Leader s & Parent s Guide http://edelweissbavarianknights.kintera.org/ 1
Table of Contents Letter to Parents and Pack Leaders What is Family and Day Camp? Who is a Family Camp or Day Camp For? Why Should I Send My Child? What Will My Child Do at Camp? Advancements at Camp When and Where is the Family/Day Camp Held? Fees and Deadlines Refund Policy How to Register Pack Camp Coordinator Day Camp Den Supervision How Can I Help? Camp Staff What to Bring and What Not to Bring Cell Phones Medication Special needs Emergencies Uniforms in Camp Check-In Check-Out Medical form information Schedule 2
Letter to Parents and Pack Leaders Hello and welcome to Cub Scout Camp! Our district volunteers have worked hard to plan a fun and exciting Cub Family Camp experience for your Scouts and family members. This camp opportunity can be attended as an overnight or a day camp. You ll find more about what that means later in this guide. Our guide has been prepared to help you feel comfortable about the Day Camp Program and Staff as well as giving useful information. Whether you are planning to volunteer or send your child to Day Camp this guide should contain the answer to most of your questions. This guide does not cover all the details, if you have further questions please contact the camp director. For those of you who have taken your child to Day Camp or Family Camp before, you should be familiar with much of the general information. This guide will serve as a very good review. Whether you are new to Day Camp/Family Camp or a camp veteran, it is important to read the entire guide as it contains new information and answers many of your questions and concerns particular to this event. All Scouting camps rely heavily on volunteers and are planned and conducted by a volunteer camp director and program director. The camp can only be held with the assistance of volunteers such as yourself. Without the assistance of large numbers of parents, day camp could not occur. For example, each den of eight to ten boys will need two adults to supervise them. Each program activity such as crafts, archery, or games needs one or more adult(s) to staff it. As you can see, we do need your help! When you volunteer at Day Camp you will be helping to provide a great camping experience to the scouts that attend. As Camp Directors, we know from personal experience how much the Scouts enjoy and appreciate your involvement. Oh, did we mention, volunteering at Day Camp is a lot of FUN! Begin your plans and preparations for a great Day Camp experience. Our pledge is to make this a most memorable experience for you and your Scout. We look forward to seeing you really soon! The Day Camp Director 3
What is Day Camp? Although our camp is open to the entire district we are directly supporting the military communities of Grafenwöhr, Vilseck, Ansbach, Munich and Hohenfels as they are the closest in proximity to the camp location. Our Cub Scout Day Camp will consist of a weekend of outdoor experience under the supervision of specially trained volunteers. The Camp Director and the Camp Program Director will abide by the standards set forth through the Boy Scouts of America National Camping School. Our three ranges will be supervised by BSA National Camp School Shooting Sports trained rangemasters. The Edelweiss District takes pride in assuring that our Day Camps meet the requirements for national accreditation. The National Standards are established to ensure the health and safety of every camper, leader, staff, and visitor while at camp and to ensure that every Cub Scout will have a high quality fun filled Day Camp experience. Besides the fun they will have, each Scout will learn from their time here at camp. They will meet other Cub Scouts and Leaders from around the district, and as with any Scouting Program, it will help to instill in them the values and character the will need to become the kind of person you want them to be. Day Camp: Provides the Scout with an opportunity to begin work towards their next rank in Cub Scouting Encourages participation so that Cub Scouts benefit and grow with a good outdoor experience. It assists in the recruiting and inspiration of future Cub Scout Leaders and helps strengthen den and pack organization. Provides a low cost optional camping opportunity at the Hohenfels, U.S.Army training range Military Family Sports and Recreation sports field and Scout Hut camping area. Who is Day Camp For? Camp is open to registered Cub Scouts first through fifth grade. If your child is not yet signed up for Cub Scouts he or she may join before the start of Day Camp. Those starting Kindergarten or First Grade this fall will come to Camp as either Lion or Tiger Cubs and must have an Adult Partner with them at all times. Cub Scouts will be in mixed rank groups. Lions and 5 year-old and below siblings are not allowed to participate in any shooting sports activities. What Will My Scout Do at Day Camp? This Day Camp will offer two nights of optional overnight family styled camping. Outside of the family overnight camping, the Day Camp program activities start with an opening ceremony on Saturday morning and conclude in the evening with a flag ceremony and present the day s recognitions and awards. The exact hours of the Day Camp can be found in the schedule section of this guide however the program portion of the camp will encompass Saturday for the whole day. Those that choose to arrive early on Friday or stay overnight Saturday and be there for Sunday morning should expect no organized activities at these times. There will be a Friday evening campfire at the large fire pit and a Sunday morning Scout s Own non-denominational religious service as options for your family. The day s program contains a well-balanced variety of activities. These include strenuous activities, time for rest, times for noise and motion, learning new skills and making new friends. The exact program will vary from camp to camp but most will include the following: 4
August is the hottest month of the year in Germany but usually great camping weather. If you and your family choose to take advantage of the free optional camping experience please come fully prepared for cooking all your meals and supplying all your own gear to do so. There will be no furnished camping supplies so bring your own tents and sleeping bags. Families are invited to arrive Friday night, participate in the Day Camp activities on Saturday, and break camp Sunday Morning. The detailed timeline for the weekend will be provided later in this document. There will be a small fee for family members. Everyone attending is required to complete a BSA Health and Medical Record parts A and B and bring this document to check-in. (there is a hyperlink later in this guide) Advancement at Camp While at camp the boys may complete some of the requirements in their hand books. The camp director with the help of the den chaperone/leader will keep a record sheet for each boy and record what requirements he completes. At the end of camp these advancement records will be sent home either with the boys or with the Pack Leader. The information on what the scout has completed at camp can then be transferred to the boy s handbook by the parents or Den Leader at a later time. When and Where is Day Camp Held? We have posted a map with directions here: http://tac-bsa.org/council-event/2018-edelweiss-bavarian-knights-cub-camporee/ The camp will be held on a U.S. Military installation in an area commonly used by the families of active duty U.S. soldiers in the Morale Welfare and recreation division. It can be a bit tricky to find with a GPS so please take a look at the map posted online (link above). If you have been on the Hohenfels installation before you may know this as the Sports field and Scout Hut area. It is best for all Access roster participants to enter through Gate 5. If you have regular access to the installation you can enter from your gate of choice. Non-ID card holders please review the information found under Check In later in this guide. Fees and Deadlines: Read Carefully Cub Scouts are considered registered for camp upon checkout of the Online Registration with all fees paid in full. $15 per Cub Scout aged youth - includes 1 meal for Saturday (Lunch) and 1 event patch $12 per adult includes 1 meals for Saturday (Lunch) $12 per 12+ year old sibling includes 1 meal for Saturday (Lunch) Children 5 and below are no fee There is no separate fee for camping! Registration for Day Camp will be via Online Registration with a cutoff one week prior to the start date of camp. All registration one week prior to the start date of each camp is at the discretion of the Day Camp Director, based on space availability. Website registration can be found here: http://edelweissbavarianknights.kintera.org/ 5
Refund Policy Edelweiss District Refund Policy for Transatlantic Council District and Council Events Some activities and events may have a non-refundable/non-transferable fee component. These is non-negotiable, as they were established by the event leadership to ensure financial stewardship of the event. All participation cancellation notices and refund requests must be submitted in writing. Cancellations due to medical emergencies or other such unforeseen circumstances will be given the utmost consideration in favor of the registrant for any exceptions to the refund policy. 85% Refund will be granted if cancellation is made more than one week in advance of the event. 50% Refund will be granted if cancellation is made one week or less No refunds will be provided for a cancellation within 24 hours of the start of the event. All refunds are subject to a 15% administrative fee*, primarily to cover the transactional fees assessed by our financial institutions. Refunds will be processed within 30 days after the close of the event, with funds being deposited into the Unit Account. *if the event is cancelled by the council, this will not apply. How to Register - Pack Day Camp Coordinator or Family Option? It is highly recommended that all registration be handled by each individual family however some units choose to have a "Pack Coordinator". This is a leader or parent who is responsible for seeing that every boy in the Pack receives information to register for Day Camp. The coordinator will handle any pack level registration necessary. The Family Option should be used only by those coming with no other members from their pack or used by Lone Scouts. Pack Day Camp Coordinators: Committee Chairperson and/or Cubmasters are encouraged to distribute the Day Camp Guidebook and registration forms to your pack s families. Each parent should have availability to a copy of this guidebook as well as the necessary forms needed at registration (health form) Coordinators should also encourage their pack to come prepared with a Song, Skit and Run-on for the evening campfire program! Registration is available at: https://www.kintera.org/autogen/register/ecreg.asp?ievent=1181188&en=atkjjxndl7jjixpgkkjwj0 ONJiLNK7OULrJWK4OLKfJYKbOKIiKUI5NTKxF Or http://edelweissbavarianknights.kintera.org/ The following forms must be completed and brought to the registration desk Friday night or Saturday morning (in accordance with the timeline published below). 6
1. Online registration for each Scout completed and paid in full 2. All BSA Health and Medical Records 3. All Volunteer Forms & Training Certificates (YPT) The Pack s Day Camp Coordinator will coordinate the registration process for the pack. Walk-in registration at camp is welcomed but should be avoided and may result in a shortage of event patches for late registrants. ***this should be understood as turning in forms and a final head count on the day of the event please make payment online 1 week ahead so we can be prepared with the proper amount of food!! The Pack Day Camp Coordinator will insure that the parents are aware of the Parent Orientation date, time and location encouraging all parents to attend. Everyone must have the Annual BSA Health and Medical Record, Parts A and B only completed and on file while at Camp. The scout fees include meals and an event patch. Adult and additional patches may be purchased upon availability. Transportation to and from Day Camp is the Pack s or parent s responsibility. Day Camp Den Supervision Adult supervision from each Pack is essential to run Day Camp. BSA National Camp Standards mandates that we have 1 adult for every 4 boys who attend. Therefore, all Packs and parents who are registering boys for Day Camp must provide sufficient adult supervision. A registered Cub Scout or Boy Scout leader, parent, guardian, or a person 18 years of age or older may volunteer as a Day Camp Den Chaperone. These adults will be responsible for guiding the boys in their Day Camp Den from location to location throughout the day, assist with activities and discipline. The Pack may choose to provide full time per Den or to share the responsibility among several adults. All Den Chaperones must bring a current copy of their Youth Protection Training certificate. The Day Camp Staff will require at least two parents to chaperone each den. Reminder, every Tiger Cub and Lion Cub must have an Adult Partner with him or her at all times. Remember that Cub Scouting is a family activity, so parents, get involved! Day Camp is planned, organized, and staffed by volunteers. The camp cannot operate without pack and parent assistance! How Can I Help? Cub Scout Day Camp has 10 to 15 adult positions to fill and they must be filled by parents and leaders of the boys or girls attending camp. So yes, we need your help! You do not need to be a Den Leader or Cubmaster to help. A parent can volunteer as a Den Chaperone to help their child and others have a memorable time. We will need a few parents to help with check-in Saturday morning or to set up some of our games and crafts. Any amount of time you can spare will be put to good use. Parent volunteers will need to arrive 30 to 45 minutes before the start of camp so that 7
you may be briefed on your responsibilities. You will be expected to follow the same policies as the Day Camp Staff. Wear comfortable (weather appropriate) clothing. Smoking is prohibited around the Cub Scouts during Day Camp. Please let the Camp Director know that you are interested in helping upon arrival to the event or via email prior to the event. Rodney.henk@scouting.org If you have any special skills or access to supplies that might be useful, please let us know. The more help we have, the better program we can put on for our Scouts. Camp Staff If you would like to experience the fun of working with Cub Scouts at Day Camp in a program area, we have a place for you. We need fun-loving adults who can spend time at camp. There is no fee for staff members that have contacted us prior to August 10th. All staff must be registered with the Boy Scouts of America. Boy Scouts, Venture Crew or Explorers, age 14 and older, may volunteer as a Day Camp Den Chief or as a Program Aid. Volunteering at Day Camp offers these Scouts an opportunity to display leadership skills, pass on useful information to younger Scouts and encourage those younger Scouts to continue on in Scouting as well as gaining service hours to use toward their rank. The positive influence of these Scouts on our Cub Scouts helps to further build our Scouting program. What to Bring Please make sure your Scout has the following items in a back-pack or on them. Label all items that could be misplaced or lost with your son s name and pack number. Scouts will be outside most of the day so dress appropriately! 1. Sunscreen and rain gear or poncho 2. A drinking cup, sports bottle or canteen 3. Bug spray 4. Participants must wear shoes and socks at all times No flip flops!! 5. Water will be provided to re-fill your Scout s bottle. Don t forget, your Scout will need a re-usable water bottle with your Scout s name clearly displayed. 6. A field uniform or class A s as so nicknamed and a t-shirt for daycamp participation. Remember to eat a good breakfast before coming to Camp! Overnight guests will need to bring all of their own personal gear for camping overnight such as a tent and sleeping bags. First time camping with your family? Google can help with some great lists to help you prepare! DO NOT BRING: Matches, Portable Radio/CD player, ipod, Handheld Video Games. Cell Phones While at camp many adults will use their cell phone, but the uses of cell phones by Cub Scouts is strongly discouraged. Any youth attending camp with a cell phone must inform his Day Camp Den Leader. Medication If your son requires medication during camp hours, only the parent, guardian or the attending adult who has been given permission by the parent, may dispense the medication. No medication (this includes 8
over-the-counter meds) may be given by the Day Camp Staff this includes the camp medical officer. Medications shall only be carried by an adult. Exceptions to this are for those individuals who need to carry emergency medication at all times such as asthma inhalers, Epi-Pens or similar prescribed bee sting kits, diabetes kits, nitroglycerin tablets, etc. Any medications brought to camp must be in the original pharmacy or manufacture s container with the patient s name, medication name clearly labeled with dosage instructions. List all medications on the Annual Health and Medical Record Special Needs Please contact your Rodney Henk at rodney.henk@scouting.org in advance if you have special needs. The Boy Scouts of America promotes the inclusion of youth with disabilities and or special needs. We recognize that each child is unique, and no single plan will work for every scout. We will work together to provide an enjoyable Day camp experience for your child. Emergencies The camp maintains a list of persons certified in CPR and basic first aid procedures. A Camp Health Officer is in the Day Camp at all times. In case of an emergency or accident involving your child, you will be notified by the camp director or other member of the staff. We request that you add any information to the Annual Health and Medical Record form that we may need in case of an emergency. Please notify us if there are any changes or additions to this information prior to camp. If you have an emergency and need to get in touch with your child while he is at camp, please call the camp director. Uniforms in Camp All Cub Scouts, Den Chiefs, Unit Volunteers and Camp Staff are encouraged to wear their Scouting Uniform. Please be in the field uniform or class A s as it is nicknamed for Campfire programs. Scouts may choose to be in an activity uniform for the Day Camp program activities. Check-in IMPORTANT for all non military Id card holders This event is being held on a U.S. military installation therefore any person youth or adult that does not have normal access to a military installation with an official CAC card or Installation pass such as a dependant ID card, we will need you to fill out and provide the passport information at the back of this guide with the following information and bring your passport!!! ---Minimum 10 days prior to the event. Full name (first & last) Date of birth Place of birth (city/country) Current residence address PLZ (zip code for current residence) All campers must be signed in at the event registration desk at the start of the day. The camp s morning check-in procedures will begin at 8:30am and continue until 9:15am at the registration table. Please be sure to plan your arrival for this timeframe. The opening ceremony and announcements will begin at 9:30 am. Check-out For overnight campers, we request that you clean your campsite and leave no trace prior to departure. For day camp attendees be sure to stop by the registration table prior to your departure to pick up event patches and medical forms. 9
If a camper needs to leave camp before the scheduled end of camp, the parents must notify the Camp Director before departing. In Conclusion, we are looking forward to meeting you at day camp and providing a great outdoor experience for your scout. If you have any comments or suggestions for improvement of this guide, or questions about Day Camp in general please contact the Day Camp Director- Mr. Bill Higgins. Medical form can be found online here: http://www.scouting.org/filestore/healthsafety/pdf/680-001_ab.pdf Saturday Schedule of Events (slight variations may occur but please plan to be on site and ready by 9am on Saturday for program activities) 0800-0915. Registration 0900.. Opening Ceremony & Break Scouts into Den groups 0930-1015. Begin first program activity station #1 1015-1100. Rotation #2 1100-1145. Rotation #3 1145-1230. Rotation #4 1200-1230 Rotation #5 1230-1300.. Lunch 1300-1345 Rotation #6 1345-1430 Rotation #7 1430-1515 Rotation #8 1515-1630 Rotation #9 1700. Gather for Day Camp Closing Ceremony 1730-1900 break time* we suggest everyone staying for campfire use this time to prepare and eat their evening meal as it is not provided by the camp 1900. Camp Fire Preparation 1930. Begin Camp Fire Program 10