Charlemagne District Transatlantic Council 8 9 10 April 2016 at Wiltz, Luxembourg Scout Olympics REGISTER ONLINE NOW http://tac-bsa.kintera.org/scoutolympics2016 N 49 96 765 E 5 94 324 Rue du Village 9576 Weidingen, Luxembourg Registration Packet & Leaders Guide Info Pack Handout Page 1 of 11 02/02/2016
Scout Olympics 8 9 10 April 2016 at Wiltz, Luxembourg Schedule of Events Friday, 8 April 2016 09h00 18h00 18h00 22h00 22h00 22h30 23h00 Saturday, 9 April 2016 07h00 07h00 08h15 08h30 08h45 08h45 09h00 09h00 18h00 18h00 20h00 20h00 20h20 20h30 22h00 22h00 23h00 23h00 Sunday, 10 April 2016 07h00 07h00 08h00 08h30 09h00 09h00 11h30 11h30 12h00 12h30 13h30 13h30 Camp Set-up by Camp Staff Troops Arrival, Check-In @ Staff HQ and Patrol Time Leaders Meeting (SM, SPL, Staff) @ Staff HQ Lights Out Reveille Breakfast @ Campsites Opening Ceremony @ Flag Pole Activity Safety Briefing (Sack Lunch) Return to Campsite for Patrol Time to prepare for Campfire Build the Campfire (Need Volunteers) Camporee campfire. Bring chairs/blankets. (Scouts in Class A Uniform) Patrol Time (Service Patrol 1 Clean Sanitary Building) Lights Out Reveille, Class A Uniform Breakfast @ Campsites Flag Retirement Ceremony & Scouts Own (Scouts in Uniform Please) @ Flag Pole Community Service Project (Service Patrol 2 Clean Sanitary Building) Closing Ceremony & Checkout of Troops at Camp Staff HQ Tent Clearing of Camp Site by Camp Staff with Sports Village Staff Staff Checkout and Departure, Until We Meet Again, Fall 2016 Camporee! Charlemagne District Fall 2016 Camporee Needs Volunteers & Location 7 8 9 October 2016, Fall Camporee LET S PLAN IT NOW!! Info Pack Handout Page 2 of 11 02/02/2016
1. Spring Camporee Overview 1.1 Camporee Program Events The Charlemagne District Spring Camporee 2016 will be a challenging and fun experience to test each Scout s skills and teamwork. A brief description of the program is included in section 3. Webelos Dens are encouraged to participate in the Camporee to introduce the Webelos to camping and fulfil the Boy Scout Activity requirement for the Arrow of Light Award (see section 1.4). 1.2 Where and When The Fall Camporee will be held on a true Scout campground that belong to the Scouts de Wiltz asbl. The GPS and physical address of the scout camp is: N 49 96 765 E 5 94 324 Rue du Village 9576 Weidingen, Luxembourg Directions can also be found on the website http://www.scoutswiltz.lu Units should plan on arriving between 18h00 and 22h00 on Friday, 2 October 2015 and departing after the closing activity on Sunday, about 13h30. Please do not arrive early Friday evening, as the Camporee Staff may not be ready. If your Troop is traveling long distance and must arrive early please provide estimated arrival time in the registration packet. 1.3 All Districts Cordially Invited Charlemagne District extends our warmest invitation to Boy Scout Troops and Webelos Dens in other Districts within Transatlantic Council to join us for the Spring Camporee 2016. 1.4 Webelos to Scouts We encourage Webelos (I and II) Dens to participate in the Spring Camporee. We request that the Pack coordinate with their Troop and register as one Unit to ease the registration for Camporee administration. Webelos Dens will be camped together with their partnered Troop. The Webelos Den Leader or other responsible adult should have completed the BSA Leader Specific and Youth Protection training. Webelos camping guidelines apply to the Webelos Dens participating in the camporee. 1.5 Registration & Fees Registration and payment of $30 per participant fee before 5 April 2016 is essential to assist us in planning and to ensure that your unit will have camp land available for your tents and cooking area. To register please first email the following information to both Charlemagne District Executive Garrett Lamberth and District Camping Chairman Carl Hale: GARRETT.LAMBERTH@SCOUTING.ORG CRLHL@HOTMAIL.COM Names of each youth participant and their assigned Patrols. Numbers of tents that require camp site space allocation. Names of adult participants and adult tent space requirement Emergency contact numbers for adult leaders (see also section 2.5) Info Pack Handout Page 3 of 11 02/02/2016
Estimated time of arrival If you have questions regarding registration, please email CARL HALE and GARRETT LAMBERTH. Please also advise us immediately if you have circumstances requiring changes your registration numbers. The email with registration data commits your unit to paying for these people as a minimum, as we have to confirm museum ticket purchasing and other financial commitments based on this initial information. The $30 cost for the weekend is per participant: the same price for all Scouts and adult Scouters. It is expensive, but there are many valuable educational returns on this investment. Included with the $30 fee per participant: Scouts du Wiltz Campground Costs o Two nights camping (FRI/SAT) o Toilets o Potable Water o Private Secured Campsite o Saturday campfire authorization Wiltz 2016 Camporee Costs o Camporee Patch o Scout Olympics prize medals o Camporee Streamers After the initial registration planning email please Submit Payment for the camporee weekend using the below TAC KINTERA site before 5 April to allow for allocating camp land to each troop: http://tac-bsa.kintera.org/scoutolympics2016 Please contact CARL HALE and GARRET T LAMBERTH to initiate dialogue for late participation additions. Cancellations must be coordinated with the TAC HQ via the District Executive. 1.6 Adults & Older Scouts Both scout leaders and parents are needed to help in running the program to include Camp Program Director, Camp Medic, Camp Arrivals and Departures Support, Parking Coordinator, Waterloo Historic Site Monitors, Campfire Activity Director (Youth Volunteer), Staff Cooking Team, etc. We welcome Scouts aged 16 or over and at least Life rank to help with activity stations. JASMs and Troop Guides are invited to volunteer to serve as the Camporee SPL and Camp Staff to ensure the Scouts are informed by Patrol Method, Scouts Leading the Way. If you are interested in helping as Camp Staff, please contact the Camporee Director and Carl Hale. For more information, see section 3.4 on Activity Volunteers. 1.7 Campsite Assignments Campsites will be allocated based on the numbers given in the registration email. When arriving at camp please send the Troop SPL with his Patrol Leader(s) to the Staff HQ to get a Camp Staff Commissioner who will show you to your campsite location. The Commissioner will then escort the Unit Leader back to the Staff HQ to finalize the check in procedures. If your unit is arriving in several groups, please ensure that everyone knows the unit number (for example, Troop 184 ) and name of the leader in charge, so they can be directed to the Unit s campsite (see section 4.2). Info Pack Handout Page 4 of 11 02/02/2016
1.8 Camporee Management Principal Camporee Staff members are listed below. You can reach them by phone during evening hours. Camporee Director, Carl Hale C: +32-485-33-88-67 W: +32-2-724-3270 (DSN 369-3270) CRLHL@HOTMAIL.COM Program Director, Need a Volunteer C: EMAIL: 2. General Camporee Information 2.1 Changes & Cancellations The Camporee Director is the only individual authorized to change or cancel a scheduled activity. Any necessary changes will be made at the earliest possible time and posted in writing at the Staff HQ. If you have a question on the program, please feel free to come to the Staff HQ at any time or ask a staff member around the site. 2.2 Parking & Access to Campsites There will be no parking allowed on the campsite grounds. All vehicles must be parked in the designated parking areas before the leaders meeting at 22h00. Troops and Webelos Dens are encouraged to car pool and arrange to have as few cars as possible remain at the Camporee parking site. Participants are required to walk to their camp site and must carry their equipment. The camp site and the parking is not very far apart so carrying equipment should not be a problem. There will not be campsite inspections for a best camp competition only inspections for camp cleanliness and camp safety. 2.3 Camping Campsites will be located on the Scouts de Wiltz asbl campgrounds. The number of registered participants will determine which campground we ll be assigned. The campsite map on the cover of this leader s guide demonstrates the possible camping locations. Webelos Dens will camp together with their partner Troop. A follow-up email to all registered Troop Leaders will provide the updated camp site specific location and other news. 2.4 Food Service Units are responsible for bringing their own food and means of preparing it. You will need food for Friday (or eat before you arrive), three meals for Saturday and Sunday breakfast and possibly lunch depending on your travel plan. Let s all plan for a satisfying Saturday sack lunch to enable a short pause for energy replenishment during the Olympic game that does not require a 2-hour cooking meal plan with pots, pans, dishes cleaning, etc. OK? Thank You!! Webelos Dens are encouraged to eat with the troop. Whatever arrangements are made should be clearly explained to the parents accompanying Webelos. 2.5 Emergency Contact It is recommended that Units should have access to a cellular phone that can be used as a primary contact for members of that Unit or Camporee Staff to contact in an emergency. The emergency number for the Camporee is +32-485-33-88-67 (Carl Hale). Please ensure Info Pack Handout Page 5 of 11 02/02/2016
callers know the Unit Number and the Unit Leader s name. 2.6 First Aid The First Aid station will be set up within the campground and will be marked with a prominent sign. We will have at least one Camp Medic on site at all times. If assistance is needed, please contact a member of the Camporee Staff that at the Staff HQ. If the injury permits, and IF it is practical to do so, bring the injured person to the First Aid station for medical attention. 2.7 Medical Forms In case of serious injury or illness requiring emergency medical services or hospital treatment, a health history record and permission of a parent or guardian are required. This form, known as the Medical Form, must be accessible to the Unit Leader at all times. There is a now a new BSA medical form 680 01, 2014 Printing, which parts A and B are required for all participants (youth and adult) for the Camporee. Please maintain the medical forms in one Unit binder and bring to the camp to be prepared for emergencies. 2.8 Fire & Ambulance Service In the unlikely event that fire or ambulance services are needed, send a runner to the Staff HQ immediately so that an emergency call can be placed and the Camporee Director notified immediately. If the emergency call is placed from a cellular phone within your area, you must still send a runner to the Staff HQ to notify the Camporee Director of the emergency and to arrange for the emergency equipment to be directed to the correct location. 112 is the Emergency number. 2.9 Radios The Camporee Staff will use Personal Mobile Radios for communications. We therefore request that campers refrain from using the Camporee Staff designated channel and its sub-channels. These channels will be confirmed at the Friday night SPL / Scoutmaster meeting. This limitation on radio use is for the safety of all campers. 3. The will be focused on fun, teamwork and sportsmanship. We ask that each Troop registering for the camporee to provide one adult and one Scout to serve as host and lead one specific Olympic game activity. Team sports include seated volleyball and soccer. Patrols will compete against other Patrols to determine how many can accumulate the most push-ups and sit-ups within two minutes. Additional Scout games like Orienteering and relay races can be coordinated by the Troops during the registration email dialogue. There is also an opportunity for Troops to rent VTT mountain bikes for trail riding. The rental fee would be additional to the Camporee fee and would be paid directly by the Troop to the VTT bike service provider. A 100 Euros refundable security deposit is required to ensure the bikes are returned in good order. A full day rental for one bike is 15 Euros. You ll get a 20% discount if you have 6 or more participants. Email Carl Hale if you are interested in renting mountain bikes and riding trails on Saturday for a Bike Marathon part of the Scout Olympics. 3.1 Before the Event Decide as a Troop what game you will bring to the camporee and inform Carl Hale by email to manage all the activities. Begin practicing to Be Prepared for a full day of sport activities. Info Pack Handout Page 6 of 11 02/02/2016
There are certain skills that Boy Scouts will be expected to have in order to complete the activities on the weekend. Scoutmasters and Senior Patrol Leaders are asked to teach the skills to their Scouts prior to the Camporee. These are: Scout Outdoor Code Leave No Trace Map reading, Compass skills 3.11 U.S. Flag Retirement Ceremony We are planning to conduct a U.S. Flag retirement ceremony during the camporee. If your Troop or Community have unserviceable U.S. Flags, bring them to the Camporee for a solemn retirement ceremony. We need Volunteers to help with the ceremony. 3.2 Evening Program The Saturday night campfire is a chance for the camp participants to sit back and enjoy some light-hearted entertainment from your fellow campers and to end the day on a high note. The Staff are looking forward to seeing the wonderful and diverse talents of our Scouts. The Staff are preparing their contribution to the Campfire so we hope you are as well. For units that wish to participate, either by putting on a skit or song or leading a cheer, there will be a campfire planner looking for your input. Please sign up early so that we can plan the presentation order for the campfire. Feel free to practice your skits, songs and cheers now, ahead of the April camporee. We need a senior Youth Leader to run the campfire planning. 3.3 Activity Volunteers It is not possible for the Charlemagne District Camping Committee to provide all the adults needed to run an event on the scale of the Camporee. There will be a sign-up poster in the Staff HQ on Friday night as Troops arrive for adult and Life / Eagle Scout / Order of the Arrow volunteers. We ask that adults or older scouts come by the Staff HQ on Friday night, have a quick cup of coffee and sign up to volunteer to assist during the camp. Older scouts can be Activity Volunteers if they are aged 16 or over, at least Life rank and have their Scoutmaster s permission. We would like one highly motivated senior Scout to serve as the Camporee Senior Patrol Leader. Please send Carl Hale and Garrett Lamberth an email if you are interested to help as the SPL, Camp Medic, Camp Arrivals Registration and Departures Clearance Support, Parking Coordinator, Campfire Activity Director (Youth Volunteer), Staff Cooking Team, etc. 4. Registration, Check-in and Check-out Procedures 4.1 Before the Camporee All units attending should have registered using the email as set out in section 1.4. Please advise the Camporee Director, Carl Hale and Garrett Lamberth, of any significant changes to these numbers. 4.2 On Arrival Upon reaching the site please locate the Staff HQ Tent to confirm your Troop registration and receive your camp site allocation. An adult and the SPL, ASPL should go inside to Info Pack Handout Page 7 of 11 02/02/2016
get a Camp Commissioner who will either lead you to your site or give you directions and a site map. All cars must remain in the designated parking area. If your group is travelling in multiple vehicles, please make all drivers aware of this procedure. Any outstanding fees for the weekend will be collected at check-in. To assist the staff, it is preferable to pay with a US Dollars Check made payable to Boy Scouts of America. 4.3 Check-out Procedures Each unit will receive a Check-out and Evaluation form at check-in. During the weekend, please fill out this form so we can gather your feedback. Camp Commissioners will have spare copies of this form. After you have cleared your campsite, policed the area and cleaned up any fire pits, send someone to the Staff HQ to get a Commissioner. When the Commissioner arrives, he/she will inspect your camp and then sign off on the Check-out and Evaluation form. After the closing ceremony Sunday morning, bring your signed form to the Staff HQ. At that time, you will receive ribbons and patches for your unit. All units should plan to depart the camp site no later than 13h00. 4.4 Late Arrival & Early Departure If a unit is going to arrive or depart at any time other than those scheduled for the camporee, please make the Camporee Director aware of these plans. If your unit intends to leave on Saturday evening, and you have notified the Camporee Director, you may pick up your patches and ribbons after you have totally vacated your campsite and had a Commissioner sign the Check-out and Evaluation form. 5. Camping Guidelines 5.1 The Campgrounds As members of the Boy Scouts of America, it is our obligation and responsibility to see that everyone respects and observes rules and regulations in this package and follow guidance provided by the Camporee Staff, Camp Commissioners and the Scouts du Wiltz asbl Staff. 5.2 Natural habitat No trees, shrubs, or bushes will be cut within the campground or neighbouring areas. Do not interfere with the area s wildlife and do not play in the streams or lakes within the campground. Leave No Trace. 5.3 Tent Ditching There will be no tent ditching or other changes made to the ground contours to improve campsites. Remember that proper pitching of tents does not require ditching. Protect your tents by bringing sturdy ground cloths and protect your body by bringing foam pads or air mattresses for a good night s rest. There are no picnic tables in the campground area. 5.4 Ground fires Fires will only be allowed in above ground metal fire pits. It is recommended that units bring their own fire pits, stoves, grills, and fuel for cooking. Charcoal and propane are recommended. Liquid charcoal lighters are not allowed. 5.5 Use of liquid fuel The safety of our Scouts and Scouters must be the prime consideration in the use of liquid Info Pack Handout Page 8 of 11 02/02/2016
fuels. The use of liquid fuels in lanterns and stoves is acceptable only if: 1) a knowledgeable adult provides supervision over the storage, transportation and usage of the fuel; and 2) Scouts have been taught the safe and proper handling and usage of the fuel, stoves and lanterns. 5.6 Water Water will be available at faucets throughout the campsite. Carrying of water will be required. Canteens should be carried during the program on Saturday, as drinking water will not be readily available in all program areas. Washing of dishes at the water points or in the bathrooms is prohibited. These should be done in camp using the procedure set out in the Scout Handbook, Chapter 10. 5.7 Toilets Bring a shovel and Be Prepared to dig your cat hole in the woods as taught in the Scout Handbook. Additionally, Toilets will be available at a specific camp building close to the Campsite. Details will be provided to the SPL at the Friday night meeting. Please respect the facilities and keep them clean at all times. Do not place trash, thick paper or soft drinks cans in the toilets. The toilets must be inspected to ensure they are clean prior to Troop departures on Sunday. A Service Patrol will be requested to volunteer for common area clean-up each day. LEAVE NO TRACE. A Scout is Clean. It is a good idea to Be Prepared with a few spare rolls of toilet paper with your unit and have campers take one with them to the toilets, just in case. 5.8 Trash Every unit should bring a supply of plastic trash bags to securely store their own trash. Dumpsters will be available for general usage and units are expected to take their trash to these receptacles. 6. Camporee Rules 6.1 Law of the Camporee As in all Scouting activities, the Scout Oath, Scout Law and the Scout Outdoor Code will be the Law of the Camporee. Any individual who does not act as he should may be putting his unit s future Camporee privileges in jeopardy and putting the privilege of the Charlemagne District to hold camporees on this special location at risk. Units that do not comply with these rules may be asked to leave immediately. 6.2 Flames in Tents. Cooking or lighting with open flames of any kind is not allowed in any tent. Electric battery lanterns and flashlights are recommended. 6.3 Proper Uniform BSA uniforms (Scout shirt and Scout Pants/Shorts with proper socks) should be worn for Saturday Night Campfire and for the Scouts Own. Scouts are encouraged to wear scouting T-Shirts for the days activities. In accordance with BSA National Policies, military battle camouflage uniform style clothing should NOT be worn at camp. Rain gear which is camouflaged is allowed, although it is not recommended. Info Pack Handout Page 9 of 11 02/02/2016
6.4 Discipline Leaders will be responsible for the behaviour of their scouts at all times. Adult leaders who are not helping in the events or watching troop sites, should circulate through the events in which their scouts are participating. Scouts should leave personal radios, portable game devices, and other electronics secured in the cars and not brought into the campground. 6.5 Quiet hours All activities will be subject to quiet hours and lights out from 23h00 to 07h00. Leaders in each Troop are responsible for enforcing these hours. Attack mummies will be released after lights out to enforce this quiet time. 6.6 Knives Sheath knives and knives with blades longer than 3 ½ inches are not allowed at the Camporee. If any are found, they will be held for the remainder of the Camporee by a member of the Camporee Staff. 6.7 Alcoholic Beverages No alcoholic beverages of any kind are allowed at the Camporee. 6.8 Firearms For safety reasons, firearms, pellet guns, BB guns, bow and arrows or slingshots of any kind are not allowed at the Camporee. 6.9 Fireworks Absolutely no fireworks are permitted. with the camp director is required for approval of official guide dogs. 6.11 Respecting Other Unit s Sites Everyone should respect other Unit s campsites. Please do not cross through another unit s site, go around. While we encourage Scouts and Scouters to visit other Units, please announce your arrival with a loud Hello, may I enter your Troop area? instead of just walking straight into a site. Show others the level of courtesy you would like shown to you. A Scout is Courteous. 6.12 Health and Safety The rules in the preceding paragraphs are for your health and safety. Please follow them and be careful. The Camporee Staff will be alert to safety hazards during the weekend. Please assist in the elimination of hazards or reckless acts as they are observed or brought to your attention. 7. Acknowledgement The Charlemagne District would like to thank Mayflower District s Camping Committee for sharing their Camporee materials, including a template of this information packet! Before redistributing outside of this event or using for other events, please contact the Mayflower District Camping Committee via www.tacbsa.org for permission. Copyright in this information packet is asserted by Mayflower District Camping Committee. Licenses to amend and redistribute will be granted at the discretion of the copyright holder. 6.10 Dogs No dogs are permitted on the Campsite except those used as guide dogs for the blind or other aid for disabled campers. Prior coordination Info Pack Handout Page 10 of 11 02/02/2016
Troop Registration Form Required Turn-in TROOP # City/Country: Scoutmaster name & contact info: Assistant Scoutmaster name & contact: Senior Patrol Leader (at camp) name: Total Number of Scouts camping: Total number of Youth tents: Total Number of Scouters camping: Total number of Adult tents: List each Scout name (First & Last name): 1. 11. 2. 12. 3. 13. 4. 14. 5. 15. 6. 16. 7. 17. 8. 18. 9. 19. 10. 20. List of each Adult Name (First & Last) 1. 2. 3. 4. 5. Info Pack Handout Page 11 of 11 02/02/2016