This is a guideline to be used by WF8 (Beaver, Cub) Scout Leaders when setting the cost per (person) Scout to attend camp and the charge for occasional helpers. This will also assist WF8 treasurers understand the camp finance arrangements.

2. costs incured by camp

There are two types of Scout camp, those hosted on local Scout grounds e.g. Rhydd (which typically do not incur a cost for nights camped) and those incurring a cost when booking e.g. Kinver or Cornel.

Some local camps may charge extra for activities locally arranged events such as archery at cost to the Troop. Both camps incur food costs.

Rhydd camps

Camp charges will be set such to cover food costs (and any activities if booked). It is normal for the Scout leaders not to contribute financially to local camps on the basis that they are carrying the responsibility for booking, arranging and hosting the camp.

Out of area camps

A camp hosted off site such as Kinver, Cornel or similar will attract a charge for the hiring of the facilities. Consideration needs to be given that leaders and helpers may use private cars to transport Scouts. A leader that uses their car will be entitled to a cost reduction for the camp. For example, a camp costing £35 will see a reduction of £25 (supporting fuel and vehicle running costs), therefore charging the leader £10.

Alternatively, leaders pay the same rate as Scouts and claim back £0.45 pence per mile (based on UK Government mileage rates for less than 10,000miles).

Occasional helpers who have used their own car will be required to pay at the same rate as leaders.

Any leaders not driving a car will be required to contribute financially towards the camp (rate to be agreed at mtg).

Young leader camp charges

Young leaders typically attend camps at Rhyd free of charge on the basis that they help load/unload the trailer at the hut and provide support (performing setting up duties) whilst on camp. This financial relief will be on a pro rota basis depending on how much help has been provided. The expectation is that a young leader will help on Thursday evening to load the trailer, will help on Friday night to set up camp on site and then on Sunday to help unload the trailer.

A camp costing £12 will be broken into 3 elements of £4. A young leader supporting all three will not pay towards the camp, supporting two will pay £8 and supporting one will pay £8. No help will incur full charge (no financial relief).

Camp pricing

Camp pricing will be set at a rate that considers a predicted uptake by the troop. Camps lasting a week will typically incur a greater cost, therefore we will look to spread the cost over three payments.

• The first payment will be to secure a place on the camp and will allow the troop to make preliminary deposits and payments, such as insurance, coach bookings and camp site reservations. This sum of money will be the largest and in the region of 50% of the value of the camp.
• The second payment will be due at a specified date and will allow second stage payments such as camp site fees and activity bookings. This camp fee will be 30% of the value of the camp.
• The third and final payment will be to finalise camp costs and to purchase any food and to settle final payments such as the coach or camp site fees. The final fee will be 20% of the value of the camp.

Any late payments will chased to ensure the Scouts Troop maintain its financial liability to settle the invoices relating to the camp. Continued non payment could result in the Scout being removed from the attendance list.

Discounts

A single discount of £10 can be applied when three or more scouts attend the same Beaver, Cub or Scout camp. This is in recognition of the cost to send three young people to the same camp – whilst also recognising that camp costs still have to be paid.

Money refunds

Any Scouts no longer able to attend camp will need to advise their Scout leader at the soonest opportunity. Refunds will be calculated based on the day of the notice was given and will allow a calculation of what money has been paid by the Scout into camp fund, evaluate what invoices have been paid in relation to the camp and then work out the value of the refund due to the Scout.

As a guide, a Scout no longer able to join the camp before the first payment will not incur cost. Any Scout no longer able to attend the camp and provide notice:-

• after the first payment will incur costs equal to the costs paid e.g. insurance, transport cost (coach deposit/air fare deposit) and camp site deposit.
• after the second deposit will incur the same costs as above but with additional financial burden of booking activities.
• after the final payment will incur cost as above plus any final payments made covering transport costs, site fees and activity costs.

Note to parents - The detail below is to be copied onto all notices sent to parents to be included in camp flyers for summer camps.

Dear parents,

As WF8 Scout Leaders we plan Scout camps to offer a full and varied set of Scouting based activities. We strive to keep costs as low as possible but also budget to ensure the camp operates to its fullest potential whilst also making available a balanced, varied and mixed food menu. We need your help by ensuring money payment dates are met, ensuring we are able to commit to our payment deadlines of our suppliers (camp sites, coach bookings etc).

In the unlikely event of continued non payment, this could result in the Cub/Scout being removed from the attendance list.

Please do let us know if you are unable to meet any of the payment deadlines.

If for any reason your Cub/Scout no longer wants (or is able) to attend camp, then please advise a member of the WF8 leadership team as soon as possible in order to prevent any further booking arrangements. Any refunds will be calculated based on how close to the trip departure date the cancellation notice was given – and therefore how much has already been paid by WF8.

As a guide, a Scout no longer able to join the camp before the first payment will not incur cost. Any Scout no longer able to attend the camp and provide notice:-

• after the first payment will incur costs equal to the costs paid e.g. insurance, transport cost (coach deposit/air fare deposit) and camp site deposit.
• after the second deposit will incur the same costs as above but with additional financial burden of booking activities.
• after the final payment will incur cost as above plus any final payments made covering transport costs, site fees and activity costs.

Best regards

WF8 Scout Leadership team

End.