The Executive Committee of The Camping and Caravanning Club, request that any Meet or THS that is currently taking place in a ‘Very High Alert Status’ area close immediately, and that any Meet or THS that is due to take place in a ‘Very High Alert Status’ area be cancelled.


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Below is a Statement from The Camping and Caravanning Club, informing us how THS and meets will have to be run  during the Covid crisis.

The Camping and Caravanning Club

Greenfields House, Westwood Way, Coventry CV4 8JH

COVID-19: Onsite Operational Procedures        3.16 (version 1)

In order to operate Meets and Temporary Holiday Sites in a responsible manner for both members and voluntary officers, please note the procedures outlined below working alongside normal operating procedures.

The Club’s approach will at all stages be:

  • Observe social distancing procedures following government guidance.
  • Observe hygiene and cleaning procedures.
  • Take a risk-based approach consistent with health and safety law and emergency coronavirus legislation.
  • Campers are responsible for bringing their own hand sanitiser and cleaning items with them prior to arrival onsite.
  • A Meet and THS is a camp site by which each member has a pitch, this is not a social gathering and no activities of social gathering are to occur on the camp site.
  • Campers should be made aware there are strictly no day visitors to the site.

Risk Assessments On-site

As well as your usual onsite assessments (Green Paper 3.18) all Club Units (Regions, District Associations, Sections and Section Areas) must ensure that a specific risk assessment for coronavirus (COVID-19), which is a legal requirement, is conducted to assess the risks of infection and the controls that are to be operated is conducted by the appointed Steward(s) prior to campers arriving onsite.

A template has been developed for this purpose and is attached to this Green Paper.


  • Campers should be advised to book in advance of visit (by telephone or email) ensuring they have a pitch prior to setting off from home.
  • When envisaging multiple arrivals, the Steward where possible should look to manage and stagger these to reduce the impact of many units and campers arriving at once.

On Arrival

Signage within the main campsite should clearly display the key H&S and processes during your stay.

  • Signage should be positioned close to the entrance to instruct all campers to remain in their vehicle. Only the lead camper should leave the vehicle to book in if needed and only when requested to do so by the Steward.
  • Signage on arrival should list COVID-19 symptoms to be aware of..
  • The Stewards are to greet the campers at the site entrance, ensuring the camping party remain in their vehicle.
  • Ensure there are enough Stewards with clear areas of responsibility in order to manage and deliver a smooth booking in process.
  • The lead campers must be asked to confirm that nobody in their party have any COVID-19 symptoms.
  • Every individual is required to act responsibly and honestly in order to protect others.
  • There is no requirement to temperature check any camper on arrival.
  • If symptoms are present, the whole camping party must not be permitted onsite and advised to leave site and seek medical advice.
  • No arrivals are to arrive after the latest arrival time (8pm is a recommended guide) and all are to be booked in and pitched by the Steward.
  • The importance of social distancing must be stressed.
  • If required, only the lead camper of the party should leave the vehicle to book in.
  • Campers should be made aware that parents / carers must be aware of where their children always are and oversee them. Children are the responsibility of their parents / carers.
  • Campers should be made aware there are strictly no day visitors to the site.

Booking In

  • Stewards should ideally work from a non-habited stewarding tent or shelter.
  • Campers must not be permitted to go into the stewarding tent or shelter.
  • Campers must stand at a distance in accordance with government guidelines, outside the Steward’s tent to check-in.
  • The Steward always must keep an up to date log with contact details of who is onsite and who has been onsite – a requirement in order to comply with track and trace and the details should be kept for 21 days after the camper leaves site.


  • Where possible campers should be advised to make payment directly to a nominated Club Unit bank account or alternative recognised electronic payment method with appropriate references and auditability to minimise cash handling onsite.
  • Payment preferably should be made before arrival either by bank transfer, cheque (to be cleared 7 days before arrival), or as a last resort cash.
  • Methods of electronic payment were recently updated and communicated in Green Paper 2.4 – Credit Card Machines
  • On arrival or during their stay, if a camper wishes to stay additional nights above their pre-booked nights, they can do so with the Steward onsite. Payment is preferably made by bank transfer or, as a last resort cash. 
  • When handling cash, Stewards should either use the appropriate PPE (Gloves) or wash their hands immediately afterwards.


  • To ensure social distancing as much space as possible should be achieved between units, with 6m being the minimum.
  • It is important that campers are instructed where to pitch by the Steward to ensure the campsite remains manageable, considering various arrivals and departures.

Working in teams

  • Site teams should work in fixed sub-teams/partners where possible to reduce risk of cross infection. This applies both to cleaning activity and to office/admin activity.


  • There should be clear signage throughout the campsite not only reinforcing operational procedures but reminding of general COVID-19 safety protocols.
  • A range of signage will be available from the Downloads Area of the Exempted Camping Database.

Social Gatherings

All campers to be reminded this is an individually pitched camp site and not a social event or gathering.

Campers should be reminded at all times to be mindful of the guidelines outlined by the Steward to ensure site teams and fellow campers are safe at all times.

Social gatherings are not to occur while onsite, this applies but not limited to:

  • Communal BBQ’s other than within your camping group
  • Marquees for social group gatherings o Bingo / group games
  • Coffee mornings
  • Sports and team activities
  • Discos and group entertainment

Gatherings and/or social events are not permitted onsite unless within agreed Government social bubbles.

  • No members to gather in awnings or caravans (unless Government guidelines allow)
  • Members are to be encouraged to not let their children roam unsupervised around the campsite so that they do not, albeit inadvertently, break social distancing rules.
  • Play Areas – Subject to ongoing Government guidance play areas should be closed off, with notices saying not in use due to COVID-19. If the play area is enclosed and it is possible to lock the entrance, please do so and display appropriate signage. If not make sure the signage is very prominent.

Water Taps

  • Only adults, or Youth Test passed Youth are permitted to use water taps.
  • Signs to be visible to recommend that campers use their own wipes on the tap before and after use. Campers to take their used hand wipes away.
  • There is no requirement to provide cleaning material to campers, but taps should be wiped down throughout the day.
  • The Site Team should always wear PPE when attending to these areas.

Chemical Disposal Points

    • A 4m x 4m square to be marked out around the Chemical Disposal Point. Only one person in this area at any one time.
    • Approved Club generic signs must be on display.
    • Signs recommending face covering when emptying toilet cassettes.
    • There is no requirement to provide cleaning material to campers, but CDPs should be kept clean throughout the day.
    • In the event of a spillage this should be cleaned by the camper immediately.
    • If the CDP is left unclean the Steward should be notified immediately.
    • The Site Team should always wear PPE if attending to these areas.

Bins/Bin Area

  • Bins are high use/high touch areas so lids and any gates should be wiped down on a regular basis and before / after use with camper’s own wipes or cleaning agents.
  • Signage should be displayed around the bin area encouraging the use of gloves and sanitiser by campers, as well as reinforcing social distancing in these areas.
  • Bin bags should be securely tied to contain contents.
  • The Site Team should always wear PPE when attending to these areas.


  • Due to enhanced cleaning requirements, additional risk assessment and PPE, all Meets and THS’s are to be non-facility camping events – meaning there should be no communal facilities other than the water and CDP area. All campers should use their own private facilities within their unit.

What happens if a Steward or members of the site team becomes ill and has symptoms?

  • The member should return home and follow Government self-isolation guidelines.
  • All operational areas of the campsite need to be closed and deep cleaned.
  • Should there not be a replacement/additional Steward onsite, contact must be made with the Club Unit Secretary to source a replacement Steward. If no replacement is available, guidance must be sought from the Club Unit Secretary/Committee, with the potential of the Meet/Temporary Holiday Site being closed.
  • An incident form should be filled out and submitted in the usual way.

What happens if a camper becomes ill and has symptoms?

  • The camper must leave site immediately and return home and seek appropriate medical guidance.
  • All operational areas of the campsite need to be closed and deep cleaned.
  • An incident form should be filled out and submitted in the usual way.


Aside from usual cleaning materials, only if required and where appropriate PPE should be sourced for the safety of site teams when cleaning or interacting with campers, such as:

  • Apron’s (disposable or 3 cotton ones per voluntary officer).
  • Disposable gloves.
  • Face masks* – primary use should be when face to face communication must be conducted and social distancing compromised. For example, when dealing with someone who has hearing difficulties.
  • Goggles / Full face shield.

* Masks – these are not essential and not in Government guidance except where there may be close contact with other people.

 – July 8th 2020