SUNSET TRAIL WEBELOS WOODS LEADER GUIDE

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Carmel Waters
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1 SUNSET TRAIL WEBELOS WOODS LEADER GUIDE October 19 th October 21 st, Page

2 Event Contacts Title Name Phone Event Director Cris Comp Chairman/ Program Director Daryl Krossman Special Projects Michelle Curry Health Officer Joan Thownsend Commissioner Brian Muhly Registrar Heather Krossman Campmaster Val Holmstrom N/A ItOLS Trainer Bob Arneson N/A N/A ** This packet is presented as a guide for planning purposes; all information contained within is subject to change without notice up until the beginning of the event. 2 Page

3 Registration Registration is currently available and will remain so until Sunday October 14 th, (late registration will need to call the registrar for available spots) Cost per participant is $25. Registration is available online: Each attendee will enjoy: A weekend of camping in one of Camp Meriwether s Adirondack or Min- Adirondack sites (Webelos & Webelos Leaders). Cracker Barrel Friday Night. Scouting activities, Saturday and Sunday. A fantastic campfire. Scout s Own chapel service commemorative patch. Breakfast, Lunch and Dinner on Saturday, as well as Breakfast on Sunday. Check In / Out Arrival Procedures Plan to arrive at camp on Friday October 19 th between 4:30pm and 9:30pm. You will be met near the entrance of the camp by members of the commissioner corps. They will direct you on where to park and check in. If you have a large amount of gear, you will be directed to the unloading area closest to your campsite. Unload your vehicle(s) as quickly as possible and immediately move all vehicles to the parking area. Campers should plan to carry in individual gear/backpacks. Headlamps will be helpful. For security reasons NO ADMITTANCE to the camp will be allowed after 11:00pm Friday night. 3 Page

4 Check In Upon arrival at camp, an adult representative is asked to check in with registration. The representative should have with them an accurate roster with names of all youth and adults attending (this will be turned in to staff) & copies of all attendee s medical forms to show registration team. If you are traveling in multiple vehicles please make sure EVERY driver has a copy of the roster and medical forms. This will expedite the check-in process significantly. The adult representatives will be asked to pay outstanding registration fees. Please have check or visa ready. Cash is discouraged, as we may not have change. Onsite Registration & Late Registration Fee Onsite registration is discouraged as this adds a level of complexity to the overall event organization. Camping assignments are predetermined by our registrars well in advance of the event based on available registration numbers. Depending on available site space, participants registering on site may not be able to camp with the rest of their unit. Additionally, our cook staff may not be able to accommodate special dietary restrictions for onsite registrants. We STRONGLY encourage all participants to register for the event prior to the close of online registration. If you think you will be unable to register before the event registration closes please contact our registrars to make alternative arrangements. A late registration fee of $10 per person will be applied to ALL onsite registrations. 4 Page

5 Check Out Sunday Check Out A unit representative should report to HQ to request an inspection. Checkout will not begin until after closing flag. A commissioner will be sent to the unit s campsite and a final clearance will be relayed to HQ via radio. Once cleared, patches and outstanding documents will be presented to the unit. Units will not be allowed to leave camp until final checkout has been completed & all fees have been settled. Saturday Check Out Saturday checkout will be from 4:00pm to 6:00pm, and will follow the same procedures as outlined above. Saturday check out will not be available before 4:00pm, please plan accordingly. Individual Check out Individuals wishing to check out separate from their units must sign out with both their unit leader and the registration staff. As a safety precaution youth will not be released without permission from the unit leader. Parking & Carpooling Units are encouraged to carpool as much as possible. Parking will be allowed in designated areas only. All vehicles must be backed in in accordance with BSA policy. Units with trailers will be required to unhitch trailers and park them in designated trailer parking areas. All vehicles must display a parking pass (Appendix A). Roads must remain clear at all times. 5 Page

6 Health & Special Needs Accessibility Camp Meriwether is semi-accessible. There are several wheelchair accessible restrooms at the main dining hall and throughout the camp. Most of the camp is accessible off of one of the main camp service roads and should pose no significant problems to any handicapped persons. Camp Meriwether s service road is 1 mile from the parking lot to the waterfront. In some cases, our health and safety team can allow leaders to transport youth or adults who have challenges walking. CPAP Users Participants with CPAP machines need to be able to run them from a battery as power is not available in any of the camping areas. State and County Regulations prohibit the use of long extension cords into campsites. Generators are noisy and disrupting to the outdoor experience and will not be allowed in camp. Power will be available to charge batteries during the day on Saturday at the dining hall. Batteries are heavy and cumbersome please plan for transportation needs accordingly. Special Needs Persons with special needs including dietary restrictions must include these in the special needs field of the online registration form. We will do our best to accommodate all special needs if given at least 1 week notice. We will not be able to accommodate persons who do not indicate their dietary restrictions at the time of registration. If you have a dietary restriction and would prefer to bring your own food to the event, please indicate so in the special needs field of the registration form. A camp health officer will contact you to make preparations for storage and cooking. Please be aware that we cannot guarantee the food storage and preparation areas will be completely free of allergens. 6 Page

7 Medical Forms All participants must complete parts A & B of the BSA national medical form prior to arrival. Unit leaders, please bring copies of these medical forms, and plan to show them to registration staff upon arrival. Medications Medications with the exception of rescue devices such as inhalers and epinephrine MUST be kept in a secure locked box or in a unit leader s vehicle. If the unit is unable to properly secure medications they can be stored with the camp health officer. Medical Facilities The Camp Health Officer is a Registered Nurse, and several key staff have advanced first aid training. These persons will be identified to leaders at the beginning of the event and will provide first aid on site for more advanced or serious injuries. As always minor first aid needs are the responsibility of the units. All injuries & illnesses must be reported to the health officer regardless of severity. **Arrangements have been made for emergency evacuations, if needed** 7 Page

8 Safety The safety of all participants is the prime directive of any BSA event. All participants are expected to refrain from unsafe activities and horseplay. Violence will result in immediate ejection from the event. Event Rules / Expectations Youth and Adult Leaders are expected to provide all supervision of the scouts under their care. The buddy system should be used at all times. All campsites must be open. No ropes or fences. While activates are in progress, scouts should not be in the campsite areas. Liquid fuel lanterns should not be used outside of the unit s campsite. Scouts should carry a flashlight, headlights, or battery powered lanterns rather than fuel based lanterns. No flames inside tents or Adirondacks. Campfires may only be built in established fire rings. If your site does not have a fire ring, please contact the event staff. DO NOT make your own fire ring. No one will be allowed in the lake or ocean. Persons found to be violating this rule will be removed from the event. No persons should be on the beach without appropriate supervision as set forth by the event staff & the with the explicit permission from the Event Director. o There may be an opportunity for beach activities as a part of this event. More information to follow onsite. Fishing will not be allowed during the event. Commissioners Event Commissioners will be responsible for event safety, security, parking, campsite inspections & other activities as directed by senior event staff. Please respect these scouts & adults and follow their directions. 8 Page

9 General Info Headquarters Camp headquarters will be located in the camp office located at the rear of the dining hall. Camping This event will be considered family camping for each unit. Male and Female scouts and leaders for each unit will camp together in the same campsite (as available). Unit Leaders should take charge of proper separation of male/female campers as well as adults/youth. Our registration team will work to make sure you are in the proper site for your unit, with plenty of accommodations for your unit. Showers/Restroom Camp Meriwether has adequate restroom and shower facilities. Restrooms are available at the Dining Hall for male and female. There are 2 shower houses on the main road. One of these will be designated for Male and Female, with separate facilities for each. Signs will be posted to indicate the youth/adult and male/female. Please educate your scouts and adults on the proper YP etiquette for the restrooms. (details to follow at adult leader meeting) Uniform Participants are expected to wear the Field Uniform ( Class A ) appropriate to their program to the following functions: Morning Flag Evening Flag Scout s Own At all other times Activity Shirts (Class B) may be worn. Saturday Activities The activities planned for camp will be based on the Leave No Trace theme, and will also include many Scout skills. Each scout should bring their 10 essentials with them, as they may be needed. Each activity will run approximately 30 minutes, with a lunch provided in the field. 9 Page

10 Campfires Campfires will be allowed in established fire rings only. If your site does not have an established fire ring, please contact the event staff. Do not establish your own ring. There will also be an event wide campfire Saturday night if your unit chooses not to have a campfire of its own. Water Water is available in virtually every campsite, activity station, and at both shower houses. Participants should bring a personal water bottle or canteen and plan to drink water regularly throughout the weekend. Meals Breakfast Saturday through Breakfast Sunday will be provided as part of the event fee. Please plan to bring a sack dinner, or stop somewhere along the way to camp on Friday, as dinner will not be provided and there will not be an opportunity buy one on site. Plan to have a lunch on the trail for Saturday s activities. This will be delivered to the activity stations prior to meal time. Please do not return to the dining hall for lunch. Leave No Trace Package food in easy to carry containers Bring & use trash bags. Stay on established trails. Dig no holes. Respect the rights of others. The Law of the Camp is the Scout Law, Scout Oath and the Outdoor Code. 10 Page

11 On Site Emergency In the event of an emergency, a member of the senior staff will sound the camp wide alarm. We ask that everyone stop what they are doing and proceed directly to the parade grounds for further instructions. We will use the off-season emergency procedures guide established for Camp Meriwether. The emergency procedures are available for viewing in the business office. To help facilitate a possible off-site evacuation, we ask that any adult that drove to camp keep their keys on their person for the duration of the event. No one will be allowed to return to their campsites if an evacuation is ordered. 11 Page

12 Appendix A Parking Pass 12 Page

13 Appendix B Unit Roster 13 Page

Sunset Trail District Activities Committee. Camporee Senior Staff

2013 Sunset Trail District Activities Committee Camporee Senior Staff [CAMPOREE 2013 PLANNING GUIDE] Please note this packet is to be used as a guide for planning purposes, all information contained within