1. Select a date
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Dates for the following year will be emailed to everyone on our contact list and put on the website at the
start of September. Check once the list is published, and find a suitable date. Note that we tend to get a lot
of requests for trips, so book ahead to avoid disappointment.
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2. Work out your numbers
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Trips can be run for a minimum of 12 and maximum of 20 Scouts. Due to the number of people
requesting trips we prefer to run a full trip. If your numbers are low we can arrange a joint trip with
another Troop
Consult your members and find out the level of interest. There are various sample letters available on our
downloads page. We may also be able to run a Troop
Night to give more information about caving and also cover some of the requirements of the caver badge. As
you will have to pay when you book, we advise that you ask for a non-refundable deposit from your Scouts so that
if they back out you don't end up out of pocket.
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3. Send in the booking form with payment
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If you received the dates in an email from us, you will have been sent a booking form. If not, it is
available on the downloads page). Once you have your numbers you can fill in the
form and return it together with the payment of £20 per person for everyone attending and caving (Scouts and
Leaders) and £8 per person for any Scouts or leaders that wish to attend but not cave.
This payment is for the accommodation, caving kit hire and instruction. Once it is received, it secures the
weekend. You should send a cheque made payable to "Bucks Scout Council". It cannot be refunded if you decide to
cancel the trip.
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4. Give out the final details to the Scouts
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As the trip approaches, you should inform you Scouts of the final details and remind them of the
kit list that they will need and also give them the medical/permission form to
complete. A final letter and the permission form are both available from the
downloads page.
When you have all the forms back please inform us of the number of people attending, their names and any
medical information that could affect their ability to go underground. Please also bring all the medical
forms with you and pass them to the person running the trip when you arrive.
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5. Submit a Nights Away Notification (NAN) form
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There is a part completed NAN form on the downloads page. Fill in the rest
of the details and submit it to your DC and also email it to the host DC. If you have not got a leader with a
Nights Away permit then let us know as some of our team have them.
Please let us know your home contact's name and contact details.
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6. Make your way to Somerset
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There are directions to the bunkhouse on the downloads page, and the address
with postcode is on the NAN form should you need it. As a rough guide, allow about 2 hours to get there from
High Wycombe. If you are trvelling in peak traffic, by minibus or both then you will need to factor in more
time.
Most people arrive at about 9-10pm. If you are going to be much earlier or later then let us know so we can
arrange either for someone to be there and unlock the bunkhouse, or to stay up and greet you.
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7. On arrival
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When you arrive, we will show you round and you can unload and find beds etc. There is one room for the
Scouts, which includes 6 bunks that are partitioned off from the rest, and another room for adults and the caving
team. If you are likely to have lots of adults please let us know in advance. If all the rooms are full it is
also possible to camp in the front or back gardens.
Once you have settled in you should pass a list of those present to the caving team, together with the
medical/permission forms. You will also need to write everyone in your group down in the cottage signing in
book.
On the Saturday morning there will be a briefing at 9am where the caving team will introduce themselves to the
Scouts and go through the plan for the weekend.
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