OOS and Participants Travel FAQ The Basics

OOS and Participants Travel FAQ The Basics In order that the Jamboree Staff are ready for your arrival, we require each OOS and Contact Scouter to provide Travel Information through the on-­‐line Travel Registration Form found on www.pj2015.ca under the Travel Questionnaire Tab. This is also your only chance to purchase Discounted BC Ferry Tickets, Shuttle Tickets and Tickets for Extra Bag transportation. If you are walking on the Ferry at either Tsawassen on your way to Camp Barnard or walking on at Swartz Bay on your way directly home from Camp Barnard you may purchase Discounted Ferry Fares for both Adults and Youth. If you are travelling in your own car or van you can still buy Discounted BC Ferry Tickets for Youth under 19, however not for adults. See below for details. This information must be received prior to April 30, 2015. If you fail to provide this information by this time we will not be in a position to provide you travel assistance from Swartz Bay Ferry Terminal or from the Victoria Airport. Also, even if you are travelling in a private car or by private charter bus we require the information for scheduling purposes and to get an idea of how many vehicles we require parking for. NOTE: The Jamboree has arranged a comprehensive Camping Equipment Rental program to assist Units/Patrols with using Public Transportation to get to the Jamboree Site. This information can be found on www.pj2015.ca under the Equipment and Fuel Tab. We encourage Units/Patrols to use this program, as space on Buses, Ferries, Shuttle Buses and the like will be very limited. At the bottom of the Form, you will be asked to provide information on the number of Ferry and Shuttle tickets you require. You will be presented with a total at the end and a confirmation email will be sent to you with a total amount to be paid to Scouts Canada so that the Jamboree Staff can obtain the required number of BC Ferry and Shuttle tickets. There is no provision to pay for the Shuttle at either the Airport of the Ferry Terminal and pre-­‐
payment is the only way to get on the Shuttle Bus. Who fills out the Information? OOS -­‐ Each Volunteer fills out his or her own Travel Information. As the Registration System is keyed on Email Address it is not possible for one Volunteer to fill out the information for multiple OOS’s. We are using the same system for this information as we did for the OOS registration. Participants (Scouts and Scouters) – The Contact Scouter for the Particpant Unit will fill out the information for each of the Units they are responsible for. If you are unsure, please email registrar@pj2015.ca before you start your registration process. Each Contact Scouter can provide information for up to 4 Units of up to 12 Scouters and 32 Scouts for a total of maximum 40 in the 4 Units. You must provide all of the information at one time as the system uses a Form based System, which cannot be updated by the Contact Scouter. If you make and error and forget to include one of your Units, have one of your leaders fill out the information for the missing unit using his or her email Address and specifying the missing Unit Number (Bxxx, Oxxx or Txxx). BC Ferry Information for Scouters and OOS Please ensure you complete the Travel Questionairre with accurate passenger and vehicle information (i.e. 1 standard size car, 1 adult and 4 scouts as this will be used to make your BC Ferry reservations. By filling out the form, Scouts Canada will make your vehicle reservations and purchase discount tickets on your behalf. Please indicate if you require a vehicle reservation and what type. (List of decsriptions?) . . All ferry tickets are to be purchased through the Jamboree Travel team. This provides the best discount available to all traveling parties. If you have not made reservations, all travel with BC Ferries will be on a first come first serve basis with regular fares being paid at the terminal. We are working closely with BC Ferries to ensure all travel is confirmed and pre-­‐arranged. If in doubt, email travel@pj2015.ca with any questions.
Number of vehicles:
Vehicle Type:
• Standard Car/Truck/SUV/VAN (under 7 feet height)
• Standard SUV/VAN (with cargo on roof), Camper, RV (over 7 feet height
• Bus (16 or more passengers) overall length from bumper to bumper
• Commercial Vehicle (Truck/Bus with a registered GVW over 5,500 kg)
(If renting a box truck we will need to know the registered Gross Vehicle Weight and
overall length from front bumper to rear bumper).
Vehicle Length:
• Less 20’ length
• Longer 20’ length, provide overall footage from bumper to bumper
Passenger information in each vehicle
• Number of adults 19 and over
• Number of children Youth 5-11 and 12-18 years of age
Arrival Information You will be asked to provide this general information about how you will arrive at the Jamboree Site: •
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Private Car (will require parking for the duration of the Jamboree) Private Car (will NOT require parking for the duration of the Jamboree) Private Bus Charter including Charter Co. Name. PJ 2015 Shuttle Bus from Swartz Bay Ferry Terminal (Cost will be $15 per passenger). PJ 2015 Shuttle Bus from Victoria Airport (Cost will be $15 per passenger). Other including details. If you, as an OOS or your Patrol /Unit is arriving by air at Victoria Airport & PJ Shuttle Bus, you will be asked to provide the following information: •
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Airline Flight Number Arrival Date Arrival Time Please note that if you are arriving by air at the Victoria Airport, the Shuttle bus will only be able to accommodate one piece of baggage per person (pack, suitcase, etc.) weighing a maximum of 50lbs (22.5 kilos), as well as one piece of personal baggage (daypack, purse, etc.) You will also be asked to provide the Number of Passengers on PJ Shuttle (Adult & Youth). If you, as an OOS or your Patrol/Unit is Traveling by BC Ferry from Tsawwassen to Swartz Bay & PJ Shuttle Bus You will be asked to provide your FIRST, SECOND and THIRD CHOICES for which Ferry you would like to take, We will optimize these choices and provide information to you on which one you are reserved to go on. For Patrols/Units, the Jamboree will arrange transportation for personal camp backpacks (often a 50-­‐60L backpack with your clothes for camp) from the Tsawwassen Ferry Terminal depending on the number of passengers scheduled on each sailing. If you are scheduled for a large sailing, all foot passengers will be asked to deposit their large camp backpack in a cargo van at the terminal prior to boarding the ferry. For OOS, you will be required to either carry on to the Ferry you backpacks or use the Ferry baggage system. Bags must NOT weigh more than 50lbs (22.5 kilos) or they may be refused. Your Unit Number, Name, and Sub Camp must be clearly labeled and attached to your backpack. This van will board the same ferry as your Patrol and will drive directly to camp. You will collect your backpack at a clearly labeled location upon arrival at Camp Barnard. The Jamboree will not transport any Unit equipment. This equipment exclusion may include, but is not limited to: tents, patrol boxes, stoves, tarps, etc. We suggest assembling your gear with other local Units and driving one cargo vehicle to the Jamboree Site. Units are required to be at the Tsawwassen Ferry Terminal 1 hour prior to sailing. Where possible, please carpool to the terminal. Meet at Terminal 6:00 7:00 8:00 9:00 10:00 11:00 12:00 13:00 14:00 15:00 Sailing Time 7:00 8:00 9:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 As stated above, you will be asked to provide your choice for and we will try to honour these Meet at Terminal requests, however there is not guarantee that we can meet all First Choices: • FIRST CHOICE for Sailing • SECOND CHOICE for Sailing • THIRD CHOICE for Sailing You will also be asked to provide information as to the number of Tickets your wish to purchase for the following: • Number of Walk-­‐on Passengers 19 and over (Adults) • Number of Walk-­‐on Passengers 12-­‐18 years of age (Youth) • Number of Walk-­‐on Passengers 5-­‐11 years of age (Child) • Number of Youth/Children riding in a personal Car or Van Under 19 • Number of Passengers on PJ Shuttle (Adult, Youth & Child) Sailing Time Requests are first come first serve, secured by full payment. After payment is approved, a Reservation Number and Sailing Time will be issued to the Unit Contact Scouter. At the ferry terminal, no additional payments will be required and your spot on the ferry is reserved as long as you check in by the cut off time. Departure Information You will be asked to provide this general information about how you will be leaving the Jamboree Site: • Private Car (parked at the site for the duration of the Jamboree) • Private Car (NOT parked at the site for the duration of the Jamboree) • Private Bus Charter including Charter Co. Name. • PJ 2015 Shuttle Bus to the Swartz Bay Ferry Terminal (Cost will be $15 per passenger) • PJ 2015 Shuttle Bus to the Victoria Airport (Cost will be $15 per passenger) •
Other including details. If your Patrol is departing by air from the Victoria Airport, please complete thefollowing: •
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Airline Flight Number Departure Date •
Departure Time Note: Passengers are advised to arrive at Victoria Airport at least 2 hours prior to Domestic Flights, 3 hours prior for International Flights Please note that if you are departing by air from the Victoria Airport, the bus will only be able to accommodate one piece of baggage per person (pack, suitcase, etc.) weighing a maximum of 50lbs (22.5 kilos), as well as one piece of personal baggage (daypack, purse, etc.) You will also be asked to provide the Number of Passengers on PJ Shuttle to the Victoria Airport or to the Swartz Bay Ferry Terminal and the number of Walk On Youth and Adult BC Ferry Tickets and Youth BC Ferry Passenger Tickets. Units Traveling by BC Ferry from Swartz Bay to Tsawwassen & using the PJ Shuttle Bus The Jamboree will arrange transportation for personal camp backpacks (often a 50-­‐60L backpack with your clothes for camp) from the Jamboree to the Swartz Bay Ferry Terminal depending on the number of passengers scheduled on each sailing. If you are scheduled for a large sailing, all foot passengers will be asked to deposit their large camp backpack in a cargo van at the Jamboree site prior to boarding the bus for the Terminal. Bags must NOT weigh more than 50 lb/22.5kg or they may be refused. Your Unit Number, Name, and Sub Camp must be clearly labeled and attached to your backpack. Jamboree Staff will be mailing out to you Sub Camp colour coded tags for this purpose in the May time frame. This van will board the same ferry as you and you will be able to collect your backpack at the Tsawwassen Ferry Terminal upon arrival. The Jamboree will not transport any Unit equipment. This equipment exclusion may include, but is not limited to: tents, patrol boxes, stoves, tarps, etc. We suggest assembling your gear with other local Units and driving one cargo vehicle back from the Jamboree. Units are required to be at the Swartz Bay Ferry Terminal 1 hour prior to sailing. Coupled with the travel time from the Jamboree Site this will necessitate leaving the Jamboree site 3 hours prior to the scheduled sailing time of your assigned ferry. Leave Jamboree Site 4:00 5:00 6:00 7:00 8:00 9:00 10:00 11:00 12:00 13:00 Sailing Time 7:00 8:00 9:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 You will be asked to provide your choice for: • FIRST CHOICE for Sailing • SECOND CHOICE for Sailing • THIRD CHOICE for Sailing You will also be asked to provide information as to the number of Tickets for the following: • Number of Walk-­‐on Passengers 19 and over (Adults) • Number of Walk-­‐on Passengers 12-­‐18 years of age (Youth) • Number of Walk-­‐on Passengers 5-­‐11 years of age (Child) • Number of Youth/Children riding in a personal Car or Van Under 19 • Number of Passengers on PJ Shuttle (Adult, Youth & Child) Sailing Time Requests are first come first serve, secured by full payment. After payment is approved, a Reservation Number and Sailing Time will be issued to the Unit Leader. At the ferry terminal, no additional payments will be required and your spot on the ferry is reserved as long as you check in by the cut off time. Summary Filling out this Travel Questionnaire Completely and Accurately will go a long way in providing Jamboree Staff the ability to assist you in getting to and from the Jamboree in a timely manner. If when you get your summary information, you notice any errors, please make sure you follow-­‐up with an email to Travel@pj2015.ca and we will update your information for you.