New Email: gilweroo@scoutsvictoria.com.au
August 2022
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, this year on Nov 18-20 at our new home in Elmore. We offer over 40 activities, which run in two scheduled streams of 11 with the remaining 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 https://www.gilweroo.com.au.
If you're a scout who wants to attend, or a scout parent who thinks your child may be interested, then talk to your Unit Council and Scout Leader about signing up.
If you're a Scout Leader, then there is information below that should help you get organised. Venturers and Rovers can also get involved.
What's making news?
Handy Links
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Bookings and Registrations are managed by the Unit in the Manningham Events System at https://events.manninghamscouts.org.au/.
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The Gilweroo Service Desk is located at https://gilweroo.camp/jira/servicedesk/customer/portal/4
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There is quite a lot of useful and helpful information at our main website https://www.gilweroo.com.au
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.
Scam Warning
In previous years we have had reports of scammers setting up "Try Booking" events that purport to be the Gilweroo Booking Site. Gilweroo does not accept funds online via any method other than BPay (biller code 4903) or PayId (phone 0479 044 593 - 04790 GILWER).
Scout Leaders
If you wish to use Try Booking for your own collection of funds please advise your parents of the specific details and also indicate include your Group name on the site so others don't use it by mistake. If you are not using Try Booking, please tell your parents this.
Parents
If you want to make payment for your child, check with their Scout Leader to determine how they want the money paid.
A visit to Elmore
On Sunday July 25, a number of the Gilweroo team visited the Elmore Events Centre to inspect the site and to determine where we are going to fit everthing (not that there is a lack of room).
We were pleasantly surprised by how green everything was looking. We're told that things generally don't start to go brown until mid-December so we're looking forward to a lush environment for our November camp.
Significant Dates
Bookings Opened June 1
Invoices to be issued August 1
Youth Detail Registration starts September 1
Victorian Term 3 Ends September 16
Early Bird Closes September 18
Victorian Term 3 Starts October 3
Final Unit Numbers October 15
Full Payment October 21
No Refunds after October 21
Final Patrol Sizes October 28
Adult/Venturer Registrations End November 17
Arrivals from 5pm Friday November 18
All participants are expected to arrive Friday night
Activities commence 8am Saturday November 19
It's all over 3pm Sunday November 20
How to Book and Register
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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 Manningham Events system at https://events.manninghamscouts.org.au/ and clicking on Register Troop for Event in the section titled Gilweroo 2022.
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. This process will open on September 1st.
Activities
These are some of the Activities we hope to run in 2022: Abseiling, Air Rifles, Archery, Badge Swapping, Badgers Billiards, BMX, Boledoras, Bubble Soccer, Bush Boards, Bush Putting, Catapaults, Catch 4, Clay Modelling, Crate Stacking, Disco, Giant Bee Bee, Giant Kerplunk, Lyall's Challenge, Movie, Pet Rocks, Pyrographics, Remote Control Cars, Rock Climbing, Rock Crawlers, Rocket Launchers, Run Grab & Slide, Slot Cars, Sock Wrestling, Space Shuttle, Speed Ball, Spiders Web, Stack n Crash, Straws, Sumo, Tattoos, T-Shirt Printing, Twist Off, Twister, Water Park, Water Slides, Wet n Wild, Wolleyball (yes, with a 'W'), Zorb Balls. NOTE: Some of these activities may not be able to run as they are dependent on numbers.
Activity Leaders and other Independent Adults
All independent adults attending Gilweroo need to be registered in the Manningham Events System. If staying overnight, they must be current members of the Scouts Association of Australia. Where this is not the case, individual situations will be predetermined by the Gilweroo Committee. This applies to Activity Leaders from State Adventurous Activity Teams, Leaders attending without their home group, Adult and Parent Helpers, Rovers and activity specialists.
Where it is not possible for individuals to register in the prescribed manner, they should contact admin@gilweroo.com.au in the first instance.
If catering is required, this must be requested through the Gilweroo Service Desk. Gilweroo cannot offer accommodation as there are no onsite facilities. Everyone must provide their own tent.
Venturers
We welcome Venturer Units and individual Venturers who want to come and assist with the running of the camp. Registration is via the Manningham Events System and can be done by clicking Register Youth when logged in as your Home Group or from the login screen by clicking Register Independent Leader.
Venturers who require catering by Gilweroo, need to apply for these services on our Gilweroo Service Desk. Gilweroo cannot offer accommodation as there are no onsite facilities. Everyone must provide their own tent.
For more information, please contact our Venturer Team at venturers@gilweroo.com.au.
Rovers
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. The Gilweroo committee have a Rover Liaison officer who is responsible for all things "Rover" at Gilweroo leading up to and during Camp. They can be contacted at rovers@gilweroo.com.au. Rovers who require catering by Gilweroo, need to apply for these services on our Gilweroo Service Desk. Gilweroo cannot offer accommodation as there are no onsite facilities. Everyone must provide their own tent.
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.
Friday Night Meetings are a thing of the past
If there is one thing we have all become familiar with over the past 2 years, it's ZOOM. In order to provide Units with more time to setup camp, we will be conducting our usual Friday night meetings via Zoom in the fortnight leading up to the camp. There will be meetings scheduled for Unit Leaders, Activity Leaders, Patrol Leaders, etc, and also for Units that need to travel more than 3 hours* to home. For those familiar with the usual argy-bargy that occurs during and after the Unit Information Pack distribution on Friday night, this means that it can start considerably earlier in the evening. (No promises that it will be any better than usual, but we'll try 😊)
*Time is based on returning to the Unit Hall on a Sunday afternoon in November as judged by Google Maps.
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 R4 (i.e. Rosaia Road main entrance). This must be pre-registered by using our Service Desk. This doesn't mean that parents can't come and help on the weekend, you just need to be registered as an Adult Helper with Scouts Victoria and have undergone the necessary security checks.
Trailers
Any Unit wishing to keep a trailer on site, this is allowed but not attached to a car. To comply with OH&S requirements, suitable stands and wheel chocks will be required. Axle Stands are available at Repco, Total Tools, Bunnings, Supercheap Auto, Autobarn, Sydney Tools and, of course, Gumtree and Ebay. You can even hire them from Kennards. Camper trailers or Caravans for Line Leader use are not permitted.
* This is by no means a definitive list and does not imply any specific recommendation.
Vehicle Access to Elmore Events Centre
In order to meet strict OH&S requirements, unauthorised vehicles are not permitted in the main camping and activity area within the venue after midnight on Friday night until the gates are opened on Sunday. Even then, limited vehicles will be provided with early access where the travel time to home is significant. All vehicles entering the park to drop off or pickup people and equipment must first be registered with Gilweroo. This can be achieved by accessing the Gilweroo Service Desk. See details at Service Desk.
On Friday night we will be limiting the number of vehicles each unit can take to their campsite. Only vehicles carrying bulky or heavy equipment and/or food supplies will be allowed into the camping area. Given the distance to Elmore, we recommend that parents and leaders start making arrangements for car pooling in order to get their participants to the camp.
Car Parking
Car Parking will be onsite at the Elmore Events Centre. The car park will close at midnight on 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 park will close at midnight and reopen at 7am on Sunday morning.
Power
The Elmore Events Centre has not been booked for powered camping. If a unit or leader has a need for overnight power to run a CPAP or similar, arrangements must be made by that leader or unit to power the device that does not include a generator. Most modern devices will run off 12v or 24v batteries.
Frequently Asked Questions
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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. -
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. -
Can I change my patrol makeup after Registrations close?
The patrol makeup can be altered up until October 28. After this time, no changes can be entertained. -
How late can I make payment?
Closing date for final payments is October 21, but unless you are using PayId you will need to bank your money prior to 6pm on October 20 for us to receive it by the deadline. -
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 18. Any scouts added after this time will need to make full payment. -
What is the Gilweroo refund policy?
No refunds will be made after October 21. If a youth member can no longer attend, they may be replaced by another scout up until our final changes deadline of October 28. -
What if the camp is cancelled due to a COVID lockdown?
In the event of a COVID lockdown affecting the event, our policy is full refund up to October 21 as mentioned above. Beyond that date, after settling any costs incurred to that time, we would distribute all remaining funds to applicants.