***Please ensure all adult volunteers who are organising or attending the day have read this information. It has been updated***

Blacktoft Beacon District & Beverley and Hornsea District join forces once again to deliver the fantastic St George’s Activity Day and Celebration.

When? – Sunday 27th April 2025 – 9:30am to 4pm

Where? – Beverley Race Course, York Road, Beverley, East Yorkshire, HU17 8QZ

What? – Fun Activity Day filled with amazing experiences for everyone, as well as the St George’s Celebration Service.

Cost? – £8.50 per young person and no charge for adult volunteers

Drop Off and Pick Up

For anyone just dropping off and not staying, this will be done in the Owners and Trainers Car Park marked “Drop off & Pick Up” on the map. We ask that all adults return quickly to their vehicles to keep the Drop Off area as clear as possible.

At pick up time the Owners and Trainers Car Park can be used to park in, for adults to then proceed to collect their young people. When collecting your young people it is vital that you tell one of the Adult Volunteers from your group that you are collecting.

Volunteer Parking

The Owners and Trainers Car Park must not be used to leave vehicles in for any duration.

Volunteers may park their vehicles in one of two areas, which are clearly marked on the map as “Volunteer Parking”.

Directions from the Car Parking Marshals must be followed at all times and any inappropriate behaviour towards the marshals may result in you being asked to leave the site.

Group Areas

The site will be accessible from 8:30am for Volunteers to arrive and set up their areas. On arrival please follow the instructions of the District Team Volunteers who will be wearing Hi-Vis jackets as to where your area will be. Group areas must be set up by 9:15am. Access to the centre area/ activity area for vehicles will be restricted, and groups are asked to carry their kit from the car park. If access is required permission must be granted by the event team on site.

It is the responsibility of each group to provide their own shelter for their area (dining shelter, mess tent or small marquee).

It is advised that your group area where possible has some visible signage that it is your groups so the young people know where to return to.

Food & Refreshments

To keep the cost of the day down there will be no Race Course refreshment areas open. Weask that all attendees bring a packed lunch, these are to be eaten in your group areas. It is advised that groups provide their own drinks in their area. There will be drinks refreshments available in the Rapid Lad Bar for adult volunteers only.

Attendance Lists

Each group should have 1 adult volunteer to coordinate their group on the day, this means not one person per section is to book in but one person per group. This adult volunteer must book in the Young People and Adult Volunteers with the District Team in the Operations

Centre as soon as possible, this needs to be done prior to 10:15am, when the activities begin. We would prefer that you book in before all your young people arrive, and come back to the Operations Centre if your numbers have changed.

The attendance list must have on it:

– Names of the young people in attendance

– Names of adults in attendance

– Contact Number for the Group Volunteer Coordinator (must be on site)

You must hand in 2 physical attendance lists on the day, and it is advised you also have a physical copy. We will use these in the event of a lost young person, incident or a first aid situation. The order of the parade will be set in the order groups book in.

Kit List

It can be very cold at the Racecourse due to the wind, so please ensure everyone wraps up warm and are prepared for all types of weather.

– Hat

– Waterproofs (Jacket and ideally trousers)

– Coat

– Warm Clothing

– Spare/ Change of Outer Clothes

– Uniform

– Necker

– Packed Lunch

– Water Bottle

– Medication if needed (to be handled inline with group procedures)

– Suitable Footwear (no crocs or wellies)

– Sense of Fun and Adventure

First Aid

There will be a First Aid post on site, but it is expected that all Groups will bring a suitable first aid kit/s for the size and needs of their Group and deal with minor incidents immediately.

For any further First Aid requirements you can visit the First Aid post at the Rapid Lad Bar.

Photos

Photographs will be taken throughout the day by designated event photographer. Upon check in you must advise us of anyone who is unable to have their photograph taken, you will then be issued with an orange wrist band which ideally needs to be worn fixed to the person necker or similar.

Winfields Outdoors are supporting the event and will be taking some promotional videos and photos. Their staff will be made aware of the Orange Wristband guidance, however if any parents/ guardians don’t want their young people photographed please advise this at check in.

We cannot control and do not take any responsibility for photographs taken by others on the day, but ask that everyone be aware and mindful of this.

Safeguarding

The Scouts Yellow Card and Safeguarding procedures and rules must be followed at all times. Whilst it is not required for all adults in attendance to have a valid DBS it is recommended. Any adult that does not have a valid DBS must be accompanied at all times.

It is mandatory that all Safety and Safeguarding training is valid when attending the event.

Toilets

These will be clearly marked with separate arrangements for young people and adults.

Activities

The purpose of these is to give the young people the opportunity to mix, get to know each other and have some fun! The young people will be free to wander around the site and join in with any activity on a drop-in basis.

As in previous years, we have brought in a lot of external activity providers to give Leaders a chance to enjoy the day too. If you are running/staffing an activity base it is advisable to operate a rota or something similar so everyone can get out and see the young people having a great time.

A copy of the general event risk assessment will be circulated ahead of the event. Activity specific risk assessments will be available on the day as part of the check in packs for the groups that are running the activities. If you would like to see a copy before please get in touch.

You will see on the site map the location of all the activities. Please make this available for all the volunteers and young people to see. An up-to-date version will be available on the day.

Outline Programme

8:30am – 9:30am Volunteers and Activity Providers Arrive and Set Up

9:30am – 10:15am Young People arrive and assemble in your Group areas.

10:20am Opening ceremony (outside Rapid Lad Bar)

10:30am – 1:30pm Activity bases

Packed lunches to be eaten in Group areas during the activities and at a time that is best for your Group.

1:30pm – 2:00pm Groups to change into uniform and assemble in their Group areas.

2:00pm Parade around the activity area, across the racecourse and then into the Grandstand for the St George’s Day Celebration Service. There will be a parade master who will give clear instructions on the day of where Groups should line up. The parade will be lead by the Bag Piper, PC Danny Fleming.

Parents/carers and families are welcome to come back from to watch the parade, but there will be no seating for them during the service.

2:30pm There will be a short celebration service to renew our promises and recognise achievements of the year, accompanied by Beverley Brass Band.

3:30pm The parade will reform and return to the Group areas for dismissal and home.

Litter

It is the responsibility of all Groups to leave their area as they found it, taking your rubbish home with you please.

VIP Wristbands

This year we will not be sending out invites prior to the event. Instead the volunteer checking in the group will be given the VIP Wristbands. The VIP Wristbands will need to be worn to access the “Fastrack Lanes”. These will be clearly marked at each activity. These should run just like at a theme park, where spaces for the activity are filled from both queues, resulting in the Fasttrack queues being shorter as they have less people in. VIP Wristbands are only to be used once per activity.

Parade

Please bring your Group Colours/ Standard (not union flag), which will be required for the St George’s Day Parade and Celebration Service. Parents/carers and families are also welcome to return from 1:45pm to watch the Parade at 2:00pm. However, there will not be enough seats in the grandstand for them to sit down for the service, but they are welcome to stand at the side to watch.

After the dismissal of the parade, all Young People must return back to their Group Areas where parents/carers can collect them from Leaders.

Parents/ Guardians will not be allowed back into the Activity Area to collect their young people until all of the parade has made it back safely. When collecting young people it is vital that an Adult Volunteer from the group is aware that a young person is beingcollected.

Contacts for the day

Linda Thelwell – Leader in Charge – 07740 553710

Jacob Birch – Deputy Leader in Charge – 07926 385306

Gary McCune – Safety Officer – 07770 608901

Booking Your Spaces

To allow us to budget, plan and ensure we have enough resources on the day (such as pancake batter!) we need to know if your Group will be attending.

Blacktoft Beacon Groups please complete the below linked online form by 31st March 2025.

https://forms.office.com/Pages/ResponsePage.aspx?id=0Uk2klU4q0arGxUr07zDRSjEuVfpLQxJs11lC7dmtCtUOFFSRklKQU40R0gySk42UDFMQkdOUTYwQi4u

To avoid duplication of data, please designate one person from your Group to complete the form for all Sections.

If you have any questions you can contact the team on the below email address.

We look forward to seeing you on the day.