Summary of meeting notes dates:
Notes from the Nov 26th Zoom call including call for contingent badge design
Notes from the October 22nd Zoom call
Follow up Q & A September 25th
Notes from September 24, 2023 - ZOOM Call
Notes from EIJ2024 webinars
Notes from the Aug 27th Zoom call
Notes from the July 30th Zoom call
Notes from the June 25th Zoom call
Notes from the May 28th Zoom call
Notes from the October 22nd Zoom call
Follow up Q & A September 25th
Notes from September 24, 2023 - ZOOM Call
Notes from EIJ2024 webinars
Notes from the Aug 27th Zoom call
Notes from the July 30th Zoom call
Notes from the June 25th Zoom call
Notes from the May 28th Zoom call
Nov 26th Zoom meeting; topics covered
1 Passports and names. It is critical that the name on the passport and the name on the airline ticket match exactly. The example of a man whose 1st name is Douglas on his ID was not allowed on as flight as his ticket was booked as Doug! Visas –most countries do not need a visa to enter the UK but a reminder to check to see the nationality of your youth and if not Canadian and verify if they need a visa.
2. Discussion of uniform. It is expected that all participants will wear the Canadian uniform to travel and for the opening ceremony. Same for the closing, but experience has shown some may have traded away their uniform and well be dressed in another country’s uniform or even a combination of countries.
3 Revised date for contingent badge (since changed again due to conversations with supplier). Youth design for badge will be the first choice, if none received, designs by adults will be considered. May combine ideas if that makes the best badge. See call at the end of these notes.
4 Numbers are about 60 participants including 9 ISTs. Verification with Scouts Canada of those adults going has started that is currently in the hands of the International Commissioner. Essex required that all those on site 18 or over be registered with either Guides or Scouts. Once verification is done Essex will send out requests for payment of the deposits. 2nd payment for youth was due Oct 31, however as groups had not been official accepted at that point awaiting verification, the second payment can be made later. Full payment must arrive in Essex by Feb 29th 2024.
5.No meeting in December as the 4th Sunday is Christmas Eve. Next meeting is January 28th at the regular times. Meetings in the New Year will be for those registered to go – some for Scouters only others will include youth participants.
Call for designs for a Canadian Contingent Badge
Greetings to all those going to Essex International Jamboree in July 2024.
We are looking for a design for our contingent badge! The colours are up to you. It should mention both ESSEX International Jamboree or EIJ24 and Canada, other than that it’s up to you.
As a youth led organization we are looking for youth participants to submit designs. Designs submitted by Scouters will be accepted and could be used if no youth designs come in.
New extended Deadline is Dec 29th send them to: [email protected]
Notes from the October 22nd Zoom call
We have had some information regarding rental of equipment. This is what we have so far:
EIJ24 are asking that everyone bring their own sleeping bags and blankets, as these will be in short supply and needed for some of the African countries.
Prices for the tables and benches are being worked on now, but it would be helpful for EIJ24 to know how many the groups in the Canadian contingent may need for planning purposes. The prices are the same as EIJ would have charged in 2020.
Sleeping tents £6 per head for the week.
Cooking equipment (this includes a dining shelter suitable for the group size) £6 per head.
If you hire both of the above its £10 per head.
Tables were TBC.
Benches were TBC.
Gas was to be sold from the retail outlet so whatever price they decided.
Sleeping bags, £3 each for the week, but if they have to be washed during the week then the group would have to foot that bill.
We are still hopeful that if your group has requested to be twinned with a local group the some or all of the cooking equipment as well as tables and benches will be provided by the twin group.
We will be using and require for each youth the Scouts Canada Parent/Guardian Consent form. These will be important in case of a medical emergency/accident while at Essex as they will allow medical intervention to take place even though the parent is not with their child. A link to this will be sent out in the New Year along with the request for information on all those going: youth, Scouters going with those youth and OOS. This will include the name as it appears on their passport, the passport number & expiration date, details of medical insurance, length of stay in the UK, Scouts Canada membership number etc. – all of that is needed to issue Scouts Canada’s international travel permit. There will be one permit which I will apply for to cover the whole contingent.
The EJI24 team has just begun to verify Scouters status with Scouts Canada to see that they are active. One this has been done the group will receive an acceptance of their registration and a request for the £75 deposit for each participant. It is unlikely that the request will come in before Oct 31 when the send payment for youth members is due. EIJ have agreed that payment of that second amount can be delayed until November or December as long as they are told when to expect it. There will be no extensions for the final payment; all fees must be paid by Feb 29th 2024.
Bookings are still open so feel free to add youth if they wish to go, just advise EIJ registration of the change in your booking.
Still looking for a youth designed contingent badge, please submit any suggested designs to me [email protected] by Dec15th.
Next Zoom meeting will be Nov 26th at the usual time. No meeting in December as it falls on Christmas Eve.
We have had some information regarding rental of equipment. This is what we have so far:
EIJ24 are asking that everyone bring their own sleeping bags and blankets, as these will be in short supply and needed for some of the African countries.
Prices for the tables and benches are being worked on now, but it would be helpful for EIJ24 to know how many the groups in the Canadian contingent may need for planning purposes. The prices are the same as EIJ would have charged in 2020.
Sleeping tents £6 per head for the week.
Cooking equipment (this includes a dining shelter suitable for the group size) £6 per head.
If you hire both of the above its £10 per head.
Tables were TBC.
Benches were TBC.
Gas was to be sold from the retail outlet so whatever price they decided.
Sleeping bags, £3 each for the week, but if they have to be washed during the week then the group would have to foot that bill.
We are still hopeful that if your group has requested to be twinned with a local group the some or all of the cooking equipment as well as tables and benches will be provided by the twin group.
We will be using and require for each youth the Scouts Canada Parent/Guardian Consent form. These will be important in case of a medical emergency/accident while at Essex as they will allow medical intervention to take place even though the parent is not with their child. A link to this will be sent out in the New Year along with the request for information on all those going: youth, Scouters going with those youth and OOS. This will include the name as it appears on their passport, the passport number & expiration date, details of medical insurance, length of stay in the UK, Scouts Canada membership number etc. – all of that is needed to issue Scouts Canada’s international travel permit. There will be one permit which I will apply for to cover the whole contingent.
The EJI24 team has just begun to verify Scouters status with Scouts Canada to see that they are active. One this has been done the group will receive an acceptance of their registration and a request for the £75 deposit for each participant. It is unlikely that the request will come in before Oct 31 when the send payment for youth members is due. EIJ have agreed that payment of that second amount can be delayed until November or December as long as they are told when to expect it. There will be no extensions for the final payment; all fees must be paid by Feb 29th 2024.
Bookings are still open so feel free to add youth if they wish to go, just advise EIJ registration of the change in your booking.
Still looking for a youth designed contingent badge, please submit any suggested designs to me [email protected] by Dec15th.
Next Zoom meeting will be Nov 26th at the usual time. No meeting in December as it falls on Christmas Eve.
Follow up Q & A September 25th
As a follow up to the notes I sent out an hour or so ago I have some additional information as I had sent off questions raised at the meeting to the folks at EIJ and have had a quick reply.
Question 1. Will there be toilets, showers, washing area in the sub-camps or only in a central area? The secondary question on the same matter was will there be places to fill up drinking/cooking water in each sub-camp?
Answer: Toilets and Showers - these facilities will be shared by 2 subcamps and will be at the bottom end of the camps. We have discussed this with the camp chiefs, who are well aware of the problems at WSJ. We expect that site services will be given as much priority as man power allows ! Access to water - again each subcamp will have access to clean water. There will also be toilets in the area where the cafes will be located. Staff will have separate facilities for both toilets and showers.
Question 2. When will the verification of Scouters and OSS be done so that letters of acceptance can go out along with the details of how to pay your deposit –which is not due until after the acceptance?
Answer: We will be contacting Scouts Canada the week commencing 16th October. We will do separate staff and group requests. Note: to speed up the process please send me [email protected] , the name of your group and the names of any leaders, aged 18+, going with youth as well as any from your group going as offers of service. I will forward these on to the EIJ24 folks. Please identify which are with youth and which are OOS.
Question 3. When will the buddying or twinning be done between groups from Canada who wish to do this with groups from the UK?
Answer: we will start to look at this mid Oct - we have been waiting for a big enough pool of willing partners before starting to do this. We think we now have this.
Hope this answers some questions. looking forward to hearing from those going.
Regards
Jim
Question 1. Will there be toilets, showers, washing area in the sub-camps or only in a central area? The secondary question on the same matter was will there be places to fill up drinking/cooking water in each sub-camp?
Answer: Toilets and Showers - these facilities will be shared by 2 subcamps and will be at the bottom end of the camps. We have discussed this with the camp chiefs, who are well aware of the problems at WSJ. We expect that site services will be given as much priority as man power allows ! Access to water - again each subcamp will have access to clean water. There will also be toilets in the area where the cafes will be located. Staff will have separate facilities for both toilets and showers.
Question 2. When will the verification of Scouters and OSS be done so that letters of acceptance can go out along with the details of how to pay your deposit –which is not due until after the acceptance?
Answer: We will be contacting Scouts Canada the week commencing 16th October. We will do separate staff and group requests. Note: to speed up the process please send me [email protected] , the name of your group and the names of any leaders, aged 18+, going with youth as well as any from your group going as offers of service. I will forward these on to the EIJ24 folks. Please identify which are with youth and which are OOS.
Question 3. When will the buddying or twinning be done between groups from Canada who wish to do this with groups from the UK?
Answer: we will start to look at this mid Oct - we have been waiting for a big enough pool of willing partners before starting to do this. We think we now have this.
Hope this answers some questions. looking forward to hearing from those going.
Regards
Jim
Notes from September 24th Zoom Call
Who is going?: Bookings are still open and I would suggest that groups apply soon. The EIJ folks have said that if you apply they will hold your place while the verification process takes place. They will be asking Scouts Canada to verify that each Scouter planning to attend is an active member. Once that is done they will send an acceptance of your booking and request the deposit. The same is true for offers of service, no deposit will be accepted until the verification are done. Not too many, if any, groups have actually sent a booking to EIJ24 yet. It would be helpful if people could let me know if they are going and how many youth and Scouters in their booking. I know 1st Wolfville, 1st Lennoxville and 2nd Fairview are all planning to attend. Any others out there? There are a dozen groups from Ontario in the Facebook group but none have said yet they plan to attend. If there are youth who later decide they wish to attend you can increase your number as long as the jamboree has not reached its 10,000 person maximum.
Contingent crests design: As with other jamborees we will be having a contingent crest. Youth who are attending are invited to submit a design for the crest. Suggested deadline is Nov 15th. For a contingent t-shirt the question is do we use the different design for the t-shirt or just have the contingent crest printed on the shirt? There was no consensus around a contingent necker given that the jamboree will have its official one for every participant. All of this to be discussed at later calls when we know who and how many are going.
Equipment: No word yet on the list or prices for equipment rentals. The booking form allows groups to ask to be twinned with a UK group. If you do that the hope, based on past experience, is that your twin will be able to supply the necessary kitchen catering, shelter, etc. You would either cook your own meals or possibly your might actually cook with them. There was some concern that the good camp guide on the jamboree website suggested a number of items we are unlikely to bring from Canada an example being a wagon, hopefully we can use a neighbours’ one if needed. I will press the EIJ folks for the price lists and more information on this point again and get back to you.
Services: A question was asked about the drinking water and toilet facilities. Are they in each sub-camp or if not how far from the sub-camps? Are there showers in the sub-camps or only in a central area? We will ask and let you know.
Travel: Depending on where you are flying from you might be able to get a group rate for the flight. Both Icelandair, which would require a change of planes in Iceland, and AirTransat offer group rates for whose purchasing 10 or more tickets. It might be worth checking them out either directly or through a travel agent. Group rates can be lower, allow for name changes and often allow for a checked bag included in the fee. As mentioned in an earlier meeting the use of a travel agent maybe slightly more expensive but would allow the youth/parents/Scouters to each pay the agent for their share of the ticket by credit card without your group treasurer having to collect the airfare and send it on to the airline.
Pre or post jamboree travel: Those thinking of a few days in London there are 4 YHA youth hostels in the core part of the city. Earls Court and St Paul’s specialize in groups, and have rates for groups of 16 or more. Central and Oxford have small dormitories and private (2-6) person rooms. There are lots of other options for places to stay but these are geared to groups and families. As we move into the fall/winter it maybe that some groups will join together to use these hostels. Admission to major sightseeing sites is expensive in London, you might want to check out the “London Pass” website, they have 1 to 5 day passes that actually save you money, especially the 4 and 5 day ones, if those are things your youth want to see and do. The “child” rate is for those 15 and under.
Fundraising: We brainstormed some ideas, the regular ones like bottle drives, suppers, chocolate or cheese sales. 50/50 draw tickets. Other ideas were working with a local garden center for sell gardening supplies (fertilizer, mulch, grass seed, bird seed) in the spring; working with a local greenhouse to sell geraniums plants in the spring; silent auction on line with items from local shops, services restaurants.
Next Zoom meeting: Sunday, October 22nd at the usual time. Please note there will not be our monthly meeting in December as the 4th Sunday falls on Christmas Eve
Contingent crests design: As with other jamborees we will be having a contingent crest. Youth who are attending are invited to submit a design for the crest. Suggested deadline is Nov 15th. For a contingent t-shirt the question is do we use the different design for the t-shirt or just have the contingent crest printed on the shirt? There was no consensus around a contingent necker given that the jamboree will have its official one for every participant. All of this to be discussed at later calls when we know who and how many are going.
Equipment: No word yet on the list or prices for equipment rentals. The booking form allows groups to ask to be twinned with a UK group. If you do that the hope, based on past experience, is that your twin will be able to supply the necessary kitchen catering, shelter, etc. You would either cook your own meals or possibly your might actually cook with them. There was some concern that the good camp guide on the jamboree website suggested a number of items we are unlikely to bring from Canada an example being a wagon, hopefully we can use a neighbours’ one if needed. I will press the EIJ folks for the price lists and more information on this point again and get back to you.
Services: A question was asked about the drinking water and toilet facilities. Are they in each sub-camp or if not how far from the sub-camps? Are there showers in the sub-camps or only in a central area? We will ask and let you know.
Travel: Depending on where you are flying from you might be able to get a group rate for the flight. Both Icelandair, which would require a change of planes in Iceland, and AirTransat offer group rates for whose purchasing 10 or more tickets. It might be worth checking them out either directly or through a travel agent. Group rates can be lower, allow for name changes and often allow for a checked bag included in the fee. As mentioned in an earlier meeting the use of a travel agent maybe slightly more expensive but would allow the youth/parents/Scouters to each pay the agent for their share of the ticket by credit card without your group treasurer having to collect the airfare and send it on to the airline.
Pre or post jamboree travel: Those thinking of a few days in London there are 4 YHA youth hostels in the core part of the city. Earls Court and St Paul’s specialize in groups, and have rates for groups of 16 or more. Central and Oxford have small dormitories and private (2-6) person rooms. There are lots of other options for places to stay but these are geared to groups and families. As we move into the fall/winter it maybe that some groups will join together to use these hostels. Admission to major sightseeing sites is expensive in London, you might want to check out the “London Pass” website, they have 1 to 5 day passes that actually save you money, especially the 4 and 5 day ones, if those are things your youth want to see and do. The “child” rate is for those 15 and under.
Fundraising: We brainstormed some ideas, the regular ones like bottle drives, suppers, chocolate or cheese sales. 50/50 draw tickets. Other ideas were working with a local garden center for sell gardening supplies (fertilizer, mulch, grass seed, bird seed) in the spring; working with a local greenhouse to sell geraniums plants in the spring; silent auction on line with items from local shops, services restaurants.
Next Zoom meeting: Sunday, October 22nd at the usual time. Please note there will not be our monthly meeting in December as the 4th Sunday falls on Christmas Eve
Notes from EIJ2024 webinars
Sept 23rd
Here is the link to the second of the two webinars put on last Monday Sept18th by the co-camp chiefs . It has some interesting information for all those planning to attend;
https://www.youtube.com/watch?v=kP31tu7M-hA
There is a good camping guide put together by the jamboree and leaders should download it and read it. It is found at https://eij.org.uk/participants/good-camping-guide/
There are updates coming soon to the official website https://eij.org.uk/ and FAQs.
September 15, 2023
Hello all,
To add to my notes below the Essex International Jamboree folks have posted a YouTube video of their September 11th "What can I expect from the Essex International Jamboree Webinar"
You can view it at:
https://www.youtube.com/watch?v=G_Lxk2hrDHY
September 11, 2023
Hello all,
As promised I did log onto the 1st of two webinars hosted by the EIJ24 co-camp chiefs. Most of what was said was not new but there was some information that helps paint the picture of what is in store at the jamboree. They recorded the webinars and are going to be sending a link to the recording by email as soon as their volunteers put it together. Rather than supply notes on everything that was covered I will just forward the link to the recording when it comes in.
Some of what was presented raised questions for me and I have been in touch with both the International Team Leads and Karen, one of the co-camp chiefs, to obtain more information or clarification.
So here are some of the main points of the webinar and answers to my questions generated by the webinar:
· Bookings are still open, I told them many groups, mine included, are just getting back from a summer break and were worried that by the time we were ready to book the jamboree would be full. I was told there are still lots of places and that “We have ringfenced places for international groups so please don't worry about not getting a place. Obviously the earlier you book the better.”
· Arrival day is Saturday July 27th for all groups, no early arrivals permitted. You can arrive anytime during the day which works out well for those of us flying in from Canada as most flights arrive in the UK early morning after a night long flight. You can then bus directly to the site.
· Sites in the sub camps will be pre assigned based on the size of your group so there is now rush to get the best spot in your sub camp. Those twinned with other groups will be placed together.
· Departure day is Saturday August 3rd. There will be free shuttle service from the camp to Chelmsford rail station for those travelling after the jamboree. They have previously confirmed that coaches will also be in place to take groups to the airports – but those are not free.
· The opening ceremony will be Saturday evening the 27th of July and the closing ceremony will be held Friday evening August 2nd.
· Activities will be by sub camp with each being sent to a different activity zone for either a morning or afternoon 3 hour slot. These will take place for 5 days: there is special activity on the other day, details yet to be announced. There are evening activities as well. There also are some training opportunities for Scouters but I am not sure how applicable those will be to our Scouters, but all learning is good.
· There will be shops on site for souvenirs, gifts, snacks and food as well as some “fast food” outlets if there is an evening your group doesn't want to cook.
· The site is currently a farmer’s field. All infrastructure is temporary; there are currently no buildings on site. Be prepared to walk, it will take about 15 minutes from one side to the other. Some will be camping closer to the activity areas others to the “central core” with the shops, stage etc. so no matter where you are camped it will involve walking.
· The webinar suggested, if possible, groups bring their own toilet and washing facilities – that obviously does not apply to the international groups. There will be showers and toilets on site.
· Those going as an offer of service are reminded not to bring large tents as there is limited space in the staff camping area.
· There was a statement made about ratios: 1 leader for each 4 youth, with a minimum of 3 leaders per group as being at camp with youth is tiring. This is not what we were originally told so I followed up and explained our 2 Scouter rule and that our normal camping/activity ratios for Scouts and Venturers allowed for more youth per leader. EJI emailed back that “We can work with you on your ratios and as you are within Scouting, 2 leaders is within the rules. Our ratios help us to work with groups that want to bring a very large number of leaders. This does not apply to your situation.” They also said “2 leaders is the minimum for up to 8 participants, but if you are bringing a bigger group, we expect that groups would be sensible about the extra leaders needed.” That is good news for those with extra Scouters who want to go with the youth; they can use the 1:4 ratio. Others who have say two Scouters with 10-11 youth don’t have to find another leader. A worry on the part of the EIJ team is a group arriving with too few leaders and if they have been twinned with another group will strain the leadership in that host group. Of course if you have youth with special needs then a 1:1 ratio is acceptable.
· Twinning or budding up with a UK group: When you register to attend the form has a place for you to request twinning with another group. In reply to my question on this the International Team Leads replied “We will start the 'buddying' process next month, as we now have quite a few offers in place. And yes, most hosts will have spare equipment and will not charge for it, although if you have sleeping tents you are willing to bring, that would definitely help. That is a conversation to have with your host once you are introduced.”
· The twinning/buddying process above supplied some answer to the question of gear rental and the good news is though there has been a delay with the equipment price list, but the EIJ International Team Leads now understand that the inventory has been finished and prices will be set shortly.
· Booking: they suggest that you book for the number you know. You need to supply the name of each Scouter but just the number of youth. There is the opportunity to add more youth and Scouters later assuming they are not full.
· Payment : no payment is due until the registration is accepted. That happens after the EIJ has verified that the Scouters are active members of the local scouting association in our case Scouts Canada. At that point you have 30 days to send in the £75 non-refundable deposit. The deposit can be credited to a replacement youth or Scouter if one comes on board later. The FAQs and their website request the next payment of £150 to be made by October 31st. They realize that by the end of October the deposit might not even have been collected so they are flexible with that second payment date. However, full payment must be paid by the final payment date of February 29th 2024.
Here is the link to the second of the two webinars put on last Monday Sept18th by the co-camp chiefs . It has some interesting information for all those planning to attend;
https://www.youtube.com/watch?v=kP31tu7M-hA
There is a good camping guide put together by the jamboree and leaders should download it and read it. It is found at https://eij.org.uk/participants/good-camping-guide/
There are updates coming soon to the official website https://eij.org.uk/ and FAQs.
September 15, 2023
Hello all,
To add to my notes below the Essex International Jamboree folks have posted a YouTube video of their September 11th "What can I expect from the Essex International Jamboree Webinar"
You can view it at:
https://www.youtube.com/watch?v=G_Lxk2hrDHY
September 11, 2023
Hello all,
As promised I did log onto the 1st of two webinars hosted by the EIJ24 co-camp chiefs. Most of what was said was not new but there was some information that helps paint the picture of what is in store at the jamboree. They recorded the webinars and are going to be sending a link to the recording by email as soon as their volunteers put it together. Rather than supply notes on everything that was covered I will just forward the link to the recording when it comes in.
Some of what was presented raised questions for me and I have been in touch with both the International Team Leads and Karen, one of the co-camp chiefs, to obtain more information or clarification.
So here are some of the main points of the webinar and answers to my questions generated by the webinar:
· Bookings are still open, I told them many groups, mine included, are just getting back from a summer break and were worried that by the time we were ready to book the jamboree would be full. I was told there are still lots of places and that “We have ringfenced places for international groups so please don't worry about not getting a place. Obviously the earlier you book the better.”
· Arrival day is Saturday July 27th for all groups, no early arrivals permitted. You can arrive anytime during the day which works out well for those of us flying in from Canada as most flights arrive in the UK early morning after a night long flight. You can then bus directly to the site.
· Sites in the sub camps will be pre assigned based on the size of your group so there is now rush to get the best spot in your sub camp. Those twinned with other groups will be placed together.
· Departure day is Saturday August 3rd. There will be free shuttle service from the camp to Chelmsford rail station for those travelling after the jamboree. They have previously confirmed that coaches will also be in place to take groups to the airports – but those are not free.
· The opening ceremony will be Saturday evening the 27th of July and the closing ceremony will be held Friday evening August 2nd.
· Activities will be by sub camp with each being sent to a different activity zone for either a morning or afternoon 3 hour slot. These will take place for 5 days: there is special activity on the other day, details yet to be announced. There are evening activities as well. There also are some training opportunities for Scouters but I am not sure how applicable those will be to our Scouters, but all learning is good.
· There will be shops on site for souvenirs, gifts, snacks and food as well as some “fast food” outlets if there is an evening your group doesn't want to cook.
· The site is currently a farmer’s field. All infrastructure is temporary; there are currently no buildings on site. Be prepared to walk, it will take about 15 minutes from one side to the other. Some will be camping closer to the activity areas others to the “central core” with the shops, stage etc. so no matter where you are camped it will involve walking.
· The webinar suggested, if possible, groups bring their own toilet and washing facilities – that obviously does not apply to the international groups. There will be showers and toilets on site.
· Those going as an offer of service are reminded not to bring large tents as there is limited space in the staff camping area.
· There was a statement made about ratios: 1 leader for each 4 youth, with a minimum of 3 leaders per group as being at camp with youth is tiring. This is not what we were originally told so I followed up and explained our 2 Scouter rule and that our normal camping/activity ratios for Scouts and Venturers allowed for more youth per leader. EJI emailed back that “We can work with you on your ratios and as you are within Scouting, 2 leaders is within the rules. Our ratios help us to work with groups that want to bring a very large number of leaders. This does not apply to your situation.” They also said “2 leaders is the minimum for up to 8 participants, but if you are bringing a bigger group, we expect that groups would be sensible about the extra leaders needed.” That is good news for those with extra Scouters who want to go with the youth; they can use the 1:4 ratio. Others who have say two Scouters with 10-11 youth don’t have to find another leader. A worry on the part of the EIJ team is a group arriving with too few leaders and if they have been twinned with another group will strain the leadership in that host group. Of course if you have youth with special needs then a 1:1 ratio is acceptable.
· Twinning or budding up with a UK group: When you register to attend the form has a place for you to request twinning with another group. In reply to my question on this the International Team Leads replied “We will start the 'buddying' process next month, as we now have quite a few offers in place. And yes, most hosts will have spare equipment and will not charge for it, although if you have sleeping tents you are willing to bring, that would definitely help. That is a conversation to have with your host once you are introduced.”
· The twinning/buddying process above supplied some answer to the question of gear rental and the good news is though there has been a delay with the equipment price list, but the EIJ International Team Leads now understand that the inventory has been finished and prices will be set shortly.
· Booking: they suggest that you book for the number you know. You need to supply the name of each Scouter but just the number of youth. There is the opportunity to add more youth and Scouters later assuming they are not full.
· Payment : no payment is due until the registration is accepted. That happens after the EIJ has verified that the Scouters are active members of the local scouting association in our case Scouts Canada. At that point you have 30 days to send in the £75 non-refundable deposit. The deposit can be credited to a replacement youth or Scouter if one comes on board later. The FAQs and their website request the next payment of £150 to be made by October 31st. They realize that by the end of October the deposit might not even have been collected so they are flexible with that second payment date. However, full payment must be paid by the final payment date of February 29th 2024.
Notes from the Aug 27th Zoom call
August 28, 2023
Happy Labour Day weekend all
It was a short meeting as a number of people were still away on vacation. Thanks to Ian, Donald and Brian for logging on.
A reminder that the EIJ24 camp chiefs are having two webinars , Sept 11th and 18th regarding the jamboree. The links to register for those are below in the notes for July 30th meeting.
Ian reports he has a patrol of 8 and 2 Scouters ready to register but he also has a couple of other Scouters interested in going so would be willing to take youth from other groups to make up a second patrol. He also has one parent going as an offer of service.
Jamboree registration is still open and no deposit needs to be paid until EIJ24 accepts your application. That will only happen after they have verified with Scouts Canada that the Scouters are active members. Scouters need to be identified but not the youth so you can make substitutions if a youth member decides not to attend. I was told they will begin doing those Scouter verifications later this month but will start with the European scout associations first.
No word yet on rental costs but I have been told it is on the agenda for the coordinators meeting this week.
The jamboree travel coordinator has been in touch with some rough costs of travel to and from the airports to the jamboree site. Using a 59 passenger coach it works out to £30 return from Heathrow, £25 from Gatwick For those wanting to spend a few days in London afterwards there is a minibus shuttle from the site to the nearest rail station; tickets from there to London are £20 for 16 years old and older & £10 under 16. Obviously none of our groups will fill a coach themselves but there will be other scout groups arriving by air either from Canada or elsewhere and we will fill a bus.
Ian’s group hosted a group from England after the world jamboree held in the USA, and he has been in contact with that group and may arrange for his patrols to visit with them after the jamboree. That is no problem and like touring in the UK can be included in the international travel permit.
On the website there are some proposed topics for our future zoom calls. Those are based on another jamboree so some may not apply, if you have suggestions or questions & topics you want discussed please email me so I can update the list.
We will continue to meet on the last Sunday of the month, so the next meeting is Sept. 24th at the usual times across the country. Speak to you then.
Jim
Happy Labour Day weekend all
It was a short meeting as a number of people were still away on vacation. Thanks to Ian, Donald and Brian for logging on.
A reminder that the EIJ24 camp chiefs are having two webinars , Sept 11th and 18th regarding the jamboree. The links to register for those are below in the notes for July 30th meeting.
Ian reports he has a patrol of 8 and 2 Scouters ready to register but he also has a couple of other Scouters interested in going so would be willing to take youth from other groups to make up a second patrol. He also has one parent going as an offer of service.
Jamboree registration is still open and no deposit needs to be paid until EIJ24 accepts your application. That will only happen after they have verified with Scouts Canada that the Scouters are active members. Scouters need to be identified but not the youth so you can make substitutions if a youth member decides not to attend. I was told they will begin doing those Scouter verifications later this month but will start with the European scout associations first.
No word yet on rental costs but I have been told it is on the agenda for the coordinators meeting this week.
The jamboree travel coordinator has been in touch with some rough costs of travel to and from the airports to the jamboree site. Using a 59 passenger coach it works out to £30 return from Heathrow, £25 from Gatwick For those wanting to spend a few days in London afterwards there is a minibus shuttle from the site to the nearest rail station; tickets from there to London are £20 for 16 years old and older & £10 under 16. Obviously none of our groups will fill a coach themselves but there will be other scout groups arriving by air either from Canada or elsewhere and we will fill a bus.
Ian’s group hosted a group from England after the world jamboree held in the USA, and he has been in contact with that group and may arrange for his patrols to visit with them after the jamboree. That is no problem and like touring in the UK can be included in the international travel permit.
On the website there are some proposed topics for our future zoom calls. Those are based on another jamboree so some may not apply, if you have suggestions or questions & topics you want discussed please email me so I can update the list.
We will continue to meet on the last Sunday of the month, so the next meeting is Sept. 24th at the usual times across the country. Speak to you then.
Jim
Notes from the July 30th Zoom call
July 30, 2023
Welcome to those on line, there were some of you who emailed me to say they were unable to join tonight due to vacations and other commitments. A quick survey suggested that at least for now we will continue to hold these meetings at the same time – last Sunday of the month. Later in the meeting we were joined by Aaron from Gander and Donald from Calgary so our numbers of those interested grows.
With the invite to this meeting I sent out a link to register for a webinar being held Sept 11th that might interest you. It is on a Monday and I will leave it up to you to work out the time difference from 7:30PM GMT (it will be late morning to late afternoon depending on where you are in Canada). I will join in and take and send out notes. Here is what they say:
We're hosting a webinar where you can find out more about what you can expect from the Essex International Jamboree.
SESSION 1: Want to know more ...
It's being held via MS Teams on the 11th September, 7:30PM - 8:30PM GMT (3:30PM - 4:30PM ET)
This session is specifically aimed at those who are still considering joining the Jamboree and it is an opportunity for you to get to know more about what the Essex International Jamboree is all about.
https://teams.microsoft.com/registration/i7CEqW0IBUW08gUGcdi84A,3xBDhf9Z30iUnpZNqTk8cA,zgEaWA2WFEWAKqsHpzQmMA,rYIyTM62oEu6b4ert2evDQ,HK6KAwTTxk2gNu-o0EGcww,qpFHd7lwGUuiabIMgzo4Bw?mode=read&tenantId=a984b08b-086d-4505-b4f2-050671d8bce0
There is a SESSION 2: How should I prepare for the Jamboree?
18th September, 7:30PM - 8:30PM GMT (3:30PM - 4:30PM ET)
This session is specifically aimed at those who have already booked and paid their deposit to join our Jamboree in 2024. We will discuss:
This is the link to register for the second webinar:
https://teams.microsoft.com/registration/i7CEqW0IBUW08gUGcdi84A,3xBDhf9Z30iUnpZNqTk8cA,zgEaWA2WFEWAKqsHpzQmMA,GBLY3_fE3UCqrOrameTSsw,1LWL1VFoa0mNKuS8dwx_fQ,7iZJLSVf5k-QOe7b1Q1KdQ?mode=read&tenantId=a984b08b-086d-4505-b4f2-050671d8bce0
Both are being hosted by the Joint Jamboree Chiefs: Paul Walker and Karen Packer. It is easy to book your place, there are separate booking for each.
As you can see the topics do cover some of the items we have been speaking about: food, rental of equipment & transportation. I have been in touch with the Essex International team and they said we should have more precise information/prices in the next 6 weeks which will help with budgeting.
On the FAQs for the jamboree there is a mention of twinning international groups with local troops. The Essex International team said that they will begin working on that in September as they begin to have a better idea of numbers. Ron mentioned that his group twinned when they went to Finland last year and it worked out very well, with the troop there supplying the cooking equipment and tents at no cost so all they had to bring was sleeping bags. When I know more I will pass it on. I have been to jamborees where the visiting group spent some time either before or after with their host troop but not sure if that will be the case here.
Jamboree registration is moving along but there is still lots of space. EIJ2024 is open to all UK and international Scouts, Guides, Ventures, Explorers and Rangers aged between 10-17years (age as of 27/07/2024). The participant cost is £350 and leader fee is £150.
Transport and food costs will be added by each unit. As in Canada there is a minimum of 2 leaders per group.
Unit Size - I asked the UK team about the minimum size of units and if names had to be provided for youth now. The reply was Group Size - not limit as long as it complies with our ratio policy - 1-4 with a minimum of 2 leaders up to 8 youth so 2-6 youth is fine. No names needed currently, that is stage 2 - although we will need names for all 18+ to verify them with Scouts Canada. We will start this process in Sept, but will probably start with European groups first. They won’t have to make any payments until we have verifications, so groups can safely register now to get the places. There will need 2 leaders, but the youth numbers can change up to the point we get the verification of membership. If you wish to increase numbers this will depend on if there are any available places. Once we have received verification of membership for the adults in your group, you will not be able to reduce the numbers in your group. The deposit of £75 per person is non-refundable; however Essex does not need names when this payment is made so you can readvertise the space and hopefully allocate to another person within your group.
Lone Scouts - I have been contacted by a Scouter and 2 scouts who are interested in Essex however at this point no others in their respective groups is keen. We could add them to others units going or form a new patrol with these (and others) youth. Ron mentioned that he had 3 Scouters who could be used for these units depending on what the Calgary youth numbers are like. My feeling is that as we begin the “new scout year” in the fall there will be interest from our youth as they will be hearing stories from the Canadians who went to either the WJ in Korea or the jamboree in Holland.
Our next Zoom meeting will be Sunday August 27th at the regular times. If there’re are question feel free to contact me
Jim
Welcome to those on line, there were some of you who emailed me to say they were unable to join tonight due to vacations and other commitments. A quick survey suggested that at least for now we will continue to hold these meetings at the same time – last Sunday of the month. Later in the meeting we were joined by Aaron from Gander and Donald from Calgary so our numbers of those interested grows.
With the invite to this meeting I sent out a link to register for a webinar being held Sept 11th that might interest you. It is on a Monday and I will leave it up to you to work out the time difference from 7:30PM GMT (it will be late morning to late afternoon depending on where you are in Canada). I will join in and take and send out notes. Here is what they say:
We're hosting a webinar where you can find out more about what you can expect from the Essex International Jamboree.
SESSION 1: Want to know more ...
It's being held via MS Teams on the 11th September, 7:30PM - 8:30PM GMT (3:30PM - 4:30PM ET)
This session is specifically aimed at those who are still considering joining the Jamboree and it is an opportunity for you to get to know more about what the Essex International Jamboree is all about.
- Our ethos and mission
- How we turn a field into a village
- Types of activities
- Amenities available
- Fundraising
- How to book on and payments
https://teams.microsoft.com/registration/i7CEqW0IBUW08gUGcdi84A,3xBDhf9Z30iUnpZNqTk8cA,zgEaWA2WFEWAKqsHpzQmMA,rYIyTM62oEu6b4ert2evDQ,HK6KAwTTxk2gNu-o0EGcww,qpFHd7lwGUuiabIMgzo4Bw?mode=read&tenantId=a984b08b-086d-4505-b4f2-050671d8bce0
There is a SESSION 2: How should I prepare for the Jamboree?
18th September, 7:30PM - 8:30PM GMT (3:30PM - 4:30PM ET)
This session is specifically aimed at those who have already booked and paid their deposit to join our Jamboree in 2024. We will discuss:
- Preparations and key considerations
- The site, access and facilities
- Activities throughout the day, and how they work
- Retail facilities
- Fundraising
This is the link to register for the second webinar:
https://teams.microsoft.com/registration/i7CEqW0IBUW08gUGcdi84A,3xBDhf9Z30iUnpZNqTk8cA,zgEaWA2WFEWAKqsHpzQmMA,GBLY3_fE3UCqrOrameTSsw,1LWL1VFoa0mNKuS8dwx_fQ,7iZJLSVf5k-QOe7b1Q1KdQ?mode=read&tenantId=a984b08b-086d-4505-b4f2-050671d8bce0
Both are being hosted by the Joint Jamboree Chiefs: Paul Walker and Karen Packer. It is easy to book your place, there are separate booking for each.
As you can see the topics do cover some of the items we have been speaking about: food, rental of equipment & transportation. I have been in touch with the Essex International team and they said we should have more precise information/prices in the next 6 weeks which will help with budgeting.
On the FAQs for the jamboree there is a mention of twinning international groups with local troops. The Essex International team said that they will begin working on that in September as they begin to have a better idea of numbers. Ron mentioned that his group twinned when they went to Finland last year and it worked out very well, with the troop there supplying the cooking equipment and tents at no cost so all they had to bring was sleeping bags. When I know more I will pass it on. I have been to jamborees where the visiting group spent some time either before or after with their host troop but not sure if that will be the case here.
Jamboree registration is moving along but there is still lots of space. EIJ2024 is open to all UK and international Scouts, Guides, Ventures, Explorers and Rangers aged between 10-17years (age as of 27/07/2024). The participant cost is £350 and leader fee is £150.
Transport and food costs will be added by each unit. As in Canada there is a minimum of 2 leaders per group.
Unit Size - I asked the UK team about the minimum size of units and if names had to be provided for youth now. The reply was Group Size - not limit as long as it complies with our ratio policy - 1-4 with a minimum of 2 leaders up to 8 youth so 2-6 youth is fine. No names needed currently, that is stage 2 - although we will need names for all 18+ to verify them with Scouts Canada. We will start this process in Sept, but will probably start with European groups first. They won’t have to make any payments until we have verifications, so groups can safely register now to get the places. There will need 2 leaders, but the youth numbers can change up to the point we get the verification of membership. If you wish to increase numbers this will depend on if there are any available places. Once we have received verification of membership for the adults in your group, you will not be able to reduce the numbers in your group. The deposit of £75 per person is non-refundable; however Essex does not need names when this payment is made so you can readvertise the space and hopefully allocate to another person within your group.
Lone Scouts - I have been contacted by a Scouter and 2 scouts who are interested in Essex however at this point no others in their respective groups is keen. We could add them to others units going or form a new patrol with these (and others) youth. Ron mentioned that he had 3 Scouters who could be used for these units depending on what the Calgary youth numbers are like. My feeling is that as we begin the “new scout year” in the fall there will be interest from our youth as they will be hearing stories from the Canadians who went to either the WJ in Korea or the jamboree in Holland.
Our next Zoom meeting will be Sunday August 27th at the regular times. If there’re are question feel free to contact me
Jim
Notes from the June 25th Zoom call
June 26, 2023
We were a small group this time around. Ian and Tim were on the call and Brian dropped in to say hi for a few minutes as he was at a BBQ. Ian was joined by Doug from a neighbouring scout group who is thinking of pairing up with Ian’s group to send a larger contingent. During the week I was in contact with Arron, the GC from Gander, whose group is thinking of doing some international travel, perhaps to Essex. Unfortunately he was unable to join in the call this time but I have added him to the list of those receiving notes on the calls and invitations to future Zoom calls.
I reported on some specific points raised on our last Zoom call, Sunday, May 28th.
Rental equipment: Regarding any actual figures/price lists for the cost of rental equipment i.e. tents, cooking gear etc as well as a deadline for doing so. The international team reports that it will be Essex Scouts, who rent out the equipment and they are working on this currently with a hope to have a price list soon. On this call I mentioned that for some trips like this some of the groups may take their tents; you can get 3 or 4 in a hockey bag which might be cheaper depending on the rental cost vs. the cost of an extra checked bag on the flight. Cooking gear, stoves etc are most likely to be rented as items such as stoves from Canada are not compatible fuel wise with those in the UK.
Travel to the site: there will be coaches available from all London airports on Sat 27th July if you fly into the UK arriving the morning of the 27th. Most flights from Canada are overnight and arrive in the early morning. Also there will be coaches from central London on that day for groups who are spending time there before. The jamboree transport coordinator will be working with the coach company on this. They cannot give prices at the moment, as you are aware fuel prices are somewhat variable currently. It is planned that a member of the international team will be at the airports to meet groups coming in from overseas.
The nearest train Station is Chelmsford and there will be a mini bus service available on 27th July. The site is not walking distance from the station.
Important note: No groups are allowed on site before 27th July, but as noted above there will be transport from central London to site if you decide to stay in London prior to the jamboree. Youth hostels being the least expensive option for a London stay. All groups must leave the site on 3rd August either to return to the airport or to begin visits in the UK.
Food - the onsite food outlet is currently being organized. Previously at Essex jamborees, food has been ordered and paid for for the week and collected on a daily basis. It may be different this time. There are local supermarkets close by, so if extras are needed, one of the international team can take a leader to them. As a rough estimate, food costs are about the same cost as in Canada. The Essex team said that “for food - most groups are allowing between £80 - £150 per person for the week - but the upper end may well include things like camp/jamboree wear.”
Cell/mobile phones: there will be places on site to charge them, those may be limited given 10000 participants plus 1500 offers of service volunteers. There is cell service on the site.
Medical facilities and services: There will be a rota of medical staff supplied by ScoutMed with a clinic on site. In case of emergency there is a local hospital and an Accident and Emergency dept. close by.
Cultural or international Day: The international team has confirmed there will be some sort of cultural celebration, they have not decided on what form that will take. Once we know it will be beneficial to us all to have a coordinated approach.
Site: the site is a 120 acre field which pre and post jamboree is a farmer’s field; it is flat but not altogether smooth. I was asked if groups could bring a bike(s), the answer was yes but why. They would not be allowed to be ridden with the sub camps, only on the ring road. Helmets would be required.
Sub camps: International scouts will be spread across the sub camps. This year they are named after rivers of the world. (none from Canada) Size of the group campsites will be based on your numbers. Each of the sub camps will have a member of their international team on site to assist if there are problems or needs. I will be serving on the international service team and will be on site for the whole of the Jamboree.
Essex has opened registration earlier this year; it has been open for a month. In the past it was opened more towards the end of the summer. They are expecting 10,000 participants and in the past around 1000 have been international. Registrations are starting to come in and they expect to be at their maximum number at the end of November or early December. That will give some groups time to register their scouts and leaders once they begin scouting again at the end of the summer.
I asked those on the call about the possibility of a scout or scouts from a group who is not sending a patrol to the jamboree joining one of the others assuming the ratios are adhered to. Tim said this is what the Calgary International Group is all about; they take youth and leaders from various groups to make units to send to jamborees. Ian and Doug were also open to the idea, so going forward that is an idea for the lone scout who needs a unit to join up with.
Speaking of ratios, I said I would ask Essex what they expect for the youth/leader ratio. We would have to respect our Canadian minimum of two leaders no matter how small the unit, however it would be nice to know multiples of 8 youth and 2 leaders fits into their norms. I did contact them after the Zoom call and their reply is “Ratios of up to - 1 leader to 4 young people, with a minimum of 2 leaders up to 8 yp. Many groups have less leaders, so we leave that to them, as they know their groups.”
Tim went over some of the fundraising ideas his group uses which are based on concessions at the Stampeders & Flames games, the Calgary Stampede and local casinos.
Zoom conversations monthly, it was decided to keep them on the last Sunday of the month. So mark you calendars for July 30th and August 27th the same time as before: N.L.: 8:30 pm; N.S./P.E.I./N.B.: 8 PM, QC./ON 7 PM; MAN/ 6 PM; SASK/ALTA; 5 PM; BC 4 PM I will send out the link to those on the email list closer to the time. If you can’t make one or more, I will still send out notes and if you have questions send them along to me.
If you know of any other groups interested in Essex let me know and I will contact them and also add them to the Zoom calls.
Have a great summer.
Jim
We were a small group this time around. Ian and Tim were on the call and Brian dropped in to say hi for a few minutes as he was at a BBQ. Ian was joined by Doug from a neighbouring scout group who is thinking of pairing up with Ian’s group to send a larger contingent. During the week I was in contact with Arron, the GC from Gander, whose group is thinking of doing some international travel, perhaps to Essex. Unfortunately he was unable to join in the call this time but I have added him to the list of those receiving notes on the calls and invitations to future Zoom calls.
I reported on some specific points raised on our last Zoom call, Sunday, May 28th.
Rental equipment: Regarding any actual figures/price lists for the cost of rental equipment i.e. tents, cooking gear etc as well as a deadline for doing so. The international team reports that it will be Essex Scouts, who rent out the equipment and they are working on this currently with a hope to have a price list soon. On this call I mentioned that for some trips like this some of the groups may take their tents; you can get 3 or 4 in a hockey bag which might be cheaper depending on the rental cost vs. the cost of an extra checked bag on the flight. Cooking gear, stoves etc are most likely to be rented as items such as stoves from Canada are not compatible fuel wise with those in the UK.
Travel to the site: there will be coaches available from all London airports on Sat 27th July if you fly into the UK arriving the morning of the 27th. Most flights from Canada are overnight and arrive in the early morning. Also there will be coaches from central London on that day for groups who are spending time there before. The jamboree transport coordinator will be working with the coach company on this. They cannot give prices at the moment, as you are aware fuel prices are somewhat variable currently. It is planned that a member of the international team will be at the airports to meet groups coming in from overseas.
The nearest train Station is Chelmsford and there will be a mini bus service available on 27th July. The site is not walking distance from the station.
Important note: No groups are allowed on site before 27th July, but as noted above there will be transport from central London to site if you decide to stay in London prior to the jamboree. Youth hostels being the least expensive option for a London stay. All groups must leave the site on 3rd August either to return to the airport or to begin visits in the UK.
Food - the onsite food outlet is currently being organized. Previously at Essex jamborees, food has been ordered and paid for for the week and collected on a daily basis. It may be different this time. There are local supermarkets close by, so if extras are needed, one of the international team can take a leader to them. As a rough estimate, food costs are about the same cost as in Canada. The Essex team said that “for food - most groups are allowing between £80 - £150 per person for the week - but the upper end may well include things like camp/jamboree wear.”
Cell/mobile phones: there will be places on site to charge them, those may be limited given 10000 participants plus 1500 offers of service volunteers. There is cell service on the site.
Medical facilities and services: There will be a rota of medical staff supplied by ScoutMed with a clinic on site. In case of emergency there is a local hospital and an Accident and Emergency dept. close by.
Cultural or international Day: The international team has confirmed there will be some sort of cultural celebration, they have not decided on what form that will take. Once we know it will be beneficial to us all to have a coordinated approach.
Site: the site is a 120 acre field which pre and post jamboree is a farmer’s field; it is flat but not altogether smooth. I was asked if groups could bring a bike(s), the answer was yes but why. They would not be allowed to be ridden with the sub camps, only on the ring road. Helmets would be required.
Sub camps: International scouts will be spread across the sub camps. This year they are named after rivers of the world. (none from Canada) Size of the group campsites will be based on your numbers. Each of the sub camps will have a member of their international team on site to assist if there are problems or needs. I will be serving on the international service team and will be on site for the whole of the Jamboree.
Essex has opened registration earlier this year; it has been open for a month. In the past it was opened more towards the end of the summer. They are expecting 10,000 participants and in the past around 1000 have been international. Registrations are starting to come in and they expect to be at their maximum number at the end of November or early December. That will give some groups time to register their scouts and leaders once they begin scouting again at the end of the summer.
I asked those on the call about the possibility of a scout or scouts from a group who is not sending a patrol to the jamboree joining one of the others assuming the ratios are adhered to. Tim said this is what the Calgary International Group is all about; they take youth and leaders from various groups to make units to send to jamborees. Ian and Doug were also open to the idea, so going forward that is an idea for the lone scout who needs a unit to join up with.
Speaking of ratios, I said I would ask Essex what they expect for the youth/leader ratio. We would have to respect our Canadian minimum of two leaders no matter how small the unit, however it would be nice to know multiples of 8 youth and 2 leaders fits into their norms. I did contact them after the Zoom call and their reply is “Ratios of up to - 1 leader to 4 young people, with a minimum of 2 leaders up to 8 yp. Many groups have less leaders, so we leave that to them, as they know their groups.”
Tim went over some of the fundraising ideas his group uses which are based on concessions at the Stampeders & Flames games, the Calgary Stampede and local casinos.
Zoom conversations monthly, it was decided to keep them on the last Sunday of the month. So mark you calendars for July 30th and August 27th the same time as before: N.L.: 8:30 pm; N.S./P.E.I./N.B.: 8 PM, QC./ON 7 PM; MAN/ 6 PM; SASK/ALTA; 5 PM; BC 4 PM I will send out the link to those on the email list closer to the time. If you can’t make one or more, I will still send out notes and if you have questions send them along to me.
If you know of any other groups interested in Essex let me know and I will contact them and also add them to the Zoom calls.
Have a great summer.
Jim
Notes from the May 28th Zoom call
May 28, 2023
Hi folks,
Yesterday Brian forwarded the recording of Sunday’s zoom meeting. I went over it to see what happened after I had to leave and to make some notes. I thought it might be helpful to have a summary of the meeting topics – in no particular order- for those who attended and if others join our happy group later I can send it to them.
The Canadian contingent to the Essex Jamboree is a casual one – each group is responsible for their own registration, payments, flights etc. The Head of Contingent serves as the primary point of contact for Canadian participants and is responsible for the International Travel Permit and assisting keeping everyone up to date. Rather than bombard the Essex team with the same questions from each group the Head of Contingent will gather the questions, get the answers and communicate those back to all the participating groups. The Head of Contingent is there to help your groups and not to serve as the overall Canadian leader.
As Brian said there is a process for naming a Head of Contingent and it is likely that I will be that person. It should be confirmed before our next Zoom call. Once my appointment is official I will start a Facebook Group to use for communications and promoting the event to other Canadian scout groups. I may link that to a website with more information such as contact details and as Jennifer asked for FAQs.
Krissy has offered to set up a recurring monthly Zoom call. The suggestion is that it be on a Sunday late afternoon/evening depending on where you are across the country. Does the last Sunday of the month work for you? We would try to keep it to about an hour in length. Sunday’s meeting was at 8 pm ADT, 7pm EDT and 4 pm MDT, is everyone happy with scheduling it for that time going forward?
I will be in touch with Essex to find out what if anything is planned for “cultural or International Days” and I will help to arrange with you a collective contribution/event from the contingent as a whole.
The international team at Essex has said there will be more information coming soon to share regarding costs of equipment hire, food, and travel to the site from the airport. I will share when I get it.
There was a major part of the meeting taken up with the question of travel, cancellation and medical insurance. This is required by all participants. A group policy for your group is a good idea as if there is a problem with a flight it covers everyone. Brain mentioned that he has used a product called TuGo https://www.tugo.com/ It is sold through agencies in each province, details on their website. Brian obtained this through Sanderson Travel https://shop.tugo.com/store/SAN357 Also should I or another leader have to deal with a medical problem with an individual or a number in the group there is only one insurance company to deal with. Brain did remind us all that there is no insurance from Scouts Canada for international trips.
Discussion around flights: there is an advantage to group rate but you need 10-15 to qualify. The advantage is you can change names of participants rather than get locked in when you buy, however it comes at a cost. Group rates often cost more. There is a strong advantage in using a travel agent to book for your group; if there is a problem then one call to the agency will begin the process of finding a solution rather than having to contact each parent to do so as they bought the ticket. Also each participant/parent can use their credit card to pay the travel agent for their ticket.
If your group is planning to extend their time in the UK by visiting London or other cities before or after the jamboree there is no need to extend the travel permit, however if there are “risky “ activities planned sea kayaking, mountaineering etc. then a risk assessment needs to be made. FYI if Icelandair flies from your city (unfortunately they have cancelled flights from Halifax) you can get a stopover in Iceland for a visit.
Fundraising ideas: recycling, chili bake off, spaghetti dinners, Scout Trees, service organizations.
Regarding donations for tax receipts: Brian suggested the best way is through the Scouts Canada website, the donor makes a donation to them specifying the group name (make sure the donor is using your group’s name accurately). In roughly a month the donation will be transferred to the group’s bank account by Scouts Canada who will issue a donation receipt to the donor.
There was a description of Offer of Service: that is an adult who is attending the jamboree to help in the activities and not as a troop scouter with youth.
If I have this right from the call: 2nd Fairview (Halifax) has 12 youth and 3 scouters registered to attend; 1st Wolfville 8 youth and three leaders (which may include Ian who is going as an offer of service); 2nd Calgary International 6 youth, 4 leaders and 2 offers of service. There also are 4 Rovers and an advisor from Bridgewater NS going as offers of service, Ian will invite one of them to join in the next Zoom call if they wish.
Brian suggested that after this summer’s jamborees there may be scouts and groups who want to participate in another jamboree next summer and the numbers for our contingent to Essex may grow.
Brian ended the call with some of the topics that have come his way from the participants going to the World Jamboree in Korea, and the Jamboree in Holland this summer. Those include size of campsite, use of cash/credit cards on site, accommodation for dietary restrictions, solar chargers, WiFi. As they apply to Essex I will obtain information to share and place it on our FAQs.
Jim
Hi folks,
Yesterday Brian forwarded the recording of Sunday’s zoom meeting. I went over it to see what happened after I had to leave and to make some notes. I thought it might be helpful to have a summary of the meeting topics – in no particular order- for those who attended and if others join our happy group later I can send it to them.
The Canadian contingent to the Essex Jamboree is a casual one – each group is responsible for their own registration, payments, flights etc. The Head of Contingent serves as the primary point of contact for Canadian participants and is responsible for the International Travel Permit and assisting keeping everyone up to date. Rather than bombard the Essex team with the same questions from each group the Head of Contingent will gather the questions, get the answers and communicate those back to all the participating groups. The Head of Contingent is there to help your groups and not to serve as the overall Canadian leader.
As Brian said there is a process for naming a Head of Contingent and it is likely that I will be that person. It should be confirmed before our next Zoom call. Once my appointment is official I will start a Facebook Group to use for communications and promoting the event to other Canadian scout groups. I may link that to a website with more information such as contact details and as Jennifer asked for FAQs.
Krissy has offered to set up a recurring monthly Zoom call. The suggestion is that it be on a Sunday late afternoon/evening depending on where you are across the country. Does the last Sunday of the month work for you? We would try to keep it to about an hour in length. Sunday’s meeting was at 8 pm ADT, 7pm EDT and 4 pm MDT, is everyone happy with scheduling it for that time going forward?
I will be in touch with Essex to find out what if anything is planned for “cultural or International Days” and I will help to arrange with you a collective contribution/event from the contingent as a whole.
The international team at Essex has said there will be more information coming soon to share regarding costs of equipment hire, food, and travel to the site from the airport. I will share when I get it.
There was a major part of the meeting taken up with the question of travel, cancellation and medical insurance. This is required by all participants. A group policy for your group is a good idea as if there is a problem with a flight it covers everyone. Brain mentioned that he has used a product called TuGo https://www.tugo.com/ It is sold through agencies in each province, details on their website. Brian obtained this through Sanderson Travel https://shop.tugo.com/store/SAN357 Also should I or another leader have to deal with a medical problem with an individual or a number in the group there is only one insurance company to deal with. Brain did remind us all that there is no insurance from Scouts Canada for international trips.
Discussion around flights: there is an advantage to group rate but you need 10-15 to qualify. The advantage is you can change names of participants rather than get locked in when you buy, however it comes at a cost. Group rates often cost more. There is a strong advantage in using a travel agent to book for your group; if there is a problem then one call to the agency will begin the process of finding a solution rather than having to contact each parent to do so as they bought the ticket. Also each participant/parent can use their credit card to pay the travel agent for their ticket.
If your group is planning to extend their time in the UK by visiting London or other cities before or after the jamboree there is no need to extend the travel permit, however if there are “risky “ activities planned sea kayaking, mountaineering etc. then a risk assessment needs to be made. FYI if Icelandair flies from your city (unfortunately they have cancelled flights from Halifax) you can get a stopover in Iceland for a visit.
Fundraising ideas: recycling, chili bake off, spaghetti dinners, Scout Trees, service organizations.
Regarding donations for tax receipts: Brian suggested the best way is through the Scouts Canada website, the donor makes a donation to them specifying the group name (make sure the donor is using your group’s name accurately). In roughly a month the donation will be transferred to the group’s bank account by Scouts Canada who will issue a donation receipt to the donor.
There was a description of Offer of Service: that is an adult who is attending the jamboree to help in the activities and not as a troop scouter with youth.
If I have this right from the call: 2nd Fairview (Halifax) has 12 youth and 3 scouters registered to attend; 1st Wolfville 8 youth and three leaders (which may include Ian who is going as an offer of service); 2nd Calgary International 6 youth, 4 leaders and 2 offers of service. There also are 4 Rovers and an advisor from Bridgewater NS going as offers of service, Ian will invite one of them to join in the next Zoom call if they wish.
Brian suggested that after this summer’s jamborees there may be scouts and groups who want to participate in another jamboree next summer and the numbers for our contingent to Essex may grow.
Brian ended the call with some of the topics that have come his way from the participants going to the World Jamboree in Korea, and the Jamboree in Holland this summer. Those include size of campsite, use of cash/credit cards on site, accommodation for dietary restrictions, solar chargers, WiFi. As they apply to Essex I will obtain information to share and place it on our FAQs.
Jim