Frequently Asked Questions
HELIDON STANDARD PROGRAM (CABINS)
Got a question? Perhaps it’s been answered previously. Contact our office if we haven’t addressed it here.
1. I have a special diet. Do you cater for vegetarian/vegan/gluten free etc. Yes, our menu is nutritious and child friendly. We are able to cater for gluten free and vegan diets in our Helidon Standard Program at an additional charge of $3 per meal, and also lactose free at no additional cost. If you have a specific or alternative requirement that is not catered for due to health requirements, religious belief's or supplementary needs, please feel free to bring what is required and our catering staff will be happy to prepare it for you. Please contact our office with any questions regarding food or if you would like to discuss your diet with the Catering Manager.
2. My final numbers are under the Minimum Financial Commitment (80% of booked number). What do I do? While every care is taken by us to remind you to check enrolment numbers at the start of the year, we do require payment for 80% of the booked number, as you have entered into a binding contract by submitting your booking form. We can suggest the following: Contacting each parent/participant by phone to encourage more participants to attend, Adding another year level to your camp, Bringing some additional participants from a higher year level as 'helpers', Contacting another organisation close by to see if they have participants who would like to join your group, Approaching charity groups or churches in your area to sponsor participants who are not able to afford to go on camp, or Raising money through fundraising to cover the 'gap' amount that your attending participants will not cover.
3. I am organising our camp for the first time. What do I need to do? The Pre camp information checklist below will cover requirements for camp coordinators. It was sent as an attachmentin response to your booking.
4. Where can I find your risk assessments? The link to Risk Assessments (RA's) for your scheduled activities in our Helidon Standard Program will be sent to you with your program. If you need access to Risk Assessments earlier, please follow the link below.
5. Do some of them need to be reviewed? The dates for Review on our Risk Assessments are for internal review purposes only and do not indicate that an activity is “out of date”. Whenever an activity is altered in any way, either in procedure, location, sequencing or safety (including briefing and debriefing), the activity is reviewed accordingly and updated. If a review date has lapsed, it simply means that there have been no alterations made to the activity since it was last reviewed. This in no way compromises safety, it just indicates that the activity and the safety measures currently in place are still adhered to by our staff as per the Risk Assessment document.
6. Can I have a copy of your insurance certificate? Our insurance certificate can be downloaded as a PDF under the Health & Safety tab on our main web page.
7. What if it rains? Should we postpone our camp? No, we are more than happy to run your camp in the rain, and expect to have a successful outcome regardless of weather. Don't forget your raincoat. We do have undercover areas which can be used as alternative activity venues. Exceptions to this would be major flooding which could cause dangerous situations.
8. Can our Bus Driver be accommodated at the campsite too? Our policy is that Bus Drivers will not be accommodated on site during day visits and camps, unless prior arrangements have been made with our CEO. The reasons for this and suggested alternative arrangements are detailed in our Bus Driver Policy. Please familiarise yourself with this policy before making arrangements with your bus company of choice.
Checklist for Group Coordinator
Helidon Standard Program (Cabins)
Please find below a list outlining the requirements for the Group Coordinator. Our office staff are available if you have any difficulties with these requirements.
- Booking Form Submission – Once you’ve secured a date with our office, please submit a booking form via our website under the bookings and costs tab. Familiarise yourself with our Minimum Financial Commitment Policy under the Bookings tab (booking procedures) which outlines our pricing policies. This includes your commitment to pay a minimum of 80% of your booked number.
- Deposit Invoice- Upon receipt of your booking form, we will send you a deposit invoice for approximately 10% of the final amount owing (minimum deposit invoice = $220 including GST). We will also send a copy to your finance department email which you have supplied on your booking form. Once your deposit payment is received, your booking is confirmed!
- Contacting Camp Participants with Information- Our website includes information which you will need to provide to the camp participants. You can find a 'what to bring' list, sample programs, a menu, and current prices on our website which can be used when drafting a letter to send home with potential camp participants. Please ensure that you have allowed sufficient funds to cover transport when advising participants of camp costs. On your camp form to participants, you will need to include pertinent medical information, swimming ability (we will provide life jackets for water activities), and any special dietary requirements. Our expectation is that your organisation has standard camp forms which include permission and a disclaimer, which will be signed by Parents or Guardians of the participants (where required).
- Group Staff Requirements and Night Activities- We require a minimum of one of your staff per activity group (usually between 20 - 30 participants) as well as one additional staff member for floating between groups. Your staff will be responsible for supervising participants during meal times, free time and overnight as well as administering any medical attention deemed necessary during camp. Emu Gully staff will run all of the activities through the day and one night activity. Your staff will be responsible for organising and supervising all other night activities.
- Program sent to you- We will send your customised program 6 weeks prior to camp. This will outline arrival/departure times, activities and meal times. We will also include prices, a 'what to bring' list and highlight information that you’ll need to provide our office prior to camp. If Risk Assessments are required please follow this link. https://www.dropbox.com/home/Staff%20Handbook/Part%204%20Standard%20Camp/OP%20%26%20RA/RA
- Information requested about your group- Please advise the following information no later than 2 weeks prior to camp:
- Final numbers- including male/female breakdown for staff and students
- Special Diets- Please email a list of any special diets for staff or participants
- Certificate List- Camp participants for 2 - 5 day camps which run through the week will receive a certificate upon completion of their camp activities. To ensure that all participants for camps receive a certificate, please email an electronic list of names to the Emu Gully office. The list needs to have participant's first name and last name in separate columns, preferably in Word or Excel format.
- Non - Swimmers- Upon arrival at Emu Gully, please give your facilitators a list of the names of any non-swimmers or weak swimmers. They will be provided life jackets for water activities.
- Medical Information - Please advise Emu Gully Office of any medical information which will impact your camp
- Participant activity group list not required- Emu Gully staff are happy to allocate activity groups upon arrival, in conjunction with your staff. We often find that this produces more effective outcomes. If you require dormitory allocation prior to arrival, please contact our office.
- Keep us updated - We anticipate numbers will fluctuate for various reasons in the two weeks prior to your camp. This is normal and should not cause concern unless your group numbers drop below your Minimum Financial Commitment (80% of your booked number). Please keep us updated via email if your numbers / dietary requirements change throughout this time. Please be aware that changes in numbers for your group or other groups attending can alter your allocated dormitories leading up to camp.
- Client Information Pack- When your group arrives at Emu Gully for camp, our facilitators will give you a client information pack. This pack contains information relevant to your camp experience. Details covered include a brief explanation of the philosophy behind the Emu Gully approach as well as a wide range of logistical information which may be useful throughout the course of the camp.
- Arrival Time- Our Camp Facilitators will meet your group at the Big Green Shed when you arrive at Emu Gully. They are always ready for your group 1/2 an hour prior to your anticipated arrival time. We will not be concerned if your group arrives up to 1/2 an hour later than anticipated because we understand that late participants or road works are normal set-backs. If you anticipate that you’ll be arriving more than half an hour later than expected, please contact our office and we will notify your facilitators.
- Camp. You made it!- Upon arrival, Emu Gully and group staff will have a brief discussion (5 - 10 minutes) covering camp goals, participants with special needs, first aid and emergency / fire evacuation. Please be prepared to communicate with our staff regarding these matters and ask any questions that you have about your role at this time. You will need to sign a Disclaimer form as part of your supervisory / participating role during camp, prior to the program beginning. Your facilitators will bring this to your attention during the staff welcome brief.
We are looking forward to partnering with you and trust that your group will have a successful and enjoyable camp experience!