Ashdown District Incident Hike 2008

For those of you who are taking part, this email contains a lot of useful information and it will save time at the start if you print this off and bring it with you to the event.

I will print and laminate an A4 colour copy of a higher resolution version of this map for each team taking part, and will issue them at the start. Please print your own additional copies as you require (at least one copy needed per checkpoint).

It would be useful if you could show the map to your Scouts ahead of the event, making sure that they understand the very simple rules that are printed at the bottom RH corner of the map, and also the scoring system, detailed below.

Please note that the hike is very different to those in previous years, being much shorter in length and (hopefully!) contained within a more compact area. But this is made up for by the fact that navigation will be more difficult in the forest.

There will be six checkpoints, staffed as follows:
1) Phoenix Leaders;
2) Network Leaders
3) Southon Leaders
4) Ticehurst Leaders
5) Alpha Leaders
6) Kevin (new assistant Explorer Leader in Uckfield/Buxted, who happens to work here!)

I will look after the Start / Finish and Stewart will be a roving trouble-shooter, on his mountain bike.

If any other leaders are available to help that would be excellent, as I will need help at the start, and other checkpoints may need assistance (or just company!) later on. If you can help, even if only four an hour or so at the Start, please let me know if you have not already done so.

Please note that, with the exception of the Start and CP1, the checkpoints are all in remote locations, so checkpoint staff need to be suitably equipped with waterproofs etc, and perhaps a tarpaulin or some other shelter if the weather looks bad. Other than that it will be easiest if your checkpoint incidents involve minimal equipment. (Phil, the exception to this is your checkpoint, for reasons that will become clear if you saw my earlier email).

In preparation for the event, please could you devise a marking scheme which allocates a total of 20 marks for your incident, of which up to 5 marks should be for general courtesy and behaviour.

In an experimental change from previous years, (and in contrast to the Overland Hike) there will be no requirement to allocate speed points between each checkpoint. Instead, speed points will be allocated for the overall time elapsed between leaving the start and returning to the finish, with penalties deducted for any checkpoints that have been missed out.

The overall marking scheme will be as follows:
Kit Check: 20 marks;
Individual Checkpoints 20 marks each;
Overall Speed: 40 marks for fastest, 36 for second fastest, 32 for third fastest etc etc, with a penalty of five marks for each checkpoint not visited.
Arrival and inspection at finish: 20 marks, with penalties of five marks for a broken seal on the mobile phones and for each call made to control when lost.
Penalty for calling any leaders other than Alan or Stewart: disqualification.

Please could all leaders taking part make note of the following logistical arrangements:
Although Scouts need not arrive until 8:30 am, they can do so earlier and the leaders manning checkpoints need to rendezvous at the start at 08:00 (the car park does not open before this)
After making certain that the Scouts have been issued with all the equipment they need, Stewart will take the checkpoint staff to their respective locations, with the aim of getting the first few checkpoints in place by 09:00 to 09:30 am at the very latest.
Stew will also issue the checkpoint staff with sheets on which to record the arrival and departure times of each team and their incident scores.
In the meantime, I (and any available assistants) will do the kit checks and issue the laminated maps to the teams.
Teams will be set off at 10 minute intervals, in the order of being ready, commencing as soon as Stew notifies me that the first few checkpoints are in place.
Communications between checkpoints and control will be by mobile phone (Stew tells me there is good network coverage). My number and Stewart's are on the attached map. I will need you to confirm your current mobile numbers.
Communications should be kept to a minimum, but each checkpoint should notify control when all teams have been through and if they suspect a team may have gone missing.
Checkpoint staff will need to remain in position until they have been stood down by control.
At that point, checkpoint staff should return to the Start with their completed score sheets and timings.
Finally, if your troop has not yet entered a team but expects to do so, please contract Stewart immediately! (Even if you don't have a full team - there are reports of one or two spare scouts looking to join forces with others - see Stew for details)