Staffordshire District Association

Staffordshire District Association


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Guidance for meets and temporary holiday sites
Taken from Greenpaper 3.18 (Version 9)

The following guidance is issued by the Exempted Camping Committee to assist Regions, District Associations and Sections in the stewarding of Meets and THSs (events) organised for use by members.

One named person, the Steward, is to be responsible overall for the conduct and safety of every event. Campers must not arrive prior to, or leave after, the advertised start and end dates, and must not occupy the site in the absence of a properly appointed Steward.


  • All vehicles must be restricted to 5 mph on the event field, and learner drivers are not allowed. Vehicle movement between 11pm and 7am is not permitted, unless in exceptional circumstances and with the permission of the Steward. Vehicles must be parked at right angles to any slope.
  • Excluding guy ropes, units must be at least six metres apart from adjacent units. This is a precaution against fire. Vehicles may be parked between units, provided that a three metre clear space is left within the six metre gap at all times.
  • Children's pup tents can be classed as an integral part of a unit, in the same way as an awning, when they are occupied by children and when no appliance with a naked flame is used in or close to them. This means that a child's pup tent can be pitched close to the parents unit.
  • Stewards may instruct campers to take down their awnings, gazebos and windbreaks on safety grounds, should it be deemed necessary.
  • Open fires are not generally allowed, except with the permission of the Steward and landowner, and in a mutually agreed location.
  • The use of barbeques should also be agreed with the Steward and be sited well away from tents, awnings and other units.
  • It is strongly recommended that all units carry a suitable BS/EN3 approved fire extinguisher or fire blanket, and that everyone should be aware of how to use the one they have.
  • It is strongly recommended that a bucket of water should be placed outside each camping unit, as a necessary near-to-hand firefighting tool.
  • The use of gas cylinders, with a capacity greater than 15kg, are not permitted at Club events for supplying touring caravans, motorhomes or tents.
  • The use of gas cylinders to supply a camping unit via an external barbeque supply point is not permitted.
  • The use of Sky Lanterns or similar is not permitted onsite.


General Behaviour

  • Respect should be shown to the landowner's property, particularly trees, fences, buildings, equipment and stock.
  • Dogs and other pets must be kept under control at all times. No animal is allowed to be loose on the site, and must always be on a lead not more than two metres long, if outside a unit.
  • The Steward may instruct any camper to remove their pet from the site if, in his or her opinion, it creates a nuisance.
  • It is forbidden to fly kites or model aircraft, including Drones at events. The use of catapults, airguns, firearms, bows and arrows or similar equipment is also not permitted. Ball games are acceptable only with permission of the Steward on an open space away from units.
  • Each pitch must be left clear of litter at the end of the event and a careful check should be made, before leaving the field, that no litter has been left behind.
  • Noise should be kept at a minimum from radios, televisions and other sources, such as generators, and there should be no noise whatsoever between 11pm and 7am, except as defined in paragraph 28 of this Green Paper.
  • Campers may only use generators with the Steward's permission. If a Steward considers the use of a generator to be causing a nuisance, then he or she may ask the camper to stop using the generator or leave the site.
  • In circumstances where a camper requires the operation of a generator during the night for medical purposes, this should be accommodated in such a way to prevent disturbance of other campers
  • The Club considers the use of e-cigarettes the same as cigarettes and as such, all legal requirements should be adhered to in their use during a camping event.
  • When the camping ground is wet, cars may only be driven on the event field at the Stewards discretion, to prevent damage to the ground.



Waste Water / Grey Water

  • Members must collect waste water in a receptacle, and should not allow it to overflow and foul the ground.
  • Chemically Treated Sewage / Black Water
  • The contents of chemical toilets must not be disposed of on the event site except into the disposal point agreed with the landowner.
  • There must be a clear differentiation between drinking water taps and water supplied for cleansing chemical toilet cassettes. The two uses must never overlap. Chemical toilet cassettes must not be cleaned or charged at drinking water taps.
  • It is recommended that event participants, who use their own chemical toilets, ensure that they are properly charged with one of the biologically based toilet fluids.


Refuse / Dry Waste

  • Members attending Meets must take their refuse home with them if receptacles are not provided. Refuse receptacles must be provided at THSs and members should not be expected to take their dry-waste away with them.


Vehicle Maintenance

  • Essential repairs to vehicles may be carried out so that an unserviceable vehicle can leave the site, but maintenance and servicing are not permitted.
  • Stewards may use discretion to allow vehicle and unit washing, provided it can be done discreetly, away from campable ground and with suitable drainage.


Trading

  • Trading is not permitted at Meets or THSs, unless authorised by the Steward. Touting and commercial advertising are forbidden. Campers must not advertise services or goods for sale at events, except with the permission of the Steward. Notices may not be displayed on a unit, advertising anything whatsoever. A firm's car or van, which has the firm's name and description on the sides, is acceptable.

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