DISASTER RELIEF
How to run a
ShelterBox Scavenger Hunt
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FOR PREVIEW PURPOSES ONLY – PLEASE GET IN TOUCH FOR FULL DOCUMENT
CONTENTS IS THE SHELTERBOX 1. WHAT SCAVENGER HUNT? Page 3 - ShelterBox & The Scout Association
5. PRE-EVENT ACTIVITY
Page 15 - Registration
Page 15 - Post-registration information
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Page 3 - ShelterBox Scavenger Hunt
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HOW TO RUN A SHELTERBOX SCAVENGER HUNT
Page 4 - Opportunities for Scouting’s balanced programme
Page 15 - Team event packs on the day
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Page 15 - Risk Assessment & general health and safety
GETTING STARTED: HOW TO ORGANISE A SHELTERBOX SCAVENGER HUNT?
Page 5 - Raising awareness of ShelterBox’s work Page 5 - Initial decisions
Page 15 - Prizes
STEADY, IT’S SHELTERBOX SCAVENGER HUNT TIME! 6. READY,
Page 6 - Timescale at a glance
Page 16 - On the day Itinerary
Page 7 - Registering with ShelterBox
Page 17 - On the day set up
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Page 7 - Setting up your event team in 4 easy steps Page 9 - Planning your time
Page 9 - Resources, equipment and costs
YOUR SHELTERBOX 3. PLANNING SCAVENGER HUNT
Page 11 - ShelterBox Scavenger Hunt planning in 3 steps
YOUR SHELTERBOX SCAVENGER HUNT 4. PROMOTING Page 14 - Key messages
Page 14 - Ways to promote the event
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7. POST EVENT FEEDBACK
1. WHAT IS THE SHELTERBOX SCAVENGER HUNT? ShelterBox & The Scout Association
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ShelterBox is an international disaster relief charity. We provide emergency shelter and lifesaving supplies for families around the world who are affected by disasters at the time they need it most. Each large, green ShelterBox includes a disaster relief tent for an extended family, blankets, water storage and filtration equipment, cooking utensils, a stove, a basic toolkit, a children’s activity pack and other vital items. Collaboration with other organisations is key to the effective delivery of humanitarian aid. We encourage communities we help following disasters to take an active part in our work and that is precisely how our cooperation with the Scout Movement began. In the aftermath of disasters, and despite what they may have been through themselves, Scouts cooperate with ShelterBox using skills learned in Scouting to assist their own communities.
This cooperation has inspired ShelterBox and Scouts around the world to work together not only in the aftermath of disasters but also from an educational perspective that challenges young people to learn more about disasters and disaster relief. The first partnership of this kind started right here in the United Kingdom. Young ShelterBox and The Scout Association have been working together since 2009 creating fun and interactive activities that contribute to Scouts’ personal development and also increase awareness about ShelterBox and its disaster relief work.
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ShelterBox Scavenger Hunt
The first ShelterBox Scavenger Hunt was launched in London in 2009 with 25 teams. Since then, the event has attracted over 100 teams each year and has become the flagship event of the partnership between ShelterBox and The Scout Association. The objectives of the ShelterBox Scavenger Hunt are to challenge young people to learn more about disasters and disaster relief work, explore the city’s famous landmarks, and increase awareness about ShelterBox’s disaster relief work around the world.
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We don’t want London to have all the fun! We want to give everyone the chance to run a ShelterBox Scavenger Hunt, anywhere in the UK, which is why we’ve put this guide together. We understand that every area and community is unique and will have different needs and focus but the following pages will help you plan, organise and run your own ShelterBox Scavenger Hunt in a way that’s right for you. You will see throughout the guide we’ve added ShelterBox Special Tips (SST), these are helpful hints from our own experience that may be useful. The ShelterBox Scavenger Hunt gives young people the chance to explore the world around them, as well as being the ideal activity to develop a whole set of skills which fit nicely with several aspects of Scouting’s balanced programme.
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Opportunities for Scouting’s balanced programme
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Challenges & Badges Below are some suggestions about how the ShelterBox Scavenger Hunt can be a great opportunity to work on and support young people in achieving badges.
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Global Challenge (Beavers, Cubs & Scouts) The ShelterBox Scavenger Hunt and the Young ShelterBox Go Global resources have been specially developed to meet the objectives of this challenge www.youngshelterbox.org
Adventure Challenge (Scouts) Exploring a town in a new area, orienteering and planning a journey on public transport, could all form part of your ShelterBox Scavenger Hunt.
Creative Challenge (Beavers, Cubs & Scouts) Taking an active part in the Scavenger Hunt requires problem-solving skills, effective teamwork and creative thinking! Orienteer Activity Badge (Scouts) By taking an orienteering style approach to your event, you could help teams develop knowledge of the map colours and symbols used in orienteering.
International Partnership Award (Beavers, Cubs, Scouts, Explorers) Inviting a Scout Group from another country to take part in your ShelterBox Scavenger Hunt could be part of a project to work towards this award. What about a Scavenger Hunt exchange? Invite an international group to your event and see if they would like to organise a similar event in their town or city. It’s a great way to get to know a new place and an extra bonus if the language is a challenge as well. Check out the International Links Scheme offered by The Scout Association www.scouts.org.uk. St George’s Day The ShelterBox Scavenger Hunt fits very well with St George’s Day celebrations. It will provide inspiration for young people to reflect on. For more information see our supporting pages St George’s Day & Spiritual Development - SSH01.
Personal Development
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Whether the activity is taking part in the hunt, volunteering on the day or being a part of the core organising team (Scout Network members can be very helpful), there are so many opportunities for young people’s active learning as well as offering the chance to meet old and new friends, whilst having fun! Global Citizenship - Scouts think globally and act locally. Understanding more about ShelterBox’s international disaster relief work helps young people explore their role as citizens in their local and global communities and learn about making a positive contribution to creating a better world. Leadership - Whether helping to organise the event or leading a team on the day, there are plenty of opportunities for young people to develop their leadership skills. Outdoor skills - Navigating around the route will give teams a chance to develop their urban outdoor skills. Team building - Teamwork is key to a successful hunt! From those taking part to those organising it, there is a need to work together to succeed. Learning by doing - First-hand knowledge about navigation, cultural landmarks and a humanitarian cause richly complement any textbook or television programme. It’s a fantastically valuable experience for a worthwhile cause, so what are you waiting for, let’s get started!
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2. GETTING STARTED
Beavers - 1 adult to 6 Beavers plus the leader in charge Cubs - 1 adult to 8 Cub Scouts plus the leader in charge Scouts - 1 adult to 12 Scouts
Notes
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A ShelterBox Scavenger Hunt run for Scout members in line with the guidance in this resource would be run as a Scout led activity. As such Policy, Organisation and Rules (POR) of The Scout Association must be followed. These specifically include activity rules in POR Chapter 9, ‘Activities’ pdf (go to www.scouts.org.uk >Member resources>Policy Organisation and Rules) as well as ratios of adults to young people for outdoor activities held away from the usual meeting place e.g.
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Explorers - no recommended minimum – should be based on the risk assessment. For more information about running activities please visit www.scout.org.uk or contact activities@scouts.org.
Raising awareness of ShelterBox’s work
Young ShelterBox is pleased to offer the ShelterBox Scavenger Hunt Guide free of charge and teams are under no obligation to fundraise for ShelterBox. However, your participants will learn lots about our work and be able to raise awareness amongst their friends and family. For those teams that might like to be sponsored to take part we’ve included a form and information in our supporting pages Sponsorship & fundraising ideas – SSH02a & SSH02b.
Initial decisions
To save time later it’s helpful to answer some questions before you start planning.
• Find a date that gives you enough time to plan the event (see suggested timescales on page 6. • What will the weather be like? • Check on any major events/road closures/transport problems in the area on the same day. • Check your group/district/county calendars for any potential overlaps.
Where?
• Find an area with interesting landmarks and a suitable start/finish venue. • Do you want to include an element of public transport in the route? If yes, consider bus/train timetables and costs. • For larger events you could consider a start/finish venue with indoor and outdoor space (gives flexibility to teams who finish early for refreshments and games). • Make sure the area is safe and you can get appropriate permits for its use if needed.
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When?
How Big?
• Are you thinking about a regional, county, district or group level event? • How many teams do you want to attract? Work backwards from that, thinking about resources: promotion, venue and organisers to decide feasibility. • What sections will take part? Will the venue you have in mind cope with the number of people that might attend? Parents/guardians and other adults may come along to show support… make sure you’ll have enough room!
How Long?
• How long would you like to make the day? • Consider different lengths of route for different sections • Include time for registering teams, a welcome brief, starting the hunt, lunch break, signing teams back in, calculating the winners and a prize giving/closing ceremony
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SST: A Saturday in term-time seems to work well.
SST: Basing your route near parks gives somewhere to run activities or stop for lunch.
SST: 20 teams of 5 will bring 100 people. We’ve had 100+ teams at The ShelterBox London Scavenger Hunt and around 650 people at the venue. Make sure your resources can cope with your target amount.
SST: Our Hunts tend to run from around 10am to 4pm with time either side to set up and break down.
Timescale at a glance‌ The amount of time these stages take very much depends on the size of your event, here is a rough guide of the stages and timescale:
Approval from relevant Commissioner Identify budget
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10-25 team ShelterBox Scavenger Hunt = 3-6 months
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25-100 team ShelterBox Scavenger Hunt = 6-9 months
Check with local authorities to ensure you can hold this sort of event (if appropriate)
Register with the Young ShelterBox team Appoint your event team
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Set a date for the event & find a venue Book the venue if needed
Decide what kind of route you will plan Start planning the route Begin event promotion
Start registering teams
Finish first draft of route
Organise prizes and prize giving for winners
Continue event promotion as needed
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Start planning the order of the day
Finding a suitable date and venue might be interconnected. If there aren’t many venues available in a given community, the event team might have to decide on a date based on the availability of the venue.
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Send order form for ShelterBox materials Request a ShelterBox volunteer (if appropriate to your event) Finalise route Start preparing event packs for teams Finalise plan for the day and make contact with venue Brief event team about roles on the day Setting up
EVENT Wrap-up, thank you letters and feedback via forms provided
FINISH
Registering with ShelterBox When you decide to take up the challenge let us know by registering your ShelterBox Scavenger Hunt with us. That way we can make sure you get the support you need. Register online at www.youngshelterbox.org in the Scouts section.
SST: Make sure you check out the Scout Leaders area of our Young ShelterBox website www.youngshelterbox.org/ leaders.php It’s full of fantastic activity ideas you can use whenever you like.
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Support You can contact us at any point with queries, for extra materials or more information. Email: youngshelterbox@shelterbox.org
Phone: 01326 569782 and ask to be put through to the Young ShelterBox team.
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Good old snail mail: Young ShelterBox, ShelterBox, Water-Ma-Trout, Helston, Cornwall, TR13 0LW
Setting up your event team in 4 easy steps
Step 1: Divide the event into its main areas of action so you know where you need help
Tasks will come out of these main areas, you can list these when you start putting your plan together.
Area of responsibility
Minimum no. of people
Activity/Event Coordinators (Coordinator and Deputy)
2
Venue, route planning and event packs
4
Promotion & prizes
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Team registration & queries
2 2
Finance/budget for event
1
‘Back to venue /end of day’ programme & food/beverages
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Step 2: Engage your Scout community with the idea!
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To enlist some volunteers for your event team hold a meeting with your Scout community and present the idea of a ShelterBox Scavenger Hunt to them. Show them a short film about our ShelterBox London Scavenger Hunt here www.youngshelterbox.org /events.php then have a look at our website www.shelterbox.org you’ll find lots of general information on ShelterBox; the ‘About Us’ section is a good place to start. Why not show them our 5 minute film on that page, they’ll see exactly who we are and what we do.
If you need a copy of the DVD please contact the Young ShelterBox team and we can send you one in the post: youngshelterbox@shelterbox.org.
Step 3: Putting your event team together
Once you have proposed the idea and enthusiasm is high, it’s the perfect time to ask who would like to get involved with the organisation of the event. Present the different roles and tasks and see who puts their hands up! Scout Network members, Scout Active Support members and Scout Leaders who have specific skills might love to get involved in this type of activity. A mix of enthusiasm and experience is always good and recruiting Young Leaders and Scout Network members to work in partnership with adult volunteers gets everyone working together and can bring forward some useful transferable skills while promoting team working.
SST: We recommend between 5-10 extra volunteers for a day with 100 participants and around 25 for a day with 600.
Think about recruiting extra ‘on the day volunteers’ for the event as you’ll need to cover: • • • • •
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Setting up Registration Points on the route Welcoming teams back Packing up
SST: When recruiting ‘on the day volunteers’ think about Young Leaders, Scout Network members, Scout Active Support members, Helpers and parents.
ShelterBox Water-Ma-Trout, Helston, Cornwall, TR13 0LW, United Kingdom T : +44 (0) 1326 569782 F : +44 (0) 1326 572336 E : info@shelterbox.org
DONATION HOTLINE: 0300 0300 500 DISASTER RELIEF www.shelterbox.org www.youngshelterbox.org
Scout logos are Trade Marks and owned by The Scout Association. All Rights Reserved. Gilwell Park, Chingford, London E4 7QW England and Wales charity number: 306101 Scotland charity number: SC038437 www.scouts.org.uk
Young ShelterBox is an online programme of exploration and discovery. For young people between the ages of 5 and 16, it offers an exciting opportunity to delve into the world of disaster relief. We hope your section enjoy exploring international themes with Go Global. If you have any comments, pictures and stories about your experiences with ShelterBox, please let us know youngshelterbox@shelterbox.org ShelterBox is a charity independent of Rotary International and the Rotary Foundation
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