Circle Ten Xperience Frequently Asked Questions (FAQs)

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1 CAMPING: Sites/Food/Water Circle Ten Xperience Frequently Asked Questions (FAQs) Where are the campsites? The campsites are in Texas Motor Speedway s (TMS) general camping area which is located in the northeast corner of TMS s property. What are the campsites comprised of? The campsites are in TMS s general camping area and consist of a grassy area with adjacent parking. Each campsite is approximately 40 X 20. Each site will have a trash barrel, and you will be given as many campsites as the size of your unit requires. The entire TMS campgrounds holds 100,000 people so you will not be cramped. Will there be access to water, electricity, showers, and bathrooms? Each unit that is camping will have access to parking right across the road from their assigned campsite. Any car that will not move the entire weekend can stay there. You can use vehicles for storage and charging your phone. There will be no electricity on site. There are 2 shower houses with a total of 24 showers and 26 flush toilets in each for both males and females. Additional port-a-potties will be available to ensure enough latrines are available. There is no water at the campsites. Units will need to bring their own water for drinking/cooking/cleaning purposes (see below). Is it port-a-potties only at the campsite? While port-a-potties will be located throughout the camping area, the aforementioned shower houses are in the camping area. Will there be supplemental water or do we have to bring in ALL of our own water? Supplemental water will be available in extremely limited quantities. We highly encourage every unit to bring as much water (and more) than they think they will need for both drinking and cooking/cleaning. Do we have to bring all of our own food? Units should be prepared to feed their participants. However, we are in the early stages of attempting to secure outside food vendors for Saturday only. Stay tuned for more information.

2 Will there be water for drinking/refill of bottles at the PROGRAM ACTIVITY area? For the arena show? Yes, plans as underway to provide water for those purposes. There are facilities inside the grandstands where water is available. What type of cooking is permitted? No fires of any kind are permitted. All cooking will need to be propane. Must charcoal fires be contained (as in a grill vs. coals on a Dutch Oven)? No charcoal is allowed see above. How will unit campsites be assigned? Each unit that is pre-registered prior to September 15, 2015 will be pre-assigned their campsite(s), and we will let you know before arrival week so you can communicate that to your Scouts, parents and leaders. Campsites will be arranged by Service Area and then by district. What will be security at the campsites? TMS has been contracted to provide security throughout the weekend. Will there be separate female-only campsites for female-only crews? Venturing Crews will be in the same camping areas as other units, just like a world jamboree. Will people who are camping Friday night ONLY be in a different part of the campgrounds than those camping both nights? Somewhat. All units will be with their district. However, units that have told us they are only camping Friday night will be assigned campsites that are the easiest to exit when they are ready to leave. When your unit finalize their registration during the fall we will ask which night(s) your unit will camp. Why can t we mix and match units between districts in campsites so everyone gets to meet new people from ALL OVER the council? That was considered in January 2014 when planning started for this event, and the district activity chairs at the time preferred to Xperience the CTX with a feeling of district camaraderie and spirit.

3 ARRIVAL/DEPARTURE/PARKING Where will people park? Each unit that is camping will have access to parking right across the road from their campsite. Any car that will not move the entire weekend can stay there. Those who will want to leave prior to Sunday can park in the nearby parking. Day visitor parking will be outside of the camping area. Will day visitors (Saturday only) park in the campsite area? No. There will be separately designed parking for day visitors. Will traffic be a safety issue for youth roaming around? Extremely limited traffic with proper credentials will be the only vehicles allowed in pedestrian areas. Each individual should be aware of their surroundings and any potential danger at all times. Will units have to be bussed in (a la Centennial Camporee?) No. Each camping unit will have access to parking right across the road from their campsite. Any car that will not move the entire weekend can stay there. Those who will want to leave prior to Sunday can park in the nearby parking. Day visitor parking will be outside of the camping area. Can the troop trailers stay at the campsites? Absolutely! Since not all units have trailers, each unit will have access to parking right across the road from their campsite. Trailer or not, all units will have easy access to their gear and vehicles with no need to transport their gear further than across the road. The check in process for units, including trailers will open (estimate for now) 1:00 on Friday. Will everyone be able to park by their campsite? Each unit will have access to parking right across the road from their campsite. Any car not moving for the entire weekend can stay there. Those who will want to leave prior to Sunday can park in the nearby parking. Day visitor parking will be outside of the camping area. We do not anticipate space to be an issue, however, in the unlikely event your unit has an abundance of cars in excess of what would fit in your assigned campsite parking, the overflow will be directed to the day visitor parking area. Those individuals will be able to drop off their gear prior to moving their car to the overflow parking. Will there be shuttles/transportation to take people from additional parking to the campsites? TMS has offered the use of their people movers, and they will be moving people on Saturday only. Will there be shuttles for transportation during the event? What about for handicapped individuals? Yes. TMS has offered the use of their people movers, and they will be moving people on Saturday only.

4 How will we know how to find our campsite? Each unit that is pre-registered prior to September 15, 2015 will be pre-assigned their campsite(s) and we will let you know before arrival week so you can communicate that to your Scouts, parents and leaders. On-site information where units are camping will be available throughout the camping area in designated locations. Any unit registering after September 15 th will be assigned their campsite in a reasonable amount of time. Can people arrive to camp on Saturday morning versus Friday afternoon/evening? Yes. Can people camp Friday night and leave Saturday after arena show? Yes. We recommend you be packed prior to the arena show and have your vehicles staged to leave when you are ready. Are there any check-out/exit procedures? Each unit will need to police their camping area for trash. Patches will be given out after the unit campsite is inspected by a Camp Commissioner. Trash needs to be carried out with the unit. Will it be easy for people to leave both day visitors and Friday night-only campers after the arena show? Yes. If your unit camped Friday night, we recommend you be packed prior to the arena show and have your vehicles staged to leave when you are ready. Will it be long lines to exit? No. TMS is accustomed to having over 100,000 people exit within less than an hour, and we will have significantly fewer than 100,000 attendees. Will there be LONG lines to enter the property and find campsites? There is a staging area for units as they enter that will allow them to pull in, stay in their vehicles, and be guided to their check-in area adjacent to their campsites. Multiple registration sites will be located throughout the campsites to ensure lines are as short as possible. Will there be LONG lines to check-in? Multiple registration sites will be located throughout the campsites to ensure lines are as short as possible. It will be extremely important that you enter the area at the proper gate entry. What if I have to leave because of an emergency? We will be able to assist anyone needing to leave due to an emergency.

5 Does my entire unit have to arrive together? Will there be an area where we can stage our unit while waiting for everyone to arrive? No. Your unit will be able to go to their campsite and the others can join you later. In order to minimize frustration within your unit, register prior to September 15, 2015 so your campsite is pre-assigned, and you can let your unit know where you will camp. Will late-comers in our unit be able to park at the campsite or will they have to park at the day parking? They will be able to park with your unit as long as their vehicle is staying parked for the remainder of the weekend and space is available REGISTRATION Are refunds available if unit pays $50 deposit and then backs out? The $50 per unit deposit is non-refundable or non-transferable. This fee is part of your unit s total Xperience fee, and it will be applied to your balance. When will units need to true up attendance numbers and make payment? September 15, 2015 is the date all attendance and payment is due. After unit has paid, can they still ADD to the numbers (i.e., for new members etc.) Your unit can add additional attendees after September 15, 2015 at $24 per Scout and adult. Non-Scout siblings are $10 after September 15, New Scouts who join after September 15, 2015 will be extended the early-bird cost. Will there be any refunds of participant fees if unit pays for more people than those who actually attend? Any request for a refund must be made by the unit in writing through mail or by . A service charge of 10% (minimum of $5.00) will be assessed to cover administrative fees. No refunds will be given to a Scout or adult who has not cancelled his reservation in writing prior to the CIRCLE TEN XPERIENCE. All refunds must be requested in writing before September 15, refund request to lynette.hendricks@scouting.org or mail to: Circle Ten Council, ATTN: Lynette Hendricks, 8605 Harry Hines Blvd., Dallas, TX All refund checks are made payable to the troop, not to an individual. Who can make the unit reservation on CampMaster?

6 Anyone in your unit that is designated as a Unit Leader in the CampMaster system may make the reservation. I have no clue who is my Unit Leader on CampMaster. How can I find out? If your unit needs to either be set up or to adjust their Unit Leaders, you may contact Scott Arrington or Karen Thunert at I am not registered at a UNIT LEVEL, but volunteer solely at District or Council level. How can I register on CampMaster? They are plenty of opportunities to serve on staff at the CTX. Staff registration will be conducted as an individual and will have a separate registration link. Staff reservations will be available on the CAMPMASTER system in late-march. Can units from other Councils attend? If so, how will they register on CampMaster? Yes. Many out-of-council units already have CampMaster accounts. If you do not have one, you may contact Scott Arrington or Karen Thunert at My unit needs financial assistance to attend. How do I go about making this request? As with any assistance that a Circle Ten Council Scout needs, we are here to help. Ask your district executive or field director for a REQUEST TO USE SPECIAL ASSISTANCE FOR EVENT FEES form. The form is easy to fill out and partial to full assistance is available. What are the fees? When does the early registration pricing end? Prior to September 15, 2015, the fees are $20 per Scout and adult and $5 per non-scout sibling. After September 15, 2015, the fees are $24 per Scout and adult and $10 per non-scout sibling. Scouts recruited after September 15, 2015 will be handled separately, and will be eligible for the early-bird lower price. What does the fee include? The fee includes an event that will leave memories for a lifetime. We will have numerous activities throughout Saturday that will culminate with an arena show and a fireworks display. We will even use Big Hoss which is the world's largest, high-definition LED video board as declared by the Guinness Book of World Records. Sunday will end the weekend of fun with religious services. Oh yeah don t forget the patch! For NEW families who join in the fall, which will be AFTER 9/15, do they pay the increased fee of $24 (Scout/adult) and $10 (non-scout sibling)? Even though they didn t have the chance to register early as they weren t members then. No. They will pay the lower fee of $20 per Scout / adult and $5 per non-scout sibling.

7 ACTIVITIES/PROGRAM/EVENTS What time is the arena show? The show is scheduled to start at 7:00 p.m. It will be dark, so remind your scouts/families to bring appropriate lighting. Are there any special guests for the arena show? There most likely will be a few special guests. Once they are scheduled, they will be announced. What will be the entertainment at the arena show? It will be a surprise. Will there be fireworks? Yes. You won t want to miss it. When will the arena show end? The estimated time for the show is minutes. What is scheduled for Friday night? Friday night is reserved for check-in, set up, and getting a good night s rest to ensure you re ready for a great Xperience on Saturday. Is there an Opening Ceremony? Where/when? That is still to be determined. Is there anything scheduled for Sunday morning? Sunday morning s schedule includes religious services, tear down, and campsite clean-up. Will there be a Scouts Own Service Sunday morning? Where/when? Yes. We will have a Scout s Own Service for anyone who wants to attend it. We are also currently scheduling specific denominations to conduct their own service. Will there be a race that weekend? The event weekend is not a race weekend. There will be cars running throughout the day on Saturday for driver training. Each Scout, adult, and non-scout sibling who attends the CTX will have the opportunity to buy deeply discounted tickets for the upcoming race in April Will there be any activity on the track that weekend? Yes. Race school will be in session while we are there, and we have a fun run scheduled to go straight through it!

8 Will attendees be able to walk/see the track/in-field, etc. at will? Only at scheduled times? Only during the arena show? Other than the fun run, the only time we will use the main track is for the arena show on Saturday night. There will be infield access during the day on Saturday. Are any areas of TMS off-limits? The pit area will be off limits since racing teams are practicing on Saturday. What are the ACTIVITIES? WHAT ARE THE SCOUTS GOING TO DO? The Program Group is actively planning Scouting oriented activities. There will be activities for the various age groups. Some outside vendors with have displays. Will there be a special CUB SCOUT ONLY zone? While they activities may not be restricted to Cub Scouts only, there are a ton of Cub Scout focused activities being planned. For areas like archery or the climbing walls, is it a first-come, first-serve, wait-in-line or will units be given a specific appointment? Plans for preassigned times are being developed to limit the amount of wait times. It is really important that units register early with a reasonable forecast of participants. This is critical to help the planners to know what to plan for. For what period of time will the Program Area be open? The Program Area is scheduled to be open from 9 a.m. to 4 p.m. Will there be long-lines? While with a large crowd, some amount of lines is inevitable, we are planning to minimize excessive lines as much as possible. Again, registering early with a forecast of participants will greatly enhance the ability of the CTX Planning Team to plan effectively for the anticipated crowd, thus, enhancing the Xperience for everyone! Will there be FOOD VENDORS? If so, what type of food? When/where available? We are in the early stages of attempting to secure outside food vendors for Saturday only. Stay tuned for more information. Will we be watching movies Friday night on Big Hoss? Friday night is reserved for check-in and set up. Will there be an encore of the Big D Fleur-De-Lis? If so, shouldn t we be advertising this now so units can start collecting cans? There is an encore scheduled. Encourage your scouts and families to start COLLECTING BEVERAGE CANS NOW (remember: rinse and crush top down, not sideways!). We ll have more information forthcoming on this soon.

9 Will the Scouts be able to see real race cars? Yes. There will be a driving school running on Saturday and they will get to see and hear the cars in action. There are discussions to have the legends group bring cars for close up viewing. What shooting sports will be available? BBs and archery shooting sports will be available. OTHER What are YPT rules for this event? Does every adult present need to have YPT? All registered adult volunteers are required to have a current youth protection training certificate. However, this event does not meet Texas State law for the Texas Face-to-Face Youth Protection training for all adult attendees. There will be parents and other adults (vendors/people associated with the program portion of the day) present who are not registered leaders, and whom will therefore, not be required to have YPT. Is this event open to the public? If not, how will we keep them out? Yes. This is an event for our Scouts to have a great weekend as well as to publicize Scouting, its programs, and to attract and retain members. Any potential Scouts and their families that join us will be required to sign in a visitor and have the appropriate wristband. Will there be Trading Posts? Absolutely! There will also be a pre-order form. In order to ensure you get what you want, you should definitely pre-order. Will there be patch trading (a la National Jamboree?) There will not be an official patch trading area, if that was the question. There will be an impressive patch display for everyone s viewing. Will there be a need for cash? The only need for cash would be the trading post and for any food options on Saturday. Will there be a CTX Patch or Council Strip, for all participants? Is that included in the fee? There will be a CTX patch for every registered participant. That s part of the participant fee. What about our traditional fall District events such as Cuboree? Webelos Woods? Tiger Night? This question was considered heavily in January 2014 when planning started for this event and the district activity chairs at the time decided and approved that district events focused on retention would continue to take place. These events include Webelos in the Woods (WOWs), Tiger Nights, CUBEs and Cub Fun Days, and they should take place prior to October 15, It was further determined that District Boy Scout Camporees and Cuborees would not take place during the fall of The goal is for the Circle Ten Xperience to be the HIGHLIGHT of fall 2015 and the multi-unit camping experience for the fall semester.

10 What if our unit wants to hold a troop or pack campout during these "moratorium" dates? Are we allowed to hold individual unit events/activities during that window? Units can camp when it suits their scouts/families the best, and we encourage all units to camp often! CTX is designed to be a unique multi-unit camping experience. Most troops camp monthly, and we hope CTX will be their NOVEMBER outing. Many Packs only camp once or twice a year, and we hope CTX will be their fall camping experience. CTX: it will have something for everyone, and you will not want to miss it! VOLUNTEER REQUIREMENTS Does my unit have to supply volunteers? Do we have to work the event? If so, how many people for how long? Units are not required or expected to host a booth all day long. If your unit would like to do so, we welcome it. The program group is creating an exciting program that will provide the required supplies. We would ask that every unit provide a few volunteers for a 2 hour shift in an event you can sign up to run. How will we sign up to volunteer? Campmaster will open for staff registration in late March. During the registration process, you can indicate your preferences for where you would like to staff. I d like to help out with the planning how can I get involved? Contact James Parnell at James.Parnell@scouting.org or I d like to help staff the event how can I get involved? Campmaster will open for staff registration in late March. During the registration process, you can indicate your preferences for where you would like to staff. What specific roles need to be filled at the DISTRICT level? Each district has been requested to fill three specific positions. They are a district promotions chair, a camp commissioner, and a program group volunteer. There are other opportunities with serving as commissioners and in program.