Great Pilgrimage 90 (GP90) 5 th 9 th August 2018 Information, Itinerary & FAQs

Transcription

1 Great Pilgrimage 90 (GP90) 5 th 9 th August 2018 Information, Itinerary & FAQs Version 6 Updated 1 November 2017 Each County, Branch or Sub-Branch is requested to choose two representatives to attend the Pilgrimage, one as a Standard bearer and one as a wreath bearer. On Mon 6 th and Tues 7 th August, your nominated representatives will take part in a two-day programme of guided battlefield, cemetery and memorial visits in France and Belgium provided by our ABTA accredited partner Leger Holidays. On the Weds 8 th August the Pilgrimage will culminate with the main parade and march past to the Menin Gate for a commemorative service. The march past will be observed by civic and military guests from the UK, Commonwealth and countries of Northern Europe. Each branch attending will deliver a wreath containing a Remembrance message, ideally written by their community e.g. the children of a local school, to the Menin Gate as part of the parade. These will be collected and subsequently built into a display within the Commonwealth War Graves Commission grounds that surround the memorial for later viewing by the general public. The Last Post Association, the body founded in 1928 that began the Last Post Ceremony and is still responsible for the daily commemoration at the memorial, will lead the national commemorative service and wreath laying by VIPs at the Menin Gate on Weds 8 th August. The commemorative event will be shown on large screens in the Great Square. Following the parade, all those who participated will join with the spectators in the Great Square to take part in an afternoon of comradeship and entertainment. UK and RoI attendees will travel by coach to and from the UK on Sun 5 th and Thurs 9 th August respectively, being picked up and dropped off at up to 200 designated joining points. As participants travel, they will be supported by a battlefield tour guide who will deliver video and other material with information and details about the sites they will visit, GP90 and the wider work of the Legion. Separate arrangements will be made to enable overseas branches to join the tour and these will be confirmed once we have gauged the level of interest from overseas branches. The total cost of sending your two representatives on GP90 is 1000 which covers all return transport from your designated joining point, travel insurance, four nights accommodation, meals, a two day professionally guided tour of the battlefields and participation in the main parade to the Menin Gate and all the activities on that day. Keep your eyes and ears open for future updates in the member magazine, newsletters, GP90 website, AGMs and meetings. You can find the most current information on the website at rbl.org.uk/gp90

2 All queries regarding GP90 should, in the first instance, be directed to your local MSO or designated GP90 Liaison listed below. Area office National branches East Anglia/Essex East Midlands South East Midlands Wales West Midlands Greater Manchester/Lancashire Ireland Merseyside/Cheshire Northern Yorkshire Devon/Cornwall Dorset/Hampshire/Isle of Wight London Somerset/Wiltshire South East Gloucestershire Herefordshire & Worcestershire Women s Section Overseas address NationalDistrict.MSO@rbl.community vmerrill@britishlegion.org.uk cblack@britishlegion.org.uk sturton@britishlegion.org.uk gpennell@britishlegion.org.uk MSOWestMids@britishlegion.org.uk jmcnamara@britishlegion.org.uk ameharg@britishlegion.org.uk jdaly@britishlegion.org.uk CSumpter@britishlegion.org.uk kthornton@britishlegion.org.uk ALong@britishlegion.org.uk cbolton@britishlegion.org.uk sstephenson@britishlegion.org.uk fhedges@britishlegion.org.uk khurley@britishlegion.org.uk scoleman@britishlegion.org.uk ajarvis@britishlegion.org.uk wneumann@britishlegion.org.uk oince@britishlegion.org.uk Overseassupport@britishlegion.org.uk FAQs (updated FAQs are marked *) General Information & Participation Which parts of the Legion can send representatives? Can overseas Districts and Branches attend? All parts of the Legion that have a Standard are encouraged to send two representatives. Therefore the following Groups can be represented: Counties/Districts Branches (including National and Overseas) Sub-Branches Women s Section Branches Yes. Overseas branches can send two representatives (Standard bearer and wreath bearer)on the tour however the logistics required for overseas members is more complex than that for our UK based members. We request that you initially register your intent by the end of November 2018 via with our Overseas MSO Overseassupport@britishlegion.org.uk. Once all responses from overseas branches are received, we will provide additional information to you on the logistics. At present, we are looking at offering overseas GP90 joining points in Lille and Bielefeld. You can of course also join the tour at any of our

3 How many people can we send on the official GP90 Pilgrimage? What is the role of the two people who will represent their community? How should we select our two representatives? When do we need to submit the names of our two representatives? What if the people we wish to nominate as our representatives are not Legion members? *Will there be any arrangements for people who are less-abled or less-mobile to attend as our nominated representatives? available UK joining points, including London. Cost of travel from your overseas location to these joining-up points will not be covered by GP90. Two. A standard bearer and a wreath bearer. Their role will be to represent your community over the twoday tour and act as a standard bearer and wreath bearer to ensure your standard and wreath are carried to the Menin Gate in the parade on 8 th August. The two-day tour and parade will be very full days much of it on foot. In the run up to the tour the two attendees will be encouraged to prepare and train for the parade. Please consider this physical aspect of the Pilgrimage, and also the aim to involve the local community, when you are deciding who will attend. You are able to select your two representatives however you wish from either your membership or wider community. Your two representatives do not have to be members of the Legion and they do not have to include your normal designated standard bearer either. GP90 represents a huge opportunity for our members to reach out and work collaboratively with their local communities, schools, cadet organisations, to raise their profile, inspire commitment in each other and encourage recruitment. Please also bear in mind when nominating your representatives that the GP90 programme will be physically demanding. The immediate requirement is to make the commitment to have representatives on GP90. The confirmed names and details of your chosen representatives are not required to be submitted until Spring This is absolutely fine, although we always welcome new members. All employees, members, and volunteers (which are what your non-member representatives will be classed as for the purposes of GP90) will be covered by our Travel and Public Liability insurance. That means if they have an accident whilst training for the parade, on parade or during any other part of GP90, and it's our fault, they're covered. If it's someone else's fault, then they'll be covered by that organisation s insurance. More information on the insurances provided can be found in the relevant section below. GP90 will take place at the height of summer, will involve a lot of activity/movement/travel in a tight timeframe, and will include taking part in a military parade there are therefore some pragmatic considerations in terms of mobility and fitness for anyone wishing to participate. However, we want GP90 to be as inclusive as possible, and we take equality and the importance of not discriminating against any participant extremely seriously. We have taken steps to

4 *What if a nominated representative uses a mobility scooter, wheelchair or other mobility aid? *What if a nominated representative requires a carer or assistant? Can we only send one person on to the tour? What is the minimum age allowed for our representatives? *I wish to nominate an individual between the ages of 14 and 18 years old to represent us. What are the conditions for their attendance? *Is it possible for our nominated representatives to make their own travel arrangements to meet the tour or just participate in the parade and commemorative event on the 8 th August? If I am not nominated as a GP90 representative, can I still attend the event in some way? limit barriers to entry for GP90 and RBL will be flexible and consider circumstances on a case-by-case basis anyone with mobility or fitness constraints or concerns wishing to participate in GP90 should contact us directly at gp90@britishlegion.org.uk so that we can consider and discuss on a confidential basis whether a reasonable adjustment can be made. There is a maximum limit to the number, size and type of any mobility aids that can be transported on the coaches. Please contact us directly at gp90@britishlegion.org.uk so that we can consider and discuss on a confidential basis. Branches can nominate individuals that require additional assistance however the carer/assistant would need to be the branch s second nominated representative. No. Two representatives will be required, one to carry the wreath, one to carry the standard. 14 years old. The Legion takes its safeguarding responsibilities seriously and on that basis we believe that 14 is the minimum safe age for representatives on an overseas tour such as GP90. Branches can nominate individuals between these ages e.g. cadets or members of other youth organisations, to parade their Standards or carry their wreath. They must however understand that every person under the age of 18 must be accompanied by a parent or authorised guardian. That parent or authorised guardian would need to be the branch s second nominated representative. No. Your two nominated representatives are required to attend the whole Pilgrimage covered by the 1000 per branch cost. GP90 is about comradeship and all participants coming together to re-create the 1928 pilgrimage. It also seeks to deliver an understanding of Remembrance with a major part being the battlefield tours. The logistics of the tour are complex and it will not be possible to accommodate requests to meet the tour on different days or at different locations. Only two people per branch can attend the official GP90 tour and take part in the parade. However, if the two places at your branch are already allocated you could investigate to see if other branches in your County are struggling to people fill their two representative slots. In addition, Leger Holidays are offering a private parallel tour that includes two days of guided battlefield tours and enables you to be a spectator to support your fellow members on the main parade day and enjoy the activities in Ypres Great Square. This is a private tour so you must register independently and self fund. Find out more here. You may also wish to make your own private arrangements to watch the parade on the 8 th August as a spectator. Only nominated GP90 representatives will participate in the parade.

5 What if I wish to bring partners, family members or friends? What happens if we need to change the names of our nominated representatives prior to departure? *What happens if our branch needs to withdraw or cancel from GP90? Only two people per branch can attend the official GP90 tour. Any additional people would need to either sign-up for the Leger Holidays parallel tour or make their own private arrangements. However, it will not be possible to be in the same accommodation or battlefield tour locations as the main GP90 tour representatives. There will opportunities to meet up after the parade and commemorative service on 8 th August and enjoy the afternoon of comradeship and entertainment in the Ypres Great Square together. If for some reason one of your nominated representatives is subsequently unable to attend then it will be possible to do a name change, free of charge, up until 30 th May Any changes after that may incur a fee from the tour provider. If you are struggling to fund your branch or to find your two representatives then please contact your MSO to discuss. If you do decide that you do wish to withdraw from GP90 then please gp90@britishlegion.org.uk or call with your branch details and reasons for cancellation. Do not contact Leger Holidays directly as they are not be able to deal cancellation requests. Any refunds will be considered on a case-by-case basis prior to 1 st March 2018, after that any cancellations are nonrefundable. Registration & Payment Who can register our County, Branch or Sub-branch? When should we formally register? How do we register? Should a branch register if we are waiting to receive financial assistance or if we are in the process of fundraising? Responsibility for the decision to participate in GP90 sits with your committee. Given this, each committee must agree that it wants to attend GP90, and have the funds available, prior to completing formal registration. We encourage you to formally register as soon as you have committee agreement and the 1000 funds available. The cut-off date for formal registration is 1 st March This gives adequate time to decide and raise the funds. In the first instance, you should inform your MSO of your intent to register. Once you have committee agreement and the funds available you can formally register here; GP90 Registration Please contact your MSO to notify them of your intent to attend and current financial situation. Once you have received confirmation of financial assistance and/or completed your fundraising, and have the full funds available, you should then formally register your branch to begin the payment process.

6 How much will it cost? Can we use our funds to pay for our two representatives to attend GP90? Can we support another branch that would like to go but cannot afford to do so? *We do not have the funds to send our two representatives on GP90 but would still like them to go, are there other funding options? How can I privately support my branch to attend? Can Branch Property Trust (BPT) funds be used to assist with GP90 costs? Can Legacies be used to assist with costs? If we fundraise specifically for GP90 and raise more than the 1000 required, what can the additional money be used for? Can we use Poppy Appeal Merchandise to raise funds for GP90? What payment methods are available? *How and when is payment taken? The total cost for sending your two representatives on GP90 is 1,000 which covers transport, food, accommodation and travel insurance. You should only formally register once you have the funds available. Yes. It was agreed by the Board of Trustees that you can use your non-benevolent funds for GP90. This gesture is very much in the spirit of Legion comradeship and is already being done by a number of branches. If you would like to support another branch with funds then please contact your County Chairman. Yes. Fundraising would be one option. Another would be to apply to your County for financial assistance from their central fund or from the central Comradeship Fund that has been set up specifically to support branches to attend GP90. County and Comradeship Fund applications are open until 1 st March Contact your County Chairman or MSO for further information. Individuals may contribute to the branch s payment by making a donation directly to the branch. No. BPT funds, including rents and sales income, are geographically restricted and cannot be used to fund GP90. Yes. Legacies, or a general donation of legacy income, can be used to assist with costs relating to your two representatives. If you wish to confirm the presence or balance of a Branch Legacy Trust please contact Finance on branchfunds@britishlegion.org.uk or the legacy team on Legacies@britishlegion.org.uk You can fundraise for any Legion purpose but must be clear to the donors as to what the funds will be used for. For the detailed policies you must follow whilst fundraising please refer to the Membership Handbook. No. You must not use this merchandise to fundraise for other purposes, as this may be misleading. To fundraise for the branch there are a couple of options available: The branch can contact their MSO to gain access to promotional items to support the fundraising activity. Alternatively, the branch can source their own merchandise but must be able to raise more funds than they cost for viability. If they wish to pursue this then the Membership department can provide contact/details templates for such products. Branch Fund Investment (BFI) transfer Direct Debit from your branch account Cheque payment from your branch current account You will have to choose your preferred method of payment when you formally register for GP90. Note: Your payment must credit into the TRBL GP90 Control Fund by 31 st March 2018.

7 After you have formally registered you will receive an confirming your place with your booking reference number. Approximately 2 3 days after that, a member of the Legion s central finance team will contact the branch official that you listed when you registered as the main point of contact. Depending on the payment method you chose the following occurs; BFI - the branch accountant will send a form to the branch treasurer within 3 weeks. This form should be completed and returned to the Legion s GP90 central finance team immediately. Once the form has been received by central finance, the payment can take up to 3 weeks to process. (Note: There have been some delays occurring with regards to BFI payment so if you haven t received the form, or payment hasn t been taken within the above timeframes, please gp90@britishlegion.org.uk) Direct Debit a direct debit mandate will be sent out by the Legion s central finance team and should be returned immediately on receipt. This step could take 2 3 weeks. After the correctly completed form has been received back by central finance, the payment process will be completed within 20 working days. Cheque (from branch current account) please make your cheque for 1000 payable to Royal British Legion and write Great Pilgrimage 90, your branch name, branch code AND GP90 booking reference number on the back of the cheque and send it special delivery to; Great Pilgrimage 90 c/o Daniel Parsons Senior Accounts Assistant Treasury The Royal British Legion 199 Borough High Street London SE1 1AA If you do not follow these instructions for cheque payment then it is likely your cheque may go missing or be paid into the wrong account and we will have no record of your payment. Finally, the finance team will send an to the branch official who registered the branch to inform them that they have successfully paid the fee for GP90.

8 What happens to our 1000 once payment is actioned? It will be transferred to the Legion GP90 Control Fund where it will be held to fund authorised GP90 activities for the benefit of the membership. Travel & Insurance What are the travel arrangements for GP90? *Where will the GP90 coach joining points be? The Legion has partnered with Leger Holidays who will be delivering the travel and tour arrangements on our behalf. Travel with be in high quality coaches from up to 200 joining points with ferry passage over to France. Both of your representatives must depart/return from/to the same joining point so they are together for the tour. Our travel partner, Leger Holidays, have identified up to 200 GP90 joining points across England, Wales and Northern Ireland that should provide workable options for all. These have been selected for the location of coach companies, ease of access and vicinity to main population centres and roads. When you register for GP90 on the Leger website you will be asked to select your preferred joining point. You can select any one of the available joining points across the UK, whichever is the most convenient for your two representatives. Your representatives would need to get themselves to their selected joining point by their own means at their own cost. National Branches and Counties - We understand that your members will be more spread out however we would still require your two representatives to meet at the same joining point. Please select the point that is most convenient for both your representatives to get to. Will all branch representatives from one County be on the same coach? Can you please provide more details about the accommodation? Will people be put with strangers or are single rooms available for a supplement? Once registration has closed and we have a complete picture of the geographical distribution of registered counties and branches, there may be scope to work with Leger to adjust joining points, but this cannot be guaranteed. There is no guarantee as it is very much dependant on the registration numbers from particular counties however we will endeavour to ensure Counties are together. The hotels will be a minimum of three stars and include breakfast, evening meal. Packed lunches will be provided for the three days of the main tour and parade. Only twin rooms will be offered on the GP90 tour. The representatives would need to be willing to share if they are travelling on the GP90 tour. Generally, the two representatives from their branch will room together but should there be

9 *What does the included Legion travel insurance cover? *Does the included Legion travel insurance cover for preexisting conditions? instances where they are of different genders and/or do not wish to share with each other then we would look to room them with somebody of the same gender from another branch. The travel insurance includes standard travel cover such as medical emergency, repatriation, travel delay, lost or stolen luggage or money etc. Our travel insurance does not cover any independent travel that you may have to make in order to reach your designated tour joining point or if you decide to make private arrangements to be a spectator on 8 th August If you have a pre-existing medical condition you will need to declare it and obtain a fit for travel medical certificate from your doctor to be able to attend GP90 as a nominated representative. This will need to be provided to Leger Holidays and the Legion once we ask for the full details of nominated representatives. Our insurance cover will cover any type of medical emergency, whilst you are on GP90, however it is not a private medical insurance policy if members have their own PMI, they will also need to clear their travel with their own provider. Parade 8 th August What is the plan for the parade on 8 th August? The 8 th August will be a full day for parade participants, who are likely to be involved in approximately 10 hours of activities, mainly on foot. This follows a full and informative two-day battlefield visit programme, which will last approximately hours each day, including travel. A provisional schedule for the day is provided below: If the Standard Bearer we choose to represent us is not our usual Standard Bearer, will they undergo suitability testing, training and H&S Arrival by coach in Ypres Parade form up Parade (circa 1 mile) and Commemorative Service. Standard bearers and wreath layers will surround the Menin Gate during the service From 1400 Lunch provision followed by comradeship activity on Ypres Great Square Depart Ypres by coach back to accommodation Yes, they will. Information will be made available once the training programme has been finalised with the Ceremonial Working Group.

10 checks? There s a stipulation that a County Officer must be present when County Standards are on parade is that correct? Will there be auxiliary Standard Bearers available for those branches that won't have one? *Will there be training for Standard Bearers and Parade Marshals in advance of the parade? Can we lay other tokens at the Menin Gate? Whilst the Ceremonial Handbook recommends that a County Officer should be present, this is not a requirement for the Standard to be on parade. Standard Bearers may be arranged by the County/District locally or by engaging with your local community. For guidance on local Standard Bearer training, please contact your Membership Support Officer. Yes. Membership and the Ceremonial Working Group will implement a full training plan in advance of GP90. Yes, branch representatives can lay tokens from their community after the official Menin Gate ceremony.