FAQs

 

Frequently asked questions

WINGS 2020 postponement FAQS

Following extensive discussions between the WINGS Governance Group, and the County Executives of Berkshire Scouts and Girlguiding Royal Berkshire, the difficult decision has been taken to postpone WINGS 2020 until 2021. At the time of writing there remains no clear guidance from the UK government and it’s uncertain as to the extent that Coronavirus will impact events such as WINGS but  we feel it is critical for us to focus on  the potential risks to the safety of those attending and importantly also limit the financial impact to units.

We are pleased to say that we have already secured Windsor Great Park for the week of July 24-31 2021 and our suppliers for entertainment and programme are also joining us, so while we’re sad not to be delivering the jamboree this year, we’re excited for the great event that we have planned for next year. Below are some related FAQs

Why postpone WINGS when there is no Government guidance that the jamboree will be impacted?

The situation with Coronavirus is changing rapidly and we did not want to progress further with the event given the uncertainty and the impact that this could have to health and importantly we wanted to minimise the financial risk to units. We recognise our responsibility to reduce these risks early so that we can avoid cancelling the event altogether. This decision enables us to deliver an exciting and engaging event next summer.

Will you cover other costs incurred?

We are unable to provide any provision for other costs related to units planning and attending of WINGS 2020.

What do I do next?

If you are wishing to join us next year, then at this time you do not need to take any further action and we will maintain your current booking. We will be in touch with you in the coming weeks about the specific way you want to carry your booking forward (leave current funds paid with WINGS for next year, receive a refund minus a deposit or get a partial refund for changes in the number of people attending.

If you are unable to join us next year, then please contact [email protected] and we will work with you to process your refund (which will be the funds paid to date minus £20 per person). Our volunteers will process this for you as quickly as possible. When emailing please do not send any bank account details and we will manage the process with you directly.

Is there a cut off for refund requests

Our finance team will process refunds requested on or before Sunday 31 May 2020. After this time the standard booking terms and conditions will apply for units looking to cancel their booking.

Are you still taking bookings?

We’re pleased that we are able to postpone the event and avoid cancellation. As such we are still open for bookings, which can be done via our website (https://wings2020.org.uk/attend/). We will have a better understanding of total available capacity once we’ve processed the units who have already booked and will join us in 2021 and those who are unable to attend. If you don’t wish to book yet, but would like to be kept up to date on availability and development of the jamboree, then please email [email protected] and we will add you to our mailing list, alternatively follow up on social media (Facebook, Twitter, Instagram).

What will happen with WINGS in a day?

This will also continue next year. As with the main WINGS jamboree, if you have already signed up for WINGS in a day and want to hold your booking for next year, then you need take no further action at this time. If you wish to change day, cancel your booking or have another enquiry related to your booking, then please contact [email protected] and our volunteers will follow up with you as quickly as we can.

How are you able to postpone to next year so quickly?

Throughout the planning of WINGS 2020 our senior leadership team, in consultation with the Berkshire Scout and Guides County stakeholders, have looked at potential scenarios that could impact WINGS and how we could limit these impacts. This proactive risk monitoring and management has meant that as we’ve seen the potential impacts of coronavirus, we’ve been able to implement our prospective contingency plans. Thanks to the huge support of amazing organisations, such as the Windsor Great Park team and our other suppliers, we’re able to move the event back 12 months and avoid cancelling.

Why is there a £20 non-refundable cost for those who cancel?

Due to the scale and complexity of Jamborees like WINGS it is challenging to have insurances for all potential risks and as for many other events, scenarios such as pandemics are difficult to cover. We have managed spend and risks in developing the jamboree very carefully, which is why there is a small cost for those unable to attend and we’re pleased that we’re able to protect the full funds for those able to join in 2021.

How will you mitigate future risks of something like this next year?

We will continue to maintain a proactive risk register and our senior leadership team works hard to mitigate risks of things that could impact us in 2021. We’re able to postpone (rather than cancel) and provide options on bookings / refunds because we have taken positive steps to monitor and manage risk and ultimately is the reason for being able to delay. We hope that the way we’ve been able to postpone and manage financial risk to units demonstrates our positive risk mitigation approach and we will continue to implement this to avoid impacts to WINGS 2021.

We continue to recommend that units attending also review options to protect attendance through insurance.

I’ve volunteered for WINGS 2020, how does this impact me?

We are very proud of the fantastic range of capabilities and enthusiasm of our team of volunteers who are essential to delivering WINGS jamborees. If you have already registered and are able to join us in July 2021, then you need take no further action at this time. If you are unable to make it in 2021 or would like to change teams or make us aware in a change of circumstances of some kind, then please email [email protected].

I’d now like to register as a volunteer for WINGS 2021, how do I do this?

That’s great news and we’d love to have you on our team. We still have a range of roles available and you can find these on our website - https://wings2020.org.uk/register/ or contact [email protected].

Are we able to change our unit's numbers

Units who are able to attend next year can continue to modify their numbers up or down (or changing names of individuals) via the event booking system (EMS). The changes in numbers will then be reflected in future invoices.

 


General

My Unit will be travelling from abroad, do i need to bring my own equipment?

As we have done for previous WINGS events, for international units we can buddy you up with UK units who can help support you with the equipment you need. This has worked well not only from an equipment point of view, but also in forging relationships ahead of the event – many units have maintained long-term relationships and gone on to host further camps together.

How do you protect my unit’s data?

We take the management of protection of data very seriously and understand the nature of the data we are storing. To better understand how we manage and keep your data secure, please read our privacy notice.

For any data related queries, please contact [email protected]

Can leaders volunteer during the event?

Leaders who are available while their Guides or Scouts are doing activities and who would like to volunteer will be able to do so. We will support you on a daily basis and will be running a helpdesk where leaders at a loose end will be able to check in and find out where we need help on the day.


Food and catering

Is all food included in attendance at WINGS 2020?

During WINGS 2020 we will provide your unit with the ingredients for breakfast, lunch and dinner over the 7 days.

I have a food allergy; will you be able to provide food for me?

Our professional Head of Food has an in-depth understanding of catering for people with allergies. During the event we’ll have all the 14 major food allergens covered (which accounts for 90% of food allergic reactions) in the menu.

The registration system will provide you the opportunity to make us aware of food allergies within your unit (based on the participant).

WINGS 2020 will be a nut free site and we will not include any foods that contains nuts for the catering of this event.

Leaders of units must take responsibility for ensuring the participants in their charge are not consuming food or drink that they are allergic to based on the medical forms completed by parents and carers.

How will you manage food waste?

Our food and catering team are designing menus to best manage and minimise food waste for example designing menus that have the capability to utilise surplus food. We are also working with local food banks and charities in Berkshire who will be able to use any food waste that is produced. In addition, all our disposables will be made from plant-based materials and will be fully compostable.

How will you be sourcing the ingredients?

We want to deliver an environmentally responsible camp. As a result we will be working to minimise the miles your food has to travel, providing you with fresh food with a smaller carbon footprint.


Programme

Do I need permission forms for all or any activities?

Yes, a single permission form is included as part of the registration process. We only run activities supported by the UK Scouting and Guiding organisations

If I have a disability, can I still participate in activities?

Yes, all activities are designed to be accessible, please advise your specific needs during registration so we can make reasonable adjustments where needed.

Are there restrictions on activities: age, height, weight, scout/guide?

All activities are suitable for Scout/Guide age and above, that is 10+. There may be some height/weight restrictions on specific bases. The mid-week WINGS programme is specifically designed for Cub/Brownie aged participants

Can I choose my activities?

We will schedule you for a range of activities during your week at WINGS. This enables us to maximise the amount of activities that everyone gets to do and our intention is for everyone to do everything!

Do I need special equipment of clothes for activities

You do not need to bring any special equipment. All you will need to bring are some clothes that you are OK to get wet and trainers or shoes that are good for walking in.

How will I know what activities I’m doing at WINGS 2020?

We will send you a schedule for your group before you get to WINGS with a copy you can pick up when you arrive at WINGS

Can I opt out of activities I don’t want to do?

We will schedule you for activities. You don’t have to do any so you have an option to no show or show up and not participate. Make sure your leader knows.

Can I swap activities with other participants?

You will be booked under activities in your name, which will be linked to your id tag and helps us to manage the activities safely and effectively.


WINGS in a day

How can i attend WINGS in a Day with my unit?

Unfortunately, WINGS in a Day is now full. We are operating a waiting list, please email [email protected] to be put on the waiting list and we will be in touch if space becomes available.

When will WINGS in a day run?

From 09:30 to 16:30 on Mon 27, Tue 28, Wed 29 , Thu 30 July and Fri 31 July 2020. Yep we know what you're thinking......that's a lot more than just one day.

Can Beavers, Rainbows, Brownies and Cubs come to WINGS?

Yes, WINGS in a day is a programme designed for a day trip to WINGS mid-week for our younger members.

How much will WINGS in a day cost?

The cost will be £15 per participant and adult leaders are free, this cost includes all activities but does not include lunch, so all participants and leaders will need to bring a packed lunch.

How will the day run?

The day will run from approximately 9:30am – 4:30pm including activities such as bouldering, inflatables, circus skills, crafts and team games.

Is transport included in the WINGS in a day price?

You will need to get yourself to and from WINGS in Windsor Great Park. Parking will be made available.

How many leaders do we need to bring to WINGS in a day?

You need to bring leaders in line with your organisational guidelines to supervise your group, leaders must remain with their group at all times. Leaders are free, but may not be able to participate in activities.

Will food be provided at WINGS in a day?

To keep WINGS in a day as cost effective as possible, food will not be provided and as such you will need to bring a pack lunch with you. There will be a selection of on-site concessions available, such as a cafe and juice-bar

When do you need participant details by?

We will require all participant information to be filled in by April 2020, so you can add an approximate number of participants and edit the booking up until this date.


Still have an unanswered question?

Please feel free to contact us via the online form, the following email: [email protected] or contact us via our facebook page.