“Planned a year in advance and with enough helpers, even a camping trip needn’t be a headache, but my advice would be to book a licensed outdoor activity centre if you are planning a residential for the first time,” says Moira.

“Decide on the age and ability range you will be taking, and send out letters to test interest. Choose a licensed centre that offers the best activities for your group and let them select the activities they want to do,” she adds.

“Check the ratio of adult leaders to young people, the centre and instructors’ licences, competence and qualifications, obtain copies of their insurance information, and perform risk assessments for all travel and activities. Check the accommodation, make sure disabilities or additional needs are catered for as well as dietary requirements.

“We got our young people to apply for funding which substantially reduced the cost of the trip per person, and we collected deposits six months before departure.

“The venue provided much of the paperwork required. It sent us a staff information pack, kit list, a schedule of activities, a room allocation sheet and access to a private part of its website dealing with risk assessments and the safety management system.

“Liaise thoroughly with parents, a parents’ meeting is a good idea, give them as much information as you can from the outset and keep them updated during the planning process and the trip itself. Provide a letter containing all the details of the trip as well as contact information for the centre and the leaders, and keep lines of communication open throughout.

“You will need to obtain parental and photographic consent forms, emergency medical forms for both participants and leaders and record details of any allergies members of your group may have and medications they are taking.

“We organised NFU insurance for the journey, did a seat allocation plan for the minibus and were meticulously thorough in telling everyone what luggage that was acceptable and planning its storage to ensure we travelled safely.

“Copies of absolutely everything were left at the office for the base contact and we also had people in reserve to take over if one of us was taken sick.

“We established and agreed ground rules and acceptable behaviour with the group and members know they are representing the organisation. Policies are in place dealing with misuse of drugs and alcohol, and sexual activity and we have a strategy to ensure any bullying or violence is dealt with by specific adults. All our leaders and regular helpers are CRB checked to ensure their suitability to work with young people and vulnerable adults.

“We uploaded photos from each day’s activities so the young people could see their achievements during the course of their stay. Evaluations were done on the journey home covering the accommodation, food, journey time, activities and what they felt they had gained.

“We had a fantastic time. It is wonderful to see them come home with new confidence. They were so tired but so excited to see their parents and tell them what they had achieved. Residentials do so much for their self-esteem that will stay with them and they are so supportive of each other, and make friendships that continue long after. We had also had polo shirts printed to create unity and they still wear them.

“I would definitely encourage clubs to have a go. If you are thorough and meticulous in your planning, procedures and paperwork there is little that can go wrong,” says Moira.

Moira Harrison, Norfolk YFC