International Contingent Packet

Transcription

1 International Contingent Packet Hi-Sierra International Rendezvous

2 Table of Contents HOW TO CONTACT US... 3 DATES... 3 REGISTRATION PROCESS... 3 ELIGIBILITY... 4 AIR TRAVEL, GROUND TRANSPORTATION, and PRE-EVENT LODGING... 4 UNITED STATES ENTRY VISA... 4 TROOP, PATROL, and STAFF ASSIGNMENTS... 5 OVERALL SCHEDULE... 5 HOME HOSPITALITY... 6 EQUIPMENT... 6 CLOTHING... 7 CURRENCY EXCHANGE... 7 MEDICAL INFORMATION and EMERGENCY CONSENT... 7 EMERGENCY CONTACT:... 8 CAMP HI-SIERRA TRADING POST... 8 HEALTH and DIET CONSIDERATIONS... 8 INDEPENDENT TOURING... 8 SWAPPING (Exchange of badges, neckerchiefs and other items)... 8 PROTECTION OF VALUABLE ITEMS... 8 COMMUNICATIONS... 9 INSTRUCTIONS FOR PAYMENT OF INTERNATIONAL DEPOSIT AND FEES... 9 SUMMARY OF REQUESTED FORMS INTERNATIONAL CONTINGENT RESERVATION FORM AIR TRAVEL, GROUND TRANSPORTATION AND LODGING FORM EMERGENCY CONSENT FOR MINORS FORM EMERGENCY CONSENT FOR ADULTS FORM COUNTRY FAIR INFORMATION FORM ADULT LEADER REGISTRATION FORM International Contingent Packet Hi-Sierra International Rendezvous

3 INFORMATION FOR CONTINGENT LEADERS Our goal is to provide you with all information necessary to ensure a memorable International Rendezvous! In addition to the information in this registration packet, there s also a slide show and handout for parents available for download on our website. We ve specifically tried to make the registration process as painless as possible. With this information we will make all of your local ground transportation and lodging arrangements. The only arrangements left up to you is for any out of area touring that your contingent may want to do. We realize that every contingent has unique needs. Please feel free to contact us at any time for any reason. This information is also available on our Web Site at HOW TO CONTACT US For an immediate answer, please send to rendezvous@svmbc.org. Or you may Fax us at Our mail address is: Silicon Valley Monterey Bay Council BSA, 970 W Julian Street. San Jose, CA, U.S.A Attn: Rendezvous Coordinator You may telephone us at (408) and leave a detailed message including the best time (your time) and phone numbers to telephone you. Fax and are the best methods of communication. We try to respond to Fax, and phone messages within 48 hours. DATES Encampment is Sunday 3 August to Saturday 9 August Home Hospitality is available following encampment for 6 days (Saturday 9 August through Friday 15 August). REGISTRATION PROCESS Included in this packet are various forms for you to complete and return at your earliest convenience. A complete listing of forms and due dates are included in the SUMMARY OF REQUESTED FORMS table below. We have learned this is the easiest way to collect and distribute information to our various committees. Most individual forms in the packet are distributed as Microsoft Word Forms, which makes them very easy to fill out on your computer and return them by . The process begins with the INTERNATIONAL CONTINGENT RESERVATION FORM. Please note that the ANNUAL HEALTH AND MEDICAL RECORD FORM Part A, B, C need to be downloaded separately from this packet. Please print and fill out the forms as needed. You will find that most necessary background information is included on the forms themselves. If you have any questions on the registration process or about any of the forms, contact us as outlined above. Please return the forms as soon as the information is available; do not wait to send the entire packet at one time International Contingent Packet Hi-Sierra International Rendezvous

4 ELIGIBILITY Yes, we accept both male and female youth! Youth members must be at least 13 ½ years old by 2 August 2014 (i.e. born by 2 Feb, 2001) or less than 21 year old by 16 August (i.e. born on or after 16 Aug, 1993) and currently registered with your Scout Association. There have been questions in the past regarding the definition of "Scout" (youth member) and "Adult Leader". In accordance with Boy Scouts of America policy, we consider any person age 21 or older (i.e. born before 16 Aug, 1993) to be an "Adult Leader". We request that each contingent be primarily "Scouts" within our definition (ages 13 ½ through 20 inclusive). We require 2 Adult leaders for a group of 20 youths or less. If your group has more than 20 youths, we require 1 additional Adult leader for every additional 10 youths. If there is a female youth in your group, we require a female Adult leader. The number of Adult Leaders for each contingent should be kept to the necessary minimum. In general, "adult only" contingents aren t permitted; however, we will consider case by case upon request. AIR TRAVEL, GROUND TRANSPORTATION, and PRE-EVENT LODGING IMPORTANT: Many flights, particularly at the lower fares and preferred dates, are booked well in advance! Please make your airline reservations as soon as possible! Also, apply for United States entry Visa as soon as possible. Every year, a few contingents are unable to attend because they applied too late and did not obtain US entry Visas! Early acquisition of Visas will facilitate early airline reservations and the opportunity for lower fares. We request that you arrive on Saturday, 2 August prior to 1:00 PM (Pacific Daylight Time). The AIR TRAVEL, GROUND TRANSPORTATION, AND LODGING FORM will help us understand your travel plans, and will enable us to arrange appropriate ground transportation and lodging for you. If flight schedules require arrival on Friday, 1 August, we may be able to provide accommodations for this additional evening. Please contact us for details. Accommodations before 2 August are extremely limited; it is critical that you notify us as soon as possible. If you will be in the San Francisco/San Jose area before 2 August, or are arriving by other than scheduled airline, we will make special arrangements to ensure that you are met us at the proper time on Saturday, 2 August. Do not attempt to make your own travel arrangements within the San Francisco/San Jose area, or plan to arrive at Camp Hi-Sierra (the encampment site) by private transportation! We will meet you at your arrival point and provide all ground transportation. This probably will be San Francisco International Airport (SFO) for most international flights. If possible, we strongly recommend the more convenient San Jose International Airport (SJC). We will confirm all ground transportation arrangements no later than 26 July UNITED STATES ENTRY VISA We are often asked to provide assistance in obtaining United States entry Visas. Upon written or ed request, we will provide a formal letter of invitation from the Scout Office that may be presented to any United States Embassy or Consulate. This letter will include all pertinent information required. However, we cannot act as a guarantor for any individual or group, nor can we contact the Embassy or Consulate directly (they receive huge quantities of paperwork and do not retain letters of recommendation regarding entry Visas). The acquisition of Visas is the sole responsibility of each individual, and often is a lengthy process. We recommend that you apply for Visas as soon as possible International Contingent Packet Hi-Sierra International Rendezvous

5 TROOP, PATROL, and STAFF ASSIGNMENTS All scouts at the International Rendezvous are divided up into 3 Troops (Red, Blue, and Green) of 4-6 patrols each. These Rendezvous Troops and their patrols are formed at half strength with local scouts and generally will have been meeting for 5 or 6 months before the event. Each troop will have an experienced local Scout Master and two assistants at least one of which will be female. Your scouts will be fully integrated into these troops and patrols to bring them up to full strength. The troops will have their own assigned campsites and will function as units with their own identity. Typically, each patrol will have 3-4 different nations represented, and each Troop will have 5-7 nations represented. We expect a total of 250 to 300 participants. We make every effort to have both male and female youth of all ages in each patrol. The initial troop and patrol assignments will be made based on the information you provide on the CONTINGENT REGISTRATION FORM. Do please let us know which scouts would prefer to be in Troops and/or Patrols together and those that perhaps should be separated. Those assignments will be reviewed with each Contingent Leader at your arrival check in on Saturday. Adult Leaders are welcomed to join the Rendezvous Staff; refer to the ADULT LEADER REGISTRATION FORM for more information. We encourage full participation in order to receive maximum enjoyment from Rendezvous. We also plan some special activities and opportunities for Adult Leaders. OVERALL SCHEDULE Saturday 2 August: We request that all international contingents be available to check in and register at our local assembly point (in the San Jose area) between 12:00 noon and 3:00 PM (pacific Daylight Time). We will provide a "western style barbecue" dinner and entertainment that evening. This procedure gives Scouts and Leaders from all contingents an opportunity to meet each other, adjust to local time, and rest before departing on Sunday for Camp Hi-Sierra. This is also the time to review Scout and Leader assignments. Sunday 3 August: After an early breakfast, we depart for Camp Hi-Sierra by chartered bus. This is a pleasant 3-hour trip that crosses the Central Valley of California, an important agricultural area, before entering the Sierra Nevada Mountains. Camp Hi-Sierra is located in a forested valley at 5200 feet (1580 m.) elevation. The Silicon Valley Monterey Bay Council Scouts will travel with you on the chartered bus. You will receive a very enthusiastic welcome! After lunch and the Opening Ceremony, we begin the normal activity of International Rendezvous. All international Scouts will have been assigned to one of our three provisional Rendezvous troops and will begin camp familiarization and check in with their respective troops. There is an opening campfire Sunday night. Monday 3 August through Friday 8 August: International Rendezvous activity will be conducted throughout the week. Most activity will be by patrols, and we will make certain that everyone has the opportunity to participate in all activities. From Rendezvous to Rendezvous the activities have varied, but in the past these activities have included boating/kayaking/canoeing, swimming, biking, hiking, climbing wall, archery, team type competitive games including soccer (er.. football?), mountain man skills, nature walks, hiking, outpost camp/overnight, black powder and shotgun shooting, candle making and gold panning. Thursday evening will be a camp wide talent show, and everyone is invited to audition. Toward the end of the week we hold a Country Fair that will feature not only games, but also booths with information on the participating countries. This is also the opportunity to sample food from the participating countries as well. Please complete THE COUNTRY FAIR INFORMATION FORM as soon as possible so we can work with you to supply whatever you require. The weeklong International Rendezvous activity at Camp Hi-Sierra will conclude Friday evening with an International Campfire at which each contingent is encouraged to perform something unique to their nation and Scouting program. This is always the highlight of the week at Camp! This campfire will also include an ashes ceremony where you will have an opportunity to mix ashes from your campfires with those of campfires past. Saturday 9 August: After breakfast, and the Closing Ceremony, we all break Camp and depart by charter bus for San Jose. Upon arrival, we will be met by our Scout families and begin Home Hospitality International Contingent Packet Hi-Sierra International Rendezvous

6 HOME HOSPITALITY We hope that each contingent will participate in Home Hospitality. This is your opportunity to experience our lifestyle on a normal, everyday basis as you live with one of our Scouts and family: they are prepared "to do whatever they normally do with friends". They will also be certain that you have an opportunity for sightseeing in the area. Sightseeing will vary with each family, but many families take their guests to San Francisco, the Pacific Ocean beaches, a State Park with stands of giant Sequoia (Redwood Trees) and/or "Great America", a very large amusement park with many exciting rides and attractions. They will also try to accommodate your special requests. We will try to accommodate, but cannot guarantee, all requests. We believe the best activities are those shared by new friends who met during the week at Camp Hi-Sierra. The activities may be different with each family, but all promise a warm welcome and a memorable experience. We offer Home Hospitality after encampment at Camp Hi-Sierra for a maximum of six (6) days. During Camp, all Scouts have the opportunity to meet each other, make new friends, and select their own partner for Home Hospitality. This is preferable to pre-assignment, and we do not accept any pairings prior to the Wednesday afternoon at Camp in order to preclude hasty and ill-advised matches. This procedure also is preferable to Home Hospitality before encampment. A typical, but often difficult question is what about money during home hospitality? Our Scout families expect to cover the basic expenses during Home Hospitality. However, we recommend that international Scouts and leaders have their own spending money for souvenirs, gifts, other personal expenses and extraordinary sightseeing or unexpected situations. A basic guideline might be, What would you normally take on a holiday with friends? Before departing Camp Hi-Sierra, each Scout and adult leader will receive a complete list of their contingent s hosts, addresses and phone numbers We recognize that a few contingents may have special travel arrangements and other requirements that necessitate Home Hospitality prior to encampment. We will try to accommodate any reasonable request for Home Hospitality prior to encampment. However, availability is very limited, cannot be guaranteed, and we ask that any request be submitted as soon as possible! Please indicate your Home Hospitality plans on the AIR TRAVEL, GROUND TRANSPORTATION, AND LODGING FORM EQUIPMENT We provide all basic equipment; you need only your personal kit and good sleeping bag! Nighttime temperatures even at this time of year at Camp Hi-Sierra may range from (5-10C) Fahrenheit. We recommend a sleeping bag rated to 20 (-7C) Fahrenheit! At Camp Hi-Sierra, sleeping accommodations for both Scouts and Leaders will be in large tents with wooden floors. Cots and/or beds are not available and we recommend a good sleeping pad or air mattress, and pillow if desired. You do not need cooking gear; all meals will be served in a common dining hall. Each person must have a sleeping bag and sleeping pad; we cannot provide this equipment! All Scouts, and willing Adult Leaders, will spend one night at an Outpost Camp. This will be by patrol and requires an easy 1-3 mile hike from Camp. We recommend a basic pack arrangement sufficient to carry water and a change of clothing. We provide all cooking and eating equipment. U.S. Camp safety regulations require that we remind you not to bring "sheath knives (knives without folding blades) or knives with blades longer than three inches (7.62 cm), fireworks, firearms, ammunition, and expensive or delicate items". Exceptions may be possible, with prior approval, for such items if part of your official uniform. Your Scoutmasters will provide lanterns, coffee pots, first aid kits and other troop type gear International Contingent Packet Hi-Sierra International Rendezvous

7 CLOTHING We suggest that you bring with you both your standard Scouting Field Uniform, and Activity Uniform. The Field Uniform is what you wear for travel and meetings, and will be worn at camp for the daily morning and evening Flag Ceremony, and other special occasions. The "Activity Uniform" is typically Uniform Shorts and a "Scout type tee shirt". [For Leaders information only! While we encourage good appearance at all times, the "Activity Uniform" tends to become more casual as the week at Camp progresses]. If in doubt, follow your normal pattern and your National Association's guidelines for international events. At Camp Hi-Sierra: Temperatures at camp normally range from a daytime high of 80F (27C) to an evening low of 45F (7C). Shorts and tee shirts (with sun screen!) are recommended daytime attire, and a light jacket or sweater, and long pants are recommended in the evening. Rain showers are rare, and only last for a short time. Many contingents are not accustomed to the lower temperatures and are advised to bring enough warm clothing! In addition to the Scout Uniforms, we recommend appropriate clothing for swimming and other aquatic activities, rock climbing and rappelling, and mountain biking and similar activities. We suggest at least one pair each of "rough and tough" shorts and long pants. While casual sport shoes (Adidas, Nike, etc) are acceptable for most activities, we also recommend medium weight hiking boots. Open toe sandals or shoes are not allowed in camp. Showers are available (and encouraged!) at camp, however automated laundry facilities are not. Be certain to bring sufficient changes of clothing or be prepared to hand wash them. A complete wash is normally the first activity during Home Hospitality. During Home Hospitality: Temperatures in the San Jose area will be slightly higher than at Camp. Daytime high may be 90F (32C) with evening lows about 60F (16C). Rain is unlikely. Clothing is very casual. We recommend the typical "teen age apparel" of shorts, tee shirts and the like. San Francisco and the Monterey area may be much cooler, and the long pants and sweater or jacket used at Camp Hi-Sierra should be sufficient. Adult attire is basically the same, although you may wish to "upgrade" your attire. Sport jackets and ties, or equivalent ladies attire, are neither required nor expected. If you have any questions or special plans, please contact us at your convenience. CURRENCY EXCHANGE Currency exchange is not available at Camp Hi-Sierra. Exchange is available elsewhere, but normally involves a substantial surcharge. We suggest that you consult your local bank and follow their suggestions for Travelers' Checks in $US and the use of charge or ATM cards. Charge cards are accepted at Camp Hi-Sierra. MEDICAL INFORMATION and EMERGENCY CONSENT We ask that each Scout and Adult Leader complete the PERSONAL HEALTH AND MEDICAL RECORD FORM Part C, which requires a recent examination by a licensed medical practitioner. An EMERGENCY CONSENT FORM must be completed for each participant. There are two different Emergency Consent forms, one for participants less than 18 years old and another for adults. Please note the section on Firearm Consent. Limited medical facilities (advanced First Aid) are available at Camp Hi-Sierra, and full medical services are available within a short distance and time. The Medical record form will provide basic information in the event of an emergency, and assist attending physicians in proper treatment. The Emergency Consent form authorizes the Contingent Leaders, or officials of Silicon Valley Monterey Bay Council, to approve necessary medical care both in and out of camp. Please provide copies of both the Medical Form and Emergency Consent Form no later than 01 June, 2014, and retain the original in your records International Contingent Packet Hi-Sierra International Rendezvous

8 EMERGENCY CONTACT: During the Hi-Sierra camp, from 3 Aug 9 Aug, 2014, if necessitated by emergency, your families may contact you through our Council Headquarters (Council phone: or Fax: ), or at Camp Hi-Sierra (phone: or Fax: ). NOTE: These are emergency numbers only and not to be used for other purposes. Please avoid arranging regular calls. Be advised that this is a wilderness area and your personal cell phones will probably not receive signal at camp either. We have learned that the International Rendezvous experience is better without use of a telephone. For your arrival day, 2 Aug, 2014, and post camp home hospitality, additional emergency contact info will be available once we receive your AIR TRAVEL, GROUND TRANSPORTATION, AND LODGING FORM. CAMP HI-SIERRA TRADING POST This is a small store at Camp that offers Scout gear such as canteens, compasses, flashlights camp tee shirts and souvenirs, and the like. It also carries soda, candy, other snack food items, and various "I left it at home" items. For your reference, during a normal week, our average Scout spends approximately $30 at the trading post. There will also be International Rendezvous memorabilia - special commemorative tee shirts, as well as badges, pins and other small memorabilia available for purchase. HEALTH and DIET CONSIDERATIONS Please advise if any member of your contingent has special requests or considerations for reasons of health, religion, or personal preference. Please detail this information on either the ADULT LEADER REGISTRATION FORM or the CONTINGENT REGISTRATION FORM. We will make every effort to honor all requests. INDEPENDENT TOURING Many contingents undertake independent tours either before or after Rendezvous. While we are not professional travel advisors, we want to make your visit to the United States a truly enjoyable experience. If requested, the volunteer staff of Rendezvous will review your proposed itinerary and offer comments and basic recommendations. The most common fault we have witnessed is underestimating distance and time requirements. For example, Disneyland is located in Anaheim (Los Angeles area) and although it may appear close on a map it is actually more than 400 miles away through some areas of high traffic congestion. Round trip requirements are 14 hours or more by bus or automobile or alternatively 6 hours by a combination of airplane and public transportation (and approximately $US 200 round trip). Please indicate your post Rendezvous tour plans if applicable on the AIR TRAVEL, GROUND TRANSPORTATION, AND LODGING FORM. SWAPPING (Exchange of badges, neckerchiefs and other items) Yes, Scouts around the world enjoy exchanging badges and other Scouting memorabilia and Rendezvous is an excellent opportunity for this. There is usually particular interest in badges, pins and neckerchiefs, and suggest that you bring ample supplies. It is a Rendezvous tradition that full or partial uniforms are often exchanged. PROTECTION OF VALUABLE ITEMS The San Francisco/San Jose area is one of the safest large metropolitan areas in the US. However, we cannot guarantee the security of any item and recommend that you not bring small, high valued items, or large amounts of currency. Please consult your local bank regarding the use Traveler's Checks in $US and of VISA or other charge cards and whether or not your ATM cards may work here to obtain US currency. Our personal experience recommends that each Contingent Leader have photocopies of the Identification Page (normally the first page) of all passports, and of all airline tickets and other travel documents. At Camp Hi-Sierra, we will try to provide the best possible security for passports and other documents. Each contingent will receive a large envelope for important documents that will be held in the Camp office with access permitted only to that Contingent's Leader International Contingent Packet Hi-Sierra International Rendezvous

9 COMMUNICATIONS During the many months leading up to the Rendezvous encampment, staff, parents and the Troops utilize Yahoo Groups lists to facilitate communications. A Yahoo Group will be established for all international contingents. You are encouraged to sign up for this group so you can receive the latest information, and easily communicate with Rendezvous staff. In addition, during the week at camp, a newsletter is produced each day and many photographs are taken. Newsletters and photos are uploaded each day to a website, and all parents back home are alerted where to find the latest news from camp. There is also a chance that a ham radio site will be established at camp for the Rendezvous week. INSTRUCTIONS FOR PAYMENT OF INTERNATIONAL DEPOSIT AND FEES TOTAL FEE: The all-inclusive fee for Rendezvous 2014 is $US 425 per person. Rendezvous still operates on a "break-even, not for profit" basis. The fee includes all activities, food and lodging, neckerchiefs and patches, and ground transportation to and from your arrival and departure point. DEPOSIT: We request a deposit of $USD 125 per person accompanying your CONTINGENT RESERVATION FORM. We cannot guarantee your reservation without receipt of the deposit. These deposits are not refundable but may be credited to your contingent account if we are able to fill the space with other groups. We reserve the right to request a larger deposit from contingents with more than 18 members. OTHER PAYMENTS: We request a second payment of $USD 150 for each person by 1 June 2014, and the final balance of $USD 150 for each person is paid no later than 1 July In unusual cases, and only with prior permission, the balance of the total amount due may be paid upon arrival. However, most contingents prefer to transmit the balance due no less than 60 days before arrival. This reduces the amount of money that must be carried by the contingent leader, and facilitates our bookkeeping. All payments must be in United States Dollars payable to "Silicon Valley Monterey Bay Council, BSA" or SVMBC. We accept bank drafts and international money orders, but the preferred method of payment is a direct wire transfer. Please be certain that the amount we receive is net of any bank fees or charges. CREDIT CARD PAYMENTS: We will also accept payment by major credit card. Please contact us for specific instructions. Credit card payments cannot be accepted after 1 July PAYPAL / WIRE TRANSFER INSTRUCTIONS: Contact us for specific instructions. When executing a wire transfer, please fax a copy of the transmittal form to , "attn: Rendezvous 2014". This permits us to track the transfer and assure proper credit International Contingent Packet Hi-Sierra International Rendezvous

10 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: SUMMARY OF REQUESTED FORMS (For Contingent Leader s Reference) Please send each of these forms as soon as the information is available. Do not wait to send the entire package at one time. Your cooperation is appreciated FORM DESCRIPTION Contingent Reservation Form One per contingent due as soon as possible Deposit to Guarantee Reservation $US 125 per person Non refundable Contingent Registration Form One per Contingent due by 01 June, 2014 Adult Leader Registration Form One per Adult due by 01 June, 2014 Annual Health and Medical Record Form One per person - due by 01 June, 2014 Emergency Consent for Minors Form Each person under 18 years - due by 01 June, 2014 Emergency Consent for Adult Form Each person 18 years or older due by 01 June, 2014 Air Travel and Transportation Form One per contingent due by 01 July, 2014 Country Fair Information One per contingent due by 01 July, 2014 June 1, nd Camp Fee Payment $US 150 per person July 1, 2014 Final Camp Fee Balance $US 150 per person DATE FAXED Or MAILED LEADERS S NOTES International Contingent Packet Hi-Sierra International Rendezvous

11 INTERNATIONAL CONTINGENT RESERVATION FORM (Please Type Or Print In Capital Letters) YES! WE WOULD LIKE TO ATTEND HI-SIERRA INTERNATIONAL RENDEZVOUS 2014! PLEASE BOOK THE FOLLOWING RESERVATIONS: National Scout Association: 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: Contingent Name: Contingent Leader: Contigent Leader or Contact Mailing Address: Address: Telephone Number (Home): FAX Number: Telephone Number (Office or Cell): Number of Youth Participants (age 13 ½ - 20): Male: Female: Number of Adult Leaders (age 21 and older): Male: Female: Total Number of Reservations: Total Deposit accompanying this Reservation form: RETURN THIS FORM TO: Ed Maisen, Chairman, International Rendezvous 2014 Silicon Valley Monterey Bay Council, BSA 970 W Julian Street San Jose, CA U.S.A OR FAX (408) RESERVATION POLICY: We will accept provisional reservations for both individual units and composite contingents. The names of specific contingent members may be furnished at a later date. Reservations will be guaranteed only after receipt of the deposit of $US125 per contingent. Reserve early!!! Space is limited!!! International Contingent Packet Hi-Sierra International Rendezvous

12 AIR TRAVEL, GROUND TRANSPORTATION AND LODGING FORM Scout Association/Contingent Name: Cell Phone Contact #: Contingent Leader: Cell Phone Contact #: 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: (Please Type Or Print In Capital Letters) We request that all International Contingents arrive on Saturday, 2 August 2014, prior to 1:00 PM (PDT), or on Friday 1 August if necessary. Please specify if you have other plans! A brief itinerary of your complete tour would assist our planning. We plan to meet each contingent at their arrival point, and provide all ground transportation to the lodging location. We will confirm ground transportation arrangements no later than 26 July Please advise if you are planning an independent tour either before or after Camp. We plan to ARRIVE in the San Jose area on: (day) (date) LOCATION: San Jose International Airport (SJC) San Francisco International Airport (SFO) Other, please specify: AIRLINE: FLIGHT #: TIME: COMMENTS: YES, we WILL participate in Home Hospitality; - Scouts and Adults From (date) Departing We plan to do an independent tour, starting We plan to DEPART in the San Jose area on:(day) arriving back (date) LOCATION: San Jose International Airport (SJC) San Francisco International Airport (SFO) Other, please specify: AIRLINE: FLIGHT #: TIME: COMMENTS: The Home Hospitality family, or Rendezvous Committee, will provide transportation to your departure point. These arrangements will be confirmed during encampment International Contingent Packet Hi-Sierra International Rendezvous

13 Scout Name: Home Address: 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: EMERGENCY CONSENT FOR MINORS FORM (Persons under age 18) (A copy is considered as valid as the original) (Given Name) (Middle Name) (Family Name) (I)(We) the undersigned, parent(s) of the above named minor, do hereby authorize the adult leader(s) in charge as agents for the undersigned to consent to any X-ray examination, anesthetic, medical, dental or surgical diagnosis, care or treatment and hospital care which is deemed advisable by, and is rendered under the general or special supervision of any physician and surgeon licensed under the provisions of the Medical Practice Act on the medical staff of any accredited hospital, or a licensed dentist, as the case may be, whether such diagnosis or treatment is rendered at the office of said physician or dentist or at the said hospital, or elsewhere as circumstances may require in the discretion of the treating physician or dentist. It is understood that this authorization is given in advance of any specified diagnosis, medical or dental care and hospital care being required, but is given to provide authority and power on the part of our aforesaid agent(s) to give specific consent to any and all such diagnosis, medical, dental or hospital care which the aforementioned physician or dentist, in the exercise of his best judgment, may deem advisable. This authorization is given pursuant to provisions of Section 6910 of the Family Code of California. (I) (We) understand that Hi-sierra International Rendezvous will be covered by the news media and film or broadcasting companies, and consent to the use of the above named minor's voice and/or photograph in news coverage or similar projects approved by Silicon Valley Monterey Bay Council, BSA. Firearm Consent: Further, the undersigned consent do not consent that any rifle range instructor of the Silicon Valley Monterey Bay Council may furnish a firearm to the above minor for the purpose of instruction in the safe handling and shooting of firearms and related activities. This authorization shall remain in effect until August 17, 2014 unless sooner revoked in writing and delivered to said agent(s) and will be in effect while the above named minor is en route to or from or while participating in any Silicon Valley Monterey Bay Council program or activity including "Home Hospitality". Name & Signature of Parent or Legal Guardian: Must be witnessed by two persons -- Name & Signature of 1rst Witness: Name & Signature of 2 nd Witness: International Contingent Packet Hi-Sierra International Rendezvous

14 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: EMERGENCY CONSENT FOR ADULTS FORM (Persons age 18 and older) (A copy is considered as valid as the original) Name: Home Address: (Given Name) (Middle Name) (Family Name) I, the undersigned, certify that I am age 18 or older. I hereby authorize the adult leader(s) in charge as agents for the undersigned to consent to any X-ray examination, anesthetic, medical, dental or surgical diagnosis, care or treatment and hospital care which is deemed advisable by, and is rendered under the general or special supervision of any physician and surgeon licensed under the provisions of the Medical Practice Act on the medical staff of any accredited hospital or a licensed dentist, as the case may be, whether such diagnosis or treatment is rendered at the office of said physician or dentist or at the said hospital, or elsewhere as circumstances may require in the discretion of the treating physician or dentist. It is understood that this authorization is given in advance of any specified diagnosis, medical or dental care and hospital care being required, but is given to provide authority and power on the part of our aforesaid agent(s) to give specific consent to any and all such diagnosis, medical, dental or hospital care which the aforementioned physician or dentist, in the exercise of his best judgment, may deem advisable. This authorization is given pursuant to provisions of Section 6910 of the Family Code of California. I understand that Hi-sierra International Rendezvous will be covered by the news media and film or broadcasting companies, and consent to the use of my voice and/or photograph in news coverage or similar projects approved by Silicon Valley Monterey Bay Council, BSA. This authorization shall remain in effect until August 17, 2014 unless sooner revoked in writing and delivered to said agent(s) and will be in effect while I am en route to or from or participating in any Boy Scout program or activity including "Home Hospitality". Name & Signature of Participant: Must be witnessed by two persons -- Name & Signature of 1rst Witness: Name & Signature of 2 nd Witness: International Contingent Packet Hi-Sierra International Rendezvous

15 Scout Association/Contingent Name: 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: COUNTRY FAIR INFORMATION FORM (Please Type Or Print In Capital Letters) Contingent Leader: We hope that each contingent will fully participate in our Country Fair that occurs at the end of Rendezvous week during the encampment at Camp Hi-Sierra. This is your chance to share something which is unique to your nation, region, culture or Scout Association; a wonderful afternoon of fun, games, food, and cultural exchange. Each participating contingent will be allocated a space around an open field. Past activities have included native dances, food, games and similar activities. This is also an excellent time for special Contingent or Association displays. We look forward to your special contribution. We request that you provide the following information no later than 01 July Please describe your activity. Be as specific as possible: List any special equipment, food, or supplies you wish Rendezvous to provide. Please be very specific: Comments and questions: International Contingent Packet Hi-Sierra International Rendezvous

16 970 W. Julian Street San Jose, CA Tel: U.S.A. Fax: ADULT LEADER REGISTRATION FORM (Please Type Or Print In Capital Letters) Name: Present Scouting Position: Mailing Address: Address: FAX Number: Telephone Number (Home): Date of Birth Male Female: Telephone Number (Office or Cell): Height: Weight: Will You Participate in Home Hospitality? Yes No Do You Have Any Special Plans or Requests for Home Hospitality? We hope that each international adult Leader will participate on the "Staff" of Rendezvous. Some Leaders may be asked to join the Troops as Assistant Scoutmasters, and will camp with that Troop. Others may be asked to assist with various program areas such as Aquatics, Rifle Shooting, Archery, and similar Camp program activities. Most of these Leaders will camp in the Rendezvous Staff Area. While your actual assignment will depend on the staffing needs of Rendezvous, we will make every effort to accommodate your unique experience, ability, and preference. For this reason, we ask that you provide the following information. Language Skills: Do you speak read write English? Please list other languages spoken, and degree of fluency: International Contingent Packet Hi-Sierra International Rendezvous

17 Adult Leader Name: Scouting background and experience: Hobbies, Skills, and Interests: Occupation and Hobbies: Preferred Type of Staff Assignment (if any): Do You Have Any Special Health or Diet Considerations (Religion, Personal Preference. etc.)? Comments or Questions: We appreciate your response, and welcome you to Hi-Sierra International Rendezvous International Contingent Packet Hi-Sierra International Rendezvous

18 970 W. Julian Street San Jose, CA Contingent Registration Form Tel: U.S.A. Use Additional Sheets as Necessary Fax: Country Unit Homestay Dates Contingent Leader Contact Information Travel Arrangements Arrival date Airport Carrier/flight # Leader Name Date of Birth Male/ Family Given Middle Nickname mm/dd/yyyy Female Address Notes: medical/dietary needs Scout Name Date of Birth Male/ Family Given Middle Nickname mm/dd/yyyy Female Address Notes: medical/dietary, close Friends, other information We have learned that integrating international Scouts into each of our established Troops encourages everyone to meet each other and fosters international fellowship. Your contingent will be divided among the three troops (Red, Blue, or Green) at Rendezvous. As far as possible, each Troop will have every nation represented. Please put the names of "good friends" (or other Scouts that you like to be together) the spaces provided. We will do our best to keep these scouts together when they join an established Troop from Silicon Valley Monterey Bay Council, and join with Scouts from other nations. All arrangements will be reviewed with the Contingent Leader prior to arrival at Camp Hi-Sierra. NOTE: Contingents with female youth MUST have at least one female contingent leader.