. Smaller campers may not manage the full distance and are welcome to turn back to camp with a parent/carer at any point.

DBS Check
As we will be a mixed group of adults and children, all adults are legally required to have a valid DBS (Disclosure & Barring Service) certificate naming The Scouting Association. We will request some personal and ID information, and will carry out the free check on your behalf. It should take no more than ten minutes of your time. You will receive a separate email about this.

Families will need their own Tents and sleeping equipment. We do have some tents and other camping kit we are happy to lend, so if you need to borrow anything please contact me as soon as possible to secure the necessary kit.

We will provide all meals, soft drinks, tea, coffee, snacks etc. If you did not provide this information on the booking form, please let us know as soon as possible if anyone in your group has any dietary requirements. While all cooking and food prep will be handled centrally, we will share responsibility for clearing away and washing up after meals, and a rota will be in place for the weekend.

We have worked hard to ensure our camp offers a varied and fun programme as well as excellent value for money. We are delighted to be able to subsidise the cost to families through the 200 club, allowing us to keep the cost the same as our last camp back in 2019, despite the increase in costs we have all seen since that time.

The costs per head for the Weekend will be:
£50.00 for each person aged six and above.
£20.00 for under sixes – to cover campsite fees and food, under sixes will be unable to participate in most of the planned activities.

The camp cost includes all food, drinks, campsite fees and activities as well as the cost of facilities and instructors where 1st Brookwood leaders do not have the necessary training or insurance.

The Payment terms are set out as follows:
Deposit – £20.00 per person aged six and above due end March 2023 (£10.00 for under sixes).
Final Payment – £30.00 per person aged six and above due end April 2023 (£10.00 for under sixes).

Should you wish to accelerate payments or settle in one go, that can also be arranged.

Payment should be made to the group bank account, with the surname of the first adult as the reference. This should be paid to the same account which you usually use to pay subs, for reference Account Number: 91311182 & Sort Code: 40-47-08

We feel it is very important that financial challenge does not impact any Beavers, Cubs or Scouts’ ability to attend this camp. If you would benefit from financial support, please contact the Group Scout Leader, Joe Thorneywork (gsl@brookwoodscouts.org.uk) in confidence, and he will make arrangements to ensure your family can attend.

Refunds Policy:
As this camp will require a significant outlay at various stages of planning and booking, we must implement a refunds policy.

Cancellations and refunds will be dealt with as follows:
Cancellations up to and including 12th May (four weeks before camp) will receive a 75% refund.
Cancellations up to and including 26th May (two weeks before camp) will receive a 50% refund.
Any Cancellations after 26th May will receive a 25% refund.

Camp Forms:
Once you have paid your deposit to confirm attendance, we will send out some forms for you to complete. The forms include details such as personal information, emergency contacts, medical conditions etc. It is essential we receive these forms by the end of April.

‘Family’ Principle:
For the avoidance of doubt, this is a ‘family’ camp, so every young person will need to be accompanied by at least one adult for the duration of the camp. ‘Family’ means an immediate relation including any siblings, but not cousins, friends, etc.

To ensure that everyone’s information, payments, concerns, etc. are duly logged and considered, all communications regarding the camp must be directed to Joe Thorneywork. They can be contacted via gsl@brookwoodscouts.org.uk.

All information is treated in confidentiality in accordance with the Data Protection Act.

Frequently Asked Questions

Who can attend?
Family Camp 2023 is open to families of 1st Brookwood Scout Group. At least one member of your attending family should be:
A current Beaver, Cub or Scout at 1st Brookwood Scout Group
An ex-Beaver, Cub or Scout at 1st Brookwood Scout Group who is still part of Scouting either as an explorer or adult volunteer
A leader within Woking District Scouts.

If you’re not sure, then just drop us an email at gsl@brookwoodscouts.org.uk. All attendees must have a valid DBS Certificate from The Scout Association, we will arrange this with you at no cost.

There must be at least one adult aged 18 or over in your family group.

I’ve never been camping before, is that ok?
That is no problem at all, there are many leaders and other families on site who are all there to help and welcome you to your first camp. We can help you along the way no problem.

Can I bring my campervan/caravan/motorhome?
No, Bentley Copse is a tent-only site.

What toilet/shower facilities are available on site?
Bentley Copse has a toilet and shower block close to the field in which we will be camping.

I don’t have a tent, can I still come?
We have a limited number of tents that we are happy to loan out. The only thing we ask is that you look after them, help set them up and put them down again.

What’s a DBS Certificate and why do I need one?
A DBS (Disclosure & Barring Service) check, previously known as CRB, is a background check to identify anyone with a criminal record or who is barred from working with children and young people.

As a youth organisation we must safeguard our young people by ensuring no one attending this event poses a threat. The check is completely free of charge and we will just require some ID from you to process the check and obtain your certificate.

If you have had a DBS check with another organisation (school or church, for example) you will still need one for The Scout Association as certificates are not transferrable between organisations.

What does the fee cover?
Campsite fees
All activities
All meals
Hot & Cold drinks

Can we bring other food and drinks?
You are welcome to bring additional food, snacks and drinks to camp if you choose. However, you must not share any foodstuffs with any young person unless you have their parents’/carer’s express permission. Please be aware that some members of our group have allergies, including allergies to nuts.

The alcohol policy allows beer and wine to be enjoyed responsibly at appropriate times after the day’s activities. No Spirits are to be brought into or consumed within the campsite boundaries.