1

Group leader's Guideto Summer Madness

1

Group Leader Guide to a happy and fruitful camp!

Welcome to Summer Madness

WELL DONE for having the courage, willingness and enthusiasm to bring your group to SummerMadness at Glenarm. Every year we see 1000s of young people leave Summer Madnesschanged and inspired by a fresh encounter with Jesus – and the only reason they are here isbecause you as youth leaders, family members and friends have invested in them spiritually,physically and emotionally.

In the middle of the late nights, early mornings, portable showers and toilets, countless burgersand constant activity if you ever wonder why you're here remember that this weekend lives will bechanged...forever. You are an absolutely vital part of that transformation.

We recognise that as a Group Leader you are responsible for the young people in your care whilethey are at Summer Madness. Without your commitment to young people the Festival wouldhave no significant context or capacity for follow up and development. Contained within this guideis a variety of essential information which we hope will make your job a lot easier and help youunderstand how best to make use of the experience with your young people.

Guide

● Arrival on Site● Sub-camps● Sub-camp Leaders● Facilities on Site● Food at Summer Madness● Cook Tents● Onsite Catering● Security on site● Security Team● Wristbands● Lost Wristbands● Kit Guide● Responsibilities of Group Leader:● To Their Group● To Sub-camp Leaders● Summer Madness● Child Protection at the Festival● A look at the Summer Madness Site● Who’s Who @ Summer Madness● Festival Ground Rules (T & Cf Entry)

Appendices:● Leaders Checklist● Fire Safety Risk Assessment● Camping in Animal Pasture● Site Map

2

Arrival on Site

● Entrance to Festival for vehicles is made through the Munie Road. There is novehicular entrance via the Straidkilly Road, although pedestrian access is availablethrough this route. There will be signs up on the roads, but check our website forthe 'google map' of how to find the entrance.

ON FRIDAY:

● Car parking for Festival 'residents' or drop off on Friday evening is FREE!

SUB-CAMPS

The festival camping areas are broken down into four separate areas: the blue zone, thegreen zone, the red zone and the purple.

Sub-camp Leaders

● You will find your sub-camp leaders in a tent at the centre of the field - where all thesub-camps meet.

● When you arrive the sub-camp Leader will ask you some questions:1. What is your group name?2. How many tents?3. What size are they?

(It would be useful if you had this information to hand when you arrive at your camp.)

They will help you find a suitably sized camping area for your group and remind you toallow for 2m between tents or at least between groups!

● You may gain access to the site from 2.30pm onwards and once you have arrived at the Festival, Group Leaders or campers may head for the camp site first to pitch thetents and meet the Sub-camp leaders. The Sub-camp leaders will assist you infinding an appropriate place to pitch and will be able to provide you with theFESTIVAL GUIDE and answer your initial questions.

● When you are ready LEADERS can then go to the ADMIN TENT to register on site and receive your armband/s. Please ensure that you some ID &/or your booking details with you! There is NO ADMITTANCE to any of the SM venues without your armband.

● We are pleased to announce that THERE IS NOW ACCESS TO THE SITE ONTHURSDAY EVENING. Strictly 7pm to 9.30pm. Leaders may collect the armbands for their group from the ADMIN TENT from 8pm - 9pm (to avoid the queue on Friday..

● If it is likely that there will be parents or other helpers with you when putting up yourtent please advise them that should they wish to stay for the evening programmethey will be able to purchase an evening pass for £10. This can also be obtained atthe ADMIN TENT.

3

Safe Camping:• Pitch your tents properly using all the ropes and pegs – if you are not sure how a

particular tent goes up ask the Subcamp Leader• Leave a gap of c. 2 - 3metres between each tent – this is to ensure that if there's

a fire it doesn't spread easily between tents• Keep the guy pegs positioned close to your tent edge to avoid creating a trip hazard• Please zip tents up when leaving them as this helps keep them weather-proof• Please get your group to check all the pegs and guys of their tent each day to keep

everything tight and secure.• If you are using gas laterns/lights please only use them outside as there have been

a number of gas poisoning incidents at campsites recently.

Safe Cooking:• Whether you are feeding the 5000 or just yourself – please do it safely.• Cooking on the campsite is absolutely fine this year just try to look after the grass

and site around us.• Keep gas fires/BBQs c.1-2metres away from canvas or any flammable items and be

aware of sparks.• BBQs are not allowed to sit directly on the grass – please keep them raised up so

the grass isn't burnt.● Please be aware of the hazards of disposable BBQ's and the fumes associated with

them - do NOT USE INSIDE A TENT and be sure to extinguish it completely afteruse.

● There must be no cooking in any small or unsafe tents or structures.● Cook tents must all contain their own fire extinguisher. You can purchase these at

most good camping and caravan shops.● No cooking whatsoever can be carried out after 10pm in the evenings.● There must be a sizeable corridor of 3 metres around each cook tent on the site.● We do reserve the right to inspect cook tents and if we feel that any of these

stipulations are not being adhered to or that the cooking arrangements are unsafeyou may be asked to dismantle the tent and make alternative provision (e.g. onsite‘fast food’)

Fires• Due to the proximity of canvas and trees no open fires are permitted on the

campsite apart from the one at Subcamp HQ.• If you spot a fire please alert the Subcamp Leaders as soon as possible. They are

equipped to deal with fires.• If you hear the site alarm, please evacuate your group to the centre of the adjoining

field – in front of the castle. The Subcamp Leaders will support you in this.

Food Vendors at Summer MadnessIn a move from the previous year of the ‘festival canteen’, we are planning to increase thevariety and quality of the normal fast food vans which will be available throughout. In asimilar style to last year’s ‘festival meal deal’, we will be encouraging all vendors to offer asubstantial meal option for £5 / £6 We have also taken feedback on seating around thevendor area and are looking at ways to increase space and seating options.

4

Toilets, Washing and Showers:• There are a large number of toilets situated around the site. These are marked on

• The site team will be cleaning these regularly – please help make this unpleasantjob easier by encouraging your group to leave a toilet as they'd like to find it.

Facilities on Site● Basic washing and toilet amenities in close proximity of every camping area● Fresh mains water supplied in every camp● Dedicated washing area in each camp● Rubbish Bins in every sub-camp emptied twice a day

First Aid Provision• Summer Madness is staffed by St John's ambulance first aid team 24 hours a day.

There is also a doctor on site at all times to provide further medical care if required.We would ask that you would ensure that if your young people require attentionfrom our medical team then a leader or responsible adult should attend with them ifpossible.

• Please remember in your preparation prior to coming to the festival to ensure youhave adequate awareness of any specific medical needs of the young people youare responsible for. Do ensure they bring any regular medication as the doctor onsite will not be able to provide for this. Summer Madness would suggest that if youor your young people are acutely unwell it may be best that you do not attend theevent. We are here to ensure the safety of you and your young people and as suchif we feel due to illness that remaining at the festival will cause risk to you or others,we will recommend to the Summer Madness staff you should perhaps leave.

• There will be two drop-in clinics run daily by the doctors to deal with medical issuesarising over the festival. These will be from 0900 - 1000 and from 1700 to 1800daily, in the first aid post marked in your festival guide. In the event of a medicalemergency requiring assistance outside these hours you will be able to contact theon site doctor via the St John's ambulance team or Summer Madness staff.

your site guide.

• For people looking to just wash and avoid the queue we've created a solution – thewashing trough. Located on the campsite this should let you get ready and a fast wash each morning.

• There are also a reasonable number of showers near the campsite. These aremarked on your festival guide. Showers are FREE. They are open at several times each day, as displyed at sub-camp HQ.

• We would love to have more Showers on site but they do cost a great deal to operate out in a big field...some day perhaps we'll achieve the bricks and mortar version! In the meantime we want to make the camping experience as comfortable as possible so we've installed as many as we can.

● Showers are available FOR FREE

5

Camp Curfew:• The festival curfew is 1am. This is non-negotiable and is in place to ensure that

everyone gets enough sleep to enjoy the programme.• Please make sure that by 1am all your group are inside their tents and not

disturbing neighbouring tents.• We have groups of varied ages as well as young families. This curfew is in place

for everyone's benefit.• Subcamp Leaders and Security will be on duty throughout the campsite from 12am

to support you in this process. If you have any issues or need a hand just let themknow.

Sleeping Arrangements:This is a Christian festival so we promote Christian values:• We would ask that there is no sharing of any enclosed tents by males and females

of any age unless married.• We would also ask that no over 18 shares an enclosed tent with any under 18s

unless prior written parental consent has been received.

Emergency Access Road:• There are clearly marked roads leading to and from the Subcamp HQ – these are

for emergency service access - so please don't camp in these spaces.

YOUR HELP AND CONSIDERATION IS VITAL…The Summer Madness management realise how important it is for many groups to havethe facility to develop a sense of community with their group through the sharing of mealsetc. Unless this is done safely however we will have to consider alternative arrangementsso we seek your co-operation and understanding in this matter.

SECURITY TEAM● Summer Madness is staffed 24 hours a day by a dedicated security team who have

been trained and vetted specifically for this role.

PASS OUT POLICY

CCTV● In order to provide the best and safest environment for everyone at the Festival

please be advised that we may be operating some CCTV cameras around the siteand these will be used in accordance with SIA regulations. Signage will be in useindicating such to the public as they enter the Festival.

● Please be aware that while we monitor access to the site very closely, however the Estate isnot a ‘lock-up’ facility and individuals are at liberty to leave. So while Glenarm is a small village you should nevertheless ensure that you have a clear pass-out policyestablished with your group concerning under 18’s going off site.Some of the water based activities are in the harbour - just outside the main gate and there is a beach just 50 yardsfrom this junction also. While we believe this does not pose any significant risk it is the responsibility of the group leader to manage and highlight this in your ‘contract’ with the young people / parents.

6

WRISTBANDS● Everyone in your group will be issued with a wristband that must be worn at all

times. The wristband is the primary means of identification at the festival anyonefound without one or a day pass will be asked to leave the site immediately andescorted to the festival exit by a member of the security team.

● No one can gain admittance onto the site or into a venue without a wristband or daypass.

LOST WRISTBANDSThe cost of a replacement wristband is £5 (on the production of ID otherwise it will be fullweekend price) so please look after them!

YOU CAN HELPIf you notice anyone acting suspiciously around the site or in the sub-camps do mention itimmediately to any member of Summer Madness staff, security team or sub-camp leaders.

Things we don't want on site:

• Alcohol and drugs (unless medically prescribed) are not permitted on the site – soplease make sure you keep an eye out for them. There is a permanent amnesty onsite – so if found these can be handed in to Subcamp HQ at anytime.

• Weapons: it goes without saying, any offensive weapons are not permitted on site.This includes laser pens or similar items

• Waterbombs/waterpistols/waterbomb catapults: We believe that water-fights shouldbe an inclusive affair. If any your group members have brought any of these itemscan you please let us know and we'll organise a water-fight arena for anyone whowants to participate. Anyone using these items outside of the organised water-fightwill sadly have them permanently confiscated.

• Abusive language or behaviour: We want to build a community of fun andfellowship over the duration of the festival, we hope every group and group leadersupports us in this aim. If anyone engages in sustained abusive language orbehaviour as determined by either the Subcamp or Security Teams then they maybe asked to leave the site. We will ALWAYS consult with you as group leaderbefore any decision is taken.

7

KIT GUIDE

Things to bring:

● a tent

● tent poles & pegs :-)

● sleeping bag

● karrimat/ air bed

● torch & batteries

● shorts & t-shirts

● warm clothes

● waterproofs

● trainers

● loo roll (not provided but can be purchased on site)

● wash kit

● nice smelly stuff (for when you forget the above)

● Bible

● notebook

● pen

● food

● sun cream

● sense of humour

● Mobile phone charger and/or emergency battery power for same.

● Kit for water based activities (sea kayaking, skulling, etc)

● Wellies (maybe)

What not to bring:● Any of those items mentioned on previous page!

● No pets (sorry, but it's complicated with farm animals and some nervous young

people around)

● A closed mind!

8

RESPONSIBILITIES OF A GROUP LEADER

To their group● As the person named as group leader you are wholly responsible for the conduct and

well being of all members of your group. Summer Madness has gone to great lengthsto ensure the safety, security and enjoyment of everyone at the Festival but ultimateresponsibility for the campers rests with their individual group leader.

To Sub-camp Leaders● Sub-camp Leaders have a hard job and they do it extremely well. They are the primary

contact for any of your questions, queries or problems. Sometimes they have toenforce the rules passed down to them by the managers of Summer Madness - pleasehelp make their jobs easier and support them as they do this.

● Leaders should not go off the site without leaving someone responsible for their group& informing the Sub-camp Leader of this change.

To Summer Madness● You are responsible for ensuring that your group abide by the rules of Summer

Madness and must always be available as the contact person for your group in case ofemergency. So those mobile phone numbers are really important.

Top Tips for the NEW SITE

Trying to familiarize yourself to a new location and all the potential watch-outs is neversimple. We've tried to outline a few that you may want to consider and put in placeappropriate guidelines for your group during the festival.

• Large site: Glenarm is a large site – Summer Madness is based in the first 50% of it.There is lots more to explore but make sure you are comfortable with your group doingso unaccompanied or else create an appropriate series of boundaries for them.

• The Brook: There is a very shallow river running beside the castle and along theperimeter of the site. Make sure your group is aware of it

.• Glenarm: Glenarm is a very small village - traffic running through it, and along the

coast road, is quite light. As your group will be able to leave and re-enter the festival atanytime during the day make sure you establish the boundaries for your group early.

• Open site: Summer Madness has always been an open-site. We are not allowed tophysically prevent anyone from leaving the site. Please establish with your group ifthey need to inform you when they leave site - even into the village. Everyone will bechecked for festival passes when they attempt to re-enter the festival site.

• Your group, your rules: Summer Madness will support you as much as it can toensure your young people have a safe and fun festival. But ultimately you are theirleader and able to establish the specific rules and geographic boundaries that suit yourgroup best. Please let the Subcamp Team know if there's anything they can do tosupport you as you lead your group.

9

CHILD PROTECTION POLICY AT THE CAMP

It is the policy of Summer Madness to promote the well being of children and to setstandards for the welfare of all children sharing in its ministry with a view to protectingthem from physical, sexual and emotional harm.

As an organisation, Summer Madness is committed to:-

● Promoting the well-being of children● Preventing the physical, sexual and emotional abuse of children● Ensuring that appropriate procedures are in place in the event of abuse taking

place, or being advised to our staff● Encouraging safe practices for those who work with children● Safeguard those who work with children from the consequences of unfounded

accusations

All campers and visitors are reminded of the following good practice:-

NEVER …..

● Engage in sexually provocative games● Allow or engage in inappropriate touching of any form● Allow children to use inappropriate language unchallenged● Make sexually suggestive comments about or to a child● Strike a child or young person● Use offensive, abusive or generally inappropriate language● Leave young people unsupervised● Do things of a personal nature for children that they can do for themselves● Spend excessive amounts of time alone with children away from others● Interview a child alone

If you have any concerns regarding the welfare and protection of children and youngpeople, or if there are any concerns expressed to you by any other person, you shouldspeak with a member of the Summer Madness Safeguarding Trust Panel. This Panel hasbeen appointed by Summer Madness to ensure that any concerns or issues areaddressed effectively, and referred to the relevant statutory agencies where appropriate,and to ensure that best practice is maintained.

The Panel can be contacted at any time throughout the Festival via the Duty Officer at theSummer Madness Information Point, or by speaking with a member of the Prayer Ministryteam.Outside of the Festival, the Panel can be contacted through the Summer Madness office.

The Panel members are:-

Mr Colin TaylorMr Hugh MarcusArlene Kee

Suzie MarcusJohn AlderdicePamela Marcus

Sub-camp Map.

SUMMER MADNESS TEAMS..

Sub-Camp LeadersVolunteers (over 21’s) responsible for ensuring the safety andenjoyment of campers in the sub-camps. Primary contact for all groupleaders with Summer Madness.

Duty Officers Volunteers responsible for managing the communications between allthe various staff teams at the festival and looking after all externalcommunications – i.e. phoning parents etc.

Venue Managers Volunteers (over 21’s) responsible for health and safety within venues,also responsible for dealing with the public within a venue.

Event Crew Volunteers (over 16’s) responsible for hosting the venues, andfacilitating the entire festival programme. From organising the youth-work in the kids venue’s to providing security at the late night events.

Site Team Volunteers (Over 16’s) responsible for the maintenance of facilities onsite such as toilets, bins, cook tents. They are responsible forensuring that all the venues on-site are fit for use and all technicalequipment is functioning correctly

Security Trained and vetted volunteers (Over 21’s) responsible (in conjunctionwith local police and onsite security) for making sure that the site iskept a safe and secure place for all campers and visitors

Speakers&Seminars Volunteer team responsible for selecting speakers, seminartopics and locations for venues from Main stage to seminars 1, 2, and3.

Admin Volunteer team responsible for seeing you safely through registration.

Hospitality Responsible for looking after speakers and and guests to the festival

As you can see Summer Madness relies on volunteers for the vast majority of its eventand organising staff. With a staff of over 250 we constantly need and are looking for newvolunteers so if you are interested in helping out, or know anyone else who might be, whynot fill out a staff application form – available from the office or e-mailoffice@summermadness.co.uk.

FESTIVAL GROUND RULES - Terms and Conditions of Entry

Summer Madness has defined a small number of rules and guidelines to make your stayenjoyable and safe. You may want to get acquainted with them now.

Please show care & consideration for everyone on site & visiting the festival No Smoking anywhere within the festival grounds No alcohol or drugs on site (except prescribed drugs) No one who is intoxicated will be permitted onto the site Wristbands must be worn at all times No mixed-sex tent sharing (unless married) Tents must be at least two metres apart No cooking inside small tents and all cook tents must comply with our suggestions in

this document. (No use of cooking equipment after 10pm in the sub-camp) No campfires/No Pets No vehicles on camp site Valuables left in tents or cars are left at the owners risk Litter must not be left around the site but placed in the bins provided PLEASE be quiet at night. If you want to stay up late, please respect those who are

trying to sleep. Remember that noise carries across a campsite at night. A quietcurfew will be enforced in the camping area from 1am onwards - And from 11pm inthe 'Quiet Site'.

Youth Leaders are responsible for the young people that they bring to SummerMadness at all times.

No rollerblading, skateboarding or cycling without lights after dark No crossing into any area that has been marked out of bounds by red and white tape

(This will constitute trespassing, and please bear in mind that the entire Festival is onPrivate Land)

Summer Madness will be filming and photographing aspects of the Festival for promotionalpurposes and should you not wish to have our image appear in any SM publication orwebsite please make this known to the SM photographer in question or submit your detailsand an image to the office@summermadness.co.uk

Summer Madness wishes to make it clear that it does not favour sectarian propaganda orproselytizing within the Christian fellowship. This means that any group or individual whichuses the SM Festival and its facilities for such purposes does so against the spirit of theevent. As such the organizers reserve the right to cancel anyone’s or group’s booking andescort them off the premises if these ground rules are not observed.

GROUP TRIP - CHECKLIST:

Name of Group

Name of Event

Date of Event / trip

Details of programme:

YES NO N/A

i All the relevant information regarding this event has been presented to yourmanagement e.g. letter of invite, agenda etc.

ii Your management has approved your attendance to the above event.

iii A risk assessment has been undertaken for all aspects of your programmeand appropriate control measures have been agreed and recorded within theoverall safety procedures:● hazards have been identified● staff are competent to provide the activities● people who may be at risk have been identified● evaluation of the risk has been undertaken● additional safety and/or control measures have been established● information has been forward to the insurers and appropriate records

maintained

iv Where residual risks (inherent in all visits) still prevail an appropriatecontingency /emergency plan has been put in place.

v. Staffing:● a youth-leader-in-charge has been identified and parents of under 18’s

understand the nature of their role and respsonsibilities.● Adequate numbers of staff/volunteers have been recruited to supervise

the group● Proper vetting procedures have been carried out on all the leaders

concerned.

vi. leaders have been made fully aware of● their, roles and responsibilities● the standard of conduct required of them during the event

vii. Young people and parents/guardians have been informed/briefed, andunderstand the implications of their participation in the event.

GROUP TRIP - CHECKLIST:

Signed: (Member of Management team)

Leader in charge

YES NO N/A

viii. Parents/guardians have given their written consent to the young peopleparticipating in the event (where necessary).

ix All relevant information (medical, dietary and contact details) pertaining tothe young people participating in the event has been outlined, recorded andwill be easily retrieved if needed (eg mobile contact numbers etc.)

x The transport arrangements for the group are appropriate for the nature /type of journey(s) planned.

xi Adequate insurance is in place to cover your group’s participation in theprogramme (inc. StreetReach – where applicable) and transport to the event.

xii. CATERING● You have budgeted enough to cover meals from the expensive on-site

fast food outlets, or● You have made arrangements to cook on site and have taken account

of all of the necessary implications regarding health and safety, or● You have persuaded parents and others to deliver to site some food

parcels or ready meals throughout the week-end.xiii. EQUIPMENT NEEDSTent, karrimat, sleeping bag, waterproofs, torch, flasks, notebook and pen,Bible, warm clothes, suncream, washbag, towel,

xiv. Contract between the group:Have you discussed the SM camp rules with the group and ensured that thereis an agreed code of conduct throughout the Festival. Behaviour thatendangers the safety or enjoyment of others will result in an individual andpossibly an entire group being barred from the site after two verbal warnings.

Camping on Animal Pasture:

Prior to the forthcoming “outdoor season” those planning recreational use of animalpasture(fields used for grazing animals) should be aware of the potential risks associated withE. coli O157.

The following guidance is intended in particular for organisations that arrange camping orpicnicking for children, and for farmers and landowners who permit animal pasture to beused for such purposes.

● Always wash hands before eating, drinking and smoking, i.e. use soap, cleantowelsand, preferably, hot and running water.

● Ensure that water from brooks and streams is treated before drinking.

● Ensure adequate supervision of children, particularly those under 5 years of age

These precautions, taken together, will greatly reduce the risk of E. coli O157 and otherinfections from this source, and allow your camping or sports to continue in greater safety