Council Campsite Camporees - basic information

Transcription

1 Council Campsite Camporees - basic information GSGATL Service Unit Camporee Packet What is a Camporee? A camporee is an opportunity to share Girl Scout sisterhood in the great out of doors. Groups of Girl Scouts including service units and multi-level large troops come together for a weekend of camping and activities facilitated in part by the camp team. Even food service is available! It is a great way for troops and girls to bond and a good introduction to camping to new volunteers in a supportive environment. The requesting group should have a camporee chair who will organize the troops/groups and communicate with the camp team. There are two options to choose from with varied levels of facilitation by the camp team. OPTION 1 Only Available at Camp Pine Valley Fees: Price is $20/person for two nights-includes two activities (each service unit chooses two activities per program level Brownie, Junior, etc. from the outdoor fun activities section. You lead and provide the trained people to do them) outdoor common areas (amphitheater, fields, etc.) and lodging. Additional Activities: Additional activities can be reserved on a per participant basis. See pages three and five of this packet for more information. Additional information: Food service in the dining hall is not available. Each unit of campers must prepare their own meals within their unit. Each troop must have a qualified troop camper present. For Option 1 camporees completion of outdoor training as outlined in the Camping Safety Activity Checkpoint must be satisfied to meet the requirement. Participants: All members of troops/groups must be currently registered. All adults must be confirmed as having a current, successful background check. Tag-a-longs are not allowed at this event. Group size: minimum of 50 people. Application Process: Complete the application and submit on April 1 for October-September dates. Dates: Any troop camping weekend at Pine Valley. OPTION 2 Fees: Price is $75/person for two nights-includes four meals (Sat. breakfast, Sat. lunch, Sat. dinner, and Sun. breakfast), outdoor common areas (pavilion, fields, etc.) three activities, Saturday evening all-camp program and lodging. Each troop will complete activity sign up sheets from the outdoor fun activities section. Additional Activities: Additional activities can be reserved on a per participant basis. See pages three, four and five of this packet for more information. Participants: All members of troops/groups must be currently registered. All adults must be confirmed as having a current, successful background check. Tag-a-longs are not allowed at this event. Each troop must have an adult present who has completed the on-line class, Trips & Overnights. Group size: minimum of 100 people. Application Process: Groups of 100 or more (service units, large multi-level troops) may apply up to 16 months in advance. There are no beginning and ending registration dates. 1 S e r v i c e U n i t C a m p o r e e P a c k e t

2 Available dates for Option 2 camporees choose any troop camping weekend date. Check the Troop Camping Availability chart for dates that are booked with council events or troop campers. Background Checks - IMPORTANT INFORMATION Please read this: All adults traveling and or staying overnight with troops and groups must have a current volunteer application, with a successful background check, on file with the Council. In order for council staff to be able to verify this, we must have a completed Camporee Pre-Approval Form from each troop. Please help us to manage this process by collecting all the forms and turning them in at one time at least one month before the event is scheduled to start. Along with the completed forms, please attach a master roster of the list of troops that are attending the event. Once all of the adults are verified, the event director and the camp director will be notified. Failure to complete this process could result in the event being cancelled in which case your fees paid to the camp would be forfeited. Mother/Daughter camporees where mothers retain supervision of their daughter and no other groups are present in camp are exempt from this procedure. Camp Trading Post The camp stores will be open at scheduled times during your camporee allowing campers to purchase souvenirs and gift items. Prices range from $1.00 to $30.00 with items ranging from pens to sweatshirts and stuffed animals. Please let your campers know to bring extra money. The stores accept cash, checks, credit cards, and GSGATL Cookie Dough. There is no Trading Post at Camp Pine Valley. 2 S e r v i c e U n i t C a m p o r e e P a c k e t

3 Service Unit Camporees - activity descriptions Outdoor Fun Activities: These activities last about one hour and are included in the base price. Option 1: Choose 2 activities that you lead, you provide the trained people to do them Option 2: Each troop will choose 3 activities. Any activity substitutions are at the discretion of the camp director based on price and availability. Archery Grades 2+ Available at all camps Min 8/Max 12* After a brief safety orientation, the archery instructor will take you through some practice shooting. Girls will shoot in relays Hike Available at all camps Min 8/Max 25* Our staff will offer you a fun filled hour of activities to get all of your Girl Scouts exploring their natural surroundings. Canoeing Grades 2+; grades 2 & 3 must have an adult in the canoe at CMM, CPV Available at: all camps Min 8/Max 24* Activity will be limited between November and February due to weather and lake levels Attend a brief safety orientation & shove off into the lake. A canoe instructor will oversee the activity. All participants must wear personal flotation devices. Pontoon Boat Ride Available at CMM Min 8/Max 15 Take a tour of Lake Marvin from the water. All participants must wear personal flotation devices. Camp Crafts Available at all camps Min 8/Max 24 Our staff will offer you several craft projects to inspire your Girl Scouts to be creative. Sample projects are tie dye, bead animals, recycled crafts and traditional camp crafts. Activity to be determined by the instructor. Riflery, minimum age 12 Available at CMM Min 8/Max 12 After a safety orientation, the riflery instructor will take you through some practice shooting. Girls will shoot as many relays as possible. Outdoor Skills Available at all camps Min 8/Max 25 An instructor will teach an outdoor skill of your choice, or tell us the age of your girls and let us surprise you! Choices include fire building, shelter building, water purifying, plant identification, orienteering, knife safety or knots Swimming Available at: CMW, CTR, May, August & Sept only; CMM August only Min 8/Max 25* Adults will be asked to be watchers during the swim time and will work with the certified lifeguard on duty to provide a safe experience. S mores & Sing Along Available at all camps Gather around a blazing campfire for songs and s mores. Troops are encouraged to plan skits to share at the campfire. *a higher maximum may be available depending on the camp and situation, contact the camp director for more information. Questions about activities? Camp Meriwether cmwdirector@gsgatl.org Camp Misty Mountain cmmdirector@gsgatl.org Camp Pine Valley lboswell@gsgatl.org Camp Timber Ridge ctrdirector@gsgatl.org 3 S e r v i c e U n i t C a m p o r e e P a c k e t

4 Service Unit Camporees - additional fee activities: These activities are available for an additional fee. The Service Unit or individual troops may choose to add one or more of these activities based on availability. Equestrian Pet a Pony $15/girl Grades K-3 Available at: CMM, CMW Min 5/Max 12 This activity includes hands-on experience in how to groom a pony, followed by a short pony ride. Long pants are required, but tennis shoes are acceptable. This activity lasts about one hour. Heads Up, Heels Down $20/girl Grades 3 5 Available at: CMM, CMW Min 5/Max 10 This program is for girls who are ready to ride without the lead-line. Girls will practice skills on our barrels, participate in games to help improve understanding of basic horsemanship, and enjoy a 20 minute riding lesson in the arena. Proper shoes and long pants. Trail Ride $25/participant Grades 4+ with riding experience Available at: CMM, CMW Min 5/Max 10 Participants in this activity must have previous riding experience and be able to lead a horse, mount, dismount, and control the horse at the walk. For safety reasons, all riders will remain in the ring for a group riding lesson if any of your troop members cannot pass the riding control test. The riding instructor is responsible for the safety of each group and will determine whether the group is ready to go on the trail. Proper shoes and long pants are required. This activity lasts about one hour. The group will spend approximately 30 minutes in the arena and reviewing safety procedures, and 30 minutes on the trail. Pre-requisite: Troop Riding Lesson and ability to control horse Intro to Horsemanship $15/girl Grades 2-5 Available at: CMM, CMW Min 5/Max 12 This program is designed for girls who have had little or no experience with horses or who might be unsure about being around large animals. Learn how to groom, mount, dismount, stop, start and steer a horse. Practice controlling the horse while taking a pony ride. Long pants are required, but tennis shoes are acceptable. This activity lasts about. Troop Riding Lesson $25/girl with riding experience Available at: CMM, CMW Min 5/Max 10 Participants must have the ability to independently control a horse at a walk. Improve your basic riding skills including horse safety, control and balance. Proper shoes and long pants are required. This activity lasts about one hour. Pre-requisite: Heads Up, Heels Down Extended Trail Ride $40/participant Grades 4+ with riding experience Available at: CMM Min 5/Max 10 Participants in this activity must have previous riding experience and be able to lead a horse, mount, dismount, and control the horse at the walk. For safety reasons, all riders will remain in the ring for a group riding lesson if any of your troop members cannot pass the riding control test. The riding instructor is responsible for the safety of each group and will determine whether the group is ready to go on the extended trail. Proper shoes and long pants are required. This activity lasts about two and a half hours. The group will first review safety procedures and demonstrate competency in the arena. Time on the trail is approximately 1 hour and 15 minutes. Pre-requisite: Troop Riding Lesson and ability to control horse Pony Trail $20/girl Grades 1-3 Available at: CMM Min 5/Max 12 Play fun barn games, and learn how to stop, start and steer a horse, then pair up with an equestrian volunteer who will lead your horse on a short wooded trail close to the barn. Boots are required for this activity. Participants will remain on a lead line, regardless of prior equestrian experience. This activity lasts about one hour. Pre-requisite: Pet a Pony or Intro to Horsemanship Mounted Games $25/girl Grades 4-5 Available at: CMW Min 5/Max 10 Participants must have the ability to independently control a horse at a walk. Enjoy a series of fun relay races and equestrian control exercises - Camp Meriwether Style! This activity lasts about one hour. Pre-requisite: Heads Up, Heels Down Vaulting $25/participant Grades 4+ with riding experience Available at: CMW Min 3/Max 6 If you love horses and gymnastics, this is the camptivity for you! Come discover the sport of vaulting as you learn tricks on horseback. Build confidence, increase your understanding and feel of horse movement, and examine the rider body position effects on the horse. This activity lasts about one hour. Long pants and tennis shoes are required. Ride time per person will vary, depending on the size of the group. Pre-requisite: Heads Up, Heels Down and ability to control horse 4 S e r v i c e U n i t C a m p o r e e P a c k e t

5 Adventure Activities Contact the camp director for specific activity descriptions. Age requirements vary due to the unique aspects of each climbing structure. Meriwether Cooperative Games $5/participant Grades 2 3 Min 10/Max 20 Team Building 101 $15/participant High Challenge Course $30/participant Climbing Wall $20/participant Flying Squirrel $20/ participant Zipline Misty Mountain Cooperative Games $5/participant Grades 2 3 Min 10/Max 20 Team Building 101 $15/participant High Challenge Course Climbing Wall $20/ participant Zipline Timber Ridge Cooperative Games $5/participant Grades 2 3 Min 10/Max 20 Team Building 101 $15/participant Climbing Wall $20/ participant Swing By Choice $20/ participant Grades 3+ Intermediate Challenge Course High Challenge Course Zipline 5 S e r v i c e U n i t C a m p o r e e P a c k e t

6 Service Unit Camporees: option 2 menu Below is a sample of some menu options. Please discuss exact menu selections with the Camp Director at least one month prior to the camporee. Arrangements for non-meat entrees and food allergies must be made in advance. If a participant with an airborne peanut allergy is present during the weekend, peanut butter will not be served BREAKFAST OPTIONS (Choose one of each or let us surprise you!) Entrée: Scrambled Eggs, French Toast, Pancakes, Breakfast Casserole, or Breakfast Burritos Breakfast Meat: Bacon, Sausage, or Turkey Sausage Bread: Biscuits, English Muffins, Bagels, or Muffins All breakfasts include an assortment of dry cereals and assorted fruit Breakfast beverages include milk and orange juice Adults only: coffee and hot tea LUNCH OPTIONS (Choose one of each or let us surprise you!) Entrée: Chicken Patty Sandwich, Hamburgers, or Deli Sandwiches Side: French Fries or Chips All lunches include a Salad Bar Lunch desserts may include ice cream, cookies, cake, pudding, brownies or cobbler Lunch beverages may include water, iced tea and lemonade or punch DINNER OPTIONS (Choose one of each or let us surprise you!) Entrée: Pasta (with and without meat), Chicken Breast, or Chicken Tenders Side: Green Beans, Broccoli, or Mixed Vegetables Starch: Garlic Bread, Mashed Potatoes or Macaroni & Cheese All dinners include a Salad Bar Dinner desserts may include ice cream, cookies, cake, pudding, brownies or cobbler Dinner beverages may include water, iced tea and lemonade or punch 6 S e r v i c e U n i t C a m p o r e e P a c k e t

7 Service Unit Camporees - frequently asked questions GSGATL Service Unit Camporee Packet Q. What s included in the per person fee? A. Option 1 - Lodging for 2 nights, two outdoor fun activities that you lead, you provide the trained people to do them and use of specified common areas A. Option 2 - Lodging for 2 nights, 4 meals, (all day Saturday, and Sunday breakfast) use of specified common areas, & three outdoor fun activities. Q. Can we have less than the minimum or more than the maximum? A. Option 1 This option is designed for groups of people. A. Option 2 - One hundred people is the minimum. The maximum is based on site capacity. Q. When can I apply? A. Option 1 - Service Units may apply on April 1 for the upcoming Girl Scout year. A. Option 2 - Service Units may apply up to 16 months in advance for a camporee. Q. What training and background checks are required? A. Training - For both options - Each troop must have a First Aid/CPR person and a person who has taken the appropriate troop camping class or classes. This may be the same person. 1. For Option 1 camporees completion of outdoor training as outlined in the Camping Safety Activity Checkpoint must be satisfied to meet the requirement. 2. For Option 2 camporees completion of the on-line class Trips & Overnights satisfies the qualification. A. Background Checks For both options Every adult attending must have completed the background check and be an approved volunteer. Q. Will we have exclusive use of camp? A. Option 1 No. There will most likely be other troops camping. A. Option 2 - It will depend on the size of your group. The council staff will work with you to wisely use the property resources. Q. Will every girl have a chance to participate in the outdoor fun activities? A. Option 1 Since you are providing the staff to lead the activities this is up to your Camporee organizers; Option 2 - Yes, there may be sessions on Saturday and Sunday to allow every girl a chance to participate. Q. Who will place troops in activities? A. Option 1 the camporee organizer will place troops in activities; Option 2- The camp director will place troops in activities. Q. When do we need to submit the final headcount? A. Option 1 & 2 The final number of girl and adult participants must be submitted one month in advance of the event along with a Camporee Pre-Approval Form for each troop attending and master roster listing all troops. Q. Can Daisies attend? A. If all of the girls in the Daisy Troop have followed a trip progression beginning with short local trips and advancing to longer trips, including at least one overnight, the Daisy Troop may attend. Q. Can registered male adults attend the camporee? A. Option 1 & 2 - Yes, with some exceptions. Please contact the Camp Director for more details. Q. What are the check-in & check-out procedures? A. Option 1 Each troop will check in with the ranger and camporee chair and out with the ranger. A troop roster listing all participants must be submitted at check-in. A. Option 2 The camp site team will work with the camporee coordinator to coordinate check in and out. A troop roster listing all participants must be submitted at check-in. Q. What is the refund policy? A. Option 1 & 2 - Service Unit agrees that cancellation must be made at least 90 days prior to the date of use or 50% of the deposit will be forfeited. Cancellations made less than (4) FULL WEEKS prior to the date of use will result in deposit being forfeited and an administrative fee equal to 20% of the total participant fees. Exceptions to this policy will be made for acts of God only. All cancellations must be made in writing and submitted to the council. Q. Can you explain the payment schedule? A. Option 1 & 2 A deposit is due upon confirmation and the balance of base fee is due 4 months before the camping date. Balances for extra activities are due 30 days prior. Q. What is the role of the camporee coordinator? A. Option 1 & 2 The camporee coordinator is the primary contact person from the service unit communicating with the camp site team for weekend details and council staff for payment. Once placed in the camporee, the coordinator keeps in contact with the camp director to make all arrangements for the weekend. The Camporee Coordinator must have taken Planning Events Beyond the Troop w/emergency Preparedness prior to acceptance of application. This class is now offered online. Please visit the Training page on our website for more information and to register. Q. Why is the cost for cabins and tents the same? A. Option 1 & 2 - In an interest to simplify payment collection, the pricing is the same. 7 S e r v i c e U n i t C a m p o r e e P a c k e t

8 Service Unit Camporees - option 2 timeline GSGATL Service Unit Camporee Packet Up to 16 months in advance o Complete application for Service Unit Camporee and send to Mableton Service Center o to: sucamporee@gsgatl.org o Fax to: o The agreement will be ed once date agreement is reached Within one month of receiving contract o Pay $1500 deposit based on $15 per person deposit on the 100 participant minimum o Contact Camp Director to arrange camp visit the camp visit is mandatory; select the three outdoor fun activities included in $65/person fee; determine extra fee activities (horses, challenge course, etc.); select weekend menu; discuss check in and check out procedures with Ranger(s) Four months before camporee o Pay per-person balance of base fee o Camp Director will attend Service Unit meeting if requested to share details of the weekend o Troops complete activity request forms Three months before camporee o Last day for full refunds Two months before camporee o All troop activity request forms due to the Camp Director One month before camporee o Pay balance of extra fee activities o No refunds after this date o Submit Camporee Pre-Approval Form for each troop along with a master roster with list of troops attending. o Confirm Menu o Provide final girl and adult participant numbers; provide troop camping application or approved alternative for each troop complete with roster, finalize extra fee activities; and discuss final details with Camp Site Team including check in and check out, activity schedule, special needs, menu, etc. Option 2 - First day of camporee (Friday) o Camporee coordinator checks in with Camp Site Team o Camporee Coordinator provides revised, complete roster of girl and adult participants if changes have occurred. o Camporee coordinator checks in troops o Camporee coordinator conducts leader meeting in the evening after every troop arrives. Camp Site Team will speak about parking, safety concerns, activity details, etc. Last day of camporee (Sunday) o Troops check out with Camp Site Team 8 S e r v i c e U n i t C a m p o r e e P a c k e t

9 Service Unit Camporees forms GSGATL Service Unit Camporee Packet This packet contains a Service Unit Council Site Camporee Application and Service Unit Camporee Pre-Approval form. The forms are available in multiple versions for use by the camporee chair and troop leaders. They can be found in the camp forms at The online forms are fillable and allow the camporee chair and troop leaders to use technology to their advantage. Online forms: Council Campsite Camporee Application Service Unit Camporee Application Complete the form and form to sucamporee@gsgatl.org Service Unit Camporee Pre-Approval Form Camporee Pre-Approval Form Camporee chair should download the form and: 1. Fill in the date you wish to have them returned to you. Keep in mind that they must be turned into the council office at least 4 weeks in advance of your camporee. Therefore, you will want to allow the leader at least two weeks to return to you. For example: if you camporee date is March 15 17, you will want to have the leaders return the form to you by at least February 1 to allow you to compile them and get them to the council office by February 15. Remember, you may turn in these forms earlier if desired, but no less than 4 weeks prior to the start of your camporee. 9 S e r v i c e U n i t C a m p o r e e P a c k e t

10 Council Campsite Camporee Application Girl Scouts of Greater Atlanta, Inc North Allen Road, Mableton, Georgia Use this application for camporees at council camps only! Contact Lisa Boswell with general questions at or (770) Service Unit/Troop/Group Name or Number: Camporee Coordinator Name: Address: Complete Mailing Address: Home Phone Number: Cell Phone Number: Service Unit Director Name: Date Planning Event s Beyond the Troop On-line, webinar or in person training completed: (The Camporee Coordinator must have taken Planning Events Beyond the Troop prior to acceptance of application) REQUESTED RESERVATION Option 1 $20/person Check your option: Only available at CPV 50 participant minimum Option 2 $75/person 100 participant minimum 1 st Date Choice: Camp Name: 2 nd Date Choice: Camp Name: Approximate Number of Participants: Girls: Female adults: Male adults: Special Needs, if any How are or will the girls be involved in the planning? REQUIREMENTS 1. All members of troops/groups must be currently registered. 2. Tag-a-longs are not allowed at this event. 3. All troops/groups must be accompanied by a Council Qualified Troop Camper. a. For Option 1 camporees completion of outdoor training as outlined in the Camping Safety Activity Checkpoint must be satisfied to meet the requirement. b. For Option 2 camporees completion of the on-line class Trips & Overnights satisfies the qualification. 4. All troops must have an adult certified in Basic First Aid & CPR for adults and children. 5. All adults must be background checked and approved volunteers. 6. A Camporee Pre-Approval Form for each troop must be submitted 30 days prior to camporee with master roster listing troops attending. Note: you may send this as far in advance as possible to avoid delay in approval. The most common delay in final approval for troops to attend is verification of adult credentials (training, volunteer and member status). I have read, understand, and agree to comply with all site rental information procedures, Volunteer Essentials and Safety Activity Checkpoints. I will share this information with camporee participants Camporee Coordinator Signature 10 S e r v i c e U n i t C a m p o r e e P a c k e t Date

11 Camporee Pre-Approval Form GSGATL Service Unit Camporee Packet Girl Scouts of Greater Atlanta, Inc., 5601 North Allen Road, Mableton, Georgia Roster of Adult Participants For activities, travel, and camping trips, all adults attending must successfully pass the GSGATL volunteer approval process (reference Policy 4, page 24, in Volunteer Essentials) and be registered members of Girl Scouts before participating in trips with the troop (reference Policy 2, page 23, Volunteer Essentials).For events, travel, and camping trips, two unrelated female adults who do not live in the same household must be present at all times. Please complete and return this form to your camporee event chair by Service Unit: Dates of Camporee: Troop #: 1 Complete Legal Name of Adult Address Role (leader, parent, etc.) Council use only Date verified/initial Membership Volunteer Status Name of Council Qualified Troop Camper: Date and Type of training: Name of Adult Currently Certified in First Aid/CPR Date and Type of training: My signature below indicates that all the information provided is correct to the best of my knowledge. I also acknowledge that intentional failure to follow published guidelines and procedures found in the most current version of Volunteer Essentials and the Safety Activity Checkpoints, could result in a reduction of available Girl Scout provided insurance and may result in personal liability to myself. I understand that all travel approval is tentative until the final notification is received from the council. I agree that I will not allow any adults who have not been verified through the above process to participate with my troop and that all girls attending with the troop are currently registered members. Signature of Leader 11 S e r v i c e U n i t C a m p o r e e P a c k e t Date