Huddersfield & Spen DA
Guidance for Stewards for Weekend Meets
Thank you for offering to steward one of our weekend meets, we do appreciate your help. We always try to offer a warm welcome to our visitors with a friendly and helpful approach.
This guidance has been put together to support our stewards some of whom may be new to stewarding for H and S DA.
You should have received the Meet Sheet for the meet stating the price to charge from the Sites Officer, this must be completed as you collect the fees.
If the meet is a booked meet, you will receive a Meet Sheet from the Booking Officer with the details of the campers already completed. Please check if all the campers have paid. If the paid column is highlighted these still need to pay and you should collect their fees.
Please note as steward you camp free for the weekend.
Our weekend meets usually open at 12.00pm unless this has been advertised differently.
It is advised to arrive early, as you will need to put the DA directional signs out. You will also need to meet the Landowners; they will tell you where they want the campers to camp and where the water tap and elsan emptying points are. Both the Water and Elsan points will need signing with the signs you will already have been given by the Sites or Stores Officer. We would also like you to put up the DA Pennon/ Flag near the entrance, this enables visitors to see who they are camping with and that they have arrived at the correct site!
Please camp near to the entrance and put the steward sign by your unit.
When the campers arrive, you can choose when you would like to collect their fees. You could do this as they arrive or allow them to pitch first and collect their fees when they are settled.
Our DA allows members to save 1 pitch for family or friends.
Please check people are not camping too close to each other, they need to be 6 metres apart as a minimum. You may wish to site them, or if there is plenty of room let them choose where they want to camp.
On Sunday morning our stewards usually do a Coffee Morning and Raffle at 11.00am. This is when the Chairman or his deputy will thank you and tell campers of any forthcoming DA events, etc. The steward also lets people know when the site will close in the afternoon.
The steward buys the raffle prizes (usually between 2 and 4 reasonably priced items depending on the size of the meet). Raffle tickets are £1 for a strip of 5 tickets. The steward sells the tickets, folds them up and organises the draw.
If there are any committee members present and you need any help, please ask!!
You can choose whether to make the tea and coffee or ask campers to bring their own. Let them know what you are doing when you book them in.
If you choose to make the tea and coffee, the steward usually buys a small jar of coffee, small bag of tea bags, sugar, and biscuits. All campers should bring their own cups. Keep your receipts and attach them to the Meet Sheets and pass them on to an appropriate Committee member so our Treasurer can reimburse you. Campers are usually happy to put on additional kettles for hot water to assist with the Coffee Morning. Please keep any remaining coffee etc. for your own use.
At the end of the meet please collect in all the signs and take the flag down. This will need to be either passed on to the next steward for the following week or returned to the Sites or Stores Officer.
Please count any money collected – fees/raffle and complete the paperwork to return with the Meet Sheet. The Landowner may wish to be paid with the cash collected. Remember to obtain a receipt, especially if the Landowners are VAT registered.
The Treasurer may pay the Landowners directly, if they send their invoices directly to them.
Thank you very much for Stewarding for H and S DA. We hope you have enjoyed it and will volunteer to help again!!
General information
Up to date information can be found on our web site at
http://www.hsda.co.uk/ or on our Facebook page https://www.facebook.com/huddersfield.spenda
If you know of any sites that could be included in any future sites list, or any sites you might require to celebrate birthdays or anniversaries with your friends during 2023, then please contact our committee, who will try to accommodate your requests.
Please note that sites open at 12 noon, unless otherwise stated.
All meets are subject to Government guidance and restrictions in place at the time.
Basic Camping & Caravan Club Rules!
1. The steward is a volunteer. Help the steward to help you by observing the rules.
2. All vehicles to be restricted to 5mph on the meet field. Learner drivers are not allowed.
3. Try to restrict movement of vehicles when wet to prevent damage to the field.
4. Please do not allow your children to play ball games, fly kites etc. close to camping units, as damage is easily caused and expensive to repair.
5. It is strongly recommended that all units carry a suitable BSI and/or F.O.C. approved fire extinguisher. Fire buckets should be placed outside the front of the unit at all times.
6. Chemical toilets must not be taken/washed or primed at drinking water points and only emptied at designated elsan disposal points.
7. Motorhome owners should not open waste water tanks until they have left the camping field. Waste water containers should be emptied around the perimeter of the camping field, unless there is a designated waste water point. (DO NOT USE THE ELSAN POINT).
8. All animals should be kept under control and must not be allowed to run loose on the field. Recommended: length of lead when tethered is a maximum of 2 metres. Animals must be exercised away from the units.
9. Generators are permitted. Please only use them between the hours of 10am – 12pm and/or 2pm - 4pm, unless needed for medical reasons. When in use, the member should be available on site. Generators should not be used between the hours 9pm to 10am.
10. There should be no noise between 11pm and 7am.
11. Each pitch should be left clear of litter at the end of the meet and a careful check made before leaving the field that nothing has been left behind.