Staff Subcamp Individual Catering Policy
1. Purpose
Unity 2026 aims to minimise cooking within the staff campsite wherever possible due to the increased fire risk, limited campsite space, challenges associated with food storage and hygiene, and the need to maintain safe access and evacuation routes.
However, Unity 2026 recognises that some staff members may require access to cooking facilities as part of:
Inclusion support
Wellbeing support
Medical or dietary requirements
Reasonable adjustments
Cultural or religious requirements
Accessibility needs
To support these needs, a limited number of approved cooking setups may be permitted within designated staff camping areas.
The safety of all staff remains the primary consideration and approval to cook onsite will only be granted where appropriate controls can be implemented and this policy can be adhered to.
2. Approval Process
Cooking within the staff campsite is not automatically permitted. This includes within Motorhomes/Caravans.
Any staff member wishing to use cooking equipment to Unity 2026 must obtain prior approval from the Camp Leads before arriving onsite.
Requests may be approved where there is a clear and justified need, including:
Medical dietary requirements
Food allergies or specialist food preparation needs
Accessibility or reasonable adjustment requirements
Wellbeing considerations
Specific operational requirements
Other exceptional circumstances agreed by the Camp Leads
Approval is subject to:
Completion of the Staff Campsite Cooking Declaration
Compliance with this policy
Availability of suitable space
Agreement to comply with safety inspections and instructions from the Safety Team
The Camp Leads reserve the right to:
Refuse any application
Restrict the number of cooking setups permitted onsite
Specify the location of cooking facilities
Withdraw approval at any time if safety concerns arise
No cooking equipment should be brought to site unless approval has been granted.
3. Location and Allocation
Approved cooking facilities will be located on the edge of the designated staff camping areas. Those in motorhomes will be parked on the end of the motorhome/caravan area.
This allocation has been determined to:
Reduce fire risk
Improve emergency access
Limit disruption to neighbouring campers
Support safe campsite management
The allocated location cannot be changed.
All cooking facilities must:
Remain within their allocated area
Maintain clear access to fire lanes and emergency routes
Not obstruct walkways, roads or neighbouring camping areas
Cooking within sleeping tents is not permitted.
Cooking shelters must:
Be no larger than approximately 3m x 3m
Be suitable for outdoor camping use
Be securely anchored
Be maintained in good condition
Be flame-retardant
Large marquees, catering tents and oversized gazebos will not be permitted.
Cooking shelters should be positioned a minimum of 3 metres from sleeping tents wherever practicable.
4. Cooking Facilities
Cooking must never take place inside a sleeping tent.
This includes:
Sleeping compartments
Tent porches attached to sleeping accommodation
Small backpacking tents
Trailer tent sleeping sections
Cooking is only permitted within an approved cooking shelter or motorhome/caravan that provides adequate ventilation.
Cooking shelters and Motorhomes/Caravans must allow sufficient airflow to prevent the build-up of carbon monoxide and other combustion gases.
No naked flames, candles, fuel-burning heaters or cooking appliances may be used in sleeping tents.
5. Gas Safety Requirements
Only gas cooking equipment is permitted. The use of open fires or barbeques is prohibited. Pierceable canisters are not allowed at Unity 2026.
Any gas appliance onsite being connected to gas bottles must be designed for use with, or converted for use with gas cylinders. All equipment needs to be in good working order with no visible damage. Hoses must be kept as short as possible but be long enough for the gas cylinders to be positioned outside the tent and therefore accessible for the valves to be shut off in an emergency. Gas hoses must be inspected before coming to camp, confirmed as ‘fit for purpose’ and have been renewed within three years. If a fault does occur or damage is noticed, then the equipment must not be used. At the beginning of the event, checks will be carried out with your subcamp leader to ensure gas safety.
You will need a fire blanket and fire extinguisher; these must not have exceeded the expiry date. When using tents for cooking they need to be flame retardant, of an adequate size for moving around in and have available exits for emergencies. Tents used for cooking need to have sufficient ventilation to prevent carbon monoxide building up from cooking.
Those in a Motorhome or Caravan must also have a smoke alarm and carbon monoxide alarm fitted.
6. Fire Safety
All approved cooking setups must provide:
A suitable fire extinguisher
A fire blanket
Basic first aid supplies for burns and cuts
Carbon Monoxide Alarm and Smoke Alarm if in a Motorhome or Caravan.
All fire safety equipment must:
Be in date
Be maintained and serviceable
Be easily accessible
Cooking appliances must:
Be positioned on stable surfaces
Be kept clear of tent walls and roofs
Never be left unattended whilst operating
Be switched off immediately after use
If gas is detected:
Turn off the gas supply immediately if safe to do so.
Extinguish any naked flames.
Evacuate the immediate area if necessary.
Inform the Unity 2026 Safety Team immediately.
Staff must familiarise themselves with fire points and emergency procedures upon arrival.
7. Electrical Equipment and Refrigeration
There will be no electrical hook-up available within the staff campsite.
Staff should therefore assume that:
Fridges and freezers cannot be powered onsite.
Electric cool boxes cannot be supported.
Extension leads and unauthorised electrical supplies are prohibited.
Anyone bringing battery-operated refrigeration equipment does so entirely at their own risk. Ice pack freeze facilities will be available however these will be shared with groups. Please bring your ice packs to the Administration Tent between 10:00 and 11:00 daily for drop off and collection. They will need to be bagged and labelled with your name and subcamp. Please be aware that space is limited and not guaranteed. You may wish to bring ice to supplement their ice packs due to the time required for ice packs to fully freeze.
Food storage arrangements must be considered before arrival.
Unity 2026 accepts no responsibility for food spoilage.
8. Food Safety and Hygiene
Anyone preparing food onsite is responsible for ensuring safe food hygiene practices.
Staff cooking onsite must:
Provide handwashing facilities
Have soap and suitable drying materials available
Keep food preparation surfaces clean
Store food off the ground where possible
Prevent cross-contamination between raw and cooked foods
Dispose of wastewater in designated disposal points only
Due to limited refrigeration options, chilled and frozen foods should only be brought in quantities that can be safely stored and consumed. Those in motorhomes will not be permitted to move their vehicle during the week so consideration of this must be given when planning.
Food must be cooked thoroughly before consumption.
9. Waste Management
Cooking areas must be maintained in a clean and tidy condition.
Water must be disposed of in the right way and in the right place. Please do not dispose of waste water into the hedges as it encourages wild animals and flies and we could be subject to a hefty fine. There are waste water disposal locations located close to the subcamps to pour any waste water. Therefore, we would recommend that you bring one or all of the following:
A bucket or two (with lids if possible) to carry the dirty water to the disposal points.
A trolley to help carry the buckets may be helpful. Grey water waste disposal must be in designated areas only.
Please ensure all rubbish is bagged and disposed of in the bins provided. There will be a number of rubbish disposal areas around the site, and these will be serviced daily. Location and times will be provided at camp. All rubbish is being separated off site for recycling by our waste disposal provider therefore there is no requirement for groups to keep their general rubbish and recycling separate.
10. Personal Responsibility
All cooking equipment, shelters, food, gas cylinders and associated items are brought to Unity 2026 entirely at the owner's risk.
Unity 2026 accepts no responsibility for:
Loss
Theft
Damage
Equipment failure
Weather-related damage
Food spoilage
Staff remain responsible for ensuring all equipment is safe, suitable and adequately maintained.
11. Compliance and Enforcement
The Unity 2026 Safety Team and Camp Leads may inspect any cooking setup at any time.
Unsafe equipment or unsafe practices may result in:
Immediate suspension of cooking activities
Removal of equipment from use
Withdrawal of cooking permission
Further action under Unity 2026 event policies
The decision of the Camp Leads and Safety Team on matters of campsite safety is final.