Participant Hub

Every month our whole contingent comes together for an online catch-up. You'll receive exciting updates and news from the CMT, as well as the opportunity to meet other participants and IST members.

The link to join will be shared via email. If you've got something you want us to cover, leave a question on this Padlet. Recordings and slides will be shared on this tab.

Upcoming Roundups 

• Thu 2 May: Content to be released
• Tue 4 June: Content to be released
• Thu 4 July: Packing masterclass
• Tue 16 July: Pre-Departure Briefing
• Thu 8 August: Post-event blues and social
• Thu 5 September: Impact survey and legacy

Recordings and slides

• April: Travel tips (recording, slides)
• March: Post-event and Strandfest reveal (recording, slides)
• Nights Away Permit workshop (recording, slides)
• February: Travel docs and meet the Rover Reps (recording, slides)
• January: Path selection (recording, slides)
• December 2023: Main event, paths, kit, IST roles (recording, slides)
• November 2023: Kit (recording, slides)
• October 2023: Fundraising (recording, slides)
• September 2023: Post-event and top awards (recording, slides)
• August 2023: Registration (recording, slides)
• July 2023: CMT introduction & road to Roverway (recording, slides)

This document provides the role and training requirements for participants attending Roverway 2024. Counties, Nations and BSO are asked to support their patrol in achieving these requirements by 1 April 2024.

How to complete these requirements

• DBS check - arrange via a local volunteer (Appointments Secretary, line manager or administrator)
• Modules 1, GDPR, Safety and Safeguarding - complete e-learning and submit certificate to local Training Adviser or email to HQ
• Nights Away Permit - read December's blog
• First Response (by 1 May 2024) - speak to local Training Adviser to book onto a course
• Roverway Safe from Harm training (by 21 July 2024) - more information to follow from the Norway planning team

You may notice additional modules from the adult training scheme on Compass Personal Learning Plans (PLPs). These are outside our control, but are not required for Roverway. You may find them useful in this and other roles, and can get more information from a local Training Adviser.

The UK Contingent fee for UK-based participants is £1,999.

The fee includes:

• Issued kit package
• Travel from the UK to Norway
• Meals
• In-country travel from arrival airport to path, path to main site and main site to Copenhagen
• Roverway 2024 event cost
• Post-event in Copenhagen
• Return travel from Copenhagen
• Roverway on Tour and Patrol Leader Academy events.

Your fee is collected by your County/Nation/BSO, so speak to your local supporting leader for any financial questions. Counties, Nations and BSO may add to the UK Contingent fee, to cover local training, preparation events and other logistics.

We've provided means-tested grants worth £30,000 from our Inclusion Fund for World Scouting events towards individual fees.

Fundraising

Fundraising is an essential part of any international adventure. You can fundraise individually, as a patrol or a mix of both.

Check out some tips and tricks on our Build-up Blog.

This information was first shared as part of recruitment. We're re-sharing it to be a handrail for what to expect in the role.

A Patrol Leader (PL) is responsible for leading each patrol, with the support of an Assistant Patrol Leader (APL), IST and CMT, to help ensure that the patrol has an enjoyable and safe event. This includes to:

• Manage the patrol, ensuring deadlines are met and all members of the patrol are aware of decisions.
• Be the main contact for communications with the CMT, and distribute information to relevant parties (e.g. patrol members, parents/guardians, local Scouts teams).
• Attend UK Contingent preparation and training events.
• Nurture a strong patrol identity and facilitate the building of strong connections within the patrol, so that every member feels valued and respected.
• Encourage patrol fundraising.
• Support their patrol on event, making sure they are fit, fed and well supported, escalating any problems or concerns as they arise.
• Share your Roverway experience with others to encourage participation in future international experiences.
• Contribute to the Roverway review and feedback process. 

The role of PL does not include in loco parentis responsibility for patrol members, which lies with the CMT during the event.

Patrol Leaders are responsible in part for the safety of your patrol members. Part of our process to make sure that we can enable adventures and excitement without hazards and danger is making sure we've assessed and managed risks ahead of conducting any activity.

Working with the HQ Safety Team, we've produced a template risk assessment for patrols.

As part of the PL Academy, we'll be running a session with the HQ Safety Team to help build your skills in being able to assess risk. To help with this session you should read through our template risk assessment and add any additional risks you could see occurring, or control measures you could implement. Bring this to the PL Academy to discuss your ideas with the experts.

Click here for guidance on risk assessment and examples of other risk assessments.

Patrol Leaders are responsible for deciding their patrol's sleeping arrangements, remembering the following:

• Over 18 and under 18 year olds must not share the same tent
• A young person who turns 18 during the event must be treated as under 18 for the duration of Roverway (POR 4.3.1.3)
• Mixed-gender sharing is allowed
• All young people and their parents/carers should be happy with the sleeping situation
• Make sure you have enough space for all patrol members to sleep and store luggage (usually achieved by treating kit as 1 person, e.g. 3 people in a 4-person tent).

Due to our safeguarding requirements, we have agreed with the Norway planning team that there is no maximum number of tents for UK Contingent patrols. However, there is a request to optimise tent sizes to take up as little space as possible.

Further guidance can be found in our Nights Away and Camping guidance.

Everything you need to take to Roverway is given in our kit list, linked in the Useful documents section. More information is available in November's blog.

Branded kit and merchandise

All contingent members are issued with the following UK Contingent branded items:

• Hoodie
• Wicking t-shirt
• 2x necker/scarf
• 2x badge

These items have been issued to most participants who attended a Roverway On Tour event. Outstanding items (plus any additional branded clothing purchased in February) will be posted to individuals in late April.

Branded merchandise is available for purchase on Scout Store. This includes neckers/scarves, badges and other items chosen by our contingent.

Uniform

Participants will need an Explorer Scout/Scout Network uniform shirt with the following badges:

You may also wear Nation, award and activity badges appropriate to your section. It's fine to wear your normal uniform, but you can also choose to buy a spare for Roverway.

You'll need several important documents to travel to Norway and Denmark. Alongside keeping these safe throughout Roverway, you should also bring a physical photocopy, and have access to a digital copy (stored in the cloud). We recommend Patrol Leaders collect and have access to a digital copy for all patrol members.

Passport

You must have a valid passport with an expiry date no earlier than 5 November 2024.

You must ensure that we have your passport details saved on EventsAir. To submit your passport details send us a Support Form.

GHIC

You will also need a UK Global Health Insurance Card (GHIC) that's in date for the duration of Roverway. If you already have an EHIC, it's still valid as long as it's in date. The EHIC or GHIC and UK passport entitle you to state-provided medical treatment.

If you're currently aged under 16, a parent/guardian will need to apply for a GHIC for you.

All medical conditions and medication must be disclosed to the CMT via the Medical Needs Form, and you should also notify your PL.

All medication carried must comply with the rules in Norway and Denmark. You should:

• Source enough medication to last you for 20 days
• Keep medicines and medical equipment in their original, correctly labelled packaging
• Carry 2-3 days' worth in your hand luggage in case of baggage delays, with a copy of any prescriptions. Comply with Hand luggage restrictions at UK airports
• Carry the remainder in your hold luggage
• Check the expiry dates of your medicines will be valid for the duration of the event
• It's a good idea to travel with a letter from your GP that has details of your medicine and the name of the health condition that you need the medicine for (GP practices may charge for this service)
• Not carry more than for 3 months' use

Information sourced from the NHS website.

Medical equipment and devices

Ensure you have:

• Consumables for at least 20 days' use
• If electrical: spare battery packs (hand luggage) and plug adapters
• Instructions for use and troubleshooting failures
• Made sure PL/Path Leader aware

The legal age for consuming or acquiring tobacco products in Norway and Denmark (including vaping if containing tobacco) is 18 years old.

There will be limited smoking areas defined on paths and at the main site. Smoking is not permitted in any other area, or in any indoor space.

All participants should have access to some spending money for optional purchases such as snacks and gifts.

Since Norway and Denmark are near-cashless societies and both use different currencies, we recommend all participants should bring a debit/credit card instead of cash. Make sure you look for a card with no fee for international use.

We're looking into providing Patrol Leaders with a pre-paid card for essential spending, such as meals out in Copenhagen. We recommend Patrol Leaders also have access to a contingency fund which can be used for emergency spending.

Mobile phones are vital while travelling abroad. You need to consider how to keep yours powered for the entire event.

You should plan to have self-sufficient power for at least the duration of your path (although some paths may have electricity access). There will be some access to power banks throughout the main site but these will be in demand.

Here's some top tips when bringing portable chargers or battery packs:

• Must be carried in hand luggage
• Maximum capacity 100 Wh or 27,000 mAh per charger
• Compare your charger's capacity to your phone battery's capacity to know how many charges you'll get
• Clearly name your chargers to easily identify them at charging stations

You might also look at solar chargers to keep your patrol fully self-sufficient.

One of our objectives is "at least 95% of participants will feel they have shaped their own adventure and experience of Roverway 2024".

We're meeting this objective by involving participants in every step of our decision-making.

Rover Reps - 2 adult participants working closely with the CMT, and representing the UK Contingent at meetings with the Norway planning team.

YouShape Team - participants taking a leading role to shape and influence our plans and decisions, and supporting the delivery of the Youth Forum.

Youth Forum - our powerhouse of innovators and creators, open to all participants. Meeting monthly on the following dates:

• Thursday 18 April
• Tuesday 21 May
• Thursday 20 June
• Tuesday 16 July

Roverway 2024 can be used towards one or more of the following Top Award requirements:

• Residential section of the Duke of Edinburgh's Gold Award and King's Scout Award
• An international activity towards your Chief Scout's Platinum, Diamond or King's Scout Award ICV lists
• Nights away towards your Chief Scout's Platinum, Diamond or King's Scout Award

These requirements can be signed off by the PL for their patrol members, and by the CMT for PLs.

We are also encouraging all participants aged over 18 to complete the Scouts of the World Award alongside your preparation for Roverway 2024.

From 22-27 July, participants will explore a 'path' in Southern Norway, and maybe even in Denmark or Sweden. Our UK patrols will join around 5 patrols from other countries, under the supervision of International Service Team (IST) and Norwegian Scout Groups.

One of the highlights of Roverway is the opportunity for young people to truly shape their experience – and the variety of paths (up to 100 in total) will cater for many different interests.

Where can we get support on a path?

Start by considering if your issue will be able to be dealt with by yourself, between your patrol or by your Patrol Leader.

Paths are all lead by a Path Leader - a Norwegian Scout volunteer with experience in the area or activity. Alongside their team of International Support Team volunteers, they'll be your next line of support for issues while on your path.

For your whole time on Roverway 2024, you'll have contact details for the Contingent Management Team who will be able to remotely support you while on paths.

After 5 days on paths, all participants will come together on the main Roverway site at Lundsneset, Stavanger, from 27 July to 2 August.

The site itself

It's a grassy, exposed site, surrounded by sea on three sides. We're expecting 12-18°C, wind up to 15m/s, and rain 50% of the time (maybe less if there's no singing on the bus there).

The site is mixed-use, with some permanent buildings, such as a school, that may be used for the IST food house or toilet/shower facilities. Toilets and showers will all be individual cubicles.

What to expect

The main site is a melting pot of international cultures. You'll camp with the patrols from other countries that were on your path.

You'll receive a schedule to visit different activity zones, such as adventure, international and culture. Within each zone you'll have a wide choice of activities. There will also be structured evening entertainment.

Every day, someone from your patrol will collect food for the next 24 hours from your nearest of three food collection points. You might choose to cook and eat with other patrols to share stories over food. There won't be any shelter for cooking/dining areas.

On-site facilities include food shops, a camping equipment shop, cafes including the Rainbow Cafe (a safe space for LGBT+ members and allies) and food houses (where you can buy international food from other contingents).

There's likely to be a structured visit to Stavanger city. General access off-site is restricted, with rules and boundaries in place. All the exciting stuff plus everything you need can be found on site - you really won't want to leave!

There won't be a Wi-Fi network, but there is very good 4/5G coverage across Norway – far better than we are used to in the UK. Check roaming packages and consider upgrading or purchasing an eSIM.

A closing ceremony on 1 August will mark the end of the 11 days of Norwegian adventure, and the UK Contingent will travel to our post-event on 2 August.

The final part of Roverway is the post-event, which sees the UK Contingent come together for a shared and unique experience.

After leaving the Roverway site, we're holding an exclusive day of activities for the UK Contingent called Strandfest! Read more on the Strandfest blog. 

We'll then catch the overnight ferry to Denmark and travel via coach to the capital city, Copenhagen, arriving around midday. You'll have 2 full days to explore before returning home on Monday 5 August.

You can start to plan your patrol's itinerary using information from the Copenhagen blog.