Here are some of our most frequently-asked questions about Wintercamp. We hope you find them useful. If you have any unanswered questions please email email@example.com.
Click the questions to find out the answers!
General event questions (13)
You need a Nights Away permit, if you don’t, find a group that has and pair up with them or find an additional leader from another section that does. There’s no blanket Nights Away coverage for this event. In exceptional circumstances where a Nights Away permit’s an issue, contact firstname.lastname@example.org
Scout and Explorer sections, Guides and Rangers who are under the age of 18.
You will need to bring all camping equipment necessary for the weekend, suitable clothes for the weather (can be cold, wet, muddy or even snowy), your food if you did not book catering, some pocket money if you want to visit our shop (we don’t have a cash point on site), permission forms for the activities and lots of energy for the weekend. Also bring swimwear and a towel if your young people plan to take part in water activities.
Wintercamp 2020: 10-12 January
Wintercamp 2021: 15-17 January
Wintercamp 2022: 14-16 January
Unfortunately, you won’t be able to come as a participant. We would be happy to welcome you as a leader or a staff member.
Directions on how to find Gilwell Park or Hawkhirst can be found here: ‘Find us’
It’s up to you. All we ask is that you’re available if you’re needed.
All young people must be accompanied by a Leader who’s responsible for them at all times at the event. The only exception are Explorers who can attend on an Event Passport.
Yes! Scout and Guide groups from outside the UK are welcome to come as participants to our events. So are volunteers, but for that please contact us first.
Due to the nature of Wintercamp, we strongly discourage to bring young people that aren’t part of a Scout or Explorer group. If it can’t be avoided, please email us on email@example.com for further information. Please note that young people that aren’t part of your Scout or Explorer group cannot take part in any of the activities.
No, we strongly discourage it as the event is suitable for Scouts and Explorers only.
Yes they can come by themselves as long as they have an event passport (given and signed by their explorer leader) with them. We would encourage you to join up with another unit before the event for the best experience and try to travel as a larger group. Try contacting other units in your area or let us know if you haven’t had any luck and we’ll attempt to put you in touch with local groups who will be attending.
Site information and rules (6)
Yes, hot and cold snacks will be available in both sites through the event.
Yes, both Gilwell and Hawkhirst have souvenir shops that will open during the event.
Mobile phone reception at Gilwell can be variable; the following networks all appear to have good reception: T-Mobile, EE, Vodafone and Virgin.
There is no mobile phone signal at Hawkhirst.
Please bear this in mind when using a mobile phone as a contact number.
Only guide dogs and other assistance dogs allowed.
Gilwell Park and Hawkhirst are no-smoking sites. Smoking is only allowed on the designated smoking areas.
At Hawkhirst there will not be any electricity points available to charge your phones. At Gilwell Park it will be possible however there is very limited availability.
Bookings and ticket types (11)
When booking online, you will have two payment options:
- Card payment online: the payment needs to be done for the full amount when making the booking.
- BACS/cheque payment: you will receive an email with instructions on how to pay BACS/cheque and you will have 10 days from the booking date to make the full payment.
Bookings will close if the events gets fully booked. We can’t give you an exact deadline as this varies every year and depends on ticket sales. Follow us on Facebook where we announce when tickets are likely to sell out.
You’re likely to miss out as it’s usually a sell-out event. Book as early as possible.
When in line with our Terms and Conditions, we are able to process refunds for tickets. If it is too late for the refund, unfortunately we won’t be able to make any changes to the booking. The names of the participants on the ticket can be changed up to last minute, so you can always use it for another participant.
To guarantee your places on the event, book as early as possible. We would recommend to make your booking before the Christmas break to avoid disappointments. After that date, there might be tickets left but securing tickets for a large group might not be possible.
When you’re booking is paid and confirmed, you’ll receive an email with further information. Info packs will be available closer to the event. We’ll keep you up to date via email about changes and news. Keep an eye on our Facebook to keep completely up to date.
Tickets are sold online, visit our ‘Book now’ section to find all the information.
No, you can choose to pay BACS/cheque and you will have 10 days to make the payment from the booking date.
All bookings must be made by a Leader as a group. Individual bookings can’t be accepted.
Wintercamp has so much going on, a day just isn’t enough, it’s for the weekend only – so we do not have any tickets for day visitors.
You can bring three more extra participants on the day per group, but only tickets will be available. The tickets added at the event will not include any catering or merchandise.
Arriving on site and parking arrangements. (5)
Yes, both Gilwell and Hawkhirst will have off site carparks for the event. Details about the carparks will be in the Information Packs, which you can find in ‘I’ve booked, what next?’
The local authority ensures the road immediately outside of the centre is cleared and we look after the clearing of the access road.
At Gilwell Park, the shuttle bus will operate from the carparks and also Chingford station. At Hawkhirst, the shuttle will operate from the carpark only. More details on times and special arrangements will be available on the Information Packs in ‘I’ve booked, what next?’
Then best meeting points at Gilwell Park are outside reception or Camp Square. At Hawkhirst outside reception.
Yes. Please make sure you read and share the Information Pack for coach drivers.
The staff registration opens approximately 5/6 months before the event. If you are a regular volunteer, please head to the registration website and fill in your details. If you have never volunteered before at one of our events, email us at firstname.lastname@example.org with your interest and a bit about yourself.
Yes please, the week before the event and during weekend we always need help. To join our volunteer team, email us at email@example.com
Yes. Join us in the week leading up to Wintercamp for a great rewarding residential project as part of your DofE or Queen’s Scout Award. Any questions, email us at firstname.lastname@example.org.
No, we will not have event merchandise available at the event, so please make sure you pre book your merchandise. More information on merchandise here.
The deadline is usually 6 weeks before the event, after that, there will be limited availability.
All participant tickets include the badge. If you want badges for the leaders, you will have to pay for them. More information on merchandise here.
The deadline for pre-booked catering is 4 weeks before the event.
What are the catering and refreshment options on site? (ALL)
On both Hawkhirst and Gilwell Park, you will be able to pre-book meals and also buy hot and cold snacks from mobile catering units. You can have a look at the menus on our ‘Food’ section.
If the weather is good and there is availability, yes, we will be running some water activities at both centres. The list on what to bring will be published on our website closer to the event.
See the activity instructor who’ll assess the suitability of the activity and provide additional support if needed.
All activities will continue as long as it’s safe. But bring a raincoat.
A spare change of clothes and a towel.
Certain activities require parental consent in order for young people to participate, and permission forms must be signed by the parent or guardian. You can find the permission forms on the Information Packs.
Yes this is minimum of 10 as per the consent form.
Queue and do! All activities are there for you to take part in and enjoy.
Some activities will be busy and will have queues, however, we are trying to fix it by increasing the activity capacity and limit queueing times.
You’ll be glad to know all activities are included in the ticket price.
Sorry, leaders can’t take part in activities within the main programme.
Unfortunately we need our consent forms for any of our activities requiring it.
At Gilwell, please speak to a member of the Campsite Management Team (blue high vis) on arrival – they’ll advise on the best areas to camp for your group.
At Hawkhirst, camping areas are pre-allocated based on the information we’ll receive from you. On arrival speak to the team at check in and they tell you where you can pitch your camp.
It can be if it rains, pack clothes and shoes to allow for bad weather.
Information on camping good practice and fire precautions can be found on our Information Packs. Open fires and charcoal BBQs are only allowed at fire pits or on an altar fire.
When possible, yes. On arrival, please speak to a member of the team and they will be able to help. If you are coming with a very large party, please email us at email@example.com and we will assess the situation.
Yes, weekend tickets include Friday and Saturday night camping.
Outside only for the full Wintercamp experience.
You can camp on the Thursday before the event. If you’re staying overnight you’ll need to pay an additional camp fee per person. The site won’t open on the Friday for groups until 2pm so we can be fully prepared for the event.
It is usually possible, however we would ask everyone to keep in mind how busy the site is. We recommend packing light and bringing only what is necessary. If you would like to bring a marquee please contact us at firstname.lastname@example.org to make arrangements.
For additional nights of comping please contact our centre teams on email@example.com.
No, bringing caravans or campervans is not possible.
Generators are permitted to be used between 07:00 and 22:30. More details can be found on the Information Packs.
- Please be respectful of campers around you and observe good camping standards.
- Do not walk through other campers sites, please use a gateway if one is erected.
- Please be respectful of religions, faiths and beliefs followed by other guests.
- Please do not wash any dishes in the toilet blocks; this should be done on individual campsites or at the washing up areas.
- All damages must be reported to a member of staff.