Page updated: 12th June 2022.
We have made the booking process as simple as possible. We’re using a system called Scout EMS.
You may already be familiar with it, but in case you’re not, here are the basics.
Main Camp Bookings
Please note that bookings for the Suffolk Punch 2022 main camp are now closed.
Activity day bookings will remain open until 1st July.
What is Scout EMS?
Scout EMS is a professional online event management system used by Scout and Guide events, large and small, across the planet.
It vastly reduces the amount of paperwork leaders need to complete to take a group to an event.
The group leader creates the booking for the group, and enters the basic participant details.
Parents/carers can then log directly into the system to input their child’s details including permission and health forms.
The group leader is able to view all this information, and so can the event team.
No physical copy of this information is required. It’s all stored in a secure, GDPR safe, online location.
After the event, the information is all securely deleted.
Why are we using Scout EMS for this event?
As well as making your life easier, Scout EMS also makes the event organisation process much simpler.
Every attendee, adult or child, will be issued with a festival-style wristband which contains their booking information.
This technology will be used to track who is on or off site at a particular time, which activities they have consent to take part in, and emergency medical information.
The Booking Process
A ‘booking’ is made on a per-group basis. Each group will have a designated primary contact – this is the person who makes the booking.
Note: Beavers and Cubs from the same group should go on the same booking. Scouts and Explorers require separate bookings.
You might like to read through these instructions in full before you begin the process.
Follow the steps below to create your group booking:
- Click the button below to begin the process. You will be asked some basic information about yourself and your group. You must ensure you enter your email address and mobile number accurately, as you will need them both to complete the booking.
- You will then be asked to log into EMS. If you have used EMS before as a leader, enter your login details. Otherwise, click “Click Here to Create An Account for the First Time” and follow the instructions. Again, ensure your email address and mobile number are correct.
- You will then need to activate your account by clicking the link in the email sent to you.
- Return to the login menu, and log into the system using your email address and password.
- If this is your first time using EMS, you will now need to set up Secure Authentication. This is an extra level of security to ensure your group’s information is kept safe. The system used to provide this is called ‘Authy’. You need to download the iPhone or Android Authy app to your mobile (make sure it’s the same mobile you entered the number for earlier).
- Run the Authy app and follow the instructions to verify your phone number. This might seem a bit complicated, but you will only need to do this once.
- Once you’ve done this, Authy will give you a six-digit security code which you can then use to log into EMS to manage your booking. This security code changes every 30 seconds, so you will need to open the Authy app and obtain a new code each time you are asked to re-authenticate (on new devices, and roughly every 30 days).
Once you’re ready, click the button below to create a group booking.
Note to parents: You don’t need to make any bookings here – leave your Scout group to do this.
When the time comes, they will let you know what you need to do.
Once you have created your group’s booking, follow the instructions below to add your participants and other leaders.
- From the group admin page, click the ‘Add Participants’ button. Then enter the number of participants you would like to add. You will need to know the parent email address for each participant. Follow the remaining steps, they’re pretty straightforward. To add leaders, change the selection from ‘Child’ to ‘Adult’.
- Once you have done this, each participant/leader will receive an email (to the address you gave) asking them to log into EMS and fill in the permission forms and health information. They will need to create an EMS account to do this. The email explains this to them, but you might get the occasional query.
- Once the relevant forms are completed, you will be able to see them on the admin page. From there, you can view all participant information and also download a group report which holds all the health, allergy and next-of-kin information for your participants. You might like to use this information as part of your InTouch process.
- Keep an eye on the EMS admin page in the run-up to the event. All participant information should be completed a few weeks in advance.
If you are having difficulty with the online booking system, please email the admin team who can assist you. (info@suffolkpunch.co.uk)
Payments
For groups attending the main camp, full payment of event fees is due by 30th April 2022, or within 14 days if the booking is made after this date.
Groups attending the Suffolk Punch Activity Days must make their final payment by 30th June 2022, or within 14 days if the booking is made after this date.
You will receive a PDF invoice for your booking, by email, within a week or two after your booking is finalised.
An explanation of the event fees can be found on this page.
Participants do not pay their fees directly to the event, everything is done through the group. This is to allow groups to add their own expenses, such as food or travel, to the participant cost.
Groups are reminded to read the Booking Terms and Conditions carefully at the bottom of this page. Payments are non-refundable (as is standard for large Scout events). Groups may wish to consider using or purchasing their own insurance to cover any potential loss.
Groups should make the final payment via BACS for the full outstanding amount, minus the deposit already paid. Use the details on the invoice.
Booking Terms and Conditions
Suffolk Punch 2022
1 – Suffolk Punch 2022 is an event organised by a team on behalf of the Suffolk County Scout Council.
2 – The Suffolk Punch organising team reserve the right to alter these terms and conditions at any time.
3 – Suffolk Punch 2022 is run in accordance with the UK Scout Associations Policy, Organisation and Rules (POR). All participants, leaders and staff will be required to comply with these Policies and Rules.
4 – Actions of any Participant, Leader or member of Staff which breaches the UK Scout Associations Policy, Organisation and Rules (POR), or any behaviour which is likely to cause offence, nuisance, damage or criminal damage, injury or bring The Scout Association, or Suffolk Punch 2022 into disrepute, or which breaches the Event Code of Conduct, will be addressed by the Event Coordinator (or appointed deputy) who will decide an appropriate course of action. Among other sanctions, this may include a request to leave the event. Costs incurred following a request to leave the camp shall be the responsibility of the individual or camping unit.
5 – The Organising Team of Suffolk Punch 2022 retain the right to amend, alter or vary the advertised programme without notice, and without being obliged to give a refund of all or any part of the fee.
6 – All Leaders and Staff who are Scout Members aged 18 or over must be hold a valid DBS disclosure until at least the final day of the camp. If Adults fail to fulfil these requirements they will not be allowed on site and will not be eligible for a refund. Some adults visiting site may not have a valid DBS. This will require the adult to be escorted at all times by someone with a valid DBS.
7 – Leaders are responsible for ensuring Leader to Participant ratios are satisfied.
8 – Participants, Leaders, and Staff attending Suffolk Punch 2022 shall not undertake trade or commercial activities on site without prior written permission of the Event Coordinator.
9 – All participants, leaders and staff will be expected to adhere to UK government guidelines and Scout Association policy on health and contagious diseases, failure to do so will result in entrance to the event being refused.
10 – The dates of Suffolk Punch 2022 are Thursday 11th August 2022 to Monday 15th August 2022 – groups may arrive earlier or leave later with the permission of the Event Coordinator, and any additional fees will be paid directly to Hallowtree Activity Centre by the group in question.
11 – Event Fees
11(a) – Fees paid at any time to the camp during the booking process are non-refundable except in accordance with the cancellation policy.
11(b) – ‘Event Fees’ excludes all food, travel to and from the event, the provision of personal or unit equipment including camping equipment, or insurance of personal or unit equipment, with the exception of a Staff booking where a catering option has been selected.
11(c) – A schedule of fees is available to view on the event website.
11(d) – Before 1st April 2022, booking deposits are due immediately following a booking, and must be paid into the event account (via BACS) within 14 days. After 1st April 2022 no deposit shall be payable. The full booking fee will be due.
11(e) – Failure of a group to pay the required deposit or full payment will result in the booking being cancelled.
11(f) – Full payment is due before 30th April 2022 (or within 14 days if the booking is made after this date) and must be paid into the event account via BACS.
11(g) – This event is being run on a not-for-profit basis. Any surplus funds remaining at the completion of the event may be distributed between visiting groups in the form of a partial refund. The value of this partial refund will be proportionate to the size of the booking. There is no guarantee that any such surplus may exist, or that any partial refund will be paid.
12 – Cancellation Policy
12(a) – Please be assured that the Suffolk Punch Management Team will remain vigilant to changes in the world in relation to the Covid-19 pandemic (and other matters) and will make timely decisions with the best interests of all parties at their heart. We very much appreciate this is a concern for all those attending the event.
12(b) – Whilst being mindful of individual circumstances, the policy of Suffolk Punch 2022 is that all deposits and payments are non-refundable.
12(c) – The camp will allow replacement participants in the event that a particular person is unable to attend. These alterations will be dealt with on an individual basis by the admin team, and it should not be assumed that all requests for alterations of personnel will be sanctioned. Last-minute replacements, less than one month, before the event will not be allowed.
12(d) – In the unlikely event that the Event Team decides to cancel, or reschedule Suffolk Punch 2022, we will inform group contacts and staff by email. In the event Suffolk Punch 2022 is cancelled due to circumstances beyond the control of the event team, money will be refunded to groups on a pro rata basis to the extent that money has not already been spent or committed to be spent. This may mean that no fees or only a proportion of fees paid can be refunded. No compensation will be payable.
12(e) – The organisers of Suffolk Punch 2022 shall not be responsible for failure or delay of the event or any item of the programme if caused by: an act of war, hostility, or sabotage; epidemic or pandemic; act of God; electrical, internet, or telecommunication outage; government restrictions (including the denial or cancellation of any export or other license); or other event outside the reasonable control of the event organisers. The Suffolk Punch team will use reasonable efforts to mitigate the effect of a force majeure event.