Frequently Asked Questions

IST Jamboree build up & pre event FAQs

Will there be events for IST prior to the Jamboree?

As part of the UK Contingent IST fee there will be two IST weekends that you will be invited to attend in order to meet other members of the UK Contingent and find out more information from the UK Contingent.

The first weekend is confirmed as 2nd-3rd June 2018 and will be held at Walesby Forest Activity Centre, Nottinghamshire. More information can be found here.

What’s included in the IST Weekend and what do I need to bring?

IST Weekend will start on Saturday Lunchtime and finish on Sunday Lunchtime and all meals will be provided from Saturday lunch to Sunday lunch.

You will need to bring you own tent and camping equipment for the weekend.

For more information visit the IST Weekend section of the IST Zone.

Further information about the event will be emailed out nearer the time.

I cannot make both days of IST Weekend, can I still come?

We hope you can join us at IST Weekend for the full event, but understand that this is not always possible.

If you can only become for part of the event, you will be able to access all the information from the weekend in the  What Have I Missed? section of the IST Zone.

Will me dietary and medical needs be catered for at the IST Weekend?

Catering will be provided from Saturday Lunchtime to Sunday Lunchtime. A range of dietary options will be available, you must complete the relevant details on EventsAir.

There will be a small first aid team on site, but participants will remain responsible for their own medication.

I cannot make the IST Weekend, what will I miss?

The IST Weekend is the first opportunity to meet other IST and find out about all the exciting things we have planned over the next 15 months. The event is included in your Jamboree fee and we strongly encourage all IST to attend the event.

If you are unable to attend the event we will be providing summaries of information given at the weekend in the What Have I Missed? section of the IST Zone.

How do I get to know other IST before the Jamboree?

We believe IST members getting to know other IST in advance of the Jamboree is a great way to help in fundraising and avoid feeling isolated at the Jamboree. We will be taking steps at the IST Weekend to ensure you meet local IST.

We encourage you to use social media (including the UK Contingent IST Facebook Page) and IST Weekend to meet other local IST.

Why not arrange a local meet up?

How do I get involved in supporting my local Jamboree Unit?

We are looking to link IST with Jamboree Units. This will be a good opportunity to enhance IST members’ pre-jamboree experience and assist in the growth and development of young people.

More information will be available at IST Weekend and following the event we will be looking for IST to express interest in this initiative.

 

General IST FAQs

Can I use the UK Contingent Bear logo in fundraising or promotional material?

Information relating to the UK Contingent and Jamboree organisers brand can be downloaded here. Please read this information carefully.

For more information or support in regard to the use of the logo, please contact us.

Can I get feedback on why I wasn’t selected?

Over 1700 Scouts and Guides applied to be an IST member of the UK Contingent.

Due to the number of applications we are unable to offer individual feedback.

What kit will be issued as part of my IST fee?

The UK Contingent are working to confirm the standard issue kit plus a range of additional UK Contingent items.

More information on kit will be issued by the end of Summer 2018.

What are the dates for the Jamboree?

The Jamboree runs from 22nd July 2019 to 2nd August 2019. We understand that IST are required on site from Thursday 18th July and we anticipate that IST members choosing Options A and B will fly out on Thursday 18th July. All IST will leave the site on Saturday 3rd August.

It is possible that some IST members, depending on the role allocated to them by the Jamboree Organising Team, may need to travel on different dates.

For those selecting travel options A or D, we anticipate that the IST Post Event will run from Saturday 3rd August to Monday 5th August. We expect those selecting option A to return on Monday 5th August.

All dates are subject to change by the Jamboree organisers or until flights are confirmed.

I have a criminal record will I be able to attend the Jamboree as IST?

To enter the United States of America you will require a Visa or Electronic System for Travel Authorisation (ESTA) depending on your personal situation.

These documents are subject to certain terms set out by the US authorities. More information can be found here.

Whilst the UK Contingent is committed to support anyone attending the Jamboree, it is the responsibility of each IST to gain the necessary documentation in good time. The final decision as to whether to issue such documentation lies with the relevant authorities, and the UK Contingent cannot be held responsible for lack of appropriate travel documentation at the time of travel.

With the current political situation in America I am concerned that I will not be able to gain entry to the USA. What can I do?

The UK Contingent, Jamboree Organisers and World Organisation of the Scout Movement (WOSM) are committed to supporting all Scout form all nations in attending the Jamboree.

If you have any concerns about whether you will be granted access to the United States of America, you should progress your application as normal, but at the same time start your own enquiries with the relevant organisations to determine whether or not you are likely to be issued the appropriate entry documentation.

What are the smoking and drinking rules in America?

Laws vary between many states in America. In America the legal age to buy tobacco is 18 and 21 for drinking. At this time we have no further information on what the rules on site regarding the consumption of these products. Please be mindful that as a member of the UK Contingent you are representing The Scout Association and therefore should adhere at all time to the Jamboree rules, The Scout Association rules and guidance, and act responsibly to uphold the reputation of The Scout Association.

Anyone considered to be abusing these rules or failing to act responsibility, either at the Jamboree itself, or at UK Contingent events in the period leading up to the Jamboree risks having their right to attend as IST being withdrawn. If this occurs during the Jamboree itself, the individual concerned will need to arrange and fund the full costs of their journey back to the UK.

I have special needs, will I be able to attend the Jamboree?

The UK Contingent and the Jamboree organisers are committed to ensure that everyone has an equal opportunity to attend the Jamboree.

The UK Contingent Management Team is commited to Scouting for All. In accordance with The Scout Association’s equal opportunity policy no member of the IST will suffer disadvantage by reason of age; class or socio-economic status; ethnic origin, nationality, or race; gender; marital or civil partnership status, sexual orientation; disability; political belief; pregnancy; religion or belief.

We will work with individuals to facilitate those with additional needs in attending the Jamboree.

All applicants must make themselves fully aware of the challenges that are associated with camping at the Summit Bechtel Reserve, and are expected to prepare themselves fully with this in mind.

Can a dependent young person accompany me to the Jamboree?

We understand that the Jamboree Organisers will not be providing childcare facilities and therefore IST members cannot take dependents with them to the Jamboree.

Do I have to have a valid Disclosure Check to attend the Jamboree?

A valid Disclosure Check must be in date on 22nd July 2019. More information about Disclosure Checks for Scouting and Girlguiding can be found by clicking on the links. 

The UK Contingent cannot take IST with out of date or no Disclosure Check at the time of travel. If any IST does not have the relevant Disclosure documentation they will not be allowed to travel and any IST fees paid to that point will not be refunded.

It is your responsibility to ensure that you have a local valid Disclosure Check in place in advance of your date of departure for the Jamboree.

It is noted that if you are a member of the Scout Network or the Senior Section that you do not require a Disclosure Check. However, for attendance at the Jamboree a Disclosure Check is required and must be arranged locally.

 

What happens if, after I am selected, I am unable to attend to the Jamboree?

Please inform the UK Contingent IST team as soon as possible using the form on the IST Zone webpage.

One of the team will be in contact with you to discuss your particular situation, and the options available.

IST Travel FAQs

If I choose option A or B, can I go one way or can I choose my travel dates?

IST choosing option A or B will have their flights and travel arranged for them by the UK Continent. Due to the large number of IST it is not possible to accommodate individual requests to travel on alternative dates or book one way tickets.

If you would like to give yourself flexibility in your travel plans we recommend selecting options C or D

What are the dates for the Jamboree?

The Jamboree runs from 22nd July 2019 to 2nd August 2019. We understand that IST are required on site from Thursday 18th July and we anticipate that IST members choosing Options A and B will fly out on Thursday 18th July. All IST will leave the site on Saturday 3rd August.

It is possible that some IST members, depending on the role allocated to them by the Jamboree Organising Team, may need to travel on different dates.

For those selecting travel options A or D, we anticipate that the IST Post Event will run from Saturday 3rd August to Monday 5th August. We expect those selecting option A to return on Monday 5th August.

All dates are subject to change by the Jamboree organisers or until flights are confirmed.

Am I responsible for arranging my travel documentation?

It will be the individual’s responsibility to arrange personal travel documents (for example passports, ESTAs, visa) for both the  Jamboree and any Additional Tours. For those doing additional tours Travel Places will advise on any additional document you need to obtain.

The UK Contingent are unable to take responsibility for any individual who does not obtain the relevant paperwork.

The UK Contingent cannot take IST with incomplete or out of date travel documentation at the time of travel.

If any member of the IST does not have the relevant travel documentation and is not permitted to travel, any IST fees paid will not be refunded.

When will my travel dates be confirmed?

The UK Contingent are working with our travel provider, Travel Places, to secure the relevant flight and travel bookings.

More information will be provided on travel dates in 2019. Travel dates are dependant of a number of factors including availability, your IST role and requests from the Jamboree organisers.

With IST Options A and B can I choose my departure airport?

The choice of departure airports is dependent on a number of factors including availability, your location and your choice of IST Option and Additional Tours.

Where possible we will match you to the closest airport to you but IST should be prepared to be flexible in their allocated departure airport.

Can I make my own way to and from the Jamboree?

The UK Contingent has provided two options for people who wish to make their own way to and from the Jamboree – Options C and D.

Option D also includes attendance at the IST Post Event.

You will need to make your way to one of the Official Entry Points for the Jamboree, where the Jamboree Organisers will arrange transport.

The access points are:

  • Charlotte Douglas Airport (CLT), Charlotte, North Carolina.
  • Yeager Airport (CRW), Charleston, West Virginia.
  • Prince Amtrak Railway Station, Prince, West Virginia.

For more information visit our IST Options Page.

IST At the Jamboree FAQs

I have registered with the Jamboree organisers, how can I change my IST role preference?

If you have already completed your registration, but would like to change your IST role preference, please email the Jamboree organisers.

Can you provide more information about Jamboree IST Roles?

All information provided by the organisers as to IST roles, is attached within the document provided by the Jamboree organisers. This document provides greater description of the available Jamboree roles.

A degree of flexibility will be required in selection of IST roles and you should have an open mind as to the role you undertake at the Jamboree.

 

I’ve registered with the Jamboree organisers but haven’t uploaded a photo. What should I do?

If you did not upload a photo please do not worry.

At this time we understand this is not critical to the registration.

We are seeking clarification from the Jamboree organisers about how this issue can be resolved. We will provide further updates once they become available.

I have a Medical Qualification, will I be able to use my professionals skills at the Jamboree?

When you complete your registration with the Jamboree Organisers you will be asked to select your IST role.

If you are interested in using your skills please express an interest in the relevant roles on offer. It is at the discretion of the Organisers to decide how roles are allocated.

Where can I access support at the Jamboree?

The UK Contingent understands that at times during the Jamboree IST members need support.

In advance of the Jamboree we encourage IST to get to know other members of the Contingent (UK Contingent Team, Unit Leaders, Other IST) to create a personal support network.

At the Jamboree your first point of contact for issues with your main IST role should be your Jamboree line manager.

Any medical queries should be through the Jamboree medical centre.

Following these steps if you require support the UK Contingent will be publishing how they can be contacted in advance of the Jamboree.

Where will I sleep at the Jamboree?

Tented accommodation will be provided by the Jamboree Organisers for all IST attending the Jamboree. This will include a camp cot to sleep on.

Experience of previous Jamborees have suggested that IST will share tents with 2-4 other IST members.

At this time we have no further information from the Organisers on the allocation of accommodation. We will provide an update to this at the end of 2018.

What will I be expected to do as part of my IST role and will I be able to pick my role?

Individuals appointed as IST will work hard  to support the Jamboree Organisers to deliver the best possible Jamboree.

They will fill vital roles in motivating and supporting young people, and providing services, program and facilities. 

To find out more about selecting your IST role click on the What’s Next section of the IST Zone.

We understand that the Organisers aim to inform each member of the IST of their roles in advance of the Jamboree but we recommend all IST attend the Jamboree with flexibility to undertake any role required.

How many days off will IST members get?

IST will be expected to work hard to support the Jamboree Organiser to deliver a successful Jamboree for the young people attending.

IST may be expected to work shifts at varying time of the day or night. The organisers are very well aware that IST require sufficient rest to be productive in their role and enjoy the experience of the Jamboree.

More information on this will be provided once available from the Jamboree Organisers.

IST Additional Tours & Post Event FAQs

What are the dates of the Post Event and optional Additional tours?

IST selecting Post Event are anticipated to leave site on Saturday 3rd August 2019 and travel to Washington DC. The Post Event will run until Monday 5th August 2019.

Additional Tours will provisionally run from Monday 5th August. Each tour is for five (5) nights.

Dates are subject to confirmation following confirmation from the Jamboree Organisers of the departure date for IST.

What is the payment schedule for Additional Tours?

Travel Places will be attending the IST Weekend to provide all the information you need on optional Additional Tours. Following the IST Weekend, the portal for signing up to additional tours will open.

You will need to secure your place on an  Additional Tour with a deposit payment of £100. IST will be able to make payment contributions at any time through the Travel Places portal. The final tour balance must be paid by 30th April 2019

What happens if not enough people sign up for an Additional Tour?

Travel Places will operate the tours on a minimum/maximum number, trying their best to make sure everyone gets the opportunity to book the tour that they want.

A waiting list will open on any tour that is over subscribed, and should there be the demand to operate an additional tour, IST will be informed.

If there is not enough uptake on a particular tour for it to operate, IST will be offered the chance to swap to a different tour or accept a refund on their deposit.

What insurance cover is there for Additional Tours?

Travel Places is fully licensed and bonded with ABTA, ATOL and IATA, and will advise participants on insurance required in due course.

When is the deadline for signing up for Additional Tours?

Travel Places will be attending the IST Weekend to provide you with all the information you need on optional Additional Tours.

Following the IST Weekend, the portal for signing up for Additional Tours will open.

Additional Tours must be selected by 30th June 2018 and confirmed with a payment of £100 non-refundable deposit.

 

What is the IST Post Event?

For the most up to date information on the UK Contingent IST Post Event click here.

Will there be the opportunity to do Additional Tours as part of the Jamboree experience?

Our travel provider, Travel Places, who will be organising all the UK Contingent travel, have confirmed that a number of optional Additional Tours will be offered to IST members if they wish to extend their travel beyond the Jamboree.

These tours are in addition to the IST Post Event organised by the UK Contingent  (for those who select IST Options A or D).

Visit our Additional Tours page for all the details on optional Additional Tours.

Please note that tours are organised and paid for through Travel Places and are separate from the UK Contingent.

IST Medical and Personal Queries FAQs

Will IST have to meet The Summit’s Medical and BMI Requirements?

We are aware that for the BSA National Jamboree Leaders and Participants had to meet a medical and BMI requirement.

Our current understanding is that the Jamboree Organisers do not intend to impose the same requirements.

The Jamboree site is physically demanding and potential applicants should take into account the demands of the site when considering their application.

I have dietary needs, will I be catered for at the Jamboree?

The UK Contingent and the Jamboree Organisers are committed to ensuring the health and wellbeing of all attendees during the Jamboree.

The UK Contingent will work to support individuals with special dietary needs. Provision for a wide variety of diets was witnessed at the study visit to the BSA National Jamboree, held at the Jamboree site.

IST Finance & Insurance FAQs

What insurance is in place for the Jamboree and what does it cover?

Your Jamboree experience is comprehensively insured by Unity Insurance Services, The Scout Association insurer. The policy covers the cancellation of the event itself, acts of terrorism, travel, personal accident medical expenses and more.

Full details and claims processes will be communicated to IST by Summer 2018, and at the IST Weekend in June.

If you need to withdraw from the Jamboree, please contact the IST Support Team here in the first instance. We will advise you on your eligibility to claim from the insurers.

Insurance covers ‘sudden and unforeseen’ circumstances, such as sudden illness, injury, etc.

All insurance claims will be made in the name of the individual IST, and will therefore have to be made by the IST themselves. UK Contingent cannot do this for you, unless it is for a Contingent wide event.

Some pre-existing medical conditions will require a ‘fitness to participate’ note from your Doctor. We will be issuing a form at the same time as the guidance in order to assist in this.

Please note, insurance reimbursement will only consist of your personal contributions, and not necessarily funds which have been fundraised. You should assist the insurers in making reasonable endeavours to repay bursaries and grants to your benefactors.

Can I make additional payments?

The payment scheme is in the table below:

#1#2#3#4#5Total
11th May
2018
30th June
2018
30th Nov
2018
31st March
2019
31st May
2019
IST - Option A£300£700£700£700£595£2,995
IST - Option B£300£700£600£600£550£2,750
IST - Option C£300£300£300£300£300£1,500
IST - Option D£300£375£375£375£375£1,800

Please take note of the payment schedule. IST Members will be responsible for direct payment of their fees to the UK Contingent. These will be collected electronically by EventsAir.

IST are able to make payments of any amount, at any time so long as the minimum payments are made by the dates on the schedule.

 

Will there be financial support for IST to attend the Jamboree?

Fundraising to reduce the cost for IST is highly encouraged to reduce the cost of the Jamboree to individuals.

In addition to fundraising, IST are entitled to apply for a grant from The Scout Association Inclusion Fund for World Scout Events.

These grants focus on the most in need and will support up to 50% of the Jamboree Fee. Although open to IST, these grants are focused on supporting young people and therefore only 10% of total funds awarded will be to adult volunteers. We anticipate that there will be high demand and not all applicants will be successful.

Applications for the Jamboree grant funds opened on Monday 5 March 2018, and applications will be accepted until Friday 25 May 2018. Each IST must submit their own form via the Scout Grants Committee’s online form here. Applicants applying for funding are recommended to read the information in full on this page and are advised that the outcome of any application will be communicated in July 2018.

If you have any specific queries in regard to the grants please contact the Scout Grants Committee Team.

When will I have to select an Option for attending the Jamboree?

More information on IST Options can be found here. Whilst you have been asked to make an initial selection for registration with the UK Contingent, you need to confirm your final option by the 30th June 2018 after IST Weekend.