Expeditions - The Process

Preparing for the Qualifying Venture

Preparation involves:

• An initial briefing to decide on the Aim, the environment and the mode of travel
• Training in the skills required for the Participants to undertake their chosen venture
• Joint planning by members of the Team
• Practice journeys

Initial Briefing

The briefing should help participants to consider the options available and clarify the commitment required. Through discussion and negotiation between the participants and the Award Leader and/or Supervisor, the initial briefing should cover the following:

• The type of venture, Aim, mode of travel and location.
• Benefits to the individuals.
• The training commitment required.
• The form of presentation or account.

Training

Participants must undertake training in all aspects of the Common Training Syllabus for the appropriate level of Award to enable them to journey safely in the environment in which the Qualifying Venture will take place. The Common Training Syllabus is outlined later in this section.

The Expedition Guide contains practical advice and further details and Over To You Expeditions includes practical exercises to re-enforce training.

Practice Journeys

As part of their training, Participants are required to undertake sufficient practice journeys to ensure that they have acquired a level of experience and competence to be able to complete their unaccompanied, self-reliant venture in safety. 

In order that the Award Leader, Supervisor or Instructor has the opportunity to judge the Participants' levels of experience and competence, and to give them the opportunity to work together as a team, a minimum of one practice journey must be undertaken at each level of Award.

It is not appropriate for the Award to prescribe the number of other practice journeys to be undertaken in order for Participants to reach the required level of competence. For experienced young people the minimum of one might be sufficient.  However for direct entrants with limited outdoor experience a greater number of practice journeys will be required to reach a level of experience, competence and confidence to ensure that they are able to deal with any eventuality that might reasonably occur.  This is particularly important at Gold level in Wild Country.

The final practice journey should be seen as the culmination of the Team’s planning and preparation.  Accompanied practice journeys with the Leader, Supervisor or Instructor, before embarking on unaccompanied ventures, allow for an assessment of the Team’s abilities. The Leader's judgement is crucial in this respect and there are no short cuts where the safety and well-being of the Participants is concerned.

Practice journeys provide an opportunity to identify areas where Participants may require more training and support before embarking on their Qualifying Venture.  If such support, to remedy minor deficiencies, can be provided locally additional practice journeys may not be required.

Practice journeys should also reflect the intended Aim of the Qualifying Venture and provide an opportunity to prepare for exploratory work.  The conditions should be as similar as possible to those anticipated during the Qualifying Venture, including daily hours of journeying, and should be undertaken in terrain which is equally demanding. Practice journeys at Silver and Gold levels should include two or more days and nights away from home.

All Participants should have an opportunity to experience unaccompanied journeying before undertaking the Qualifying Venture. Unaccompanied practice journeys must be supervised. If in wild country, the appropriate Wild Country Panel must be informed using the standard Expedition Notification Form (Green Form). These are available from Operating Authorities, Award Offices, The Award Scheme Ltd. and on the Award’s website (www.theaward.org).

For qualifying ventures in Wild Country at least one practice journey must be in a Wild Country environment.  There is no alternative to experience and a number of visits to Wild Country areas for practice journeys, day walks and additional familiarisation may be necessary, especially for direct entrants who are inexperienced in expedition work.

It is recommended that:

·         A practice journey is not undertaken immediately prior to the Qualifying Venture as this can make unreasonable demands on the Participants.  It does not allow time for the Team to reflect upon their experiences in order to initiate any additional training or changes required to their plans

·         The Qualifying Venture should take place within a reasonable time of the final practice journey so that Participants do not lose fitness and competence

Time of year

The time of year should be chosen with great care in relation to the experience of the Participants, the environment, routes and type of accommodation.

·         Unaccompanied ventures should take place when there are more hours of daylight (April to October). Although specific dates are not prescribed, this period when unaccompanied ventures should normally take place coincides approximately with British Summer Time. The resulting extended day light may have a significant influence on the well-being of the group and the peace of mind of the Supervisor and Assessor involved. Even so care should be taken with both early and late season ventures to enable the group to complete their journey within sufficient hours of day light.

·         Unaccompanied ventures should not normally take place during the winter months, or when winter conditions (snow, ice or frost) are prevalent or forecast.  This does not preclude appropriately led training opportunities and practice journeys during the winter.

·        For appropriately trained and experienced Teams, plans for such ventures must be approved in advance by Carronvale.

·         If in Wild Country, plans must also be approved by the relevant Wild Country Panel and the Supervisor must hold the Winter Mountain Leader Award, or have equivalent experience.

·         If changes in weather conditions are likely to put the Team’s safety at risk pre-planned bad weather alternative routes must be used or the venture must be terminated.

The Qualifying Venture and Debrief

Before the Qualifying Venture, Instructors must certify in the Record Book that participants have undergone training in the required skills and have reached a level of competence appropriate to the enterprise being undertaken.

Aim of the Venture

The Aim of the venture should be considered in the early planning stages and should relate to the interests and abilities of those taking part.  Participants may wish to focus on:

·         The environment in which the journey is taking place

·         Practical first-hand observations, investigation or study

·         Aesthetic appreciation

·         Literary or historic journeys

·         The completion of a physically demanding challenge

·         Group dynamics

Further ideas for the Aim of the venture can be found in the Exploration Resource Pack.

Team Composition

The Team should consist of between four and seven young people. Team members should ideally be of a similar age and level of experience. It is not necessary for the entire Team to be undertaking the Award, or to be under assessment, but all must be within the Award age range and all must be trained and properly equipped to the same standard as the Award Participants.

Participants being assessed for different levels of Award should not be in the same Team i.e. a Team under assessment should not consist of Bronze and Silver or Silver and Gold participants unless specific approval has been given by Carronvale.

Young people who have already completed the Expeditions Section at the same or a higher level of the Award should not be included in the Team for the Qualifying Venture.

For water ventures there should be a minimum of two craft involved in the venture to render mutual support, except for craft designed to accommodate the whole Team.

For methods of transport that require double occupancy (for example tandem canoes, small dinghies, etc.) the maximum number in a Team may be increased to eight to enable the use of four craft.

Accommodation and Catering

Overnight accommodation should be by light-weight camping as this will enhance the sense of adventure and self-reliance.

However, Operating Authorities may approve alternatives to light-weight camping to take into account the particular needs of Participants.  If other forms of simple self-catering accommodation, such as large tents, camping barns, bothies, mountain huts or hostels, are used, the whole Team should be able to stay together with minimum external intervention.  Care should be taken to ensure the safety of Participants if using sleeping accommodation, such as bothies or mountain huts open to other users.

At least one substantial meal should be cooked and eaten by the Team each day.

Equipment

Clothing, footwear and equipment should be suitable for the activity and the environment in which it is to be used and conform to current safety standards.

Equipment must be capable of resisting the worst weather anticipated since, in the event of a serious deterioration in conditions, safety may well depend on it being able to withstand the prevailing conditions.

This should not mean Participants having to purchase the latest expensive outdoor equipment and clothing, particularly at Bronze level in normal rural countryside. Often some equipment, such as tents and stoves, can be borrowed and items of everyday clothing might be perfectly adequate.  Detailed advice on equipment can be found in the Expedition Guide.

Teams should be able to carry all equipment and food to be used during the venture. This will ensure the Team’s safety in the event of them becoming benighted. However, if a Participant has special needs or circumstances that make it inappropriate for them to carry full camping and cooking equipment, and this cannot be accommodated by the rest of the Team, some items may be deposited at the campsites.  For safety reasons, each individual must always carry the personal emergency equipment as listed in this File.

Personal Emergency Equipment

The following equipment must be carried by all participants irrespective of the mode of travel:

• Map(s).
• Watch.
• Torch.
• First aid kit.
• Whistle.
• Coins/card for telephone.
• Notebook and pencil.
• Spare jumper/sweatshirt.
• Waterproof jacket or coat.

Additional items for Gold ventures and ventures in wild country

• Compass.
• Spare bulb and batteries for the torch.
• Extra warm clothing including head gear and gloves.
• Waterproof trousers.
• Emergency rations.
• Matches.
• Bivvy bag/large poly bag.

The list is a suitable basis for all Expeditions but additional items are required according to the mode of travel.

Route Planning

·         Participants should plan their route based on the Aim of the venture.

·         The route should be a continuous journey, stopping at different locations each night.  The same location can be used for more than one night if the Aim and nature of the venture make this a more appropriate challenge.  Teams are still expected to journey to and from the campsite by their chosen mode of travel.

·         The environment used for the journey should present appropriate challenges and allow Participants to have new and interesting experiences.  Routes chosen must be within the capabilities of the Team.

·         The Qualifying Venture must not be over the same route or in the immediate vicinity of the routes used during training and practice journeys

·         Teams may choose to use most of their planned hours in journeying with appropriate breaks, but must still make observations and recordings for their review and presentation

·         Teams may prefer to spend less time journeying in order to explore the environment in greater depth.  On each day of the venture at least half of the minimum daily hours of planned activity should still be spent journeying

·         Teams normally plan a full days programme to make full use of the opportunity the Expedition provides rather than stick to the minimums stated above, particularly for the middle days of the venture.

·         Exploration must be planned in advance and incorporated at appropriate points on the route plan.

·         The Team should establish their speed of travel based on their experiences in training and during practice journeys

On foot: Routes should make as little use of roads as possible, every effort should be made to avoid villages. As a guide to calculating distances for foot ventures the following formula may be helpful:

Average speed of travel 3 to 4 kilometres an hour, allow 1 minute for each 10 metres of height gained (recommended 600 metres daily maximum) allow 1 hour for breaks during the day.

Teams undertaking foot ventures using most of their planned hours in journeying normally achieve total distances of Bronze: between 24 km and 32 km (15 to 20 miles), Silver: 48km and 59 km (30 to 37 miles) and Gold: between 80km and 96km (50 to 60 miles)

Cycle: Routes should involve minor roads, lanes, tracks and bridleways. Cycling on footpaths is illegal. Villages must be avoided where possible but, because of the distances involved, particularly at Silver and Gold levels, routes may occasionally have to pass through villages. Gold level cycling ventures may include open countryside to link areas of Wild Country. The travelled from home to the area of the venture must not be included in the hours of planned activity.

As a starting point for planning an average Team using most of their planned hours in journeying might expect to cover the following distances on surfaced roads, with a loaded bike:  Bronze: 104 km/65 miles, Silver: 176 km /110 miles, Gold: 240 km 150 miles.

As a rule of thumb 1 kilometre/mile travelled on an unsurfaced bridleway or track is the equivalent effort to 2 kilometres/miles on surfaced roads.

Horse Riding: Routes should involve lanes, tracks and bridleways, avoiding villages where possible but, because of the distances involved, particularly at Silver and Gold levels, routes may occasionally have to pass through villages. Gold level riding ventures may take place in Open countryside.

Average speed of travel 4 kilometres an hour and plan 15 minute breaks every 2 hours, plus 30 minutes to one hour for lunch. Bronze groups may only average 3kph – use the first practice as a guide to speed over the ground. Speed varies greatly from Team to Team.

Teams undertaking riding ventures will use most of their planned hours in journeying and normally achieve a total distances of:

Bronze - between 24km and 32 km (15 to 20 miles),

Silver - between 60km and 75 km (37 to 46 miles) and

Gold - between 80km and 100km (50 to 62 miles)

Fit horses carrying saddlebags and riders with daysacks will travel at 4 – 5 kph on good tracks but will probably only average 3kph across rough ground and moorland. Most of the route will be completed at walk with occasional trotting. Cantering is to be discouraged carrying loads.

Caoeing As a starting point for planning an average Team using most of their planned hours in journeying in the recommended environment might expect to cover the following distances: Bronze: 32 – 38 km/ 20 – 24 miles, Silver: 72 – 77 km/45 – 48 miles, Gold: 130 – 145 km/ 80 – 90 miles depending on the number of portages, weather related factors such as head winds and for Gold ventures the strength of the current.

Rowing As a starting point for planning an average Team using most of their planned hours in journeying in the recommended environment might expect to cover the following distances: Bronze: 32 – 40 km/ 20 – 25 miles, Silver 65 km/40 miles, Gold : 128 km/ 80 miles depending on the number of portages, weather related factors such as head winds and for Gold ventures the strength of the current.

Sailing The range of craft and the huge impact of environmental factors make it impossible to offer advice on suggested distances for sailing venture.  Participants should use practice journeys to estimate the distances to be covered.

The Environment

The qualifying venture must take place in surroundings which present an appropriate challenge and are unfamiliar to the participants. The following locations are recommended:

Review and Presentation

A debrief should take place immediately after the journey has been completed. It should be led by the Assessor and involve the Team reviewing the outcomes of the venture. The Team may wish to include their Supervisor. At this stage the Assessor may complete the section on the Qualifying Venture in the Record Book.

Once the Participants have had time to reflect on the journey and its Aim they give a presentation or provide an account of their experiences. Presentations should reflect genuine effort from each individual member of the Team. It is the responsibility of the Participants to decide on its form and nature. For example it may be oral, written, photographic, audio, video, drama, or any other form or combination of forms. It may be made individually or as a Team and should be presented at an agreed time to the Assessor, Supervisor, Instructor or another appropriate person who has been involved in supporting the venture. This forms part of the final review when the appropriate section in the Participant's Record Book can be completed.

SAFETY AND NOTIFICATION PROCEDURES:

Responsibility concerning the suitability of Ventures for the Participants, safety aspects, the adequacy of the training and emergency procedures rest with the activity provider.  If this is not the Boys' Brigade, Carronvale should ensure that the activity provider is reputable, the risks have been assessed and that the instructors are competent to lead the activity.

·         The relevant health and safety requirements must be met

·        Carronvale must be notified in advance of all expeditions

·         In addition, the Award must be notified (via Brigade Headquarters) of all unaccompanied ventures in Wild Country as detailed below

Bronze and Silver Ventures in more Demanding Surroundings

Where Bronze and Silver ventures are proposed in surroundings more demanding than those recommended, all Participants must be trained and equipped to a standard sufficient to enable them to meet any hazards they may encounter. The Operating Authority will want to be assured that the Participants are sufficiently mature to be able to cope with any hazard they might encounter.  The requirements and syllabus at Silver and Gold levels, as appropriate, will need to be utilised. If the venture takes place in Wild Country, the appropriate Wild Country Panel must be informed (for further details on Wild Country Panels see Ventures in Wild Country)

Ventures in Wild Country

Wild Country is defined as being areas remote from habitation in which all ventures, for reasons of safety, must be completely self-sufficient. Award ventures should be through, rather than over Wild Country, solitude not altitude.

The areas defined as Wild Country in the United Kingdom are shown on the map in this File and in the Expedition Guide. In each area there is a Wild Country Panel with experienced volunteers able to assess Teams visiting the area and to advise on the ventures being undertaken. The names and addresses of all the Panel Secretaries are published in the Spring edition of the Award Journal, on the Award's website (www.theaward.org) and are available from Award Offices.

Advance notice, in duplicate, on the Expedition Notification Form (Green Form) must be given of all unaccompanied Award ventures in Wild Country areas including practice journeys. Notice, addressed to the Panel Secretary, must be given at least six weeks in advance.  This is essential if a Panel Assessor is being requested (at least 4 weeks in advance if a Panel Assessor is not required).  These forms are available from Operating Authorities, The Award Scheme Ltd., the Award website (www.theaward.org) and Award Offices.

A Notification Reference Number will be allocated to each Qualifying Venture and should be entered into the Participants' Record Books following the successful completion of the venture. Gold Ventures not in Wild Country must be notified to the Operating Authority.  Award Groups are requested to inform the relevant Panel Secretary of any accompanied visits into the Panel area.

Acclimatisation

In order to adapt to the Wild Country environment, adjust to the routine of outdoor living and prepare themselves and their equipment, it is advisable for Participants to spend at least forty-eight hours in the area prior to the start of the Qualifying Venture. Participants must always arrive in the Wild Country area the day before the start of the venture in order for the Team and the Supervisor to meet with the Assessor. To enhance the journeying experience, the base campsite should not be used by the Team as a campsite during the venture.

Ventures Outside the United Kingdom

All Expeditions Section conditions apply to ventures outside the United Kingdom. In addition, notice must be given to the Operating Authority at least twelve weeks in advance (or more if required by the Operating Authority), using the standard Notification Form for Expeditions Abroad (Blue Form). The activity provider must accept responsibility for monitoring the safety of such ventures. Once the Operating Authority approves the venture the information is sent to the appropriate Award Office.

The Award allocates a Notification Reference Number, which should be entered in the Participants' Record Books following the successful completion of the venture. For the Wild Country Panel in Bavaria the standard Expedition Notification Form (Green Form) should be used.

Variations to the Conditions

Operating Authorities have overall responsibility for monitoring the quality of the Participants' experience and their safety. Approval for any variations must be given in writing by the appropriate person within the Operating Authority.