2015 camporee cubfamilyco leaderguide · 2015 camporee / cfc ‐‐ page 2 ... this year’s events...

Event Chair ...................................... [email protected] ....................... Randy Warner

Cub Campout Assistant ......................................... .......................................... Frank Audano Jr.

Physical Arrangements Oversight ......................... .................................................. Mike Morris

Cub Family Campout Program .............................. Susan Lux, Jana Ruskanen, Erin Harvey, Linda

Weerts, Karen Strain, Kristi Ogle

Webelos Program .................................................. ...................... Scott Smith, Doug Machamer

Boy Scout Program ................................................ ................................................. Dave Weerts

RTH District Activities Chair ................................... ..................................................... Kristi Ogle

RTH District Director ..................... [email protected] ..................... Cortland Bolles

RTH District Executive ....................... [email protected] ................................ Elisa Corry

HOAC Office Phone Number ................................. ............................................... 816‐942‐9333

Guide Update 07/023/2015

All documents and downloads: http://tinyurl.com/rthcamping/

2015 Camporee / CFC ‐‐

Welcome Welcome to the 14th annual Red‐Tailed Hawk District

Camporee and 11th annual Cub Scout Family Campout. This packet contains the information that you and your Unit will need to have a fun and successful time at these events. After reading this booklet, if you still have questions, please feel free to contact the appropriate person in the Contacts list.

This year’s events will be held at the same location as last year, at the old golf course at Olathe Lake (maps in appendix).

Date Save October 09‐10‐11, 2015 for Camporee/Cub Family Campout. *Cub Scouts

may camp Friday evening October 09 and participate in activities during the morning on Saturday October 10. *Webelos will be able to camp with the Cub Scout Family Campout Friday evening October 09, participate in the Webelos program Saturday, and camp with a Boy Scout Troop Saturday evening October 10. *Boy Scouts and Venturers will be able to camp both evenings, October 09 and 10.

Pre‐Registration/Fees Fees are to be paid whether camping or not; this covers the cost of

physical arrangements. CUBS: $8.00 per person if paid by October 2 (Roundtable); $9.00 on‐site. Webelos should register with their Packs regardless of whether they camp Friday night with the Cub Family Campout and regardless of whether or not they camp Saturday night with a Troop, and ONE fee pays for the whole weekend. Troops are not to register Cub Scouts/Webelos, please. TROOPS/CREWS: $9.00 per person if paid by October 1 (Roundtable); $10.00 on‐site. It is expected that Packs would not assess additional fees for the event. Note: There are no fires or cooking in the Cub Family Campout area.

Campsite Access / Vehicles The main gate will remain open through the night Friday and

Saturday for emergency arrivals and departures. Units are responsible for their own in‐camp security. Cub Family Campout: Vehicles will be allowed in the Cub Scout Family Campout grassy parking area starting at 5:00 PM on Friday October 09. No vehicles will be allowed in the actual camping area. Cubs should NOT drive two cars per family. If parents are coming out for Friday night only they must carpool. Webelos: Webelos attending CFC Friday night with Packs will be allowed to move their vehicles from the Cub area to the Boy Scout area Saturday morning. Boy Scouts: Only tow vehicles with trailers will be allowed into the actual camping area beginning at 3:00 PM on Friday October 09. Unit trailers will be able to stay in the campsite with the tow vehicle attached, but this will take up part of your allotted space. All other vehicles will be allowed in at 5:00 PM on Friday October 09. Parking will be available in the grass close to the Boy Scout camping area and vehicles will remain in the Boy Scout Parking Area throughout the weekend. Vehicles will not drive into the Troop campsites.

Carpooling Families should have only one car at the family campout, and the Unit is strongly

encouraged to carpool if possible. By carpooling, the impact to Lake Olathe is minimized and chances of parking close to your campsite are increased.


Safety Officers Safety Headquarters will be the Camporee Administration area. Safety vests and

hats will identify safety officers. These officers are volunteers that are charged with maintaining the safety and security of Camporee. All Camporee participants will treat these volunteers with the same respect that you would a Police Officer. The safety officers in conjunction with the Camporee Chairman or District Professional Staff may ask a participant(s) to leave if that participant(s) behavior endangers/disturbs other participants. Law enforcement officers will be called if needed.

Health and First Aid Individual Units should handle minor injuries. Additional first

aid assistance is available at Camporee Administration. In case of a major emergency or other concern, please contact Camporee Administration immediately. Health Forms: Webelos, Boy Scout, and Venturing Units must turn in their health forms for youth and adults at registration. Cubs and their families do not need health forms.

Urgent Communication The REMIND text service will be used to send notifications to all

participants, including program reminders AND Emergency Notices. Leaders, Parents, and Youth 14+ are encouraged to sign up for text notifications. To the number 81010 text @rthboycamp to join the Camporee group, or @rthcubcamp to join the Cub Family Campout group. Please report emergency situations to camp staff who have radios to notify Camporee Administration.

Wristbands All participants are required to wear a wristband. Wristbands will be worn on the wrist

only. The purpose of this wristband is to help identify participants within the park boundaries, and will be necessary for Cub Family Campout participants to obtain breakfast Saturday. If an individual is found not wearing a wristband, please refer them to Camporee Administration area and notify event Staff.

Cooking and Fires Cub Family Campout: No cooking will be allowed. No ground fires, fire pits, camp stoves, or other open fires will be allowed. A free snack will be provided Friday night after campfire. Boy Scouts: Unless there is a burn ban, open camp fires are allowed if contained in a half barrel or grill with minimum ground clearance of 6 inches, and a filled water safety bucket at the fire. Units should plan to bring their own wood and charcoal for their fires. Units will be required to remove ashes from the park after Camporee. Note: The City of Olathe or RTH District may ban open fires if conditions warrant, so plan cooking fires accordingly. Open fire ban notification will be made in advance of Camporee via the unofficial Red‐Tailed Hawk District website and by the Remind text service.

Alcoholic Beverages & Smoking The City of Olathe and Boy Scouts of America

prohibit the use of any alcoholic beverage while at Camporee/Cub Family Campout. All Camporee grounds including campsites are No‐Smoking areas. Smoking is allowed in the parking lot only.

Restrooms The restrooms provided are port‐a‐pots. There are adequate numbers of port‐a‐pots to

support Camporee including handicap accessible. You may wish to bring your own hand sanitizer. All participants need to respect our facilities and keep them clean.

Pets No animals will be allowed, except guide dogs.

Lost and Found Lost and found will be located at the Camporee Administration area. Please turn

in found items, and check there if you’ve lost something.


Trash Trash must not be left in the campsite or tossed around the Camporee grounds. Units should

provide their own trash bags. There should be a dumpster in the parking lot to deposit all trash; if not then Units must haul out trash. Recycling may be taken out by Units.

Water To make certain there is enough water, make sure your Unit starts the weekend

with your own water. Portable water tanks will be provided for Cub Family Campout and Camporee usage. The water is for drinking and cooking only. Do not waste the water; when it is gone, it is gone. Please ensure that participants turn off the valve after using the water tank. All dishwashing is to be done in the Unit campsite only.

Unit Leadership Cub Scouts must be accompanied by at least one parent/guardian or an appointed, authorized adult. Webelos spending the night with a Troop Saturday should have one (1) adult to one (1) boy, as described in the Guide to Safe Scouting. But we do not want to exclude a Webelos Scout; talk with the event coordinators in advance if there are issues. Boy Scout Units are required to have a minimum of two (2) leaders in camp and follow Youth Protection guidelines.

Participant Behavior All Unit leaders including youth leadership shall monitor the behavior of

participants while at Camporee. The rules to follow are the Scout Oath and Law and the Guide to Safe Scouting. HOAC/RTH and/or the City of Olathe will assess any damage to park facilities to the Unit of any offending individual. Safety is everyone’s responsibility. Law enforcement will be called if needed.

Lost Child In the event of a lost child please IMMEDIATELY notify the administration. Cub Campout/

Camporee Staff will immediately activate a lost child security plan. The event property will immediately be shut down and no one will be allowed in or out until the child is found.

Evacuation In the event of imminent danger from weather, evacuation of the property may be

necessary. Sign up for the Remind text service (previous page) to receive emergency notifications. There may NOT be time to pack camping gear before leaving. Parking staff will help direct traffic to quickly and efficiently evacuate participants. The property will be open for families to return to continue the outing or collect camping gear after the danger has passed.

Friday Check‐In • No check‐in before 5:00 PM on October 09.

All vehicles will proceed to their designated grassy parking area to park, with the exception of Boy Scout vehicles towing Troop trailers which will be directed to the Troop campsite area.

ONLY the Unit Leader will need to go to the Administration area for check‐in.

Bring the following items with you: Troop Roster (Cubs and Webelos use the Cub form; Boy Scouts use the Boy Scout form; see appendix); payment for late registrants to zero out your Unit balance; Health Forms (Webelos and Boy Scouts).

The Unit Leader will receive the Unit check‐in packet including participant wristbands and any last minute instructions.


Saturday Late Check‐In Pre‐registered Cub Scouts and Webelos arriving Saturday for their

respective program should have been checked in Friday night by their Cub Unit Leader. Park in the designated area, proceed to your camping area, and get your wristbands from your Unit Leader to participate. No late arrivals before 7:30 am on Saturday, October 10.

Pre‐registered Boy Scouts arriving Saturday should have been checked in Friday night by their Boy Scout Unit Leader. Park in the designated area and proceed to your camping area. Obtain and wear your wrist bands. No late arrivals before 7:30 am on Saturday, October 10.

Late Registration Saturday Morning (Late registration is highly discouraged as programming is planned in advance based on pre‐ registration numbers.) All late registration will take place at Camporee Administration. No check‐in before 7:30 am on Saturday, October 10. Breakfast will NOT be available for Cubs and Webelos registering late on Saturday morning. All vehicles will proceed to their designated grassy parking area. The Unit Leader will go to the Administration area for check‐in. Bring the following items with

you: Roster (listing late registrants only; Cubs and Webelos use the Cub form; Boy Scouts use the Boy Scout form; see appendix); late payment for late registrants; Health Forms (Webelos and Boy Scouts only).

The Unit Leader will receive paperwork with last minute instructions.

Saturday Check‐Out Cub Family Campout ends at 11:30 AM on Saturday. Trash must be taken to the dumpster if

available or hauled out. The camp area should be taken down and cars removed by noon.

Webelos not staying overnight with a Boy Scout Troop may leave after the afternoon Webelos Program or after evening Camp Fire (suggested). If leaving after camp fire, make arrangements with a Troop for your evening meal.

Sunday Check‐Out Webelos will be dismissed by their sponsoring Troop Sunday morning after taking down their gear

and helping with any necessary cleanup. You register with your Pack so your patches will be with your Pack Unit Leader whether you participated in Cub Family Campout or not.

Boy Scouts/Venturing will be dismissed from their camp area Sunday morning by Camporee Staff who will inspect your camp site and you will be dismissed when it is clean. Trash must be taken to the dumpster or hauled out. The Unit Leader for each group should check out in the Camporee Administration area on the way out to receive patches and retrieve your health forms.


Purpose The Cub Scout Family Campout is an opportunity for Cub Scouts and their families to start

the Cub Scout year off with a fun outdoor event. This overnight campout will feature games and activities designed for the entire family.

Registration Each Pack will pre‐register all Cub Scouts and family

members including Webelos at the October Roundtable using the form in the appendix, or use the fillable PDF from the Dropbox. Rosters are not needed until the event. The fee covers all food and program supplies. Only the Unit leader should check‐in the group at the Administration area to receive wristbands which will be used for identification and breakfast.

Adult Leadership A parent or guardian must accompany and be

responsible for each Cub Scout and other family members for the entire event.

Camping When packing for the Cub Family Campout remember that vehicles will be allowed

close to, but not in your camping area. You might want to pack light or bring wagons as it will be a short walk. It is a good idea to label all your gear with your name and Pack number. A map will be provided to assist Cub campers with finding their Pack at a central Pack camp area, but there is no space guarantee. If a Pack would like to camp together, they should attempt to arrive as a group.

Food There is no cooking allowed in campsites. Be sure to eat dinner prior to coming to the family

campout Friday. A snack will be provided Friday night after campfire. Breakfast will be provided on Saturday morning (no campsite cooking) and you will be gone by lunch time on Saturday. Wrist band color will be used to assign four breakfast rotations staggered by twenty minutes.

What to Bring Each family is responsible for their own equipment. Suggested items include:

Tent, tarp, ground cloth

Sleeping bag, blankets, pillow, air mattress or pad, camp chairs

Rain gear, change of clothes, warm jacket, sweatshirt, durable shoes

Water bottle, toothpaste, toothbrush, washcloth, hand towel

Hat or cap, flashlight, sunscreen, sunglasses, insect repellent, camera

Do NOT BRING camp stoves, food that requires cooking, fire rings, alcohol.

Campfire Plan to attend the campfire planned especially for the Cub Family

Campers on Friday night. Bring bag chairs, tarps, or blankets to sit on. Flashlights should only be used after the campfire.

Saturday Morning Program A fun and engaging activity program is being planned for Cub

Scouts and their siblings on Saturday morning after the formal opening. Your unit will be on a rotation schedule based on your wrist band color. Your unit rotation information will be provided to your Unit Leader at check‐in on Friday. Adult leadership must rotate with the Cubs, and assist at the activities as needed.


Webelos Camping Webelos camping on Friday night should do so with their Cub Packs. Saturday

night at Camporee each Den/Patrol must camp with a Troop if camping. Individual Den/Patrol camping is not allowed at this Camporee. If you need help in identifying a Troop to camp with, please contact your Unit Commissioner, Stan Lloyd (District Commissioner), Randy Warner (RTH Camporee/Cub Campout Event Chair), or one of our District Executives.

Adult Leadership The ratio of boys to adults should be one to one for Webelos participating in overnight camping. Camporee is not a family camping event and adults need to be registered per BSA guidelines. If a parent cannot attend, arrangements must be made by the boy’s family for another registered parent, adult relative, or friend to be a substitute at the campout. See the Guide to Safe Scouting for more details. It is encouraged that tenting be adult‐only and boy‐only to meet youth protection guidelines. Adult‐boy camping is allowed for youth‐parent only.

What to Bring Make sure you watch the weather forecast during the

week leading up to Camporee to plan for having the right gear. While you are packing for Camporee remember that vehicles will be allowed close to, but not in your camping area. It is a good idea to label all your gear with your name and Pack number. Use the equipment list in the Cub Camping section to plan your gear.

Saturday Program Activities Webelos will participate in the Saturday program on a rotation

schedule. The program should end early in the afternoon giving Webelos time to learn about Boy Scouting with their host Troops.

Saturday Lunch and Dinner If you are camping with a Troop, they will

be expecting you to have lunch and dinner with them on Saturday. If you are only attending the program on Saturday and not camping with a Troop, you should seek a host Troop in advance to provide your lunch and dinner, or bring your lunch.

Saturday Evening Webelos should plan to attend the Saturday evening

campfire and program.

Registration Each Unit will pre‐register all youth and adults at the October Roundtable using the form in the appendix. Troops are NOT to register Webelos. Rosters are not needed until the event. The fee covers all food and program supplies. Only the unit leader should check‐in their group at the Administration area to receive wristbands.


Camping Each Troop will be given an area averaging 100’ x 100’ and based on pre‐registration numbers, for camping, trailers and tow vehicles, and Webelos guests. The Unit is required to stay within their boundaries. If a Troop requires additional space, they need to request it at the October Roundtable.

Webelos Dens/Patrols Webelos will camp with the Cub Family Campout on Friday night. Each

Troop is encouraged to invite Webelos Dens/Patrols to stay with them on Saturday. This is a great way to way to introduce Boy Scouting to Webelos and help them have a fun camping experience.

Youth Participation All Boy Scouts are strongly encouraged to involve themselves as either a

participant in the Boy Scout program or on staff in the Cub or Webelos programs on Saturday.

Adult Participation There are plenty of opportunities for adults to serve the Scouts of Red‐Tailed Hawk District at this event. It is likely that each unit will need to provide one or two volunteers to make our event successful. Observe informational notices and/or see the Camporee Chair, Boy Scout Program Chair, or Cub Program Chair to volunteer.

Campsite Inspection Physical Arrangement staff may conduct ongoing informal campsite

inspections for each Troop. There will be a Sunday morning inspection prior to checkout.

Program Planning There will be an information meeting at the Camporee Administration tent for

each Unit’s SPL and Scoutmaster Friday (see schedule). Information will be given to pass on to Webelos guests the next day. The program concludes in the early afternoon.

Saturday Program The theme for this year’s Camporee is

Animal Adventures. Program information will be distributed separately from this guide. Webelos will have a separate program.

Campfire The initial plan is for each Troop to bring one song or original skit to the SPL/Scoutmaster meeting on Friday evening for approval, and to perform at the campfire. Instructions will be given at the Friday night SPL meeting. This plan may change to accommodate changes in the Saturday campfire program.

All Boy Scouts and Webelos should plan to attend the Saturday evening campfire. Instructions will be given then regarding night activities that may be planned. A cracker barrel back at your campsite could be planned for around 10:00 pm per Troop choice.


Schedule

All Events will start on time, with or without you. (You snooze, you lose.)

Friday 10/09/15 11:00 AM Camporee Setup: Administrative, Physical Arrangements, Health/Safety 1:00 PM Program Area Setup 3:00 PM Boy Scout Troop Tow Vehicles and Trailers Allowed In Camp 5:00 PM Boy Scout Registration Opens; Units Allowed In Camp Cub Scout Family Campout Registration Opens; Units Allowed In Camp 7:15 PM Cub Scout Family Campout Campfire; Snack Provided at Closing! 9:30 PM SPL/SM Meeting (Camporee Administration) Program Staff Volunteers Meetings (Camporee Administration) 10:30 PM Taps, Lights Out, Quiet in Camp

Saturday 10/10/15 7:00 AM Reveille and Breakfast; Cub Family Campout Breakfast at Administration Area by band color 7:30 AM Late Registration Opens 8:45 AM Units Bring Unit Flags to Opening Ceremony 9:00 AM Opening Ceremony 9:20 AM Program Staff Report to Program Areas 9:30 AM Cub Scout / Webelos‐Boy Scout Program Open 11:30 AM Cub Scout Program Closes; Cub Scouts Dismissed 11:45 AM Webelos‐Boy Scout Program Closed for Lunch 12:00 Noon Lunch 1:00 PM Program Staff Report; Program Areas Open 3:00 PM Webelos‐Boy Scout Program Closed 5:30 PM Dinner 7:45 PM Webelos and Boy Scouts Gather at Flag Mall for Campfire 8:00 PM Campfire; Night Program 11:00 PM Taps, Lights Out, Quiet in Camp

Sunday 10/11/15

7:00 AM Reveille; Breakfast in Campsites;

Units Provide Their Own Church Service

10:00 AM Break Camp; Physical Arrangements Inspect Campsite; Check Out at Admin

11:00 AM All Units Out of Camp


This form is designed for Units to give an exact number of participants for the 2015 Camporee and Cub Family Campout. Please bring to Roundtable on October 1 with your payment to register your Unit. The Roster forms which follow are to be brought to the Camporee/Cub Family Campout event (not Roundtable). Failure to accurately pre‐register your Unit results in logistical problems for parking, Cub Family Campout breakfast, Cub Program, Webelos Program, and Boy Scout program. Please do your best.

PDF Fill‐in Forms are available in the Camping Dropbox at http://tinyurl.com/rthcamping/

PleaseRegisterUnit: Troop#________ Crew# _________ Pack#___________

BoyScoutTroopPre‐Registration(BoyScoutsdoNOTregisterWebelos)

Enter Counts Below Totals

Number of BOY SCOUT YOUTH (BoyScoutsdoNOTregisterWebelos)

Number of youth expected to staff on Saturday programs: _________

Number of Troop ADULTS attending (including those on STAFF)

VenturingCrewPre‐RegistrationEnter Counts Below

Number of Venturing YOUTH

Number of youth expected to staff on Saturday programs: _________

Number of Venturing ADULTS (including those on STAFF)

CubPackPre‐Registration(BoyScoutsdoNOTRegisterWebelos;WebelosregisterwithPackseveniftheyarenotparticipatingintheCubCampoutandareonlyparticipatinginCamporee)

Enter Counts Below

Number of CUB SCOUTS (Tiger, Wolf, Bear – not Webelos)

Number of SIBLINGS

Number of ADULTS

Number of WEBELOS Our Webelos will be camping with Troop(s): #_________________

For Registrar Use:

ROUNDTABLE PRE‐REGISTRATION Payment Method: ________________________

Cub Participants x $8.00 = $____________ Boy Scout‐Venturing Participants x $9.00 = $____________

ON‐SITE LATE REGISTRTATION ADDITIONS Payment Method: ________________________

Late Cub Reg x $9.00 = $____________ Late Scout‐Venturing Reg x $10.00 = $____________


This form must be complete to check‐in your Pack at the 2015 Cub Campout. The Unit Leader is to bring it to Administration with your payment balance to register your Unit at the event. Failure to accurately register your Unit results in logistical problems. Please do your best.

Name of Cub Scout

Is Webelos also

Attending Camporee

# of Siblings with

this Cub

# of Adults with

this Cub Name of Cub Scout

Is Webelos also

Attending Camporee

# of Siblings with

this Cub

# of Adults with

this Cub

1. 36.

2. 37.

3. 38.

4. 39.

5. 40.

6. 41.

7. 42.

8. 43.

9. 44.

10. 45.

11. 46.

12. 47.

13. 48.

14. 49.

15. 50.

16. 51.

17. 52.

18. 53.

19. 54.

20. 55.

21. 56.

22. 57.

23. 58.

24. 59.

25. 60.

26. 61.

27. 62.

28. 63.

29. 64.

30. 65.

31. 66.

32. 67.

33. 68.

34. 69.

35. PACK TOTALS

PACK #________ PDF Fill‐in Forms are available at http://tinyurl.com/rthcamping/

Unit Leader: __________________________ Cell: __________________


This form must be complete to register your unit for the 2015 Camporee. The Unit Leader is to bring it to Administration with your payment balance to register your Unit at the event. Failure to accurately register your Unit results in logistical problems. Please do your best.

Name of Registered Member X if Adult Name of Registered Member

X if Adult

1. 36.

2. 37.

3. 38.

4. 39.

5. 40.

6. 41.

7. 42.

8. 43.

9. 44.

10. 45.

11. 46.

12. 47.

13. 48.

14. 49.

15. 50.

16. 51.

17. 52.

18. 53.

19. 54.

20. 55.

21. 56.

22. 57.

23. 58.

24. 59.

25. 60.

26. 61.

27. 62.

28. 63.

29. 64.

30. 65.

31. 66.

32. 67.

33. 68.

34. 69.

35. UNIT TOTALS

TROOP/CREW #___ PDF Fill‐in Forms are available at http://tinyurl.com/rthcamping/

Unit Leader: __________________________ Cell: __________________


Take Ward Cliff Drive, either from Dennis or Santa Fe.

Turn South on West Golf Course Drive.

Scouts/Families are allowed in and registration begins at 5:00PM Friday evening.

Cub Family Campout – eat before you come Friday or bring sack lunches. No camp fires or cooking

fires, including camp stoves, are allowed in Cub Scout area either Friday night or Saturday morning.

Saturday breakfast is provided.

Saturday morning late registration begins at 7:30 AM.

2015 camporee cubfamilyco leaderguide · 2015 camporee / cfc ‐‐ page 2 ... this year’s events...

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