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Newsletter#3–August2018ContingentLeadersMessageIt’snowlessthan150daysuntiltheContingentdepartsforthePreTourandlhopeyouareallgettingexcited!There’sstilla lottobedoneandweneedyourhelptoensureeverythingisgoodtogo.Firstly,ifyouhavenotgotyourpassport,timeiswellandtrulyrunningout.Weneedyourpassportdetailsinouronline system now and there are still 50 people whodon’t have current passport details loaded into ourregistration system. If you have not organised yourpassport,DOITNOW!!Secondly, ifyouarebehind inyourpaymentsweneedthesebroughtuptodate.TheContingentisrequiredtopayoutthebulkofourexpensesduringSeptemberandOctober and we are not able to meet thesecommitments if people are not up to date in theirpayments. If you are having difficulties in makingpayment, please contact the Contingent FinanceManager ([email protected]) to make a paymentplan.Our activities team have done a fantastic job puttingtogether an excellent range of pre-tour and post stayactivities for you to choose from. Selection for theseopenson1stSeptember,pleasereadtheinformationinthisnewslettercarefullyasitwilltellyouhowtoselectyouractivities.Thisappliestoeveryone,notjustthosedoingthePreTour.TheNZVentureOrganisingCommitteewillbeassigningPhase1expeditionallocationsverysoon.During October they will announce details of Phase 2optional activities, and these should be available toselect inNovember.Moreinformationonthesewillbeemailedoutwhenavailable.Now is also a good time to assess if any of yourexpeditionoptions couldbeused towardQueenScoutawardschemework.PleasecheckwithyourLeaders&District/ZoneVenturercouncil.
RikScholesAustralianContingentLeader
JointheContingentYouthCouncil!Asawayofgatheringfeedbackonourtripstraightfromthesource,wearelookingatgettingtogetheragroupofVenturerstohelpusoutbyattendingafewbriefreviewsessionsduringouradventure!Thegroupwillmeetattheendofeachpartofthetrip(Pre-Tour,Venture,PostStay)foraninformaldiscussionabout what was amazing and what may need to beimprovedforfutureContingents.Ifyouareinterestedinbeingapartofthisgroup,pleasesend an expression of interest by email [email protected] with a brief introduction ofyourself,yourscoutingbackgroundandwhyyouwanttobeonthecouncilandwewillgetintouchwithyousoon!
OutstandingpaperworkWearestillwaitingon20peopletosubmittheirpaperform to their branch headquarters. This paperworkneedstobesignedbyyou,yourparent/guardians,yourVenturer Leader and District/Region Commissionerbefore being sent to Branch. If you have begun thisprocessandhavenotreceivedyourconfirmationemail,pleasefollowupthesesignaturesASAPsowecansecureyourpositionontheContingent.
SmartravellerInformationandRegistrationSmartraveller is a registration system set up by theDepartment of Foreign Affairs and Trade to helpAustraliansoverseasincaseofanemergency.Aswellasproviding assistance, the Smartraveller system alsoprovides youwith the latest information for travellingoverseas.Althoughwehavefullconsularassistancefromthe Australian High Commission in Wellington andConsulate-General in Auckland, we require eachmember of the contingent to register their trip withSmartraveller.Inthecomingweeksyouwillreceiveanemailoutliningthe steps and information needed to fill out theSmartravellerregistrationonline.Formoreinformationon this service you can check out the website atwww.smartraveller.gov.au
AMessagefromtheProgramTeamIt’sbeenovertwelvemonthssincewestartedthetaskofputting together a Pre Tour and Post Stay activityprogram. We’ve found the best activities that NewZealand has to offer, and are working with over 30providerstoputtogetheratripofalifetimeforyou.
Pleasereadtheattachedinsertswithactivityguidesforboth Pre Tour and Post Stay so you can make aninformeddecisiononyourchoices.WearevisitingNewZealand at their busiest timeof year, so to ensurewecouldgetyouplacesonthebestactivitieswe’vehadtobookwellinadvance.Onceyouractivitiesareselectedthrough thesystem, thesebookingswillbecome finalby the closing date (except any changes for medicalreasons).
Pre-TourandPostStayActivitiesEveryoneneedstoreadthis!
The Australian Contingent activity booking systemwillOPEN at 8:30pm Australian Eastern Standard Time(6:30pmWAtime)onSaturday1stSeptember2018.The systemwill CLOSE at 11:59pmAustralian EasternStandardTimeonTuesday11thSeptember2018.Activitieswill be available on a first come, first servedbasis. Thereareover5000activityplaces available sothereshouldbelotsofoptionsavailableforeveryonebutsomepopularactivitieswillfillquickly.To access the system log into your application athttps://registrations.international.scouts.com.au. Onceloggedin,clickonthe“ContingentActivities”linkonthelefthandsideanditwilltakeyoutoourexternalactivitybookingsystem.Fromthereyouwillbeaskedtoenteryourdateofbirthbeforecontinuingtothesystem.Ifyoutrytoaccessthesystembefore theopeningdate itwill check thatyourcomputer iscompatiblewiththesystemandpresentamessagesayingit’snotopenyet.The link will only show up in the 24hrs prior activitybookingsopening.Both of these booklets can be downloaded from ourwebsite on http://nzv2019.com/newsletters/. Pleasemakesureyouhaveathoroughreadthroughofalltheinformationprovided.WaiversRemember to download and complete the waiversrequired for yourbookedactivitiesby September30th.You will be required to upload your waivers into ouronlineactivitysystem.Moredetailswillbeavailableatthepointofdownload.ActivityPermissionsAs a part of your online registration, information wascollected around activity permissions. This includedpermissions to participate in swimming activities,boating activities, adventurous activities, air activities,motor sports and paintballing, as well as asking forswimmingabilitywithandwithoutfloatationaid.Thesechoiceswillbeuploadedtoouractivitybookingsystemandyouwillbeunabletoselectanyactivitiesyouhaven’tbeengivenpermissionfor. Anemailwillbesenttothosewhohaveselectednoforany of these permissions to confirm these choices, aswellasinstructionsonhowtogettheseupdated.
OrientationDaysOncemore,weneedtoemphasisehowimportant it isthat you make sure that you are attending theOrientationdayforyourarea.Eachwillrunforapprox.1.5 hrs. Please wear your scout uniform to thesesessions. Leaders, we will be having a Leaders-onlybriefingbeforeeachof theO-Days. It is importantyouattendboththeLeadersBriefingandtheO-Dayitself.Everyone needs to register to attend one of thesesessions through the survey link here:https://www.surveymonkey.com/r/nzv2019odaysTheOrientationDaysareon:PerthSaturday10/11/18
SubiacoScoutHall399RokebyRd,Subiaco6008LeadersBriefing:11:30amAllContingent:12:30pm
AdelaideSunday11/11/18
ScoutHeadquarters211GlenOsmondRd,Frewville5063LeadersBriefing:10:30amAllContingent:11:30am
BrisbaneSaturday17/11/18
QueenslandScoutCentre32DixonSt,Auchenflower4066LeadersBriefing:12:30pmAllContingent:1:30pm
CanberraSunday18/11/18
ACTBranchHall89KitchenerSt,Garran2605LeadersBriefing:10:30amAllContingent:11:00am
MelbourneSaturday24/11/18
SouthOneLectureTheatre43RainforestWalk,MonashUniversity,Clayton3800LeadersBriefing:1:00pmAllContingent:2:00pm
SydneySunday25/11/18
CentralLectureBlock7UniversityofNSW,Kensington,2052LeadersBriefing:12:00pmAllContingent:1:00pm
Pleasenote:IfyouoryourparentsarenotabletoattendanO-Day,[email protected].
RegionalOrientationSessionsFor those in remote regional areas,we have arrangedalternativeoptionswhereitisnotreasonablypracticaltoattendoneofthesesessions.Therewillbeavideoofoneoftheorientationpresentationssenttoyou,followedbyQ&Asessionsbeingrunonlineatthetimesbelow:
- Thursday29thNovember8pmAEDT- Sunday2ndDecember8pmAEDT
These times translate to 8:00pm VIC/NSW/ACT/TAS,7:30pmSA,7:00pmQLDand5:00pmWA.Toregisterforoneoftheonlinesessionsforourregionalattendees,pleasecomplete the registration,[email protected].
PaymentSchedule–Nextpaymentduesoon!Date VentureOnly Venture&Pre
TourCombinedOnApplication $500 $65014March2018 $250 $3301May2018 $750 $9801July2018 $750 $9801September2018
$680 $980
1November2018
Additionalfees $160+Additionalfees
Additional fees include expedition fees, activity costs,tentcostsandotheradditionalmerchandisecosts.HowtomakepaymentsPaymentstoattendIlluminate2019withtheAustralianContingent can only be made online through theContingent application system. We accept Visa &MasterCardonly.1. Logintoyouraccount
https://registrations.international.scouts.com.au/Login.asp
2. Clickonthestatusmenu.3. Clickonthe“MakeaPayment”buttonontheright
handsideabovethesummaryofpaymentstable.4. Enterorchoosetheamountyouwishtopay5. Then click process transaction you will receive
confirmationifyourpaymenthasbeenapprovedordeclined.
6. (Optionalbutadvised)Downloadareceiptfromthestatuspage.
WithdrawalFeeStructureIf you do decide for any reason that you need towithdrawfromContingent,youneedto letusknowassoon as possible (in writing by email or letter). TheWithdrawalandRefundpolicyissetoutbelow:EntireEventWithdrawalDates WithdrawalPolicyBefore30/6/18 FullrefundofallfeespaidFrom1/7/18–31/8/18 Refundoffeesless$400From1/9/18–31/10/18 Refundoffeesless$1000After1/11/2018 No refund available
unless covered by travelinsurance policy (i.e.recent medical conditionpreventingtraveletc.)
PreTourOnlyWithdrawal
Refundsforthiscomponentcannotbeguaranteedonceyourapplication is accepted.Any refundwill beat thediscretionoftheFinanceManager.
AnyrefundswillbemadebacktotheVisa/MasterCardoriginallyusedtomakethepayment.
TravelInsuranceOnbehalfofeachContingentmember,ScoutsAustraliawilltakeoutaCorporateTravelInsurancepolicythroughWillisAustraliaLimited.ThepolicyisunderwrittenandissuedbyChubbInsuranceCompanyofAustraliaLimitedTravelinsuranceisautomaticallyincludedaspartofyourAustralian Contingent Fees. The full policy wording isavailableontheInternationalEventRegistrationSystemundertheTravelDetailspage.ANotetoLeadersThe VOC (Venture Organising Committee) will beemailinga seriesofvideos tohelpLeadersunderstandtheir roles, responsibility and what to expect atIlluminate2019.We’vealreadyhad the firstvideoandshortquiz.NotallLeadershavecompletedthissurvey,ifthisisyoupleasecompleteitASAP.We’dbegratefulifyou could watch any future videos and action otherinstructionsintheemailaspromptlyasyoucan.VentureEveningThemesDuring the nights spent onsite in Kiawaka, the NewZealandVentureTeamhaveplanneddifferent themes,so be sure to prepare your best costumes for everyoccasion.Thethemesare:
• NYE–AroundtheWorld• NightOne–RhythmandVenture• NightTwo–Kiwiana• NightThree–TimeWarp• NightFour–VivaLasVenture• NightFive–MadScience
Be sure to prepare for these nights before departingAustralia. More information can be found atwww.facebook.com/illuminate2019Introducingtherestoftheteam!ChloeFlaniganAdministrationAssistantChloe is a Rover at McFarlane Burnet Rover Crew inTraralgon.ShestartedscoutinginCubsandhaslovediteversince!ChloehasbeenabletotraveloverseasandallaroundAustraliathroughoutherscoutinglife,includingNZV2016,KISC2016andAV2015.SheisalsoacommitteememberforAnythingGoesinVictoria!JohnReisingerITManagerJohniscurrentlyaDistrictCubLeaderandGroupLeaderin Victoria and has attended the last two Australian
VenturesandNewZealandVenturesasbothalineleaderandpartoftheContingentTeam.JohnhasdevelopedanITsystemwhichallowsustomanagearangeofonandoffsiteactivities,aswellaskeepingtrackofeveryoneaswemovefromlocationtolocation.BobEllisCateringManagerBob has been a Leader for over 35 years, and in theVenturer section formany of them. He is currently aProgram Adviser – Venturer Section, South AustralianBranch, and is also amember of the Bushwalking andElectronics Teams. Bob has a number of years ofexperiencecateringforevents,suchasSuperSplash inSA,soheknowswhatgoesintoprovidinggreatfood.ThiswillbeBob’sfifthNewZealandVenture.KusiOperationsSupportKusiisaRoverandLeaderfromNewSouthWaleswhoisnowlivinginVictoria.HehasbeenmakingthemostoutofScouting,VenturingandRoveringforthelast14years,and he especially loves international contingents. Kusihas attended the last three New Zealand Ventures(including NZV2016, where he was the DeputyContingent Leader) and was the Contingent Leader tolast year’s World Scout Moot in Iceland. He’s lookingforwardtoanotheramazingNZVin2019.RodByrnesWelfareAssistantRodiscurrentlytheStateCommissionerforVenturersinVictoriaandhasattendedmanyinternationaleventsinaWelfarecapacity.Rod’scaringnatureandabilitytogetthe job done makes him ideal for a position on thewelfare team. He has attended many Australian andNew Zealand Ventures as a line leader and was theHealth and Welfare Manager for the AustralianContingenttoKanderstegin2016.Upcomingtasks/communicationsWe’llbekeepingintouchfrequentlysowecanmakesureyou’reuptodatewitheverythingthat’sgoingon.Onthelastpageofthisnewsletteryouwillfindachecklistoftasksyoucancompletenow,thepaymentscheduleandourplannedupcomingcommunicationssoyoucanstayintheloop.Printitout,stickitonthefridge,markitinyourdiaryanditwillallbesmoothsailing.
14thNewZealandVentureAustralianContingentPOBox3401MorwellMC.VIC.3841
Email [email protected] www.nzv2019.comFacebook www.facebook.com/nzv2019
PrintmeoffandputmeontheFridge!
Newsletter3Checklist
August
- CompleteOrientationDayregistration(Now!) �- Readtheattachedactivitiesbooklets(Now!) �- SubmitexpressionofinterestfortheContingentYouth------
-------Council(Now!) �- Makesureyourpaperwork,passportinformationand-------
-------paymentsaresubmittedanduptodate(Now!) �
September - Payment5due(1stSept) �- ActivityBookingsOpen(1stSept) �- ActivityBookingsClose(11thSept) �- Submitwaiversforactivities(due30Sept) �- Individualflightitinerariesreleased �- Smartravellerdetailsandinstructionsemailed �
October - Newsletter4released �
November - Payment6due(1stNov) �- OrientationDaysheld(variousdates) �
December - Newsletter5released �- Getpacking! �
