FAQs

Here are some frequently asked questions if you’re looking for answers: (we keep this page updated regularly as questions come in)

How many adults can travel with a Patrol?

Scouts – None

Cubs – One Adult leader or registered Parent Helper

Note: Carers are very welcome to travel with Patrols as needed. (Carers will need to be registered using the Leader registration form – make a comment of the patrol they will be travelling with)

Can we amended the Patrol details once submitted?

Yes. Use the edit submission link in your registration confirmation email to change names, add Scouts or update details.

If you add Scouts, the form will show the new full total. Only pay the difference by EFT, and put your patrol name in the reference.

If your numbers drop, update the form and contact us through the contact form with your bank details for a refund (see the refund policy below).

The form locks one week before the race. After that, use the contact us form to request any changes (not all will/can be accepted within the last week).

What do I need to complete the registration?

Refer here: https://www.bentleigheastscouts.com.au/tfr/register/

What are the arrangements for Friday night accommodation for country Patrols?

Accommodation is generally at a Scout hall on the Friday night, it’s in Bentleigh East, about 10-15mins drive from the start location. Depending on numbers we might overflow into another hall but we have plenty of space. We’ll provide some snacks for Friday night and breakfast on Saturday morning. There is no extra costs for this.

Can country Patrols get to the Friday night hall by public transport?

Yes. The hall is in Bentleigh East, about 15 minutes’ walk from Paterson Station on the Frankston line. Patrols coming by V/Line can change at Southern Cross or Flinders Street.

Let us know your arrival time when you register so someone is there to meet you.

Do Adult Leaders need to attend?

Leaders are needed to help run activity bases and support the overnight and Sunday activity. At least one leader from each group should stay overnight and stay for the Sunday activity.

You’ll get your activity base and race-day details with Leader allocations, which go out in the week before the race.

How many Scouts can be in a Patrol? What can we do if we don’t have 4 in the Patrol?

A Patrol has a minimum of 4 and a maximum of 8 Scouts. The maximum is fixed.

If you have more than 8, split them into two Patrols. If you have fewer than 4, let us know and we’ll help you join up with another Unit, or sort it out on the day.

If one Scout is arriving late or leaving early, that Patrol needs at least 5 so it still has 4 at all times.

What is the refund policy?

Full refunds are available 2 weeks prior to race day, 50% up to 48 hours before the race start and no refund within 48 hours of the start. Consideration will be given for refunds outside the above if exceptional circumstances apply.

Can Patrol members arrive late, leave early or be absent for part of the day?

Yes. We’ve done this many times. If you already know a Scout will be coming or going, let us know before race day through the contact form.

The Patrol needs at least 5 Scouts, so it still has 4 when one is away.

Leaving or joining during the race on Saturday: this is arranged through Race Control. Their phone numbers are in the information sent to Scout Leaders in the week before the race. Scout Leaders, please pass them on to the parent.

1. About an hour before pick-up, the parent calls Race Control to find out where the Patrol is heading.
2. Once the Scout has been collected, the parent calls Race Control to confirm.
3. When the Scout is ready to return, the parent calls Race Control again to find out where the Patrol is heading now, and we’ll arrange the drop-off.

A Scout arriving late works the same way as step 3.

Please don’t arrange this directly with the Patrol or the Scout Leaders. If everything goes through Race Control, we know where every Scout is and the Patrol isn’t held up.

Going home on Saturday night: the Scout Leader and the parent arrange the pick-up from the overnight location between them. Before the Scout leaves, they must be checked out with a member of the race team onsite.

Do you have any racing winning tips?

The winning Patrol is the Patrol with the most points, points are achieved by completing activities. The more activities you complete, the more points you get. Only 1-2 Patrols each year typically complete the race and these are generally the Patrols that finish in the top 5. The quicker you travel the more activities you can do and the more points you can achieve.

What information do we receive on the race day?

On the day, Patrols will receive a final copy of the Patrol Leaders Guidelines. Leaders also get a race day info sheet. Copy of these are emailed out just prior to the race as well.

Do you have any tips for navigating around and using public transport?

Yep, here is our handy guide – TFR2023_Public Transport

There is also a video here: https://www.youtube.com/watch?v=9iRKYR3lZrU

Do adult leaders need to bring a tent?

A we won’t have available bunk space (unless notified seperatly) leader will also need to bring a tent.

Will there be anywhere to buy snacks at the overnight location?

We will have a canteen selling drinks and snacks on Saturday night, it will be open after dinner. The canteen will accept cash and card payments.

I’m a Venturer Scout, Rover Scout or Leader. When will I find out what I’m doing?

Leader allocations go out in the week before the race. They include your role, your location and everything you need for the weekend.

I registered but didn’t get a confirmation email.

Check your spam or junk folder first. If it’s not there, contact us through the contact form with your Unit name and we’ll resend it.