9 th March Briefing

1. 9th March Briefing

2. Welcome to Team Olave The task for our team is to deliver the Olave pearl. Olave 2019 is our pearl celebration, the pearl anniversary, 30 years from the 1st Sussex East County International Camp - Olave 89.

3. Objectives Unique and new experiences. A bigger adventure – different and exciting challenges. Making new friendships – which could last a lifetime. Take part in new activities - for some that will be where and what they are sleeping in. An international camp – a memorable experience where everyone involved - girls, young women and adults - have a great time. A chance for girls that attended previous Olave camps to be leaders this time.

4. Overview 10 Division sub camps Ranger sub camp Staff sub camp Participants 527 Staff 250 Children of staff 27

5. November Budget Overview Outgoings Site fees, infrastructure, hygiene £59,000 Kitchen, Dining hall & catering £77,400 Programme £60,000 Transport £ 8,000 Admin, Printing Media etc. £ 3,700 Management & expenses £ 4,000 International £ 1,000 Insurance £ 1,000 Total expenditure of £224,600 Income Participants Sussex East 450 @£340 £153,000 Non Sussex East 150 @£360 £ 54,000 Volunteers 200 @£90 £ 18,000 Total income of £225,000 Contingency of £13,352 (from 2015)

6. Management Team County Commissioner Linda Dupret Programme Bev Boakes International Becky Hinton Infrastruture Jo Weston Team Admin Pauline Burchett Treasurer Elaine Wink Chair Jennie Lamb Deputy Deanne Barrett Gray Minutes Secretary Sue Tubb

7. Sub camps Bexhill& Hastings - Emma Henman & Amy Wheeler Brighton East – Carol Gray Brighton West - Faye Crann & Naomi Brindley Eastbourne - Hannah Brooks Hove - Sasha Gendre & Helen Hausdoerfer Lewes - Justine Keet-Mayers Rye & Rother - Jo Cullum-Fernandez St Leonards – OlauMillyard Seahaven - Vicky Falconer Weald - Laura Carpenter Rangers - Bex Robbins Christine Waterhouse

8. Team Leaders Programme Leads – to follow Participant Admin – Jan Butler Open Day admin – Carolyn Lapping Catering – Sally Buche with Alimento Dining Room - Daisy Blease Medical & first aid - Rachel Clare Health – Wendy Clegg Service Crew – Sue Still Security – Lynne Ball Media – Clare Williams & Becca Blake

9. Team Leaders (cont) • Coffee shop – Janet Whittle • Guide/Souvenir Shop – Janice Harmer • Tuck shop – Helen Preston

10. Arrivals Set up volunteers - Thursday 25th July Campers arrive from Friday 26th Access to Larks field from 4pm – Friday 26th Participants Sat 27th between 10am and 1pm Departures Participants Sat 3rd Aug. between 11am and 1pm Larks Field clear by 4pm. Clearing volunteers - Sunday 4th

11. Timeline – participants/ parents Email to group leaders this week - to pass on to parents. Re activity choices, hoodie sizes & kit list (final payment reminder). Eventbrite login for parents to respond. Health & Permission forms to be completed online in May. Video to explain how. Sub camp get togethers – June?

12. Timeline - Volunteers Volunteers will receive an email, reminding them of final payment deadline, and requesting a response re clothing choice & sizes. Closing date for Creche – end March. Health & Permission forms to be completed online in May. Video to explain how.

13. Day volunteers Many hands make light work. We need to find more volunteers, • leaders who are only free at the weekends. • Leaders, occasional helpers, ex members who could help for one day (or more). Day forms are downloadable from the website, we can email them out to people and we have a few copies here today.

14. Wish List - people We still need to find volunteers for the following; Someone IT savvy - to monitor the loading of Health forms and support leaders/ parents queries. AV, sound & lighting – IT support when we don’t have a paid tech person on site. Senior section sub camp staff. Security, Catering and Dining room ……

15. SITE – Blackland FarmLarks & Chiff Chaff SitesWhat could we do in 2019, to make the camp feel different from those previous Olave camps held here ? Jo Weston

16. Larks Site

17. CHIFF CHAFF SITE

18. WANT TO KNOW WHY WE ARE CALLING THIS THE WAVE TENT ? HERE IS A SNEAKY PREVIEW

20. Programme Bev Boakes

21. PROGRAMME ZONES There are 6 Programme zones running through the week, following the theme of ‘Sussex by the Sea’

22. The programme zones will run on a rotation. For 3 days we will be in the ‘Get on Board’, ‘Treasure Island’, and ‘Ocean Commotion’ zones. For 2 days we will be in the ‘Coral Reef’ and Voyages of Discovery’ zones. Every day we have the opportunity to visit the ‘Sunset and Stars’ zone as well. Here’s an idea of what’s happening in the zones so far……

23. GET ON BOARD Sunday, Wednesday and Friday A day of on-site activities – some ticketed (things like gladiator challenge, Jacobs ladder, kayking, canoeing, quad bikes and segways) and some queue and do (including spider mountain, crazy golf, geo-caching, cave bus, and enamelling)

24. TREASURE ISLAND Sunday, Wednesday and Friday An on site ‘off site’ activity day. Girls will be taken to Treasure Island by pirates, where they will be sworn to secrecy about the venue, and be given a treasure map. The Island is divided into zones, where completing the challenges will unlock the secret of Treasure Island. Challenges will include treasure chests, panning for gold, bandana decorating, seashell crowns, jellyfish, fire making, fire floating and cooking!

25. OCEAN COMMOTIONSunday, Wednesday and Friday Make some bottle-top art Willow and tissue paper big art project Eco bricks Survival games and skills Fish – taste and texture Float a boat Create a sea creature

26. THE CORAL REEF Monday and Thursday A day at the beach – on site! Lie in, late breakfast Dip in a skip Big deckchair Sand art Water zorbs Mani/pedi Seaside crafts Book swap And the chance to meet our Olave Pearls and share a cream tea!

27. VOYAGES OF DISCOVERY Monday and Thursday Days out to a seaside town Brighton or Hastings Main (timed) activities: Volks railway, Smugglers Adventure, i360, Crazy Golf Plus - A team town ‘Oyster’ Hunt to solve a puzzle! And a chance to meet the Town Mayor for a picture…..

28. HANG ON………….. THERE’S A DAY MISSING!!TUESDAY, OF COURSE!!!! Our ‘Pirate or Pearl’ Open day All County units invited to enjoy with us: Arena displays, re-enactment society, birds of prey, local charities, wind turbines, spider mountain, cave bus, hobby-horse racing and more. And fund-raising stalls run by the Guides along ‘the Lanes’ in aid of the RNLI

29. And EVERY DAY, enjoy theSUNSET AND STARS zone(the evenings) One main event per night: Opening & Closing ceremonies (Saturday and Friday evenings) Sunday – Cinema / campfire Monday – Talent contest heats in sub-camp Tuesday – Nightclub Wednesday – Wide Game / Campfire Thursday – Talent show Finale and international displays Plus additional options every evening (where possible): In-depth crafts including scrapbooking, pick up and go crafts, the Camp Challenge, bungee trampolines, games room, hair braiding, and more still being planned.

30. The camp challengeQUEST FOR THE PEARL A whole-camp challenge for all – complete the challenges to earn a special badge! This will include: Information about Blacklands Guiding in Sussex International Guiding Sussex by the Sea Historic Guiding and previous Olaves Whale hunting And much more!!!!!

31. What about the Rangers? What will they do? Well, we haven’t met them yet to finalise the details but the plans are: To join the Guide programme zones on Sunday, Wednesday and Friday Monday – Ranger day off-site (destination to be agreed) Tuesday – Ladies’ day at Olave Thursday – Chill-out day in sub-camp (final details to be confirmed) They will also have their own evening off-site.

32. Last bit: The programme teams have made requests for assistance with any of the following: Plastic lids, puppet theatres, buckets and spades, stripy fabric, beach wind breaks, foot baths, wandering minstrel face painters, clear shower caps, bubble wrap, scrap umbrellas, badge & pyrography machines, wool, felt off-cuts, hama beads, and more Please speak to Bev if you can offer any of these items (copies of the full list will be given to sub-camp programme leaders this afternoon!) Thank you

33. International Becky Hinton

34. Booked and Paid Lucan Guides and Senior Branch – 19 Participants, 6 leaders Bussleton Adventure Girl Guides – 1 Participant Ballyhoura District Girl Guides – 3 Participants and 2 leaders The Hong Kong Girl Guides Association – 12 participants and 2 leaders Irish Girl Guides (Athlone) – 12 Participants and 4 leaders

35. Booked not Paid Not Booked USA – 1 participant Japan – 19 Participants Singapore – <21 participants and/or leaders USA – 1-3 participants, 1 leader Ghana…. Malaysia – 5 participants, 3 leaders

36. Sponsored Group Greece

37. International Leaders South Africa – 1 leader Hong Kong Malawi – 2 Leaders

38. UK Groups • Emerson & Furzton – 10 participants and 4 leaders • Corfe – 1 participant • Eltham – 8 participants and 4 leaders • Egham – 3 participants and 2 leaders • North Downs….

39. Catering Deanne on behalf of Sally Buche

40. Dining Tent

41. 1st Aid Rachel Clare

42. 1st Aid team Rachel Clare, Gill Clare, Jenny Barton-Hibbs On call for emergencies, concerns Daily ‘surgeries’ – attend with subcamp 1st Aider

43. Health forms D&V • Electronic submission – copy held by central team • 1 x printed copy on each subcamp • All treatment documented on subcamp form • More than one vomit • Any diarrhoea • If likely infective, 48hrs away/isolation

44. Thank you for coming today Our final briefing day is In Hailsham on Sat 8th June.