Group leader's Guide to Summer Madness 2012
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Group Leader Guide to a happy and fruitful camp! Welcome to Summer Madness
WELL DONE for having the courage, willingness and enthusiasm to bring your group to Summer Madness at Glenarm. Every year we see 1000s of young people leave Summer Madness changed and inspired by a fresh encounter with Jesus – and the only reason they are here is because you as youth leaders, family members and friends have invested in them spiritually, physically and emotionally. In the middle of the late nights, early mornings, portable showers and toilets, countless burgers and constant activity if you ever wonder why you're here remember that this weekend lives will be changed..forever. You are an absolutely vital part of that transformation. We recognise that as a Group Leader you are responsible for the young people in your care while they are at Summer Madness. Without your commitment to young people the Festival would have no significant context or capacity for follow up and development. Contained within this guide is a variety of essential information which we hope will make your job a lot easier and help you understand how best to make use of the experience with your young people.
Guide ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ●
Arrival on Site Sub-camps Sub-camp Leaders Facilities on Site Food at Summer Madness Cook Tents Onsite Catering Security on site Security Team Wristbands Lost Wristbands Kit Guide Responsibilities of Group Leader: To Their Group To Sub-camp Leaders Summer Madness Child Protection at the Festival A look at the Summer Madness Site Who’s Who @ Summer Madness Festival Ground Rules (Terms and Conditions of Entry)
Appendices: ● Leaders Checklist ● Fire Safety Risk Assessment ● Camping in Animal Pasture ● Site Map
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Arrival on Site ●
Entrance to Festival for vehicles is made through the Munie Road. There is no vehicular entrance via the Straidkilly Road, although pedestrian access is available through this route. There will be signs up on the roads, but check our website for the 'google map' of how to find the entrance.
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THERE IS NO ACCESS TO THE SITE ON THURSDAY EVENING.
ON FRIDAY: ●
You may gain access to the site from 11am onwads and once you have arrived at the Festival, Group Leaders or campers may head for the camp site first to pitch the tents and meet the Sub-camp leaders. The Sub-camp leaders will assist you finding an appropriate place to pitch and will be able to provide you with the FESTIVAL GUIDE and answer your initial questions.
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When you are ready you can then go to the ADMIN TENT to register on site and receive your armband/s. Please ensure that you have a copy of your e-ticket with you! There is NO ADMITTANCE to any of the SM venues without your armband.
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Car parking for Festival 'residents' or drop off on Friday evening is FREE!
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If it is likely that there will be parents or other helpers with you when putting up your tent please advise them that should they wish to stay for the evning programme they will be able to purchase an evening pass for £5. This can also be obtained at the ADMIN TENT.
SUB-CAMPS The festival camping areas are broken down into four separate areas: the blue zone, the green zone, the red zone and the purple. Sub-camp Leaders You will find your sub-camp leaders in a tent at the centre of the field - where all the sub-camps meet. ● When you arrive the sub-camp Leader will ask you some questions: 1. What is your group name? 2. How many tents? 3. What size are they? (It would be useful if you had this information to hand when you arrive at your camp.) ●
They will help you find a suitably sized camping area for your group and remind you to allow for 2m between tents or at least between groups! Safe Camping: • Pitch your tents properly using all the ropes and pegs – if you are not sure how a particular tent goes up ask the Subcamp Leaders. • Leave a gap of c. 2-3metres between each tent – this is to ensure that if there's a fire it doesn't spread easily between tents 3
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Keep the guy pegs positioned close to your tent edge to avoid creating a trip hazard Please zip tents up when leaving them as this helps keep them weather-proof Please get your group to check all the pegs and guys of their tent each day to keep everything tight and secure. If you are using gas laterns/lights please only use them outside as there have been a number of gas poisoning incidents at campsites recently.
Safe Cooking: • Whether you are feeding the 5000 or just yourself – please do it safely. • Cooking on the campsite is absolutely fine this year just try to look after the grass and site around us. • Keep gas fires/BBQs c.1-2metres away from canvas or any flammable items and be aware of sparks. • BBQs are not allowed to sit directly on the grass – please keep them raised up so the grass isn't burnt. ● Please be aware of the hazards of disposable BBQ's and the fumes associated with them - do NOT USE INSIDE A TENT and be sure to extinguish it completely after use. ● There must be no cooking in any small or unsafe tents or structures. ● Cook tents must all contain their own fire extinguisher. You can purchase these at most good camping and caravan shops. ● No cooking whatsoever can be carried out after 10pm in the evenings. ● There must be a sizeable corridor of 3 metres around each cook tent on the site. ● We do reserve the right to inspect cook tents and if we feel that any of these stipulations are not being adhered to or that the cooking arrangements are unsafe you may be asked to dismantle the tent and make alternative provision (e.g. onsite ‘fast food’) Food Vendors at Summer Madness For the first time at SM we are able to operate our own Festival 'canteen' which is in addition to the normal fast food vans which will be available throughout. The Grub Hub aims to feed campers with good quality home-made food at rock bottom prices. It will be pen from 7am to last thing at night and are located beside the ...... sharing a tent with Tearfund, Y WAM and Urban Saints. Fires • Due to the proximity of canvas and trees no open fires are permitted on the campsite apart from the one at Subcamp HQ. • If you spot a fire please alert the Subcamp Leaders as soon as possible. They are equipped to deal with fires. • If you hear the site alarm, please evacuate your group to the centre of the adjoining field – in front of the castle. The Subcamp Leaders will support you in this.
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Toilets, Washing and Showers: • There are a large number of toilets situated around the site. These are marked on your site guide. • The site team will be cleaning these regularly – please help make this unpleasant job easier by encouraging your group to leave a toilet as they'd like to find it. • For people looking to just wash and avoid the queue we've created a solution – the washing trough. Located on the campsite this should let you get ready fast each morning. • There are also a significant number of showers near the campsite. These are marked on your festival guide. Each shower costs £1 for 5mins. They are open at several times each day, as displayed at sub-camp HQ • We would love to have more Showers on site but despite the donation towards each shower taken they still make a significant loss each year due to the costs associated with their installation and running. But we want to make the camping experience as comfortable as possible so we've installed as many as we can. Facilities on Site ● Basic washing and toilet amenities in close proximity of every camping area ● Fresh mains water supplied in every camp ● Dedicated washing area in each camp ● Rubbish Bins in every sub-camp emptied twice a day ● Showers are available at a cost of £1 per 5 mins. These are located a short distance away from the sub-camp to allow for power and drainage. (Please be aware that even with this contribution we do not cover the costs of providing the showers!) First Aid Provision · Summer Madness is staffed by St John's ambulance first aid team 24 hours a day. There is also a doctor on site at all times to provide further medical care if required. We would ask that you would ensure that if your young people require attention from our medical team then a leader or responsible adult should attend with them if possible.
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Please remember in your preparation prior to coming to the festival to ensure you have adequate awareness of any specific medical needs of the young people you are responsible for. Do ensure they bring any regular medication as the doctor on site will not be able to provide for this. Summer Madness would suggest that if you or your young people are acutely unwell it may be best that you do not attend the event. We are here to ensure the safety of you and your young people and as such if we feel due to illness that remaining at the festival will cause risk to you or others, we will recommend to the Summer Madness staff you should perhaps leave.
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There will be two drop-in clinics run daily by the doctors to deal with medical issues arising over the festival. These will be from 0900 - 1000 and from 1700 to 1800 daily, in the first aid post marked in your festival guide. In the event of a medical emergency requiring assistance outside these hours you will be able to contact the on site doctor via the St John's ambulance team or Summer Madness staff.
Camp Curfew: · The festival curfew is 1am. This is non-negotiable and is in place to ensure that everyone gets enough sleep to enjoy the programme. · Please make sure that by 1am all your group are inside their tents and not disturbing neighbouring tents. · We have groups of varied ages as well as young families. This curfew is in place for everyone's benefit. · Subcamp Leaders and Security will be on duty throughout the campsite from 12am to support you in this process. If you have any issues or need a hand just let them know. Sleeping Arrangements: This is a Christian festival so we promote Christian values: · We would ask that there is no sharing of any enclosed tents by males and females of any age unless married. · We would also ask that no over 18 shares an enclosed tent with any under 18s unless prior written parental consent has been received. Emergency Access Road: · There are clearly marked roads leading to and from the Subcamp HQ – these are for emergency service access - so please don't camp in these spaces.
YOUR HELP AND CONSIDERATION IS VITAL… The Summer Madness management realise how important it is for many groups to have the facility to develop a sense of community with their group through the sharing of meals etc. Unless this is done safely however we will have to consider alternative arrangements so we seek your co-operation and understanding in this matter.
SECURITY TEAM ● Summer Madness is staffed 24 hours a day by a dedicated security team who have been trained and vetted specifically for this role. PASS OUT POLICY ● Please be aware that while we monitor access to the site very closely, the Estate is not a ‘lock-up’ facility and individuals are at liberty to leave. So while Glenarm is a small village you should nevertheless ensure that you have a clear pass-out policy established with your group concerning under 18’s going off site. Two of the seminar venues are just outside the main gate and there is a beach just 50 yards from this junction also. While we believe this does not pose any significant risk it is the responsibility of the group leader to manage and highlight this in your ‘contract’ with the young people / parents. CCTV ●
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In order to provide the best and safest environment for everyone at the Festival please be advised that we will be operating several CCTV cameras around the site. We will be recording the access points to the Estate and these will be used in accordance with SIA regulations. Signage will be in use indicating such to the public as they enter the Festival.
WRISTBANDS ● Everyone in your group will be issued with a wristband that must be worn at all times. The wristband is the primary means of identification at the festival anyone found without one or a day pass will be asked to leave the site immediately and escorted to the festival exit by a member of the security team. ● No one can gain admittance onto the site or into a venue without a wristband or day pass. LOST WRISTBANDS The cost of a replacement wristband is £5 (on the production of ID otherwise it will be full weekend price) so please look after them! YOU CAN HELP If you notice anyone acting suspiciously around the site or in the sub-camps do mention it immediately to any member of Summer Madness staff, security team or sub-camp leaders. Things we don't want on site: •
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Alcohol and drugs (unless medically prescribed) are not permitted on the site – so please make sure you keep an eye out for them. There is a permanent amnesty on site – so if found these can be handed in to Subcamp HQ at anytime. Weapons: it goes without saying, any offensive weapons are not permitted on site. This includes laser pens or similar items Waterbombs/waterpistols/waterbomb catapults: We believe that water-fights should be an inclusive affair. If any your group members have brought any of these items can you please let us know and we'll organise a water-fight arena for anyone who wants to participate. Anyone using these items outside of the organised water-fight will sadly have them permanently confiscated. Abusive language or behaviour: We want to build a community of fun and fellowship over the duration of the festival, we hope every group and group leader supports us in this aim. If anyone engages in sustained abusive language or behaviour as determined by either the Subcamp or Security Teams then they may be asked to leave the site. We will ALWAYS consult with you as group leader before any decision is taken.
KIT GUIDE Things to bring: ●
a tent
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tent poles & pegs :) ● sleeping bag
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karrimat/ air bed
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torch & batteries
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shorts & tshirts
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warm clothes
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waterproofs
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trainers
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loo roll (not provided but can be purchased on site) ● wash kit
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nice smelly stuff (for when you forget the above) ● Bible
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notebook
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pen
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food
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sun cream
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sense of humour
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Mobile phone charger and/or emergency battery power for same.
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Kit for water based activities (sea kayaking, skulling, etc)
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Wellies (maybe)
What not to bring: ●
Any of those items mentioned on previous page!
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No pets (sorry, but it's complicated with farm animals and some nervous young people around)
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A closed mind!
RESPONSIBILITIES OF A GROUP LEADER To their group ● As the person named as group leader you are wholly responsible for the conduct and well being of all members of your group. Summer Madness has gone to great lengths to ensure the safety, security and enjoyment of everyone at the Festival but ultimate responsibility for the campers rests with their individual group leader. To Sub-camp Leaders ● Sub-camp Leaders have a hard job and they do it extremely well. They are the primary contact for any of your questions, queries or problems. Sometimes they have to enforce the rules passed down to them by the managers of Summer Madness - please help make their jobs easier and support them as they do this. ● Leaders should not go off the site without leaving someone responsible for their group & informing the Sub-camp Leader of this change. To Summer Madness ● You are responsible for ensuring that your group abide by the rules of Summer Madness and must always be available as the contact person for your group in case of emergency. So those mobile phone numbers are really important.
Top Tips for the NEW SITE Trying to familiarize yourself to a new location and all the potential watch-outs is never simple. We've tried to outline a few that you may want to consider and put in place appropriate guidelines for your group during the festival. ·
Large site: Glenarm is a large site – Summer Madness is based in the first 50% of it. There is lots more to explore but make sure you are comfortable with your group doing so unaccompanied or else create an appropriate series of boundaries for them.
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The Brook: There is a very shallow river running beside the castle and along the perimeter of the site. Make sure your group is aware of it
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Glenarm: Glenarm is a very small village - traffic running through it, and along the coast road, is quite light. As your group will be able to leave and re-enter the festival at anytime during the day make sure you establish the boundaries for your group early.
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Open site: Summer Madness has always been an open-site. We are not allowed to physically prevent anyone from leaving the site. Please establish with your group if they need to inform you when they leave site - even into the village. Everyone will be checked for festival passes when they attempt to re-enter the festival site.
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Your group, your rules: Summer Madness will support you as much as it can to ensure your young people have a safe and fun festival. But ultimately you are their leader and able to establish the specific rules and geographic boundaries that suit your group best. Please let the Subcamp Team know if there's anything they can do to support you as you lead your group.
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CHILD PROTECTION POLICY AT THE CAMP It is the policy of Summer Madness to promote the well being of children and to set standards for the welfare of all children sharing in its ministry with a view to protecting them from physical, sexual and emotional harm.
As an organisation, Summer Madness is committed to:Promoting the well-being of children Preventing the physical, sexual and emotional abuse of children Ensuring that appropriate procedures are in place in the event of abuse taking place, or being advised to our staff ● Encouraging safe practices for those who work with children ● Safeguard those who work with children from the consequences of unfounded accusations ● ● ●
All campers and visitors are reminded of the following good practice:NEVER ….. ● ● ● ● ● ● ● ● ● ●
Engage in sexually provocative games Allow or engage in inappropriate touching of any form Allow children to use inappropriate language unchallenged Make sexually suggestive comments about or to a child Strike a child or young person Use offensive, abusive or generally inappropriate language Leave young people unsupervised Do things of a personal nature for children that they can do for themselves Spend excessive amounts of time alone with children away from others Interview a child alone
If you have any concerns regarding the welfare and protection of children and young people, or if there are any concerns expressed to you by any other person, you should speak with a member of the Summer Madness Safeguarding Trust Panel. This Panel has been appointed by Summer Madness to ensure that any concerns or issues are addressed effectively, and referred to the relevant statutory agencies where appropriate, and to ensure that best practice is maintained. The Panel can be contacted at any time throughout the Festival via the Duty Officer at the Summer Madness Information Point, or by speaking with a member of the Prayer Ministry team. Outside of the Festival, the Panel can be contacted through the Summer Madness office. The Panel members are:Mr Colin Taylor Mr Hugh Marcus Arlene Kee
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Suzie Marcus John Alderdice Pamela Marcus
Sub-camp Map.
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SUMMER MADNESS TEAMS..
Sub-Camp LeadersVolunteers (over 21’s) responsible for ensuring the safety and enjoyment of campers in the sub-camps. Primary contact for all group leaders with Summer Madness. Duty Officers
Volunteers responsible for managing the communications between all the various staff teams at the festival and looking after all external communications – i.e. phoning parents etc.
Venue Managers
Volunteers (over 21’s) responsible for health and safety within venues, also responsible for dealing with the public within a venue.
Event Crew
Volunteers (over 16’s) responsible for hosting the venues, and facilitating the entire festival programme. From organising the youthwork in the kids venue’s to providing security at the late night events.
Site Team
Volunteers (Over 16’s) responsible for the maintenance of facilities on site such as toilets, bins, cook tents. They are responsible for ensuring that all the venues on-site are fit for use and all technical equipment is functioning correctly
Security
Trained and vetted volunteers (Over 21’s) responsible (in conjunction with local police and onsite security) for making sure that the site is kept a safe and secure place for all campers and visitors
Speakers&Seminars Volunteer team responsible for selecting speakers, seminar topics and locations for venues from Main stage to seminars 1, 2, and 3. Admin
Volunteer team responsible for seeing you safely through registration.
Hospitality
Responsible for looking after speakers and and guests to the festival
As you can see Summer Madness relies on volunteers for the vast majority of its event and organising staff. With a staff of over 250 we constantly need and are looking for new volunteers so if you are interested in helping out, or know anyone else who might be, why not fill out a staff application form – available from the office or e-mail office@summermadness.co.uk.
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FESTIVAL GROUND RULES - Terms and Conditions of Entry
Summer Madness has defined a small number of rules and guidelines to make your stay enjoyable and safe. You may want to get acquainted with them now. ● ● ● ● ●
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Please show care & consideration for everyone on site & visiting the festival No Smoking anywhere within the festival grounds No alcohol or drugs on site (except prescribed drugs) No one who is intoxicated will be permitted onto the site Festival goers will be asked to submit to a bag check of deemed necessary by a member of our Security Team and this will be carried out by SIA or PSNI personnel. Wristbands must be worn at all times No mixed-sex tent sharing (unless married) Tents must be at least two metres apart No cooking inside small tents and all cook tents must comply with our suggestions in this document. No campfires/No Pets No vehicles on camp site Valuables left in tents or cars are left at the owners risk Litter must not be left around the site but placed in the bins provided PLEASE be quiet at night. If you want to stay up late, please respect those who are trying to sleep. Remember that noise carries across a campsite at night. A quiet curfew will be enforced in the camping area from 1am onwards - And from 11pm in the 'Quiet Site'. Youth Leaders are responsible for the young people that they bring to Summer Madness at all times. No rollerblading, skateboarding or cycling without lights after dark No crossing into any area that has been marked out of bounds by red and white tape (This will constitute trespassing, and please bear in mind that the entire Festival is on Private Land Summer Madness will be filming and photographing aspects of the Festival for promotional purposes and should you not wish to have our image appear in any SM publication or website please make this known to the SM photographer in question or submit your details and an image to the office@summermadness.co.uk
Summer Madness wishes to make it clear that it does not favour sectarian propaganda or proselytizing within the Christian fellowship. This means that any group or individual which uses the SM Festival and its facilities for such purposes does so against the spirit of the event. As such the organizers reserve the right to cancel anyone’s or group’s booking and escort them off the premises if these ground rules are not observed.
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GROUP TRIP - CHECKLIST: Name of Group _____________________________________ Name of Event _____________________________________ Date of Event / trip ____________________________________ Details of programme:
YESNON/A i All the relevant information regarding this event has been presented to your management e.g. letter of invite, agenda etc. ii Your management has approved your attendance to the above event. iii A risk assessment has been undertaken for all aspects of your programme and appropriate control measures have been agreed and recorded within the overall safety procedures: ● hazards have been identified ● staff are competent to provide the activities ● people who may be at risk have been identified ● evaluation of the risk has been undertaken ● additional safety and/or control measures have been established ● information has been forward to the insurers and appropriate records maintained iv Where residual risks (inherent in all visits) still prevail an appropriate contingency /emergency plan has been put in place. v. Staffing: ● a youth-leader-in-charge has been identified and parents of under 18’s understand the nature of their role and respsonsibilities. ● Adequate numbers of staff/volunteers have been recruited to supervise the group ● Proper vetting procedures have been carried out on all the leaders concerned. vi. leaders have been made fully aware of ● their, roles and responsibilities ● the standard of conduct required of them during the event vii. Young people and parents/guardians have been informed/briefed, and understand the implications of their participation in the event. 14
YESNON/A viii. Parents/guardians have given their written consent to the young people participating in the event (where necessary). ix All relevant information (medical, dietary and contact details) pertaining to the young people participating in the event has been outlined, recorded and will be easily retrieved if needed (eg mobile contact numbers etc.) x The transport arrangements for the group are appropriate for the nature / type of journey(s) planned. xi Adequate insurance is in place to cover your group’s participation in the programme (inc. StreetReach – where applicable) and transport to the event. xii. CATERING ● You have budgeted enough to cover meals from the expensive on-site fast food outlets, or ● You have made arrangements to cook on site and have taken account of all of the necessary implications regarding health and safety, or ● You have persuaded parents and others to deliver to site some food parcels or ready meals throughout the week-end. xiii. EQUIPMENT NEEDS Tent, karrimat, sleeping bag, waterproofs, torch, flasks, notebook and pen, Bible, warm clothes, suncream, washbag, towel, xiv. Contract between the group: Have you discussed the SM camp rules with the group and ensured that there is an agreed code of conduct throughout the Festival. Behaviour that endangers the safety or enjoyment of others will result in an individual and possibly an entire group being barred from the site after two verbal warnings.
Signed:
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Leader in charge__________________________
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(Member of Management team)
Camping on Animal Pasture: Prior to the forthcoming “outdoor season” those planning recreational use of animal pasture (fields used for grazing animals) should be aware of the potential risks associated with E. coli O157. The following guidance is intended in particular for organisations that arrange camping or picnicking for children, and for farmers and landowners who permit animal pasture to be used for such purposes. ●
Always wash hands before eating, drinking and smoking, i.e. use soap, clean towels and, preferably, hot and running water.
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Ensure that water from brooks and streams is treated before drinking.
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Ensure adequate supervision of children, particularly those under 5 years of age
These precautions, taken together, will greatly reduce the risk of E. coli O157 and other infections from this source, and allow your camping or sports to continue in greater safety.
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