LEADER S GUIDE AND FAMILY REGISTRATION GUIDE

Transcription

1 LEADER S GUIDE AND FAMILY REGISTRATION GUIDE MIAMI VALLEY COUNCIL CUB ADVENTURE WEEKEND MAY 8-10TH 2015 WOODLAND TRAILS SCOUT RESERVATION 265 GASPER-SOMERS ROAD CAMDEN, OH pg. 1

2 DETAILS TO ENSURE YOU GET THE MOST FROM THIS EVENT: Welcome to Cub Adventure 2015! Bring your Pack to Woodland Trails to explore. It should be a grand weekend to be part of the Miami Valley Council s Cub Adventure Weekend! Friday check-in will be held from 5:00-7:00 pm. Units arriving Friday must have their Coordinator check-in before 7:00 pm. A Unit Leaders meeting (one leader per unit must attend) will be held at 9:00 pm at the Shoup Activity Center to get updated information. Updated rosters should be turned in at the meeting. Saturday check-in will be held from 7:00-8:30 am. Units arriving Saturday must have their Coordinator check-in before 8:30 am. We encourage units to arrive no later than 8:30 am in order to be at the opening flag ceremony by 8:30 am. This event will be limited to the first 800 paid participants. Early registration until Sunday, April 13th. No registrations will be accepted after Saturday, May 3rd. Please register early to ensure that your unit will be able to attend. No walk-ins on the day of the event will be accepted. All registrations must be made online and paid in full at the time of your registration you will input the number of participants by category (names not needed at time of registration). A Unit Roster will be required by May 3rd. Boy Scouts of America policy on Cub Scout Camping states that Cub Scouts take part in Family Camping (see Page 3 of this guide). Cub Scout Packs also should have at least one adult leader trained in BALOO (Basic Adult Leader Outdoor Orientation). Locate a BALOO training course on the Training page of the Miami Valley Council website: If you are concerned about BALOO training or that your Pack may not have a BALOO trained leader, please contact your District Executive or Training Chair. CAW 2015 t-shirts will be available on a pre-order/pre-paid basis only, the deadline is Sunday, April 19th. Unit Coordinator s should place one order through the online store. No CAW t-shirts will be available for sale at the event. Prepaid t-shirt orders will be handed out at the leader s meeting. All units will cook/provide their own meals. We recommend that meals be quick and easy to prepare and eat so everyone can enjoy the activities. Units may be asked to provide a volunteer to help with an activity to ensure the participants have a great time. Check-out will be held after the Closing Flag Ceremony on Saturday for those not camping overnight and by 10:00 am on Sunday for those camping overnight. Units must turn in their evaluations to receive their patches. pg. 2

3 Miami Valley Council Cub Adventure Weekend May 8-10, 2015 LEADERS GUIDE 1. Select a Cub Adventure Weekend (CAW) Coordinator for your Cub Pack. This person should be in charge of: a. Passing out all information to the Cub Pack b. Collecting the family registration forms and money c. Complete the Cub Pack registration online and submit with payment. 2. No registrations will be accepted after Saturday, May 3rd. No walk-ins will be accepted the day of the event. 3. Complete the T-Shirt order online and submit with payment on or before mid- night on April 13, Shirts will not be available for sale at the event. 4. Coordinating a Cub Pack meeting point and checking in the Cub Pack on Friday between 5:00-7:00 pm and/or on Saturday morning prior to 8:30 am. 5. Duplicate family registration forms (see attached). Pass out the family registration forms to all Cub Pack families at a Cub Pack meeting in February or early March. 6. Plan a parents meeting for all those attending Cub Adventure. Make sure you cover the following items: pg. 3 a. This is a Council-organized Family Camp. National BSA Guide to Safe Scouting cites Council-organized family camps are overnight events involving more than one pack...these are often referred to as parent/pal or adventure weekends...each youth member will be under the supervision of a parent or legal guardian. In special circumstances, a Cub Scout whose parent or legal guardian is not able to attend an overnight camping trip may participate under the supervision of another registered adult member of the BSA who is a parent of a Cub Scout who is also attending. The unit leader and a parent or legal guardian must agree to the arrangement, and all Youth Protection policies apply. At no time may another adult accept responsibility for more than one additional nonfamily member youth. b. For more information go to: c. Everyone is responsible for bringing their own camping gear (tents,

4 pg. 4 sleeping bags, personal items, rain gear, etc.) d. Water spigots are available throughout the camp. As Woodland Trails has its own water supply, water may be limited due to drought or other unforeseeable events. Units may want to bring in their own water supply. e. The basic registration fee includes overnight camping, patch, t-shirt, and Saturday activities. f. For cooking in your campsite, your Cub Pack must provide food, refrigeration, cooking supplies, utensils, and cleanup materials. Firewood is on hand and available at camp. NO natural wood materials such as firewood or natural lashing poles are allowed into camp from outside sources because of the Emerald Ash Borer quarantine. If a group is found transporting wood onto camp property, it will be confiscated. NO EXCEPTIONS. g. Establish a deadline for families to turn in forms and money to the Cub Adventure Coordinator. h. Remind Families to note any special needs (dietary requirements, food allergies, etc.) i. Cub Packs check in together, stay together during the event, and check out together. Families who will arrive later than most of the Cub Pack may wish to send their gear with the Cub Pack, since there will be no vehicle passes for late arrivals. j. Make sure everyone knows your Cub Pack Unit number in case they are separated from your unit or arrive late so we can direct them to you. 7. Collect Family Registration Forms; then register online before Midnight April 13 th for Early Bird Registration. No registrations will be accepted after May 3 rd. 8. Have a BSA medical form for EVERY person attending: Scouts, Adults, and tagalongs. a. Only sections A and C need to be completed for this event. b. Download from: c. Units should retain their original medical forms and bring a copy to be collected at Cub Adventure; they are required in case of medical emergencies. d. A first aid person will be available at Woodland Trails for emergencies. 9. Packs from out of Miami Valley Council should file a tour plan in accordance with the national policies in order to be covered under the Boy Scouts of America s insurance. a. For the most recent tour plan guidelines and procedures, check Pick a place for everyone to meet, either in your neighborhood or in a local parking lot to consolidate gear into as few vehicles as possible. a. Each cub pack will be permitted to drive only ONE vehicle into your campsite at a time. b. All vehicles will be required to return to the designated parking lots before

5 pg. 5 lights out on Friday and will NOT be permitted to drive into the campsites on Saturday. 11. Units will stop at the spillway parking area (near the dam of Four Eagles Lake) to receive further check-in information. Event packets will be handed out at the leader s meeting. See attached sheet for further Check In procedures. a. Check In will be from 5-7PM on Friday and 7-830AM on Saturday at the shelter in the lower level parking lot. b. Bring a copy of your registration confirmation and your unit roster c. The Cub Adventure event packet will contain a vehicle pass, maps, schedules, and evaluation forms. 12. Once unloading is complete, vehicles should return to the designated parking lot. a. NO vehicles may remain at the campsites i. Exceptions include Cub Pack Trailers and vehicles with a Medical Pass. b. NO vehicles will be permitted to drive on camp roads Saturday except: i. Ranger Staff ii. Cub Adventure Staff iii. Exhibitors with permission from the Cub Adventure Staff. 13. Any family or individual that cannot arrive at the designated check-in times must inform their Cub Adventure coordinator and make meeting arrangements prior to May 9 th. 14. The Cub Adventure Coordinator will be responsible for meeting the family or individual at the lower level parking lot and informing the Cub Adventure Staff of the late arrival(s). 15. The unit leaders meeting will be held at 9PM on Friday in the Shoup Activity Center. a. Each unit must send 1-2 leaders in order to get the most up to date information for the weekend. b. Updated rosters should be turned in at this meeting c. T-Shirts will be passed out at this meeting. 16. Saturday schedule: a. The flag opening ceremony will start at 8:30AM on Saturday morning, with activities following at 9 AM b. Lunch break will be held from 12PM to 1:15PM c. A special presentation will be held at 1:15PM d. Closing ceremony will immediately follow program. Dinner break will be after the closing ceremony followed by the Interfaith Service and Closing Campfire in the evening. 17. Each cub pack is should stay together during the day for all activities and meals. 18. It is the responsibility of each pack to follow the guide to safe scouting policies at all times.

6 pg ALL leaders will be responsible for following BSA s Youth Protection policies. a. Violations of Youth Protection will not be tolerated in any form at Woodland Trails. b. Hazing, of any kind, will not be tolerated at Woodland Trails. 20. The council trading post will be available with limited scout items, healthy snacks, pop, and water will be available in the Dining Hall. 21. LEAVE NO TRACE. The continued availability of soft drinks and snacks depends on the ability of all participants to dispose of litter properly. Woodland Trails expects all campers to follow the guidelines of Leave No Trace. a. If you are unfamiliar or need a review, go to principles to learn more about the basics of Leave No Trace. b. Before you leave i. Police your campsites for any trash ii. Take the trash to the dumpsters near the Dining Hall iii. Be sure any fires are out cold. 22. Lost and found for both objects and people will be at the Cub Adventure Staff office in the dining hall. 23. Please label your belongings with your name and pack number before arriving. 24. Woodland Trails is not responsible for lost or stolen items; please encourage scouts to leave any valuable possessions at home. 25. As in all scouting activities, the Scout Oath and Law will be the law of Cub Adventure Weekend. 26. Off limits areas For privacy and safety reasons, certain areas of camp are designated as off limits. This includes the staff living areas, all shooting ranges, and other areas as designated by the event chair or camp ranger. 27. Absolutely no pets are allowed to visit or stay at the event, including when dropping off scouts or equipment. This applies to all staff and visitors. a. The ONLY exception is for a licensed service animals. 28. If you have any questions, please contact the CAW event chair, Jennifer Reed, at (937) or vozobule2662@aol.com.

7 Cub Adventure Weekend May 8-10, 2015 FAMILY INFORMATION AND REGISTRATION SHEET (For Cub Pack use ONLY) Cub Adventure is a fun event for all family members at beautiful Woodland Trails Scout Reservation in Camden, Ohio. On Saturday, you will experience an exciting event-packed day! An Interfaith Service and closing campfire are planned for Saturday evening. Weekend family camping, a patch, tshirt, and Saturday activities are included in the registration fee. Please let us know if you have any special needs so we can accommodate you. For Cub Adventure, our Cub Pack will gather at at o clock. The Cub Pack Cub Adventure Coordinator is, telephone: _. Return the Registration Sheet to the Cub Pack Cub Adventure Coordinator by. (date set by Pack) THINGS TO BRING: (Label all items with name and unit number.) Clothing Inclement weather gear (raincoats or ponchos) Personal hygiene items (toothbrush, toothpaste, washcloth, towel, soap, comb, etc.) Tent Sleeping bag Sleeping pad, if desired Water bottle for each person Insect repellant Sun block Hat Medications (Parents will retain medications and be responsible for administering them to their children.) Flashlight pg. 7

8 FAMILY INFORMATION AND REGISTRATION SHEET Remember: ALCOHOLIC BEVERAGES ARE PROHIBITED AT ALL SCOUT FUNCTIONS LEAVE IT AT HOME. Water spigots are available throughout the camp. As Woodland Trails has its own water supply, water may be limited due to drought or other unforeseeable events. Units may want to bring in their own water supply. Washing of dishes at the water points or in the bathrooms is prohibited. Water bottles should be carried during the entire event. Toilets and showers are available at the North Shower House. Please respect them and keep them clean. Do not place trash in the toilets. If kybos are in need of toilet paper, please inform one of the Cub Adventure Staff. Do not bring chainsaws to camp. No one is permitted to bring firewood onto camp property. Camp has an abundance of firewood available onsite. All fireworks are prohibited. No person may bring a firearm to camp. This includes Carry/Conceal Weapons holders. Sheath knives and knives with blades longer than 3 ½ inches are not allowed at the Cub Adventure Weekend. Only Cub Scouts that have earned and carry the Whittlin Chit may carry and use a pocket knife. Build fires only in established fire rings at campsites. The use of liquids fuels for starting any type of fire is prohibited. Adults must supervise use of all camping stoves. Do not use stoves, gas lanterns, or heaters inside tents or buildings. Please use Scout appropriate language only. Do not bring bicycles, scooter, and skateboards. SMOKING IN FRONT OF YOUTH IS PROHIBITED AT ALL SCOUT FUNCTIONS. Youth should use the buddy system at all times. No youth may sleep in a tent with any adult other than his own parent or guardian. Woodland Trails is blessed with an abundance of wildlife. Do not tease or corner animals. Our raccoons are very clever and have often absconded with small coolers. Be sure to store all food safely in large coolers or trailers, or hang food bags from trees out of reach of animals. Securely tie or bungee all trash can lids each evening. No dogs are permitted on the campsite except licensed service animals. Our campsites cannot accommodate campers or camper-trailers. pg. 8

9 CUB ADVENTURE FAMILY REGISTRATION FORM - CUB PACK # Return to your Cub Pack Cub Adventure Weekend Coordinator by Scout(s) Name Tagalong(s) Name & Age Adults(s) Name Phone number EARLY REGISTRATION until midnight Sunday, April 13th includes T-Shirt for Youth Only: Number attending from $30.00 per Scout/ Tagalong; $10.00 per Adult = Total: Tagalongs 3 and under are Free. REGISTRATION from April 15th to midnight Saturday, May 3rd: Number attending from $35.00 per Scout/ Tagalong; $15.00 per Adult = Total: Special needs: Cub Adventure Weekend 2015 T-Shirt Order Form Deadline is April 19th T-shirt orders Unit # Size Price * # Needed Total Due Youth Small Included NA Youth Medium Included NA Youth Large Included NA Youth XLarge Included NA Adult Small $10.00 Adult Medium $10.00 Adult Large $10.00 Adult XL $10.00 Adult 2XL $12.00 Adult 3XL $13.00 Adult 4XL $14.00 TOTAL DUE Make checks payable to Deadline to order CAW T-shirts is April 19, CAW Unit Coordinators will place the order. No CAW t-shirts will be available for sale at the event. pg. 9

10 UNIT REGISTRATION FORM - CUB PACK # Use this form to help you register your Unit online with payment by midnight April 13, 2015 for Early Bird Registration and for t- shirt orders. Unit Rosters must be turned into the Council Office by Saturday, May 3. No registrations and payment taken after Saturday, May 3, Print legibly Pack Coordinator Name Address (for confirmation) Phone (Home) Phone (Cell) ONLINE EARLY REGISTRATION until April 13th: Number Youth $30.00 per Scout/ Tagalong = Total: Number Adults/ Den Chiefs $10.00 per Adult = Total: Number of Tagalongs 3 and under no charge ONLINE REGULAR REGISTRATION from April 15th to May 3rd: Number Youth $35.00 per Scout/ Tagalong = Total: Number Adults/ Den Chiefs $15.00 per Adult = Total: Number of Tagalongs 3 and under attending Special no charge Cub Adventure Weekend 2015 T-Shirt Order Form Order by April 13th T-Shirt Orders Unit # Youth Small Size Price * # Needed Total Due Included Youth Medium Youth Large Included Included Youth XLarge Included Adult Small $10.00 Adult Medium $10.00 Adult Large $10.00 Adult XL $10.00 Adult 2XL $12.00 Adult 3XL $13.00 Adult 4XL $14.00 TOTAL DUE Total Registration Due $ Total T-shirt Orders Due $ pg. 10

11 CUB PACK UNIT ROSTER - CUB ADVENTURE 2015 Please record names and place a checkmark under the appropriate column. Attach additional sheets if necessary. Check mark appropriate box # Name Cub Scout Tag 4 & over Tag 3 & under Leader Adult pg. 11

12 STAFF REGISTRATION FORM TROOP # / CREW # Register online on Miami Valley Council website with payment due by March 15, 2015 for Early Bird Registration and t-shirt orders (turn in Unit Roster to the Scout Office by May 3, 2015). Print legibly: Coordinator Name Address (for confirmation) Phone (Home) Phone (Cell) EARLY REGISTRATION until April 13th (must attach Unit Roster): Number Youth $10.00 per Scout = Total: Number Adults $10.00 per Adult = Total: Arrival Date: Fri. Sat. Camping? Yes No Special needs: Cub Adventure Weekend 2015 T-Shirt Order Form Order by April 19th T-Shirt Orders Unit # Size # Needed Youth Small Youth Medium Youth Large Youth XLarge Adult Small Adult Medium Adult Large Adult XL Adult 2XL Adult 3XL Adult 4XL Make checks payable to Miami Valley Council BSA Total Registration Due $ Office Use: Event Code 6147 Receipt # Total Paid $ pg. 12

13 STAFF UNIT ROSTER - CUB ADVENTURE 2015 Please record names and place a checkmark under the appropriate column. N am e Youth Adult pg. 13

14 Check In Procedure DAY VISITORS ONLY When you arrive at Woodland Trails on May 9 th, you will be stopped at the first check in point at the spillway parking area at the dam. Park you vehicles at the dam (unless instructed to park in an overflow parking area), unload your vehicles and meet with your unit and your specified area. Opening flags begin at 8:30 AM. WEEKEND CAMPERS ONLY When you arrive at Woodland Trails on May 8th, you will be stopped at the first check in point at the spillway parking area at the dam. Each Unit will be allowed a ONE vehicle to continue on to the next check in at the main parking lot of Woodland Trails. The remaining vehicles will park at the dam (unless instructed to park in an overflow parking area), unload your vehicles, and hike to your assigned campsite. (Transportation to Dining Hall will be provided IF available for persons only. Transportation of gear is the responsibility of the Unit.) If you are the vehicle that continues to check in point TWO, you will be asked your Unit number, assigned campsite location, and number of youth and adults camping overnight. Please make sure you have this information. Once, the registration materials are given to you, proceed to your campsite and meet your unit. You may return to the Spillway parking area to assist with transporting gear if needed after you have unloaded at your campsite. There will be a leader s meeting at the Shoup Building located by the climbing tower. At least one adult must attend this meeting. You may not leave your car at the campsite. Except for vehicles with an authorized medical pass, all vehicles used to transport gear must be parked in the designated parking areas (Spillway or lower parking lot) before lights out. LEADER S MEETING The leader s meeting will begin at 9 PM at the Shoup building by the climbing tower. At least one adult (two is suggested for larger Units) MUST attend the leader s meeting. At the meeting, you will be given any safety information, last minute changes, and the T-SHIRTS WILL BE GIVEN OUT AT THIS MEETING. pg. 14