August 2019 

What is Gilweroo?

Gilweroo is a patrol based activity camp that runs from Friday night until Sunday afternoon and usually entertains over 2000 scouts. It's run towards the end of November (Nov 15-17, 2019) in Mt Martha. We offer over 40 activities, which run in two scheduled streams plus a bunch of other activities to fill in the kids' spare time. It's a low cost event being only $55 per youth member, and we even offer a discount on that price. NOTE: This does not include food.

If you want more information, read on and also have a look at our website at

If you're a scout who wants to attend, or a scout parent who thinks your child may be interested, then get your Scout Leader to signup the troop.

If you're a Scout Leader, then there is information below that should help you get organised.

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What's making news?

Gilweroo is a Scouts Victoria Child Safe Event


Scouts Victoria is a Child Safe organisation with zero tolerance for any harm, abuse or neglect. We value the diversity of our members, including gender, sexuality, race, religion and ability. Visit the Scouts Victoria Child Safe Scouting webpage for more information.

A Note from the Camp Chief


Bookings for Gilweroo 2019 have been open since July 1st via our website.  So far, over 30 groups have gone online to register their Troop to attend.  Don’t disappoint your Scouts - go to our website to book now..
This year again we are running the same programs as previous years and recommend that Omega is best suited for Scouts over 12 years of age and Sigma best suits your younger Scouts.  By having your younger Scouts participate in the Sigma Activities, it encourages them to want to come back the follow year to have a go at Omega Activities.  To find the Activities for Omega and Sigma, please visit our website. 
Following our recent Committee Meeting,

  • we can confirm that our Car Parking will run the same as 2018

  • all major Activities have been confirmed to attend this year

  • the Committee is again looking into improving some of the Activities for 2019

  • again the Badge swapping club and T/Shirt Printing will be part of this year’s camp.  (Please make sure your Scouts have a suitable item for printing on along with some badges for swapping)

Leaders, a reminder that for our camp to be able to run smoothly, we ask that you are aware that you are required to assist on an Activity over the weekend.  Rosters will be put into place.  
So that you and your Scouts are looked after over the weekend (i.e  fed), please make sure that you arrange for a cook (parent helper or fellow leader) to help over the weekend.       
Activities will run from 7:45am Saturday till 6:00pm, from 7:00pm till 10:30pm we run a Movie and Disco.  On Sunday, activities start at 8:00am until around 2:30pm and final Parade soon after.

Bryan Crow
Camp Chief


Significant Dates

Bookings Opened July 1

Early Bird Closes September 16

Victorian Term 3 Ends September 20

Victorian Term 4 Starts October 7
Final Troop Numbers October 20
Full Payment October 20
No Refunds after October 20
Final Patrol Sizes November 3
Arrivals from 5pm Friday November 15
All participants are expected to arrive Friday night
Activities commence 8am Saturday November 16
It's all over 4pm Sunday November 17

Our Accounts and Your Invoices


We're introducing Xero accounting this year, replacing our legacy home grown system. We expect a few hiccups along the way and hope you'll bear with us. In fact, the first glitch in the new system was with most of the invoices we sent out on July 22. All of our BPay References this year start with 044, however, there were quite a few that were missing the leading zero. When you go to make a payment, it will probably fail. Simply precede the published Reference number with the missing zero and it will be accepted.

How to Book and Register


Yes, Booking and Registration are two different actions. When you Book, you are telling us how many Scouts, Leaders and others that you anticipate attending. When you Register, you're telling us who is actually coming. We will insist on a Booking before we will process your Registration, so please do the booking first. This is achieved by logging into the Event Online Bookings system at and clicking on Register Troop for Event in the section titled Gilweroo 2019. This process opened on July 1st.

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Registration is a different process. This is where we get actual details of the people attending and it's just opened. Start chasing your numbers and book early. We find that our places fill up quickly and we wouldn't want your kids to miss out.  

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We welcome Venturer Units and individual Venturers who want to come and assist with the running of the camp. For more information, please contact our newly appointed Venturer liaison officer, Ian Mortlock, at



We're also keen to engage Rovers to assist. There are at least 5 crews that regularly help out. If your group has a Crew attached, please let them know we could do with their assistance. Of course, we also welcome individual Rovers who want to assist even if their crew is unavailable.


Gilweroo Service Desk

The Gilweroo Service Desk is available for requests. It is distinctly possible that you already have a login to this system. We have used it for the last 4 camps. Your username is likely to be your email address. If you can't remember your password then you can use the Forgot your password? link. This uses your email to identify you, so it doesn't matter if you cannot remember your username. If you don't think you have a login, click on the Sign up for an account link. If it turns out that you do have an account using your email address then JIRA will tell you.

NOTE: We have found that the JIRA Service Desk software works much better on a Windows PC so if you're having difficulties with a mobile phone or iPad, please try to use a PC.

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Friday Night Meetings

The following meetings will be held in the Side Show Alley Marquee behind the HQ building ("The Lodge") or in HQ itself on Friday night


Patrol Leaders


Activity Leaders







(No leaders to attend, PL's only)

(No leaders to attend, PL's only)

At least one leader from each Troop

At least one leader from each Activity







Activity Updates

Air Rifles

Air Rifles is on this year’s program again after a great kick start with our team from the Sporting Shooters Association taking control.  If you are a Leader with a Shooter’s Licence and would like to be part of this team, please email

Zorb Balls

This year, as last year, we have employed a professional business to supply, set up and run the Zorb Ball activity with assistance from our Leaders.

Rock Climbing

Rock Up will bring their Rock Climbing tower again, which will have five ropes running.

Bubble Soccer

We have a new supplier this year, but would like to thank Helen and Steve from Crazy Bubble Soccer for their fantastic support over the last few years.

Movement of Scouts

Leaders, please make a note that Gilweroo is a closed Camp to parents or families.  If you have an adult coming to collect a Scout or return a Scout back to camp during the weekend, this will all be done via GATE 2 (i.e. Hearn Road main entrance). This must be pre-registered by using our Service Desk.


Any Troop wishing to keep a trailer on site, this is now being allowed but not attached to a car.  To comply with OH&S requirements, suitable stands and wheel chocks will be required.  See our details at Trailers. Axle Stands are available at Repco, Total Tools, Bunnings, Supercheap Auto, Autobarn and, of course, Gumtree and Ebay*. You can even hire them from Kennards. Failure to comply will result in your trailer being moved, under instruction from the Camp Chief, to an offsite location.

Car Parking


Car Parking arrangements are the same as last year, with all vehicles needing to be parked in one of our offsite car parks. These car parks will close at 1am on Saturday morning (Friday night), so if you have leaders arriving after that time, they should come in the morning at opening time, 7am. On Saturday night the car parks will close at midnight and reopen at 7am on Sunday morning.


* This is by no means a definitive list and does not imply any specific recommendation


Frequently Asked Questions

  1. What is the difference between Omega and Sigma activities?
    Each activity stream consists of 11 scheduled activities. Some of these are common to both streams and some are unique. Our most popular activity is the Air Rifles which is part of the Omega stream. There are some conditions that apply specifically to Air Rifles: the participants must be at least 12yo and MUST have permission from a parent or guardian to participate.

  2. Can all the patrols from our group participate in the Omega stream?
    No, in order to ensure fair access for all attending troops, we expect that troops will balance their scouts across both activity stream. If they don't, we will.

  3. Can I change my patrol makeup after Registrations close?
    The patrol makeup can be altered up until November 3. After this time, no changes can be entertained.

  4. How late can I make payment?
    Closing date for final payments is October 20, but you will need to bank your money prior to 6pm on October 18 for us to receive it by the deadline.

  5. What is the Early Bird discount?
    For an Early Bird discount of $5 per youth member, payment must be received in our bank account by Sep 9. Any scouts added after this time will need to make full payment.

  6. What is the Gilweroo refund policy?
    No refunds will be made after October 20. If a youth member can no longer attend, they may be replaced by another scout up until our final changes deadline of November 3.