2013 HAUTBOIS INFORMATION PACK

Hautbois Activity Centre5 Great Hautbois Road

Coltishall, Norwich,Norfolk, NR12 7JN

01603 737357admin@hautbois.org.ukwww.hautbois.org.uk

WelcomeHautbois Activity Centre opened in 1988 as a residential, training and activity centre, owned by Girlguiding Anglia. The Centre comprises an impressive 19th century country house, set amidst 28 acres of beautiful countryside located on the edge of the Norfolk Broads.

The Centre has its own private Cut linking onto the River Bure and offers a wide range of on-site activitie. With in-house accommodation for 45, and camping for over 300 people.

Since 2009 the Centre has developed significantly and now includes fully equipped training facilities, and a Yurt Village accommodating 48 people. We also offer a comprehensive programme of activity qualification courses throughout the year. Tailored programmes and packages are designed to ensure that customers enjoy a hassle-free visit, cared for by our friendly, experienced and knowledgeable team.

All facilities are available to hire either individually or as a package; contact our Bookings Team for more information.

Main HouseThe Main House has twelve bedrooms, eight ensuite, sleeping a total of 45 guests over two floors. There is a lift providing access to the first floor, leading to four accessible bedrooms, including one with wet room.

Each bedroom has a unique theme, and will sleep between one and eight people with a mixture of standard beds, pull-out beds and bunk beds. Rooms can be configured as required to suit guests’ needs.

Three training rooms are located on the ground floor and are available for training and meetings. Free wireless internet access is available downstairs in the House.

Oxfordshire is a state of the art training room with a capacity of 80 (theatre style). The room is equipped with projector, wireless internet and hearing loop. This room is also used as a dining area and leads out onto the terrace and back lawn.

Patteson Training Room has a capacity of 40 (theatre style), and is also suitable as a break out/seminar room.

Hertfordshire Room has a capacity of 20 people and is suitable as a lounge or bar area, interview or breakout room, and also comes equipped with a wall mounted TV.

A full range of training equipment is available to hire including LCD and OHP projectors, a colour printer, laptops, a whiteboard, flipcharts and stationery. The use of a colour photocopier is also available for a small fee.

Between 9.00am and 5.00pm staff will be on-site to assist you. There is no member of staff resident in the house overnight but are contactable by phone; to which group leaders have responsibility.

CateringFor Full Board bookings meal times are as below. These can be altered to suit your programme but please let us know as soon as possible.

Menus will be displayed on the notice board in the dining room.

We can cater for all dietary requirements but we must be advised with in a minimum of 2 weeks before the event.

Breakfast Morning Coffee Lunch Afternoon Tea Evening Meal8.30am - 9.15am

11.00am - 11.30am

1.00pm - 2.00pm

4.00pm - 4.30pm

6.30pm (NB 7.30pm on

Friday)

Below is an example menu. All our food is freshly prepared and cooked on site. We vary our meals according to the seasons.

We ask that you help the Catering Staff to clear your tables once you have finished and set them ready for the following meal time.

Friday- Dinner

Local sausagesserved with mashed

potato, buttered cabbage &

sweetcorn...

Apple crumble with custard

Saturday- Breakfast

Comprises of a self-service buffet with

croissants, porridge, cereal, toast and fruit

juice.

Saturday- Lunch

Jacket potatoes with various fillings

...Fresh fruit platter

Saturday- Dinner

Cottage pie with peas and carrots

...Lemon meringue pie

Sunday- Lunch

Roast chicken & stuffing with roast potatoes,

carrots & green beans...

Tiramisu

House Plan

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Hautbois CampingHautbois has seven campsites surrounded by woodlands and fields. Campsite bookings are subject to minimum numbers designed to accommodate a range of group sizes.

House East and Limepits Lower are equipped with a dry shelter with gas cooking facilities. House West has an unequipped dry shelter. All campsites are allocated a fridge and freezer as well as three altar fires. Firewood is available free of charge at various locations around the estate. The site also offers two large campfire circles, bookable in advance.

Showers are located behind the Main House and to the side of the main car park. Bins are located around the site for disposal of rubbish and recycling, excluding glass. Toilet blocks are located at various points around the estate. A chemical toilet disposal point is located to the side of the toilet block on House West campsite.

Laundry facilities are available to campers for a small fee.

Tents and equipment may be hired, the following are available: 2, 4 and 6-man tents, mess tents, ground sheets, chemical toilets with tent, pans and gas bottles. Please see out Price List or contact Hautbois for hire charges.

Yurt VillageAvoid the need to put up tents and hire our Yurt Village which can accommodate up to 48 people with plenty of space to sleep with a little more comfort.

The Yurt Village comprises of six, 16ft yurts and a 30ft yurt for dining/activities (also known as the Gurt!). These yurts are built in the mongolian style with canvas walls and roof on a wooden frame with a wooden floor.

Sleeping yurts are equipped with eight camp beds but still with plenty of space for bags. The yurts have plenty of height to be able to dress with ease.

Small scale cooking is allowed in the Gurt but for large gas cookers this needs to be in sepearte mess tent which can be hired from us and put in the village. Three altar fires are also available.

Shower, toilet and laundry facilities are the same as camping and can be located on the map found in this information pack.

Weather and ground conditions permitting, cars are permitted to drive onto camp sites for unloading bulky equipment. After unloading they should be parked in the car parks provided.

Hautbois ActivitiesHautbois has a full range of activities which provide an action-packed day on site. Our private Cut provides the perfect location for a safe introduction to watersports, or as the start of more advanced trip up the river and back.

With a mixture of adventurous activities, team building tasks and estate trails, there is something for everyone at Hautbois. Activity sessions are tailored to the individual groups and participants, using a ‘Challenge by Choice’ policy.

Sessions are 90 minutes long and charged per session. All equipment is provided; groups should dress appropriately for the conditions and activity. Participants on water activities should bring a change of clothes and towel.

Hautbois instructors are fully trained to standards set out by the activity National Governing Body, Girlguiding UK or in-house standards where no governing body exists. Activity ratios are 1 instructor to 6 participants for water activities and 1 instructor to 12 participants for all other activities. Groups should be accompanied by a responsible adult during activities. Hautbois recommends group sizes of 8 to ensure full participation and enjoyment, however the maximum group number is 12.

Many activities can be run by your own instructors as long as they are suitably qualified. All activities have safe operating procedures which must be adhered to at all times.

Please see the tables on the following pages for activity details.Green boxes indicate a suitable minimum age. Blue boxes indicate main curriculum targets met. The stars represent how well each activity meets targets for:T = Team Building C = Communication Skills I = Individual Challenge

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Keeping Your Group SafeIt is recommended that at least one adult should visit Hautbois before your booking date. This will ensure that you know the location of: Hautbois House, reception, toilets, lunch areas etc. We are always happy to receive staff for pre-visits by appointment. Adult helpers should be briefed about the visit and given a copy of this sheet.

SafetyThis is a high priority for our staff who will lead your programme for the day. Accompanying leaders with the group have the ultimate responsibility for the safety of their classes and should inform our instructing staff if they have any concerns. Visiting leaders should be particularly vigilant when arriving and departing, and then also at lunch-times, where they will be taking full responsibility for safety of their group. Groups who are staying overnight in the house, in the yurts or camping also have responsibility for their groups when not with Hautbois Staff.

RatiosAs advised by Norfolk County Council Adult:Child ratios are as follows:Nursery 1:2Reception 1:3Years 1-3 1:6Years 4-6 1:10-15Years 7-11 1:15-206th Form 1:20

Most of our land based activities work on a ratio of 1 instructor to 12 participants and our water based water based activities are 1 instructor to 8 participants. You will be advised if an additional instructor is needed at the time of your booking.

Useful Information Special Needs and DisabilitiesPlease notify us before the visit if any members of your party have any special needs, requirements or any behavioural difficulties of which we should be aware. This will enable us to prepare and plan for your visit so that all members of the group have a rewarding and worthwhile day. Please have a word with your instructor when you arrive if any issues or concerns have arisen that morning.

WalkingWe expect the children to walk at all times (except when running forms part of an activity in which case we will tell them!). This applies both in the buildings and outside.

Coach DriversWith our pre-visit pack we provide a letter for coach drivers. This includes a map of how to get to Hautbois and directions for garages, cafes etc. Please send a copy to your coach company before the visit and have a spare copy to give the driver on the day in case the company has not passed it on to him/her. You may wish to invite your driver to join the class on their activities (they like to be asked even though they will probably decline in favour of a nap). Drivers are also welcome to visit the centre provided they sign in at Reception.

Cold WeatherWe do not have a cafeteria so please encourage adult helpers to bring a flask with a hot drink if they wish. Please make sure that children (and adults) dress in clothing appropriate for any weather they might encounter. A dry start at school does not guarantee no rain at Hautbois though we do our best! We are hardy types so programmes will continue in all weathers.

Hot WeatherOur instructors will be mindful of the physical comfort of the group and may modify the programme to restrict the time spent in full sunlight. In Summer, children should be asked to bring sun hats and an appropriate sun cream.

EmergenciesThe first aid point is at Reception/Main office. There is a fully equipped first aid kit in the office. Other First Aid kits are located in each building and all instructors carry a kit when away from the centre. Please immediately inform our instructor leading your programme if there is an accident. If they are not available please notify our Duty Supervisor. Many of our staff are fully qualified First Aiders. Photographs of our First Aiders are displayed in the foyer of the main building for easy identification. Medical forms must be completed for all attendees and handed in on your arrival.

Hand WashingHandling natural materials on the site is often an important part of the visit experience and there will always be an opportunity to wash hands before eating.

Lunch TimesSchool staff are responsible for supervision of classes through lunch break. Care should be taken to supervise young children when picnicking outside, particularly near the river area.

ValuablesPlease note that we cannot accept liability for loss or damage to valuables, mobile phones etc. If these are brought onto the site, they must be kept with you at all times.

DrinksChildren need adequate supplies of cold water to keep their bodies, and particularly their brains working efficiently. We recommend that each child brings a reusable water bottle clearly marked with their name. A bum bag is the most efficient way of carrying this at all times in hot weather. At other times bottles can be left in day sacks. There will be an opportunity to refill bottles at lunchtime. Please encourage children to drink water at lunchtime rather than sugary, coloured drinks which are not effective in quenching thirst and can lead to disruptive behaviour.

Car Park and DepartureAdults should distribute themselves evenly through the group when crossing the car park. There should always be a responsible adult at the front of the group. Nevertheless we always take care when crossing the car park and entrance drives. Classes must always be supervised when queuing to get back on the coach. Lines should be formed close to the side of the coach to minimize danger from cars entering the car park. There has never been a traffic accident on site. Please help us keep this record unblemished.

Risk AssessmentsRisk assessments are carried out on all programmes, estate and house. These are reviewed annually.

Not all teachers embed their visits i.e. as part of the curriculum rather than a bolt-on activity but it should be encouraged. The Learning Outside the Classroom Council promotes this.

“Learning outside the classroom is not an addition to the curriculum but should become integral to it and a regular part of teaching and learning. To make sure that happens, it is important to build learning outside the classroom into the development of schemes of work and into curriculum planning at every stage.”

Participants will get more from their visit if they have carried out some preparatory work in connection with whichever topic or programme which they are to follow. There are also valuable educational opportunities in involving them in planning for the visit itself. There are in particular many environmental implications in a day visit.

Hautbois Website TourPreparation for a visit to Hautbois can be used to develop thinking skills. Pupils can explore the Hautbois website to the facilities and activities on offer.

Suggestions for pre-visit activities for young children include:• Drawing themselves appropriately dressed for the visit or activity,

with labels as appropriate e.g. hat, gloves, sun cream• Age-appropriate discussions about ‘risk management’ e.g. the

importance of staying together in groups and looking after each other, appropriate behaviour, etc.

• For older young people they suggest involvement in more complex preparations such as:• Carrying out research about a venue on the internet• Planning the journey using public transport• Negotiating and agreeing a code of conduct for a residential visit• Planning practical work to be carried out during the activity

MapsIn preparation for orienteering, compass course or the GPS course you may want to have a look at some maps.

• How do you know what area of the map is covered with woodland?• What features can you identify on a map?• Look at scales on a map• Does your school have a map?• What about a map of the buildings?• What do they understand of the terminology North, South, East,

West, grid references, longitude and latitude?

Pre-Visit Recources

The Waste Free LunchCan your group produce a rubbish free lunch? Here is a suggested strategy:1. Sometime before the trip ask each child to examine their usual

packed lunches. 2. Discuss what materials are used to wrap the food3. Which materials will biodegrade? 4. Which ones can be recycled? 5. How can this be done?If appropriate, children could research how various materials are produced.Encourage children to design a lunch pack using reusable containers. This might require substituting healthy unwrapped alternatives for pre-packaged chocolate bars.• Which items can be recycled?• Which containers can be re-used?• Which wrappings are biodegradable?

Terms and Conditions1. A provisional booking will be accepted by telephone or letter and held for 28 days.

2. Bookings can only be accepted when a completed booking form and relevant deposit have been received. Deposits are non-refundable in all cases.

3. Groups will be invoiced for any bookings not paid fully in advance and are required to settle within 2 weeks of invoicing.

4. Cancellations affecting full or part of the booking will be charged at 50% of the total booking fee if made within 12 weeks of the date of the booking, and in full (100%) if within 4 weeks.

5. Groups other than Guiding/Trefoil Guild must ensure they have adequate public liability insurance during their stay.

6. Guests are responsible for their own property whilst on the premises.

7. Smoking is not permitted inside any building.

8. Dogs are allowed on site at the Business Manager’s discretion. Assistance dogs are allowed on site.

9. Groups must ensure there is no disruptive behaviour both on and off site which could bring Hautbois into disrepute during their stay.

10. Groups are responsible for the cost of any damage they may cause.

11. Activity sessions which are to be taken by a group’s own instructor can only take place when Hautbois receives a copy of the instructor’s relevant certificate (if required).

12. Any changes to activity bookings must be notified at least 8 weeks prior to the booking.

13. Hautbois cannot be held responsible for any activities engaged in by parties at Hautbois which fall outside of its operational procedures.

14. Hautbois reserves the right to cancel a booking should the need arise. All monies paid to Hautbois in respect of the booking will be refunded in full unless the booking was terminated due to the group failing to meet the Booking Conditions.

15. Group Leaders are responsible for their groups when not being supervised by a Hautbois instructor. This includes all evening, residentials and camps.

16. These Terms and Conditions are subject to change; groups will be advised in writing of any changes.

Code of Conduct

EXPECTATIONS OF GROUPS

1. If staying in the house, groups are expected to respect the house and its contents. They are also expected to clear tables after meals and re-set for the next meal.

2. If taking part in Hautbois Activities all youth groups should have a leader present with the group, they do not need to take part.

3. Hautbois procedures should be followed when running Hautbois Activities as a self led session.

4. Groups should not play on Hautbois Activities unless they are on a booked session.

5. Groups should respect those camping by not walking through their site.

6. Site users are asked to help keep Hautbois healthy by not dropping litter, using bins provided and recycling where they can.

7. Group members should treat all staff and instructors with the same respect as they would wish to be treated.

EXPECTATIONS OF HAUTBOIS

1. All staff will act in a professional manner and every staff member will have an enhanced Girlguiding UK CRB disclosure.

2. Hautbois will endeavour to provide your group with your required Hautbois Activities, however required timings may not be accommodated due to demand.

3. Facilities will be presented in a clean and tidy manner.

4. Hautbois staff and instructors will be suitably trained for the activities being run.

5. Booking requests will be dealt with within 72 hours of receipt.

6. Hautbois will strive to make your visit fun, memorable, and to be accessible with a ‘can do’ attitude.

7. Hautbois staff and instructors will treat group members with the same respect as they would wish to be treated.