Borwick Hall Visiting leader Handbook

1. Borwick Hall Visiting leader Handbook Please take the time to familiarise yourself with this handbook and return it to your course director before you depart

2. Contents: Page 2: Contents Page 3: Course register Page 4: Bedroom list Page 5: Your Programme Page 6: Weather forecast Page 7: Fire Procedure Page 8: Emergency contact’s Page 9: Local services Page 10: Visiting group leader responsibilities Page 11: Centre routines Page 12: Arrival and departure routine Page 13: Activity kit list Page 14: Risk management summary Page 15: Evening resources Page 16: Tipi guidelines Page 17: Group fire guidelines Page 18: Orienteering and Head hunters guidelines Page 19: Head hunters map Page 20: Head hunters score sheets Page 21: Local area map Page 22: Site map Page 23: Group leader evaluation form Page 24: Children's evaluation forms Page 25: Example certificate Page 26: Blank bedroom lists

3. Course register Please complete appropriate number of course register sheets and keep a copy in this file for reference. Course director will display a duplicate copy in the office.

4. Bedroom List Please insert a completed bedroom list, Course director will display duplicate copy in the office

5. Your programme Course Director will insert a clean copy of the programme for reference & ensure this copy is kept up to date with any changes

6. Weather Forecast Course director will insert a weather forecast for reference and will keep visiting leader updated with additional weather information through the visit

7. Fire Procedure Person discovering fire: • Sound the alarm by using the nearest call point • Evacuate the building quickly and calmly, do not stop to collect personal belongings. Where possible close windows and doors • When clear of the building assemble in your fire meeting area shown below • Do not re-enter the building until authorised • Complete a roll call using the course register On Hearing the fire alarm: • Evacuate the building quickly and calmly, do not stop to collect personal belongings. Where possible close windows and doors • When clear of the building assemble in your fire meeting area shown below • Do not re-enter the building until authorised • Complete a roll call using the course register Fire meeting areas: Old Borwick - Tarmac area opposite East/West Beckside Beckside & Bungalow- Tennis court/ hard play area next to staff car park Stables - Grass lawn opposite accommodation

8. Emergency contacts Emergency numbers for out of hours only. You should contact customer care/ reception in the first instance Customer care – 07543844010 (emergencies only after 11pm) Centre management • 07872915908 • 07717130927 • 07887800981 Fire Brigade, Police & Ambulance - 999 or 112 Local Doctors -01524 720000 Lancaster royal infirmary -01524 65944 Lancaster Police -01524 63333 Dial 9 from any phone at Borwick hall for an outside line First Aid All Borwick staff are first aid trained. All First aid box’s can be used by anyone and are located in the following areas: Old Borwick – Kitchen and between baronial hall & Dinning room Beckside - North Beckside, opposite entrance East Beckside, opposite entrance West Beckside, opposite entrance Cafe - Kitchen and next to toilets Bungalow- Kitchen Reception- Next to main door Stables- Kitchen, main conference room and downstairs meeting area Climbing wall- Climbing store wall Minibus’s All instructors will also carry first aid whilst on session off site Automatic External Defibrillators (AED) Cafeteria, next to main door Corridor next to stables main conference room

9. Local services Local doctors: Ash Trees Surgery Market Street, Carnforth, LA5 9JU  Telephone 01524 720000 Fax 01524 720110 Lidl Booths Royal Lancaster Infirmary: Ashton RoadLancaster Lancashire LA1 4RP Telephone 01524 65944. Fax 01524 846346

10. Group leader responsibilities Visiting leader responsibilities • The visiting leader has overall responsibility for their group during the whole visit, although Borwick instructors will take a large amount of responsibility during activities • Visiting staff have sole responsibility for the group during free time, meal times and evenings. • Please be aware that the majority of injuries happen during free time Please; • Make your self at home • Rearrange meeting rooms as you see fit • Try to keep mud out of the buildings • Try to keep wet muddy clothing and equipment out of the bedroom’s • Try to keep drying rooms tidy and organised • Use the outside drinks area but please leave it tidy • Help us keep the centre tidy by encouraging your group to help tidy up after meals and each other etc... • Ask us if you require extra beds or any rearrangements in the accommodation. • Please don’t move beds yourself as this can create issues with fire safety, H+S etc… • Please don't use or allow your group to use any activity equipment without an instructor • Please keep noise to a minimum outside before 8am and after 10pm • In busy periods please do not use the cafeteria as a meeting/ briefing room as this can effect other groups mealtimes and the smooth running of the cafeteria Thanks for your help Course Directors Groups will be assigned a course director. The course director is your first port of call if you have any questions or need any help. They will manage the day to day running of your course

11. Centre daily routine • Morning meeting is usually 9.30am in your main meeting room. Groups should be wearing suitable clothing for their activity. Waterproofs and boots should not be worn to this meeting, this will be done as they leave the building to go onto activity. The course director will chat about the day and will ensure that everyone is adequately dressed for their activities. • Meal times are as stated on your programme It is up to the visit leader how the group will visit the serving hatch, table at a time or lining up is most common. At busy times the cafeteria staff might request that you sit your group at certain tables. Please organise for your group to clear their tables after they have eaten using the hatch near the double doors for dirty plates etc.. • Drinks The cafeteria coffee machine must be supervised when being used by younger visitors, it is up to the visit leader to decide when it is appropriate for the group to have tea/coffee. Fresh juice will be on the tables at breakfast and jugs of water will be on the tables at lunch/evening meals. The cold water machine is always available. Between mealtimes the outside drinks room is available and has a hot water boiler (which must be supervised), water and juice. Please help us to keep these drinks areas clean and tidy after your group have used them. • Living at Borwick Please help us to keep the centre clean by asking your group to clean their shoes when entering the building or remove them when dirty. We will make sure that your buildings are clean and tidy ready for your arrival. During your stay the cafeteria, corridors and communal bathrooms will be cleaned daily however we will not routinely clean your meeting room and en-suite bathrooms. Brushes and cleaning equipment is available, please ask your course director where to find this if needed • Free time Please refer to group leader responsibilities page in this document. It is useful to liaise with other visit leaders when planning evening resources and spaces. Lights out is at the visit leaders discretion.

12. Arrival routine The following points will be covered in an order appropriate to your group, the weather and the time available. • Meet at bus, drop bags in a storage area then head into meeting room • Welcome talk by course director • Visiting leader and course director meeting • Group health and safety tour • Fire drill • Collect equipment • Activity session • Evening meal • Make beds and settle into accommodation It is the responsibility of the visiting leader to ensure that all beds are made prior to the group sleeping in them, your course director will leave the appropriate amount of bedding out for you. Departure routine Before activities • Strip beds and leave bedding in the following areas Beckside -Coloured wheelie bins near meeting room’s Old Borwick -Dining room Stables -Downstairs meeting area Bungalow -Entrance hall Bedding should be left with bottom sheets, pillow cases and duvet cases in separate piles not obstructing walkways or exits • Move all luggage to storage area, check with course director as this might be a different area than on arrival • Litter should be paced in the bins provided • Bins should be emptied into large bin bags then left next to dirty laundry Once you have met for activities there will be no access to the accommodation blocks After activities • Return equipment • Final meeting, evaluations and goodbyes • Lunch • Depart Your course director will stay with you until you have loaded onto the coach and departed site Arrival and departure routine

13. Activity kit list Below is a guide to what kit groups should meet the instructors with, this is not comprehensive and kit needed may change due to weather conditions and session plans. Your course director will advise you on these changes Rocky Ramble On site activities • Appropriate outdoor clothing • Walking boots • Waterproofs • Rucksack • Medication • Appropriate outdoor clothing • Outdoor shoes/ walking boots • Waterproofs • Medication Water sports • Full change of clothes including towel & shoes • Old trainers • Appropriate outdoor clothing • Waterproofs • Medication • Appropriate outdoor clothing • Walking boots • Waterproofs • Rucksack • Water bottle • Medication Ghyll Scrambling Caving Adventure day • Full change of clothes including towel • Warm outdoor clothing • Walking boots • Waterproofs • Rucksack • Medication • Full change of clothes including towel • Warm outdoor clothing • Wellies (if owned) • Medication Instructors will check that the each group member has the appropriate equipment before starting session and will issue extra kit or give time to collect additional clothing where needed.

14. Risk management summary Please insert a current copy of the risk management summary

15. Evening resources Resources are available to help manage free time with your group. In busy periods, when you are sharing the site with other groups please let your course director know what centre resources you plan to use. This allows time to liaise with the other groups and also give you the appropriate resources. Free time including using the Borwick Hall resources are the sole responsibility of the visiting group leader. Please ask your course director or customer care if you would like any of the following resources Activity resources available • Tipi’s, as an evening session or to sleep in for a night! • Local area maps (local walks) • Group fire area • Orienteering • Head hunters • Table football • Please refer to the guidance notes on the following pages for all evening resources Other resources available Gift shop Available at request, generally after evening meals. Please speak to your course director or customer care Evening drinks and snacks Each building has facilities to make hot&cold drinks and snacks after the cafeteria has closed. In Beckside toasters can be made available at request. Please manage this facility yourself and leave it as you would like to find it

16. Tipi Guidelines Access: Please check with your course director before using so they can make sure they are available Equipment: Fire extinguisher, fire blanket, 4L water minimum, Wood can be found around the grounds and fire lighters are available upon request Guidelines: • It the visiting leaders responsibility to prepare and manage the tipi session, this includes lighting and managing the fire • Leave access clear to the doorway • Please collect a fire extinguisher, fire blanket and water from the office and have them handy in case needed. Please return these to the office after use • Fires must be kept small and within the fire pit, do not allow wood to hang over the edges • Please do not place anything hot on the wooden decking or attempt to move the fire pit once lit. • Whilst the fire is lit all bedding must be pushed back against the sides of the Tipi, well away from the fire • When toasting marshmallows the group should be briefed about what to do when molten as they can cause severe burns • Fires should not be left unattended at any time • Fires must be extinguished with plenty of water before leaving the Tipi's • In the event of a fire getting out of control evacuate the Tipi and call 999, do not attempt to re-enter the Tipi. Make your way to the tarmac in front of Beckside and wait for the fire brigade • Lancashire County Council operates a No Smoking Policy Please do not smoke anywhere on site or in the Tipi's

17. Group fire guidelines Access: Please check with your course director so they can make sure it is available Equipment: Fire extinguisher, fire blanket, 4L water minimum, Wood can be found around the grounds and fire lighters are available upon request Guidelines: • It is the visiting leaders responsibility to prepare and manage the group fire session, this includes lighting and managing the fire • Keep the area surrounding the fire clear and free from trip hazards • Please collect a fire extinguisher, fire blanket and water from the office and have them handy in case needed. Please return these to the office after use • Fires must be kept small and within the fire pit, do not allow wood to hang over the edges • Fires should not be left unattended at any time • If toasting marshmallows then the group should be briefed not to wave them around and to be very careful once molten as they can cause severe burns • Fires must be extinguished with plenty of water before leaving the area • In the event of a fire getting out of control evacuate the area and call 999. Make your way to the tarmac in front of Beckside and wait for the fire brigade

18. Orienteering + Head hunter Guidelines Orienteering Experience is needed to be able to run a successful orienteering session, if you are not experienced at running this type of session then please ask your course director about head hunters Access: Please ask your course director if it is available Equipment: Orienteering pack, Whistle Guidelines: • Groups should have a call back in place i.e. Whistle means come back • Groups should be briefed to stay within the grounds and away from out of bounds areas Head Hunters Access: Free access anytime Equipment: Whistle, (score sheet + example + Map on following pages) Briefing: Woking in teams of around 3 you must search the grounds for the head hunter signs. Once you have found one you must remember the name and number then report back to the leader who will mark you on the score sheet. There are 16 to find but you can only find one at a time. Stay together as a group, stay away from out of bounds areas and out of buildings. If you hear a whistle come back. GO!!

19. Head hunters Map Course director to insert head hunters map’s

20. Head hunters score sheet Course director to insert Head hunters score sheet’s

21. Local area map Ask your course director for popular local walks or more copies of local maps

22. Site map

23. Evaluation Forms Course director to insert leader evaluation forms

24. Evaluation Form’s Course director to insert children’s evaluation forms

25. Certificate Course director to insert example certificate

26. Blank bedroom lists Course director to insert blank bedroom lists