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Theme Camp setup guide

[bra_border_divider top=’20’ bottom=’20’][bra_dropcaps style=’dropcap2′]Y[/bra_dropcaps]ou’ve dreamed up the idea, now it’s time to get into gear. This guide outlines the things to consider when you are planning, when you are on site and when it’s hasta la vista baby. Click on the boxes below. Is your thirst for answers still not sated? Contact themecamps@burningseed.com if you have any further questions.[bra_border_divider top=’20’ bottom=’20’]

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Applications for site placement

Applications for placement are open until 1 July 2015. The outcomes of the application assessment process will be confirmed by 1 August 2015.

Placement will consider various factors:

  • what the Theme Camp is offering
  • proposed sound levels
  • location preferences
  • site infrastructure requirements
  • requirements from other event organising teams

Placement means you will be listed on our site map and in our What Where When guide, which are both handed out to all participants at the event. It also means you can share information via Seed’s newsletter, the Flaming Galah, as well as broadcasting on Seed’s social media sites. If you want your events to be including in the What Where When, please register your events here.

Connecting with other Theme Camps via Seed’s social media sites has also proved helpful to several camps in previous years as they have joined forces and shared transport and generator costs. It’s also a way to coordinate your ‘big’ night and to have artists and DJs contribute to more than one camp.

Complete the online Placement Application form.

If we are unable to offer you formal placement this year, you are still encouraged to bring your camp and set-up in the general camping area from midday Wednesday 30 September.

Placement and space 

We place camps according to sound, size, activities, numbers of people in camp and placement in previous years. Sound camps or louder camps are placed near or facing The Effigy in our high-noise area, while camps seeking quieter locations get placed in the quiet camping zone. When working out the space that you will need, please factor in all the tents and cars that your crew will have.

We will try to allocate your desired space to you — taking into account the constraints of the event site and areas available for Theme Camps. You may use space around your allocated area as long as it is not allocated to event infrastructure or another Theme Camp.

Activities and promotion

Our Theme Camps have their own special activities or “big” event. Once you know what spectacle you plan for our enjoyment, please let our comms team know so they can help promote your events through the Flaming Galah. Contact comms@burningseed.com

If you haven’t already, create a Facebook page or group where you can share your plans, invite and inspire people to join, and broadcast news about your camp. Again, please let us know about your newly created Facebook profile so we can add it to our Theme Camp listings.

You will also need to submit your event details to our What Where When event guide, which is handed out to participants, along with a site map, when they arrive at the entry gate. Applications forms will be made available online in July.

Radical self-reliance 

Bring everything you need for your camp – tools, water, fuel, food etc — and make sure your crew does too. Bring water to spare and the right type of food for potentially six nights in the bush. The Theme Camp Team and Department of Planning and Infrastructure are there to support you, not supply you with what you need.

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Early entry

The event has limited capacity for early arrivals. Only approved Theme Camps are approved for early entry and only a reasonable number of people will be provided early entry based on the size of your camp.


A full list of names of your camp early arrivals will be requested pre-event. No Theme Camp early arrivals may arrive on site prior Sunday 27th September 2015. If you have an early entry requirement prior to that date or to volunteer in another area (e.g. Effigy build, Temple build, Art), then you must request early entry through that Team, not Theme Camps.


All early arrivals must have their own ticket to enter.

On arrival, please request the Gate crew to radio the event Theme Camp Coordinators and a member of the team will meet you at your allocated location.

We recommend you are on-site no later than midday Wednesday 30th September.
The event has limited capacity for early arrivals. Only approved Theme Camps are approved for early entry and only a reasonable number of people will be provided early entry based on the size of your camp.

A full list of names of your camp early arrivals will be requested pre-event. No Theme Camp early arrivals may arrive on site prior to Sunday 27 September 2015. If you have an early entry requirement prior to that date or to crew in another area (e.g. Effigy build, Temple build, art), then you must request early entry through that team, not Theme Camps.

All early arrivals must have their own ticket to enter.

On arrival, please request the Gate crew to radio the event Theme Camp Coordinators and a member of the team will meet you at your allocated location.

We recommend you are on-site no later than midday Wednesday 30 September.

Burning

Bush fires are of very real concern to our neighbours, and Red Earth City’s fire licence restricts our use of open fires. Propane cookers are okay, but individual campfires are not permitted. Fire is restricted to the burning of the Effigy and the Temple, the three fire pits we will make available for lighting staff and poi, and five designated burn barrels. Personal fireworks and firearms are also prohibited.

Generators 

Pretty please don’t run your generator late at night or early  in the morning. Place the generator as far from other camps as possible and make sure people can’t trip over power cords. Cover your generator with a sound shield or baffle. Wherever possible, please share generators between camps.

Sound

If you have a large sound system and/or plan to play sound early morning/late night, you will be placed in the Loud area.  If you have anyone in your camp who wants to go to sleep when you’re partying and they don’t want loud music disturbing them we suggest three options: 1) ear plugs, 2) set-up a satellite camping area away from the main theme camp area, or 3) set them free.

Waste minimisation

Sort your waste as you go by setting up separated recycling collection. Be responsible for your own rubbish. You and your crew also need to bring your own cups, bowls, plates and cutlery; disposables are strongly discouraged. If you are operating any kind of bar, encourage all bar flys to bring their own cups instead of resorting to disposable ones.[/bra_toggle]

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Departure

All Theme camps will have to vacate site by midday Wednesday 7 October 2015 after the event has closed. Before leaving:

  1. You need to notify one of the Theme Camp Coordinators
  2. Ensure a full and complete MOOP sweep of your camp area and surrounds
  3. Obtain a Leave No Trace clearance from the MOOP Team (this can then avoid post event misunderstandings on the condition of your site)

Leave No Trace

You will need to organise a Leave No Trace plan for your camp, which you will be asked to submit to the Theme Camp Team when you register online. [bra_button text=’LNT Theme Camp agreement’ url=’https://dl.dropboxusercontent.com/u/107200844/LNTAccountabilityAgreementforThemeCampsFORM.pdf’ target=’_self’ size=’small’ style=’rounded’ color=’grey’]

Make sure everyone does a MOOP (Matter Out Of Place) sweep of your camp before you leave. Every little bit of MOOP, including nails, cable ties, peanut and egg shells, glitter, cigarette butts, anything that is not part of the natural environment, must be taken away. Leave no trace really does mean LEAVE NO TRACE.

Rubbish and recycling

Plan ahead! Theme Camps can generate a lot more rubbish and recycling than an ordinary camp. Consider what you pack in so you have less to pack out or dispose of. Take unnecessary plastic wrappings off items, transfer items sold in plastic bags or boxes to tupperware or crates. Bring plenty of heavy-duty garbage bags.

Be kind to your neighbours and don’t dump your rubbish in neighbouring towns, roadside bins or service stations on your way out. Instead, plan for a rubbish and recycling run to anyone of the below, after the event.

  • Narrandera: Cypress Centre Recycling, 1 Dalgetty St, Narrandera
  • Wagga Wagga: City Council Waste Management Site, 132 Ashfords Rd, Wagga Wagga
  • Coolamon Tip: Located 5km SSW of Coolamon. Head South on Wagga Hwy less than 1km, turn right on Rock-Coolamon Rd. Drive 5km, tip is on your right. Open Mon 9am-1pm
  • Ganmain Tip: Located at the end of Grave St (by the cemetery) in the far SE corner of town. Go south down Gresham St from Coolaman Ganmain Rd (also known as Waterview Rd) until it hits Grave St, turn left, keep going and pray for signs. Open Mon 2-5pm.

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