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SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010

Table of ContentsIntroduction....................................................................................................................................................... 3

From the Section Chief................................................................................................................................... 4Section Vice-Chief of Program........................................................................................................................ 5Section Vice-Chief of Training......................................................................................................................... 6

Section Operations........................................................................................................................................... 7Section Communications Award.....................................................................................................................8Apensuwi Newsletter Schedule..................................................................................................................... 11Honor Lodge Requirements.......................................................................................................................... 12Spirit Award Criteria...................................................................................................................................... 14A-List Expectations....................................................................................................................................... 15One Day of Service...................................................................................................................................... 17Conclave Rotation Schedule......................................................................................................................... 23Council of Chiefs Roster............................................................................................................................... 242008 Close-Out Budget................................................................................................................................ 25Section Deadlines and Calendar................................................................................................................... 26Section Officer Requirements....................................................................................................................... 27

Lodge Responsibilities................................................................................................................................... 28Patch Auction (Croatan Lodge 117)..............................................................................................................29Ceremony Competitions (Klahican Lodge 331) .............................................................................................30Quest Events (Tsoiotsi Tsogalii Lodge 70)....................................................................................................35Indian Affairs Competitions (Wahissa Lodge 118).........................................................................................36Camp Promotions Exhibit (Occoneechee Lodge 104)....................................................................................50

Service Lodge Information............................................................................................................................. 51Letter from Conclave Chief........................................................................................................................... 52Service Lodge Information............................................................................................................................ 53Nayawin Rar Lodge Conclave Committees...................................................................................................54

Planning.................................................................................................................................................... 54Campsite Host.......................................................................................................................................... 54Publications............................................................................................................................................... 55Registration & Finance.............................................................................................................................. 55Facilities & Grounds.................................................................................................................................. 56Food Service............................................................................................................................................. 56Hospitality & VIP....................................................................................................................................... 57Trading Post............................................................................................................................................. 57Indian Affairs............................................................................................................................................. 58Security & Logisitics.................................................................................................................................. 58Shows....................................................................................................................................................... 59Health & Safety......................................................................................................................................... 59OAX.......................................................................................................................................................... 60

Chaos....................................................................................................................................................... 60Preliminary Conclave Schedule..................................................................................................................... 61Directions to Tuscarora Scout Reservation...................................................................................................63Tuscarora Scout Reservation Map................................................................................................................64Proposed 2009 Conclave Budget.................................................................................................................. 65


Table of Contents (continued)Conclave Forms.............................................................................................................................................. 66

Delegate Registration Form...................................................................................................................Form 1Delegate Medical Form.........................................................................................................................Form 2Delegate Memorabilia Order Form.........................................................................................................Form 3Lodge Memorabilia Order Summary Form.............................................................................................Form 4Guest Registration Form.......................................................................................................................Form 5Delegate Substitution Form...................................................................................................................Form 6Physical Arrangements Form.................................................................................................................Form 7General Information Form......................................................................................................................Form 8Communications Award Entry Form.......................................................................................................Form 9Pre-Ordeal Ceremony Entry Form.......................................................................................................Form 10Brotherhood Ceremony Entry Form.....................................................................................................Form 11Team Dance Registration Form...........................................................................................................Form 12Team Singing Registration Form..........................................................................................................Form 13Honor Lodge Service Record Form......................................................................................................Form 14Order of the Arrow Section Conclave Insurance Form..........................................................................Form 15Camping Promotions Exhibit Registration and Physical Arrangements Form........................................Form 16


Introduction


From the Section Chief

Brothers of the COC,

The Planbook that is before you, is full of information pertaining to the upcoming Cardinal Conclave in April. Inside you will find all the items necessary to make this a successful event for you and your lodge members. In addition this year we have added many resources to assist you throughout the lodge year. The Arrowmen in Nayawin Rar Lodge have worked hard to prepare this material, thus much credit is due to their entire team. They have been working now for two years in preparation for the wonderful occasion we will enjoy in April.

April, 17-19, 2009 we will gather together at Tuscarora Scout Reservation, for what is sure to be an amazing weekend! The theme, On The Wings of Brotherhood, will surly unite us as we embark on the journey to the 100th Anniversary of Scouting in 2010. Between now and Conclave you can keep tabs on the event by going to the conclave website www.sr7b.org/conclave. There you will find all the items in the Planbook and promotional items that you may need.

In closing I excited to see such an active Order across North Carolina. We are blessed to have so many Arrowmen doing great things in troops, chapters and Lodges. Conclave will be the event where all our efforts come together as one Brotherhood.

In Cheerful Service,

Robert MasonSR-7B Section Chief

http://www.klahican.org/conclave


Section Vice-Chief of ProgramBrothers,

Welcome to yet another exciting year in SR-7B! As we plan for the 2009 Conclave a Tuscarora Scout Reservation be sure to use this Planbook as a vital resource. Inside you will find contact rosters, upcoming deadlines, schedules, and other helpful forms for the up and coming event. This year’s Conclave will have many new changes for the betterment of the Section. It is our hope that all Arrowmen will be able to participate in these activities with little worry of scheduling conflicts. I hope everyone will enjoy these new changes that we have in store for you in the coming year. In the final months of preparation, I ask that you not hesitate to contact myself or any other Section Officer if you need assistance. I look forward to seeing you in April of 2009.

In the Wimachtendienk,

Paul IsaacsonSR7B Vice Chief of Program

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Section Vice-Chief of Training

Brothers,

I’m excited for another great Conclave at Tuscarora Scout Reservation! This year, OAX promises to be the best yet, as we continue to improve on our great experiences from years past. With the help of the OAX Steering Committee, we plan to bring over fifty vendors and activities for a day of training and fun. And with the help of our brothers in Nayawin Rar Lodge, OAX will include a BMX bike course and skate park this year.

Over all our hope is that this year’s event will include new, exciting additions; incorporate more aspects of our order and still be manageable enough to enjoy in one day. Your help and enthusiasm is also needed! Without the eager participation of the lodges in the cooking competition, enthusiastic support from vendors around the section and kind assistance from lodge and section leaders everywhere, this mammoth event cannot happen.

There is a lot of work to be done between now and April, but I look forward to spending time with and getting to know each of you as we work together to prepare for a great weekend of fun and fellow. If I can ever be of assistance, please feel free to contact me.

In WWW,

Nick OchsnerSection Training Vice Chief


Section Operations


Section Communication AwardCommunication is a two way street. It is crucial to provide quality publications to grab the attention of Arrowmen and pull them into events whether they are on a chapter, lodge, section or national level. In the technological society that we have become, we realize that web based correspondence is necessary to reach out to many; however mailings still have a purpose in today’s communication. Therefore, in 2007 the section decided to combine the newsletter competition and website competition into the SR-7B Communications Award. Doing so will increase the honor that these awards have had in the past. Below you will find a list of criteria that will be used to judge both your lodge’s website and newsletters. Please submit newsletters to the Section Secretary, Matt Moricle, at 8204 Hunter’s Dr. Greensboro, NC 27455 by March 1st of 2009. You can also e-mail these publications to [email protected] on top of mailing them, to ensure they arrive in a timely manner and are not lost within the postal service.

Newsletter Criteria Lodges must send in a minimum of three publications that have been published within the past year to be considered for this award. Numbers in parenthesis to right indicate total number of points that can be earned for each criterion.

1) Identification (5)a) Easy to read mastheadb) Lodge Name & Numberc) Website URL

2) Regular, punctual publication (5)a) Defined months / year of publication

3) Communication Roster (5)a) Current contact information (name, phone number, e-mail addresses) for

i) lodge officersii) chapter chiefsiii) key Advisers

4) Consistency of quality among newsletters (5)5) Neat & clean front page, appropriate for scout publication (10)6) Feature Letter(s) (5)

a) Lodge Chief (or other Lodge Officer), Editor, Adviser, Other7) Variety of articles (10)8) Well written (10)

a) Proofed, concise bylinesb) Multiple youth writers

9) Grammar (5)a) Spell out meanings, and then use acronym (ex. NOAC, NLCS)

10) Informational interest of material (10)a) Order of the Arrow membersb) Unit Leadership

11) Camp Promotions (15)12) Promotion of National Programs (15)13) Registration forms – Timely with dues information (5)14) Humor, puzzle, quiz, craft instructions, other (5)15) Graphics, pictures well presented in boxes featuring mostly youth (10)

Maximum 120 possible points


Section Communication Award (continued)

Website CriteriaThe following are the judging criteria for the Section SR-7B Web Competition. All sites entered MUST abide by and display the Official OA Web site Guidelines (see Next Page.) The judging will occur between February 1 and April 1, 2009.

FORM 10 must be mailed to the Section Secretary no later than January 1, 2009. Numbers in parenthesis to the right indicate total number of points that can be earned for each criteria.

1) Web Site General Layouta) Does it provide general information about the lodge and council? (10)b) Is the site current? Has it been updated within the last three months? (10)c) Is the site neat, organized, and easy to navigate? (5)d) Is there an E-mail link to contact the Webmaster and / or Lodge? (10)

2) Informative Valuea) Are the different pages, topic specific? (5)b) Is there a current lodge calendar / list of upcoming events? (10)c) Is there a current list of officers and Advisers available? (10)d) Is there information on current or upcoming lodge events? (10)e) Are the internal pages neat and organized? (5)f) Is there a “links” page with appropriate links to council, section, regional, and national sites? (10)

3) Overall Appearancea) Are all graphics used appropriate and uncluttered? (5)b) Are there pictures on the page with captions and explanations? (5)c) Is the text large or small enough? (5)d) General “feel” for the whole website. (10)

Other Forms of CommunicationAll information must be documented and sent to the Section Secretary at 8204 Hunter’s Dr. Greensboro, NC 27455. Numbers in parenthesis to right indicate total number of points that can be earned for each criterion.

1) Post Cards (5 points per mailing, limit 3)a) Concise information promoting lodge eventsb) Contact information regarding event, who to contact

2) E-mails (5 points per message, limit 3)a) These e-mail do not include messages sent to the Executive Committeeb) These messages can include list serves put out by the Lodge websitec) More times than not e-mails only reach a small percentage of people however the Section believes this

small number is important enough to reward points. 3) Other forms of communication (15 maximum)

a) This allows room for Lodges to be unique and try new ideas. b) Points for these other forms of communication will be at the discretion of the Section Secretary and

Adviser. c) A maximum of fifteen points will be rewarded for whatever means of communication is used other than

those items listed above.


Section Communication Award (continued)

Official OA Web site Guidelines1) The appropriate OA leadership must have direct control over the content of its official web site (i.e. the Key 3

at each level of the organization).2) The content of the OA site must be appropriate to the Scouting movement and the Order of the Arrow.

Safeguarded information such as ceremony details must be properly protected.3) The OA site shall not contain any advertisements or commercial endorsements, except those for the

organization providing the site service if it is provided for free or at a discount.4) The OA site shall not engage in the electronic sale of BSA Supply Division merchandise, merchandise

commissioned by the National Order of the Arrow Committee, or competing products.5) The OA site shall not contain any links directly to any sites that contain material that is not appropriate to the

Scouting movement.6) The OA site shall not replicate any BSA publication currently for sale through the Supply Division.7) The OA site must abide by all laws regarding copyrights, trademarks, and other intellectual property.8) The OA site must consider the safety and privacy of their participants by obtaining necessary permissions to

release information about or identifying images of any specific individual.9) The OA site should include an email contact address for reaching the person managing the site, so visitors

can report any problems or concerns


Apensuwi Newsletter ScheduleIt’s great to hear what happens in the lodges around our section; we would like to hear more about what’s going on in your lodge. One thing we would like to see more of is photographs from your lodge functions. Please try to include two to three photos with your lodge report and we will do our best to find room to include them.Also please make sure your article is relevant to the date at which it is mailed as there is about a month between when you turn in your article and when the Apensuwi is mailed. Lastly, deadlines are important! Turning in articles on time is worth 20 points in the competition for Honor Lodge. It also makes the production of the Apensuwi run much smoother. Thank you for your cooperation.

Articles must be submitted to the Section Secretary at [email protected] by their respective deadlines listed below.

November / December Issue to be mailed by November 1st Articles due by October 1st

February / March Issue to be mailed by Feburary 1st Articles due by January 1st


Honor Lodge RequirementsThe Honor Lodge Award is established in order to recognize this year’s premiere Lodge in the section. This award is given to the Lodge who obtains the most points throughout the year as identified below. This award is separate into three categories: General, Participation, and Competitions. Each Lodge will be required to submit Form 16 to the Section Recognitions Chairman no later than during the Friday Night COC at Conclave for the Service portion of this award. Each lodge will be allowed to review their individual point tallies on during the Saturday Night COC at Conclave.

General

1. Achieve Quality Lodge (75 points)2. NLS Participation when NLS is offered (25)3. ArrowHEADS participation when offered (25)4. Percent of Lodge membership attending Conclave

a. 5-10% (10)b. 11-20% (25)c. 21-30% (50)d. Above 30% (75)

5. Service to Councila. Based upon man-hours.

i. Man-hours = hours of service divided by lodge membershipii. 1-5 (10)iii. 5-10 (25)iv. 10-15 (50)v. 16+ (75)

b. Form 16 must be submitted to support6. Service to Community

a. Based upon man-hoursi. Man-hours = hours of service divided by lodge membershipii. 1-5 (10)iii. 5-10 (25)iv. 10-15 (50)v. 16+ (75)

b. Form 16 must be submitted to support7. National High Adventure Programs

a. Sending delegates to OA Trail Crew, OA Wilderness Voyage, or OA Ocean Adventureb. 20 points for participation in any of the above (points will only be awarded for one event)

8. Earn the One-Day of Service Award (25)9. Meet or exceed respective target attendance goal – Tsoiotsi Tsogalii: 241, Occoneechee: 299, Croatan:

102, Wahissa: 224, Nayawin Rar: 41, Klahican: 93 (10)

Section Activities

1. Apensuwi articles submitted to Section Secretary on timea. Points awarded per article (5)

2. Fall Council of Chiefs participationa. All members of Lodge Key 3 must be present (5)

3. Lodge program responsibilities submitted to Section Vice Chief of Program on time (5)4. Copy of Lodge Charter renewal submitted to Section Adviser on time (5)5. Copy of Lodge Calendar submitted to Section Secretary on time (5)6. Founders Award recipients submitted (use Form 9) to Section Recognitions Chairman on time (5)


Honor Lodge Requirements (continued)Conclave Activities

1. Assigned activities completed (10)2. Lodge participation in Ceremony Competition (10)3. Lodge participation in Team Dance or Team Singing Competition (10)4. Lodge participation in Quest for the Golden Arrow (10)5. Lodge participation in Individual Dance Competition (5)

(at least one dancer must enter, but points are no given per dancer)6. Friday night Council of Chiefs participation

a. All members of Key 3 must be present (5)7. Saturday night Council of Chiefs participation

a. All members of Key 3 must be present (5)8. Lodge entry in Communications Award competition (5)9. Honor Lodge Service Record Form 15 into Section Recognitions Chairman on time

a. Turn in by Friday night of Council of Chiefs (5)10. Participation in Section Leadership Development Seminar when offered at Conclave (5)

Competitions

1. First place in the Quest for the Golden Arrow (20)2. Each first place Individual Dancer (5)3. First place in Team Dance Competition (10)4. First place in Team Singing Competition (10)5. First place in Brotherhood Ceremony Competition (10)6. First place in Pre-Ordeal Ceremony Competition (10)7. Each first place Individual Ceremonialist (3)8. Each second place Individual Ceremonialist (2)9. Each third place Individual Ceremonialist (1)10. First place in Section Communication Award (10)11. Winning the Spirit Award (10)

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Spirit Award Criteria

Voting will be an anonymous roll call vote of the Council of Chiefs. Each lodge’s Chief, when called by the Section Chief, will come to the front of the room, and in a soft voice, cast his vote for the Spirit Award. The lodge with the most votes earns the Spirit Award for the year. The following “Criteria” shall be used:

1. Enthusiastic support of the lodge by its members, through songs, cheers, uniforming and support of competitive events.

2. Participation in the various Conclave activities.

3. Demonstration of exceptional Scout Spirit.

Notes: The use of air horns, electronic noise-making devices, and other “noise pollution” equipment is prohibited. Expression of spirit should always be positive. There is no place for “negative cheering” at our Conclave.

A-List Expectations


Quest Events- All events except the last should be able to occur simultaneously in a round robin format with the

exception of the final event which can be an inter-lodge competition (i.e. egg toss, spam toss, etc.) between all the lodges at once.

- Enough judges need to be provided to accommodate the round robin format described above.- Rules should be clearly defined, as necessary, and supplied to the Section VCP no later than September

15th for inclusion in the Planbook.- Coordinate with the service lodge as necessary for appropriate approval if necessary (i.e. waivers,

permission forms, etc.) for proposed events- Coordinate with the service lodge for any facility needs- Promote participation in Quest!

Indian Affairs- Assist the Section IA Coordinator with recruitment of judges as necessary- Assist the Section IA Coordinator with recruitment of a Master of Ceremonies and a host drum team as

necessary- Assist the Section IA Coordinator with recruitment of an additional MC for the Pow Wow as necessary- Coordinate with the service lodge on facility needs (i.e. dance arbor, power, sound equipment, water,

tables, chairs, etc.)- Ensure judging criteria for individual dance, individual outfit, team dance, and team singing given to the

Section VCP no later than September 15th for inclusion in the Planbook.- Provide score sheets for judges for all competitions

Ceremonies- Assist the Section IA Coordinator with recruitment of judges as necessary- Coordinate with the service lodge on facility needs (i.e. pre-ordeal ring, brotherhood ring, water, tables,

chairs, etc.)- Ensure judging criteria is given to the Section VCP no later than September 15th for inclusion in the

Planbook.

Patch Auction & Service Lodge in Training- Provide 3-5 staff for OAX to shadow and assist the Section VC of Training as necessary. Staff should be

key players in next year’s OAX.- Have as many key players at the current year conclave to shadow and ask questions of the current year

service lodge to assist you with ideas and planning for next year.- Provide auctioneer for patch auction- Provide additional staff 3-5 people to assist auctioneer and run the auction- Promote the patch auction!- Touch base with all the lodges to ensure they are bringing auction items with them to conclave.- Provide all patch auction monies to the Section Staff Adviser at the Saturday night COC. He will provide

a receipt to you.

A-List Expectations (continued)

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Camping Promotions- Appoint a lodge coordinator to draft a letter to all council camp directors in the section inviting them or

their designee to attend conclave with an exhibit to man during OAX. This letter should emphasize that this is a unique opportunity for them to promote their camps.

- The letter described above should be provided to Section VCP by September 15th for final review and approval prior to mailing. Letter should also include a facilities request form.

- Follow up with each camp director via email and/or phone at least 3 times (every 8 weeks) to confirm that they or their designee are attending and any facility needs they have

- Coordinate with the service lodge on facility requirements (i.e. tables, chairs, power, etc.) received from council camp directors.

One Day of ServiceOctober 25, 2008

Lodge Chief’s & Lodge Adviser’s,

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010This year has gone by fast and we had a great year with One Day of Service for 2008. But for 2009 we have decided to prepare you with all of the necessary resources to begin to start planning your One Day of Service and make it even more of a successful year for SR7B. For 2009 we are asking ever Lodge to go ahead and start planning early and get the date on the calendar for One Day 2009. We hope with the proper resources and planning will allow for every Lodge to be able to obtain the 2009 One Day Award.

Resources Included in Plan Book: 2009 Dates One Day Form for Section (Completed by April 18, 2009) Award Form Lodge Close-out Report FAQ Responsibilities as a Lodge Coordinator How to Get Started

The Region has picked October 17, 2009 as the One Day of Service date for 2009. We would like for every lodge to commit to this date but we understand that every lodge can not commit to this date due to other commitments. So we ask for you to pick another date that is more convenient for your lodge before the Regions date of October 17, 2009.

For your One Day of Service event it doesn’t matter how large or how small your project is. The purpose of One Day of Service is to benefit the local non-scouting community in some way. There are many ways to accomplish this goal some that have been done in the past by local lodges are helping out at a local soup kitchen, cleaning trash or doing conservation work at a local park, and planting trees at a local park. There are many way to make a difference in your local community.

If you need any help while developing a plan for One Day you can contact me or my adviser Seth Dearmin. In the plan book there is a One Day Form to be completed by each lodge and turned into Tyler Faucette by April 1, 2009.

Yours in Service,

Tyler Faucette

Section One Day Chairman: Section One Day Adviser:Tyler Faucette Seth Dearmin508 Edgewood Ct 4301 Manor Field Way, Apartment 203Burlington, NC 27215 Raleigh, NC 27612Cell- 336-213-0417 Phone- (919) 619-8236Email- [email protected] Email- [email protected]

Lodge One Day 2009 DatesJanuary 1 Lodge Chief appoints Lodge Coordinator, Lodge Adviser appoints Lodge One Day Adviser. Coordinator begins to brainstorm with members of the Lodge regarding possible projects.


February 1 Lodge Coordinator and Adviser discuss project with key people in the community, school, or religious establishment where the project will take place.

March 1 Lodge Coordinator presents a project to the Lodge Executive Committee for discussion and approval. Once the project has been approved, the Lodge Coordinator turns in the lodge’s One Day project to the Section Coordinator. Lodges begin promotion of One Day at all functions.

April 1 Coordinator turns in the lodge’s One Day project form to Section One Day Chairmen.

July 1 Section Coordinators follow-up with Lodge Coordinators on the progress of their project planning and promotion.

August 1 Lodge Coordinator and Key 3 discuss the One Day project with Chapter Chiefs and Advisers for assistance in carrying out the Lodge project(s). Together, they review the OA Community Service Guide and create a back-dater. Lodge Coordinator and Adviser begin implementing Lodge-wide promotional efforts.

September 1 Lodge Coordinator and Adviser finalize plans for executing their Lodge One Day project with the organization for which they will be conducting service. All plans for mobilization of the Lodge and execution of the project should also be complete by this date. Details such as materials and manpower needed and total hours needed for completion should be addressed. Section Coordinator follows up to ensure that everyone is progressing with their plans.

October 1 Section Coordinator follows up to ensure that everyone is progressing with their plans. Lodge Coordinator and Adviser tie up loose ends. Contact Chapter Chiefs to ensure that they have made the necessary arrangements for getting members to the project site.

October 17 Lodge executes One Day project. Lodge sends Lodge Close-Out Report to Section Coordinator ASAP after this date but before…

October 21 Lodge Close-Out Reports and One Day Award 7 DUE to Section Coordinators.

One Day of Service Frequently Asked Questions


Can the OA hours count towards the "Good Turn for America" Hours?

Yes, the One Day program is community service. These hours can be put toward rank advancement or any other BSA community service requirements. The only difference is that the project is planned, organized, and ran by the OA.

Can the projects for the "Good Turn for America" that involve OAmembers count towards the "One Day"?

NO, the "Good Turn for America" is a program organized and run by the BSA. The project is not a "One Day" Project because it is not put on by the OA.

Can the OA Hours count for the Leadership In Service Award?

Yes, the community service hours for individual arrowman earned at the One Day project can also be accredited toward the Leadership In Service Award.

Can the OA Hours count toward rank advancement?

Yes, the BSA handbook simply states community service hours. The One Day of Service is definitely community service.

How big should our One Day Project be?

The bigger the better! The One Day project should be larger than an Eagle Scout Project. The lodge does not need to be taking away any available projects for proposed Eagle Scouts. The project does need to be something that your whole lodge can participate in and be completed in the One Day.

How many projects can a Lodge or Chapter have?

There is no limit to how many projects a lodge/chapter puts on. Many large lodges with several chapters have a lodge coordinator and then several chapter coordinators. Then the different chapters each put on their own project in their local area. Therefore, on paper it looks like the Lodge did about three to five (pending on chapters) projects.

Can non-OA members attend the One Day Project?

Yes, the One Day project does not have to be staffed only by OA members. The One Day project is a community service project that is put on by the OA lodge and can have non-OA members attend and participate.

Lodge One Day of Service 2009 Form

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Lodge Name:___________________ Lodge Number:________

Lodge One Day Contact Information:

ChairmenName: _________________________Phone: _________________________Email: __________________________

AdviserName: _________________________Phone:_________________________Email:__________________________

Date of Project: ___/____/2009Beneficiary of Project: ___________________________

Short Description of Project:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Forms Completed by April 1, 2009 to Tyler Faucette by:

Email: [email protected] or COC at Conclave or Mail: Tyler Faucette 508 Edgewood Ct Burlington, NC 27215

2009 One Day Lodge Close-Out Report

Please fill this form out and return to your Section One Day Coordinator by October 15, 2009.

mailto:[email protected]

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Date on which lodge project was conducted: / / 2009

Council Name: City:

Lodge Name: Lodge Number:

Total number of service hours performed:

Total number of youth participants:

Total number of adult participants:

Total number of registered members in the lodge (based on 2004 Recharter Application):

Description of Project(s)*

_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

*If your lodge divided the projects between Chapters, please describe each project. Use the back of this form if necessary.

Please attach any media coverage received by your lodge including (but not limited to) news footage, newspaper articles, or similar items.

If you have any additional questions, please refer to the Southern Region Web Site at www.southern.oa-bsa.org, or contact your Section One Day Coordinator.

Southern Region 2009 One Day of ServiceAward Information


In order for your lodge to qualify for the Southern Region’s One Day of Service Award it must complete all mandatory requirements and 2 of 3 optional requirements. Lodges that qualify will receive a special award plaque. All participating lodges will receive a certificate of appreciation from the Southern Region. If your lodge qualifies, please complete this form and submit it, with your Lodge Close-Out Report, to your Section One Day Coordinator before the due date.

Lodge Name: Number:

Two mandatory requirements:

Completion of one hour of community service for every two members in the lodge (based on 2009 Recharter Application)

Appointment of a Lodge One Day Coordinator and send his contact information to the Section One Day Coordinator

Three optional requirements: (lodges must meet 2 of the 3 requirements)

Promotion of One-Day in lodge and/or council newsletter,

Promotion of One-Day during summer camp

Promotion of One-Day on lodge and/or council website

Approval signatures:

I testify that my lodge has successfully completed the above criteria qualifying us for the Southern Region’s One Day of Service Award.

Lodge Chief Lodge Adviser

Conclave Rotation Schedule

2011Wahissa Lodge # 118Old Hickory Council


2012Tsoiotsi Tsogalii Lodge # 70

Old North State Council

2013Occoneechee Lodge # 104

Occoneechee Council

2014Klahican Lodge # 331

Cape Fear Council

2015Nayawin Rar Lodge # 296

Tuscarora Council

2016Croatan Lodge # 117East Carolina Council

Section SR-7B Roster

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010SR-7B 2008 Budget Close-Out

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Section Deadlines and Calendar

October 2008

1st – Apensuwi article due to Section Secretary

January 2009

1st – Apensuwi article due to Section Secretary1st – Section Communication Award Entry Form Deadline (Form 9)30th – Lodge Memorabilia Summary Form Deadline (Form 4)30th – Apensuwi Article Deadline (Due to Section Secretary)

March 2009

1st – Physical Arrangements Form Deadline (Form 7)1st – Camping Promotions Exhibit Physical Arrangements Form Deadline (Form 16)15th – Conclave Council Insurance Deadline (Form 15) – all lodges must submit30th – Apensuwi Article Deadline (Due to Section Secretary)

April 2009

1st – Guest Registration Form Deadline (Form 5)1st – Delegate Substitution Form Deadline (Form 6)1st – General Information Form and Money Deadline (Form 8)1st – Lodge Registration Excel File Deadline (Email to [email protected])1st – Pre-Ordeal Ceremony Competition Form Deadline (Form 10)1st – Brotherhood Ceremony Competition Form Deadline (Form 11)1st – Team Dance Registration Form Deadline (Form 12)1st – Team Singing Registration Form Deadline (Form 13)17th – All plaques due to Section Recognitions Chairmen at Friday Council of Chiefs Meeting17th – Patches for Patch Auction due to Croatan Lodge at Friday Council of Chiefs Meeting17th – Honor Lodge Service Record Form Deadline (Form 14)17-19th – SR-7B 2009 Cardinal Conclave at Tuscarora Scout Reservation


Section Officer Election Requirements1. Candidate Requirements

a. Must be under 21 years of age for the entire term of officeb. Must have a letter of approval from Scout Executive prior to nominationc. Must be a registered member of the Boy Scouts of America and the Order of the Arrow

2. Notesa. Candidates will be allowed one minute each for speeches at the opening campfire.b. Candidates will be allowed two minutes each for speeches at the Candidates’ Forumc. The forum and elections will be held Saturday afternoon of Conclave.d. Campaign posters are permitted in designated areas only, which will be located in various areas

of camp.e. Any campaign materials handed out should be disposed of properly.


Lodge Responsibilities


Patch AuctionCroatan Lodge

Croatan is looking forward to hosting the patch auction at the 2009 Cardinal Conclave at Tuscarora Scout Reservation. We would like for all lodges to provide a minimum of 5 items for the auction due to us at the Friday Council of Chiefs Meeting. We also request that you submit a description of each item and an approximate value. If item will be hand delivered at Conclave, please provide a scanned image of the item by March 15th. Any type of Order of the Arrow or Boy Scouts of America memorabilia is welcome. Thank you for your support.

Deadline

March 15, 2009

Please give items to Croatan Key 3 members!


Ceremony Team Judging InformationJudging Criteria

Message: Did the principal convey his part of the message and have the part memorized well?

Motions: Did the principal use hand gestures and body language to accompany his message?

Clarity: Did the principal speak clearly and loudly enough to be understood?

Delivery: Was the part conducted with enthusiasm and suited to the character of the principal?

Movement: Do the principals know where to stand and where to move?

Team Unity: Does the team work well together? Do they blend together?

General Information

1. There will be at least four Section judges and each Lodge is allowed one youth and one adult judge. Judges may also be from outside the Section. Judges are expected to have ceremony knowledge and experience.

2. All judges are expected to attend the Judges Training Session.

3. Lodges will be notified at the Friday Night COC of their competition times.

4. Judges will be given a photocopy of the appropriate ceremony script and score sheets for each character.


Ceremony Team Competition GuidelinesThe purpose of ceremonial team competition is to improve ceremonial standards in a Lodge by providing an opportunity for teams to view each other in action and to share techniques. All teams are encouraged to be present and watch each other perform.

1. Qualifications and General Information

a. All team members must be from the same Lodge. It is important that the teams performing can actually perform in local ordeals, and are not “all star” teams put together for competition only.

b. Each participant must be under 21 years of ages.

c. All teams must register using Forms 10 and 11 by April 1, 2009.

d. Each participant must be in American Indian style dress. Any show of disrespect, carelessness, and/or gross inappropriateness (such as fancy dance outfitting) may cause disqualification of the team.

e. Parts must be fully memorized. Individual team members will be penalized for omitting words and/or sentences.

f. Each team will be assigned a time to compete by the Section Indian Affairs Coordinator. Conflicts with other competitions will be taken into consideration. Please inform the IA Coordinator of all such conflicts. Competition times will be announced at the Friday night COC at Conclave.

g. Use of face paint, body paint, and wigs are prohibited. (See p. 28 of the Guide for Officers and Advisers)

h. Lodges may enter as many teams as they choose.

2. Performing the Ceremony

Pre-Ordeal Competition: Each team will perform the Pre-Ordeal Ceremony beginning with Nutiket saying “Awake my friends” and ending with Kitchkinet saying “Let us try to find the Arrow.” Each team must use the most recent edition of the ceremony text.

Brotherhood Competition: Each team will perform the Brotherhood Ceremony beginning Allowat saying “Brothers form our circle” and ending with Allowat saying “You will now take your places in the circle.” Each team must use the most recent edition of the ceremony text.

3. Performance

Each team will be ready at the assigned time, even if the competition is running behind schedule. Judges will be allocated 5 minutes for scoring and 5 minutes for reviewing with each team.


Ceremony Team Competition Guidelines 4. Judging

There must be a minimum of 5 judges. The scores will be normalized and the high and low scores will be dropped. Each judge should have sufficient word-for-word knowledge of the ceremonies that he will notice deviations without having to refer to the text. He will have worked with ceremony teams for at least 2 years within the past 5 years. A separate judge will be used to access correctness of memory. The Section IA Committee will provide a head judge and such other judges as it wishes in addition to the lodge provided judges. Lodges are asked to provide at least one adult judge for every ceremony a lodge intends to participate. There will be judges meeting on Saturday prior to the competitions. Please consult the Conclave Calendar for time and location.

5. Evaluation

Performances will be evaluated for their potential to reach candidates with the ideas and spirit of the Order. Specifically they will be evaluated for the following:

a. Expressiveness – depth of feeling, warmth, energy, naturalness (8 points); meaningful emphasis, voice modulation (8 points); gestures, naturalness, and appropriateness (8 points)

b. Understandability – clarity (6 points); voice projection (6 points); rate of delivery (6 points)

c. Manner – bearing, walk, creation of character (6 points); attitude when not speaking (6 points)

d. Accuracy of memorization – (6 points)

e. Staging – teamwork, smoothness, effectiveness of staging techniques, and overall impression (20 points per team)

Judges shall not penalize teams for alternate pronunciations of the four principal parts; however, they may penalize teams for inconsistent pronunciations. Each Lodge shall agree upon a consistent pronunciation for their Lodge.

Total possible Individual Score: 60 points. Total possible Team Score: 260 points.

6. Judges Conferences

Consultation among the judges may be held at the discretion of the head judge. If consultation does not resolve the discrepancy, the head judge, and/or Section Indian Affairs Coordinator with consultation of the Section Indian Affairs Adviser may resolve the issue through disqualification of incongruous scoring.

7. Results

Each team will receive a spot evaluation after their performance. In addition, the score sheets will be given to your Lodge Key 3 at the Saturday night COC meeting to be given to the team adviser or

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010chairman. Judges will be instructed to emphasize good points, constructive criticism, and other assistance for improvement.

8. Awards

Awards will be given to the top three teams in both the Pre-Ordeal Division A and B and Brotherhood Ceremonies. Awards will be given to the top three individuals for each principal in each ceremony. All judges’ decisions are final.

Ceremonies Evaluation Pre-Ordeal Score Sheet Division A or B

Team: Lodge Number:

Judge’s Name: Judge’s Lodge:

Nutiket Meteu Allowat Sakima KitchkinetExpressivenessDepth of feeling (8 pts)

Meaningful emphasis (8pts)UnderstandabilityClarity (6 pts)

Projection (6 pts)

Rate of Delivery (6 pts)

MannerCreation of Character (6 pts)Attitude when not speaking (6 pts)Accuracy of MemorizationMemorization (6 pts)

Max. Total (60 pts)

Teamwork (20 pts)

TOTAL POINTS: (MAX 260 pts)

Comments:


Ceremonies EvaluationBrotherhood Score Sheet

Team: Lodge Number:

Judge’s Name: Judge’s Lodge:

Nutiket Meteu Allowat Sakima KitchkinetExpressivenessDepth of feeling (8 pts)

Meaningful emphasis (8pts)UnderstandabilityClarity (6 pts)

Projection (6 pts)

Rate of Delivery (6 pts)

MannerCreation of Character (6 pts)Attitude when not speaking (6 pts)Accuracy of MemorizationMemorization (6 pts)

Max. Total (60 pts)

Teamwork (20 pts)

TOTAL POINTS: (MAX 260 pts)

Comments:


Quest Events

The Big Flop: (5 Participants) A combination of scoutcraft skills. Team will be given a # 10 can, tin snips, a piece of tin, and dry pancake mix. Team will be required to build a fire beneath the can; make a spatula from the piece of tin; make pancake batter; cook a pancake on both sides; flip pancake into a plate; eat pancake. First to complete tasks wins.

Flag Pole: (5 Participants) A combination of lashing skills. Team is given four poles and pieces of rope. Participants will construct a flag pole with the provided items, and to raise their Lodge flag. First to complete tasks wins.

Pony Express: (6 Participants) A combination of numerous scout skills. Relay race: Sack race for first leg; First Aid Skill – second leg; Scout Law knowledge – third leg; and 3-legged race – fourth leg. First to complete wins.

Water Balloon Toss: (3 Participants) Each team given two (2) filled water balloons and a sling shot. Each team gets two throws of the water balloons. Team with farthest distance toss wins.

Egg Toss on Stump: Lodge Chief & Adviser will toss an egg to each other while standing on a log stump. Distance between Lodge Chief and Adviser increases until one party cannot catch the egg, or he steps off the log stump to catch the egg. Competition continues until one party remains.


Letter from Indian Affairs ChairmanDear Brothers of Section Sr-7B,

Enclosed are the proposed rules and regulations for the Indian Event to be held at the 2009 Sr-7B Conclave. These guidelines are the guidelines by which all Indian Events at the National Order of the Arrow conference operate by.

The goals and objectives of the Indian Events at our conclave are:

To promote a better understanding of American Indian Culture through our training sessions, competitions, and Powwow.

To create a friendly, competitive environment for participants and spectators during competitions.

To increase membership retention by inspiring Arrowmen through a fun and enjoyable program.

To enlighten our brothers about the integral role that the American Indian culture played in the roots and heritage of our Order.

We will complete these objectives and goals through the spirit of positive participation from all Arrowmen who wish to be involved with the activities and the quality instruction from the trainers and IA staff.

The training sessions and competitions that will be available for our Conclave participants to take part in will be nothing short of First Class. There will be numerous training sessions on the respective dance styles, singing, and team dance coordination. Arrowmen will find these sessions beneficial in helping them to gain more knowledge about Indian culture and how it helped to foster our Order. The staff leading these training sessions are a part of the Native American culture elite and will be a great resource for the Arrowmen in our Section.

The attachments included with this letter are the guidelines for the Indian Events for the 2009 Sr-7b Conclave. They are as follows:

Individual Dance Team DanceTeam Singing Competition Outfit Judging

The guidelines are in accordance with the National Order of the Arrow Conference Guidelines for American Indian Events. Please remember that the deadline for Group Dance competition Papers and Individual Dance competition registrations are due by March 1, 2009.

I am looking forward to seeing you all at the Section Sr-7B Indian Events at Camp Tuscarora.

Yours in WWW,

Hunter Day


Group Dance CompetitionRules

Contents:

I. Definitions of Group Dancing

II. Acceptable Historical Group Dances

III. Time Limit

IV. Registration

V. Research

VI. Recognition and Awards

VII. Important Notes

I. Definition of Group DancingA. Group dance teams shall be made up of four (4) or more (at least three of whom must be dancers). All team members must be from the same lodge. A team may perform a maximum of two (2) specific group dances. However two dances for presentation are not necessary, it is an option. The judges look for quality rather than quantity. Also, consider that if a single dance is done it should be long enough for the judges to properly evaluate the presentation.

B. The dance(s) must be historical group dance(s) of specific tribes- therefore - northern plains or pueblo are not appropriate because they are culture areas, not tribes. Inter-tribal is even less specific. The dance(s) and costuming should represent one particular tribe during a particular time in their history.

C. No section teams or teams made up of members from more than one lodge may enter the competition. All members MUST be from the same lodge.

D. All team participants must be under twenty-one (21) years of age at the time of the conference, be registered members of the Order of the Arrow, and registered conference participants.

E. Team dancing is a coordinated group effort. It is not a series of solos grouped under one title.

F. Size of team-no preference is given to large or small teams and there is no reason to separate them. The judges look for quality of presentation and the selection of dance(s) suitable to the lodge dance team and the resources available to them.

G. Synchronized line dancing, as done at modern pow wows is NOT appropriate for Historical Group Dance competition.

II. Acceptable Historical Group DancesIn choosing the dance(s) in which you will perform, consider the following:

A. Dances must be NON-RELIGIOUS and in good taste.

B. Society, clan, or family dances are acceptable ONLY if written permission is granted by the Tribal Council, society, clan or family of the specific tribe from which the dance comes.Note: SUCH TYPEWRITTEN PERMISSION MUST BE INCLUDED IN THE BOUND PACKET REQUIRED FOR

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REGISTRATION. Therefore, permission must be requested far enough in advance to meet the registration packet deadline. Without permission the dance will not be allowed.

C. Tribal councils have asked that Scouts refrain from performing the following dances THESE DANCES ARE NOT ACCEPTABLE FOR CONFERENCE COMPETITION.

1. Masked dances of: Pueblos, Apache, Iroquois, Creek, Cherokee Creek, or Northwest Coast tribes. A mask is defined as anything that covers the face of the wearer hiding his true identity.

2. The Ghost Dance, The Pipe ceremony, The Pipe Dance, The Sun Dance, The Hopi Snake Dance, and the Peyote Ritual.

D. Dances that are kept so secret that information on them is incomplete should be avoided. You must have accurate information.

E. No protected species parts allowed on any attire. Please be aware of State and Federal laws regarding endangered species parts.

F. Within the guidelines found in the U.S. Code as to the American Flag, flags are not to be used as wearing apparel. With this in mind, no type of U.S. Flag(s) will be permitted as a part of dance attire and should be removed prior to the conference. Flag motifs in quillwork and beadwork are acceptable.

G. National Order of the Arrow Face Paint Policy: Order of the Arrow National Conferences and Activities conducted beyond the individual lodge will not permit face paint, body paint or wigs to be used in social or competition dancing or in ceremonies or ceremonies competition.

H. The Boy Scouts of America policy regarding weapons will be followed.

III. Time LimitFifteen (15) minutes total time on stage. Total time begins with the announcement by a team member. This total time includes: prop/scenery set up (if any); narrative; dance(s) plus costume changes (if any) and the removal of any props or scenery.

NOTE: Scenery is not necessary. No score will be reduced for lack of it. Some teams have enhanced their score for general effect and impression with the creative use of scenery produced and moved by other lodge members who want to participate in a different way in the presentation. This is fine; however, if you do choose to use scenery, keep it simple. Set-up and take down of scenery will reduce your dance time since as stated above everything must fit the fifteen (15) min. time slot. Without scenery you can earn top scores with excellent dancing, spacing, costuming, and hand props.

NOTE: All team members should be prepared to talk with the judges (if asked) after their presentation.

IV. RegistrationTo register for Historical Group Dance competition, use the pre-registration form for Group Dance. Follow the distribution instructions on the form and submit five (5) copies of the following research material, not later than March 1, 2009, to:

Mr. Patrick Boykin6806 Hailsham Dr.Wilmington, NC 28412.

Late submission will result in a deduction of scoring points.


V. ResearchIn addition to the five (5) copies submitted to Mr. Boykin, two (2) complete copies of your research material should be brought to Conclave. ALL RESEARCH MUST BE TYPE WRITTEN AND ASSEMBLED IN A SUITABLE BINDER, AND MUST INCLUDE:

A. A description of the dance(s) as you will perform them.B. The historical background of the dance(s).C. The historical background of the song(s) used in the dance(s).D. A clear description of the props used. Include pictures and/or drawings.E. A clear description of the outfits you will wear for the dance(s). Please include pictures and/or drawings.F. A description of the music & accompaniment you will use (See "C" above).G. A complete bibliography of references you have used to research your dance(s),( i.e., books, publications, people).H. A copy of the letter or permission from the tribal council, society, clan, or family as required for certain dances.J. Name, address, and phone number of a contact person representing the team.K. NOTE PLEASE: Xeroxed pages from any published works are NOT acceptable. Due to a lack of VCR equipment video tapes are NOT acceptable.L. Research booklets should be a minimum of eight (8) typewritten pages, not to exceed fifteen (15) typewritten pages, (photos and drawings/diagrams are not part of this limit).

VI. Recognition and AwardsA. Awards will be given to the top finishing teams according to the judges' discretion.B. Awards for authenticity may be given if deemed appropriate.C. Certificates will be awarded to each entering team.D. The top team will be given the opportunity to perform at the Saturday Night Campfire program if the schedule permits.

VII. Important NotesA. Group Dance Competition will be held on Saturday, April 18, 2009.B. The chairman of each dance team must check with the American Indian table on Saturday, Saturday, April 18, 2009C. There will be a meeting of all judges and leaders of the teams in competition at 10:00 am., on Saturday, April 18, 2009. A representative of each entering team must be present at this meeting.D. Any questions regarding the Historical Group Dance Competition should be addressed to:

Mr. Patrick Boykin6806 Hailsham Dr.Wilmington, NC [email protected]


Group Dance CompetitionJudging Criteria

The following is an outline of the criteria that the judges will use to score each team that enters the Group Dance Competition.

Categories:

A. Authenticity

B. Research

C. American Indian Attire

D. Performance of Dance

E. Ability to Perform as a Team

F. Music

G. General Effect and Impression

H. Constructive Comments (not scored)

A. AuthenticityTeams will be evaluated as to whether the dance(s) performed are acceptable, non-religious dances. The current use of the dance(s) and their proper interpretation by the team will also be considered.

B. ResearchTeams will be evaluated on the quality of the research booklet they have done for their particular dance(s). This research should include: book sources, other published sources, people, letters of permission (see Rule II, Acceptable Historic Dances, section "B"), pictures/drawings of outfits, descriptions/diagrams of the actual dance(s). Information and historical background of the dance(s) and songs should also be included.

C. American Indian AttireTeams will be judged on the authenticity and completeness of the attire. If a particular dance does not call for special attire, teams will be judged on the quality and appropriateness of each participant's attire. In the event of a team performing more than one dance, points will not be subtracted for using the same attire for both dances, if from the same culture area.

D. Performance of DanceTeams will be judged on the quality of the interpretation and presentation of their dance(s). Good use of allotted dance time will be considered. Teams will lose one (1) point for every minute that they exceed their scheduled dance time.

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NOTE PLEASE: If a team chooses to repeat the same dance(s) or costumes at consecutive National Order of the Arrow Conferences, they can expect to have a more critical review from the judges. Specifically, the judges will be looking for additional research and improvements and refinements in costume, dance, and presentation.

E. Ability to Perform as a TeamTeams will be judged on their ability to perform their dance(s) so as to exhibit a true oneness and feeling for the dance(s). Teamwork and perceptive interpretation of the dance(s) by the team as a whole will be considered.

F. MusicTeams will be judged on their use of drumming, singing and any other necessary musical accompaniment that should be used for their particular dance(s). As always, quality as well as authenticity of the dance(s) will be considered. The use of recorded music will be allowed, but it will cost the group a significant deduction of points in this judging category.

G. General Effect and ImpressionThe overall general effect and impression of the dance(s) will also be considered.

H. Constructive Comments (not scored)

All awards will be determined by the evaluation a team receives from the above criteria. ALL JUDGING CRITERIA IS SUBJECT TO THE INTERPRETATION OF THE JUDGING COMMITTEE. ALL JUDGES DECISIONS ARE FINAL.


Individual Dance Competition

Rules and GuidelinesAny number of contestants from each lodge may participate in the Individual Dance Competition. The top dancers will be asked to demonstrate their skills at the Saturday evening campfire, at which time they will receive their awards. The Individual Dance Competition will take place on Saturday at Conclave (see the schedule for time and place). The rules are as follows:

1. All contestants must confirm their registration when they arrive at the conference at the American Indian Activities booth or office on Saturday, July 29, 2000.

2. There will be five categories of individual dance competition:

a. Fancy-Dance (one class)b. Grassc. Straight Danced. Old Stylee. Traditional (contemporary traditional).

Awards will be given to the top finishing dancers according to the judges' discretion.

3. Dancers must wear appropriate authentic clothing. There are many styles, but they may include as their basic elements: a hair roach, neck and/or back bustles, moccasins, bells, apron (breechcloth), and miscellaneous accessories, such as beaded cuffs, belt, arm bands, choker, headband, etc. War bonnets and chiefs clothing are only acceptable for Old Style competition.

In an effort to distinguish between Old Style and Traditional, these categories will be determined by the judging staff. Consideration will be given for bustle type, clout or apron, and quill and beadwork designs. As a general guideline, Old Style is considered as pre 1920. If you are in doubt of which category to dance, please bring a photograph of your dance clothes to registration on Saturday at Conclave (see the schedule for time and place). The judges will assist you into the proper category.

4. Dancers must dance in the style of their clothing. In preliminary competition, if you are eliminated in one dance style, you may change outfits and dance in another style, if scheduling time permits. You must be registered in both styles. Dancers may not compete in the finals in more than one category.

5. Losing a major article off your attire during the contest means automatic disqualification. Having your attire properly maintained and secured tightly easily eliminates this problem.

6. All dancers must be under the age of twenty-one (21). If a question regarding age arises, you will be asked for your proof of age (driver license, copy of your birth certificate, etc.).

7. All dancers must be members of the Order of the Arrow and registered Conclave participants.

8. Dancers must be prepared to dance indoors or outdoors.

9. Dance practice and outfit construction should not take place during Conclave activities.

10. Each participant will be issued a contestant number, which must be visible while dancing in any competition.

11. Overstepping the song may lower your placement in the overall standing.

SR-7B CONCLAVE 2010SR-7B CONCLAVE 201012. NO PARTS OF ANY PROTECTED SPECIES ON ANY OUTFIT. Violation of this rule will result in

automatic disqualification. Please be aware of any federal and state laws regarding endangered species parts.

13. Within the guidelines found in the U.S. Code as to the American Flag, flags are not to be used as wearing apparel. With this in mind, no type of U.S. flag(s) will be permitted as part of dance attire. If you have these items on your outfit, please remove them prior to the conference. Flag motifs in quill work and beadwork are acceptable.

14. National Order of the Arrow Face Paint Policy: Order of the Arrow National Conferences and Activities conducted beyond the individual lodge will not permit face paint, body paint or wigs to be used in social or competition dancing or in ceremonies or ceremonies competition.

15. The Boy Scouts of America policy regarding weapons will be followed.

All dancers are encouraged to participate in the judging of American Indian clothing. This judging will be held immediately before or the dance competition. A panel of selected judges will give out clothing critiques and ribbons.

The judging criteria will be as determined by the judging committee. All judges' decisions are final.

There will be no competition for individual skill dancing (i.e. hoop, horse tall, etc.) All dancers are encouraged to dance in the Pow Wow on Saturday evening of Conclave.

If you have any questions on Individual Dance Competition address them to:



Team Singing Competition

RulesSinging will be done in team fashion. Teams will be required to sing two (2) songs and are required to submit written documentation on the songs with their pre-registration form.

Awards will be given to the top teams. The judging criteria shown below are guidelines that are subject to the interpretation of the judging committee. All judges' decisions are final.

EACH LODGE IS REQUIRED TO BRING ITS OWN DRUM AND DRUMSTICKS. The following rules apply to the Singing Competition:

1. All singing will be done in a team fashion.

2. Written documentation is required for each song. Include where you got the song, what tribe it is from, etc.

3. Teams will be required to sing a general song and a song for a special event.

4. Songs are restricted to Southern and Northern Plains singing.

5. Teams will be judged on the authenticity and quality of presentation of songs.

6. Anyone singing must be under twenty-one (21) years of age, a member of the Order of the Arrow, and a registered conference participant.

7. Minimum time of two (2) minutes, maximum time of ten (10) minutes for each song.

Any questions regarding the Team Singing Competition should be addressed to:



Outfit Competition CriteriaI. Oklahoma Straight Dance Clothes

II. Old Style Dance Clothes

III. Traditional Dance Clothes

IV. Fancy Dance Clothes

V. Grass Dance Clothes

I. Oklahoma Straight Dance ClothesJudged on the following scale:0=Does not have item 1-3=Good4-6=Premium7-8=Excellent9-10=Superior

Judging Areas:

KNOWLEDGE: Overall knowledge of particular tribe and time frame.

HEAD COVERING: Roach, roach feathers, spreader, roach pin, scalp feathers, or other covering.

NECK WARE: Choker, scarf, and slide. Colorful and matching.

RIBBON SHIRT: Colorful and matching. Vest optional.

BANDOLIERS: Well constructed. Breastplate optional.

OTTER DRAGGER: Rosettes, feathers, hair plates. Well constructed.

ARM BANDS: German silver, brass, copper, etc.

BELT: Loom beaded, etc. Well constructed with colorful designs.

LEG COVERINGS: Ribbon work, leather with beadwork, clouts and trailer.

GARTER and SIDE TABS: Finger woven or beaded.

BELLS: Properly worn. Jingle bells, copper, brass, nickel, etc.

MOCCASINS: Leather, hard sole.

HAND OBJECTS: Fan, mirror board, cane, etc.

OVERALL APPEARANCE: Outfit well constructed. Fine quality craftsmanship exhibited. Good overall understanding of style, etc.

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SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010 OPTIONAL: ANYTHING that the judge feels is totally optional

NOTE: These points are only EXTRA points.

TOTAL: Superior 125+ | Excellent 109-124 | Premium 56-108 | Good 0-69

II. Old Style Dance ClothesJudged on the following scale:0=Does not have item 1-3=Good4-6=Premium7-8=Excellent9-10=Superior

Judging Areas:


HEAD COVERING: Roach, roach feathers, spreader, roach pin, Wapegnaka (Bull's tail), optional hair ornaments.

CHEST COVERING: Shirt, vest, etc. Vest is optional and may be beaded. Otter sash optional.

BONE WORK: Choker, breastplate, bandoliers, etc. Well constructed. Imitation bone, buffalo horn. Breastplate may be quilled as an option.

BEADWORK: Cuffs, arm bands, belt. They do not have to be beaded, can be a variety of "period" materials.

APRONS or BREECHCLOUT: Cloth, leather, etc. Includes front and back, decorated appropriately.

LEG COVERING: Long johns, pants, knickers, leather or cloth leggings, goat skins.

BELLS: Side, ankle, or knee.

MOCCASINS: Beaded with original design.

BUSTLE and TRAILER: "Messy bustle," well constructed and decorated to the "period."

HAND OBJECTS: Fan, war or coup stick, wheels, mirror board, shield, etc.


OPTIONAL: ANYTHING that the judge feels is totally optional.NOTE: These points are only EXTRA points.


III. Traditional Dance ClothesJudged on the following scale:0=Does not have item 1-3=Good4-6=Premium

SR-7B CONCLAVE 2010SR-7B CONCLAVE 20107-8=Excellent9-10=Superior

Judging Areas:


HEAD COVERING: Roach, roach feathers, spreader, roach pin, hair ornaments, other head covering.

NECKWEAR: Scarf and slide, various necklaces, medicine bags, etc. Slide material varies.

CHEST COVERING: Ribbon shirt with colorful matching colors. Vest optional, beaded, ribbon work, or plain.

BONE WORK: Includes brest plate, choker, bandoliers. Proper construction and matching colors. Can be bone, plastic, "buffalo-bone" black plastic.

BEADWORK or QUILL WORK: Cuffs, ARM BANDS, kneebands. Decorated with matching fringe. Proper colors and design. May be cloth applique.

APRONS: Well constructed with proper colors and well decorated. Can be beaded, ribbon work, fringed.

BELT and/or SIDETABS: May be beaded, finger woven, or tack. Sidetabs optional.

LEG COVERING: Optional leggings of leather or cloth, "goats".

BELLS: Sheep bells, jingle bells, etc.

MOCCASINS: Beaded or quilled, well constructed and decorated.

BUSTLE and TRAILERS: Well constructed and quality workmanship. Creativeness and style varies. Trailer material of broad cloth, leather, etc. Fringed and decorated.

HAND OBJECTS: Minimum of two (2). Fans, mirror boards, wheels, hand scarfs, dance stick, shield, etc.




IV. Fancy Dance ClothesJudged on the following scale:0=Does not have item 1-3=Good4-6=Premium7-8=Excellent9-10=Superior

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Judging Areas:


HEAD COVERING: Roach, roach feathers, spreader or "rocker," roach pin, hair ornaments.

CHOKER or NECK PIECE: Hairpipe, medallion, scarf, etc.

CAPE or RIBBON SHIRT: Decorated or beaded cape with fringe, etc. and/or shirt to match. Vest optional.

BEADWORK: Headband, side drops, suspenders, belt, cuffs, arm bands, sidetabs, etc. Cape optional for Northern. Quality beadwork that is colorful and decorated properly. Should all be matching or coordinated.

APRONS: Front and back decorated (optional). May be cloth, leather, beaded, etc.

BELLS and ANGORA "GOATS": Sheep bells, "goats" can be imitation angora goat or goat fur.

FOOTWEAR: Moccasins, hard sole, beaded, tennis shoes, etc. Decorated properly.

BUSTLES and TRAILERS: Well constructed and fine craftsmanship. Colorful and full. Trailer is optional. A bustle center such as a rosette.

HAND OBJECTS: Dance hoops, whistles, fans, whips, mirror boards, scarfs, dance sticks, etc.




V. Grass Dance ClothesJudged on the following scale:0=Does not have item 1-3=Good4-6=Premium7-8=Excellent9-10=Superior

Judging Areas:


SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010 HEAD COVERING: Roach, roach feathers or decorated springs, spreader, roach pin, hair ornaments.

CHOKER or NECK PIECE: Hairpipe, medallion, scarf, etc.

CAPE or DECORATED SHIRT: Decorated or beaded cape with fringe, etc. and/or shirt to match. Shirt is optional.

PANTS: Decorated with fringe.

BEADWORK: Headband, side drops, suspenders, belt, cuffs or gloves, arm bands, sidetabs (optional), etc. Quality beadwork that is colorful and decorated properly. Should all be matching or coordinated.

APRONS: Front and back decorated. May be cloth, beaded, etc. Colorful with good design.

BELLS: Sheep bells, chrome, etc. Optional"goats" can be imitation angora goat or goat fur.

FOOTWEAR: Moccasins, hard sole, beaded, tennis shoes, etc. Decorated properly.

HAND OBJECTS: Dance hoops, whistles, fans, whips, mirror boards, scarves, dance sticks, etc.




Camping Promotions Letter to Camp Directors

To: Camp Directors

CC: Scout Executives

From: Paul Isaacson

SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010SR-7B Vice-Chief of Program

Date: October 27, 2009

Re: Summer Camp Promotions Exhibit at 2008 Conclave

Section SR-7B of the Order of the Arrow is constantly seeking new ways to provide service to the individual councils that make up the section. The section is offering a unique opportunity for local councils to promote their various camps (summer, high adventure, cub, etc.) at this year’s SR-7B conclave to be hosted at Tuscarora Scout Reservation April 17-19, 2009. Over 900 Arrowmen from across North Carolina will be in attendance at conclave.

On Saturday, April 18th, there will be a camping promotions exhibit whose sole purpose is to promote council camps from across the state. We ask that you send professional and/or volunteer representatives to promote your respective camps such as current or former camp directors and program directors, members of the Council Camping Committee, and council professional staff. We would further ask that you bring promotional materials such as registration forms with deadlines, program activities brochures, promotional DVDs, and staff applications. Please use the enclosed registration form to register the appropriate people for special opportunity, in addition, please make use of the facility needs should you require specific items onsite that your representatives will not be able to bring with them.

We are excited to be offering this opportunity and hope that you will take full advantage of it. Should you have any questions please do not hesitate to contact Paul Isaacson using the information below.

Contact: Paul Isaacson1342 Flat Shoals RoadKing, NC 27021(336) [email protected]

Enclosure: Registration and Physical Arrangements (Form 16)


Service Lodge Information


Letter from Conclave Chairman

Brothers of SR-7B,

Croatan Lodge is anxiously awaiting the upcoming SR-7B Conclave in April 2010. With many months of preparation at Camp Boddie, this is set to be a great event which denotes an important milestone in the history of scouting. We hope to make this a memorable Conclave which incorporates the hundredth anniversary of Scouting. In order to accomplish this, the theme for Conclave will be “Footsteps of Our Fathers”, which represents the principles created by Baden Powell during his creation of the Scouting program.

Yours in Brotherhood,

Jordan ByrumConclave Chairman


Service Lodge Information

Founder’s AwardCroatan Lodge 117 will present each recipient of the Founder’s Award with a small token at Saturday Evening’s show. Please fill out (Form 8) and return it to us by March 1, 2010.

Special Dietary NeedsDelegates requiring special dietary needs are asked to inform the Service Lodge prior to April 1, 2010 by using (Form 8).

Physical ArrangementsIf your lodge has a special request for physical arrangements to accommodate Scouts or Scouters with special needs, please let the Service Lodge know by March 1, 2010 using (Form 7). Lodges needing special arrangements or facilities for their program responsibilities should also submit (Form 16) by March 1, 2010.


Conclave Planning CommitteeChairman Adviser

Jordan Byrum204 Porter St.Tarboro, NC [email protected]

Chris Decker2706 Nash Joyner Rd.Farmville, NC [email protected]

Responsible for working with both the section and the service lodge to ensure a well run event. Work with all committees on both their plan of action and budget Work with major vendors and committees on what our needs will be for conclave (i.e. memorabilia,

food, etc.) Prepare preliminary budget and schedule for inclusion in the planbook. Prepare close-out budget to Section Key 3 within 90 days post event.

Campsite Host CommitteeChairman Adviser

Charles Pfeiffer201 Isabella AvenueWashington, NC [email protected]

Hank Dierker403 Hardy RoadNewport, NC [email protected]

Prepare and clean campsites Set up 3 wall tents with cots for visiting Key 3 of every lodge and take down after the

weekend Provide 4 youth and 4 adult arrowmen campsite hosts for each visiting Lodge (5

visiting Lodges) Make sure that there is 1 adult and 1 youth in each campsite at all times Provide coffee, water and coolers and cups for each campsite and keep them full all

weekend Have an ample supply of toilet paper, trash bags, etc. Respond to all requests of visiting lodges



Communications CommitteeChairman Advisers

Brad Killebrew3810 Harts Mill Run Rd.Tarboro, NC [email protected]

Wayne Miller2174 Quiet Creek Pl.Rock Hill, SC [email protected]

Ken Brown619 Koonce Fork Rd.Richlands, NC [email protected]

Responsible for daily announcements during meals Responsible for intercom announcements Provide ample supply of Bonner Maps available Setup and man information booths and Internet Kiosk Prepare and print Conclave delegate books Provide and pass out meal time bulletins Obtain copier machines and computers for Conclave Determine supply needs and costs for items (paper, etc.) Print church service program Assist with the production of the Conclave Planbook Work with Section Secretary at Conclave to produce publications Design and produce Conclave Evaluation Form

Registration & Finance CommitteeChairman Advisers

Gavin Call216 Isabella AvenueWashington, NC [email protected]

Phil Decker2499 Irvin Dr.Kinston, NC [email protected]

Tommy Barus3404 Hawthorne Rd.Rocky Mount, NC [email protected]

Manage Host Lodge Registration Starting May Ordeal 2009 Manage Lodge Delegate registration process Determine registration procedures Have name tags printed for Host Lodge Provide meal tickets Responsible for all money during Conclave Prepare Conclave close-out report in consultation with Key 3


Facilities & Grounds CommitteeChairman Advisers

Sam Tyler 310 Meadows LaneMaysville, NC [email protected]

Nelson Medford419 Boy Scout RoadBlounts Creek, NC [email protected]

Joe Edwards109 Bobby's DriveNewport, NC [email protected]

Assist in setting up and breaking down equipment for events Set up OAX area with canopies Make sure that all electrical, furniture (tables & chairs), etc. needs are met Provide port-a-johns and keep them stocked with toilet paper Coordinate cleaning schedule for Headquarters, Health Lodge, and Amphitheater Transport items to and from arena as needed Deliver ice to concessions as needed Appoint a Quartermaster with assistants to serve during Conclave

Food Service CommitteeChairman Advisers

Chris Fitzgerald29 Edith DriveJacksonville, NC [email protected]

Mike Elks1418 Huckleberry LaneWinterville, NC [email protected]

Ashley DailPO Box 808Winterville, NC 28590252-756-6913

Plan the menus that will be used for the Conclave Provide alternate foods for those with special dietary needs Secure information for possible tent rental for “Riverside Dining” Order the food and all supplies that will be needed Provide cracker barrels for the COC meetings Prepare Vigil breakfast on Saturday morning Assemble a cook crew staff Develop a serving rotation for all meals Responsible for dining hall cooking, cleaning, and preparation



Hospitality & VIP CommitteeChairman Advisers

Ben Averitt104 Bryan BoulevardHavelock, NC [email protected]

Wayne Boyette204 West Park AvenueTarboro, NC [email protected]

Carol Cantu302 Darden Dr.Kinston, NC [email protected]

Responsible for daily flag raising Responsible for obtaining minister for Sunday service Provide transportation, housing, and guides for all VIP guests Secure supplies for the VIA luncheon (table cloths, plates, silverware, etc.) Help serve the VIA meal Responsible for patch trading facilities Collect “stuff” and prepare delegate packs

Trading Post CommitteeChairman Advisers

Matt Williamitis612 East Main StreetWashington, NC [email protected]

Roland Lanouette4617 Honeysuckle LaneRocky Mount, NC [email protected]

Tom Hendricks103 Corolla Ct.Jacksonville, NC [email protected]

Oversee all functions of the Trading Post Plan and order all food items to be sold in the Trading Post Provide schedules of operation for main TP and satellite TPs. Work with the Section to ensure all Conclave memorabilia is ordered and delivered Order all Trading Post items (concessions, supplies, etc.) Take pre- and post-Conclave inventories Responsible for delivering Conclave pre-orders to campsites Help prepare close-out report










Indian Affairs CommitteeChairman Adviser

Jessie Hathaway320 Hubnell RoadErnul, NC [email protected]

Eddie Cahoon419 Boy Scout RoadBlounts Creek, NC [email protected]

Work with Section IA Committee to plan and execute all IA activities during Conclave Set up the Dance Arbor, Indian Village and Ceremonies Ring Provide lunch for the dancers and judges Provide water for dancers and judges Assist in recruit M.C. for competitions Obtain PA system Assist in recruiting judges from outside the Section if possible

Security & Logistics CommitteeChairman Advisers

Dalton Barrett509 N Walnut St.Spring Hope, NC [email protected]

David Harper1546 Green RoadSpring Hope, NC [email protected]

James Smith208 King Richard CourtJacksonville, NC [email protected]

Design the check-in procedures for Friday Develop a parking plan for visiting lodges, Saturday visitors, host lodge vehicles Supervise all parking Man front gate with informed people Get parking passes printed for visiting lodges and host lodge vehicles Secure radios and coordinate their use for the weekend Supervise traffic flow Design the check-out procedures for Sunday







Shows CommitteeChairman Advisers

Robert Dail315 North Charlotte StreetWashington, NC [email protected]

Dal Newbold612 East Main StreetWashington, NC [email protected]

Ronnie Spence621 Park AvenueRoanoke Rapids, NC [email protected]

Obtain sound and lighting system Provide Friday and Saturday night shows (Using Footsteps of Our Fathers Theme) Arrange for entertainment for 30-45 minutes prior to show Man the arena at all times Obtain small candles for Saturday night’s show Conduct a meaningful presentation for Founder’s Award Recipients

Health & Safety Committee

Chairman Advisers

Randall Spence621 Park AvenueRoanoke Rapids, NC [email protected]

David Smith1716 Deep River Road High Point, NC [email protected]

Norm Belmore318 Country Club Drive Jacksonville, NC [email protected]

Obtain a medic (EMT) for the weekend Responsible for checking medical forms of all Conclave participants Store medical records properly during the Conclave and return to each Lodge upon

departure Provide first aid teams equipped with radios at Conclave activities (Dance Arbor,

Quest, Ceremony Competition, OAX, etc.) Develop, test, and implement a plan for transportation to the local hospital with backup

transportation available Maintain Health Lodge as First Aid HQ with personnel available around the clock Keep Health Lodge building grounds clean before, during, and after the Conclave Provide a plan for Medivac and secure a landing zone site Assist with Blood Mobile operations








OAX CommitteeChairman Adviser

Seiler Hagan1404 Clifton RdJacksonville, NC [email protected]

Brian Snow103 Sand Run Rd.Havelock, NC [email protected]

Work with Section to facilitate OAX Obtain vendors to exhibit their services and products Provide resources for vendors Organize exhibit site for good flow of traffic Work with the Section Promotions team to promote the event on Conclave website

and throughout the Conclave Solicit door prizes from the vendors

Garbage & Recycling CommitteeChairman Advisers

TBA TBA TBA

Put out garbage cans and recycling containers in campsites, at trading post, arena, OAX, and in all event and program areas

Empty trash cans and recycling containers as needed Obtain containers to utilize as recycling bins for the weekend Secure extra dumpsters for use during the event Arrange for transportation of recycled materials to appropriate county disposal site post-

Conclave Setup site as storage for recycled materials near camp exit Promote recycling throughout the weekend with appropriate signage and in the mealtime

bulletins. Calculate and publicize amount of recycled materials collected



SR-7B CONCLAVE 2010SR-7B CONCLAVE 2010Preliminary Conclave Schedule

Friday - April 16, 201012:00pm Check-in begins Campsites6:00-8:00pm Floating Supper Dining Hall8:15pm Pep Rally Arena8:30pm Opening Show Arena9:45pm New Member Reception Arena10:00pm Council of Chiefs Kennedy Center, Sea

BaseCracker-barrel Campsites

11:00pm Taps

Saturday - April 17, 20106:15am Vigil Breakfast Dining Hall7:00am Vigil Rededication Arena7:00am 1st Breakfast Dining Hall7:45am 2nd Breakfast Dining Hall8:30am Flag Raising Activity Field8:30am Ceremonies Judges Training Iroquois Campsite9:00am OAX Opens Activity Field

Team Dance Competition Dance Arbor9:30am Pre-Ordeal Ceremony Competition Iroquois Campsite9:30am Brotherhood Ceremony Competition Nature Trail

Indian Cultural/Village Exhibit Iroquois Campsite10:00am Individual Dance Registration Dance Arbor11:00am Team Dance & Singing Dance Arbor11:30am-1:30pm Floating Lunch Main Trading Post & TP

Satellites12:00pm VIA Luncheon Kennedy Center, Sea Base12:30pm Regalia Judging Dance Arbor1:00pm Individual Dance Competition Dance Arbor2:00pm OAX Closes2:30pm Quest Events Activity Field4:30pm Candidates Forum & Election Arena

Section Elections Arena5:30pm Council of Chiefs Kennedy Center, Sea Base5:45pm 1st Supper Dining Hall6:30pm 2nd Supper Dining Hall7:15pm Patch Auction Rifle Range Shelter & Tent8:00pm Pep Rally Arena8:15pm Show Arena9:45pm Saturday Night Sundaes Dining Hall Lawn10:00pm Powwow Dance Arbor11:00pm Taps

Sunday – April 18, 20107:00am Lodge Advisers Breakfast Dining Hall7:30am 1st Breakfast Dining Hall8:15am 2nd Breakfast Dining Hall9:00am Inter-Faith Worship Service Arena9:15am Closing Ceremony & Awards Arena


Directions to Camp Boddie(formerly known as Camp Bonner)

From Greenville: Take NC 33 into Chocowinity. Cross the US 17 - NC 33 intersection and travel 1.5 miles to Old Blount's Creek Road. Turn left and go approximately 6 miles and turn left on to Mouth of the Creek Road. Camp Boddie will be 4 miles on your left.

From Raleigh/Wilson: Take US 264 east into Washington. Turn right at the intersection of US 264and US 17. Continue on 17 into the town of Chocowinity. Turn left at the intersection of US 17 and NC 33. Go 1.5 miles and turn left on to Old Blounts Creek Road. Go approximately 6 miles and turn left on to Mouth of the Creek Road. Camp Boddie will be 4 miles on your left.

From Williamston: Take US 17 south to Chocowinity. At the intersection of 17 and NC 33 make a left and go 1.5 miles to Old Blount's Creek Road and turn left. Go approximately 6 miles and turn left on to Mouth of the Creek Road. Camp Boddie will be 4 miles on your left.

From New Bern: Take US 17 north to the intersection of NC 33 in Chocowinity andturn right. Go 1.5 miles to Old Blount's Creek Road and turn left. Go approximately 6 miles and turn left on to Mouth of the Creek Road. Camp Boddie will be 4 miles on your left.

By Boat: Refer to the most current NOAA Chart #11554. The Bonner Scout Reservation waterfront is located at approximately 76* 57' N by 35* 26' 25" W.

NOTE: Persons planning an arriving by boat MUST contact the Sea Base Director at least two weeks in advance of their arrival.

(NEEDS MORE WORK)Add from Raleigh, from Wilmington


SR-7B Conclave 2010 Proposed Budget


Conclave Forms

Delegate Registration Form

Delegate Information:

Name:

Address:

City State & Zip:

Telephone:

Email:

Date of Birth:

Chapter:

Lodge Name:

Ordeal / Brotherhood / Vigil:

Dietary Needs:

Emergency Contact:

Name:

Relationship:

Day Telephone:

Evening Telephone:

Photo release statementI hereby give the Section permission to use any photos in which I appear that are taken at Conclave for use in promoting future events.Signature: Date:

Delegate Medical Form Lodge #_____Form 1

Due Date:

Return to:

Payment:Include check payable to:

Medical form:Bring Conclave Medical Form with you to Conclave.

To be filled out by parent/guardian or adult participant. Please print in ink.Delegate InformationName: Email:

Address:

City State: Zip Code:

Phone: ( ) Date of Birth:

Circle One: Ordeal Brotherhood Vigil

Primary Emergency ContactName: Relationship:

Day Phone: ( ) Evening Phone: ( )

Secondary Emergency ContactName: Relationship:

Day Phone: ( ) Evening Phone: ( )

Medical InformationDo you:____ have any medical restrictions?____ currently take any medications?____ have any dietary restrictions?

Explain:

Health Insurance Company: Policy #:

Have or subject to:__Convulsions __Asthma __ Fainting Spells__Bleeding disorder __Diabetes __ Heart Trouble__Allergy to medication, food, plant, animal, or insect__A condition requires special care, medication or diet__NONE OF THE ABOVE APPLY ___ Other

Explain:

__Any condition now requiring regular medication?

Name of medication:

Last Tetanus toxiod date:I give my permission for full participation in BSA programs, subject to limitations noted herein. In the event of illness or accident in the course of such activity, I request that measures be instituted without delay as the judgment of medical personnel dictates.In case of emergency, I understand every effort will be made to contact me (an adult, my spouse or next of kin). In the event, I cannot be reached, I hereby give my permission to the physician selected by the adult leader in charge to secure proper treatment, including but not limited to hospitalization, anesthesia, surgery, or injections of medications for my child (or for me, if an adult)

Participant Parent or GuardianSignature:

Date:__________

Signature (if participant under 18 years):

Date:__________

Delegate Memorabilia Order FormForm 2

Delegate Information:

Name:

Address:

City State & Zip:

Telephone:

Lodge Name:

Lodge Number:

Chapter:

Item Description Qty Price TotalDelegate Patch (4 inch) $4.00Delegate Patch White Border (4 inch) $4.00Conclave Backpatch (7 inch) $10.00Conclave Chenille Backpatch (7 inch) $20.00Conclave Neckerchief (fully embroidered) $10.00T-shirt (Medium) – 100% cotton $13.00T-shirt (Large) – 100% cotton $13.00T-shirt (X-Large) – 100% cotton $13.00T-shirt (XX-Large) – 100% cotton $15.00T-shirt (XXX-Large) – 100% cotton $17.00Section Backpatch (7 inch) $10.00Section Chenille Backpatch (7 inch) $20.00SR-7B NOAC 2010 Luggage Tag $5.00SR-7B NOAC 2010 T-shirt (Medium) – 100% cotton $13.00SR-7B NOAC 2010 T-shirt (Large) – 100% cotton $13.00SR-7B NOAC 2010 T-shirt (X-Large) – 100% cotton $13.00SR-7B NOAC 2010 T-shirt (2X-Large) – 100% cotton $15.00SR-7B NOAC 2010 T-shirt (3X-Large) – 100% cotton $17.00

TOTAL

Lodge Memorabilia Order Summary Form

Form 3

Due Date:

Return to:

Payment:Include check payable to:

Lodge Information:

Lodge Name:

Council Name:

Council Address:

City, State & Zip:

Council Telephone:

Item Description Qty Price TotalDelegate Patch (4 inch) $4.00Delegate Patch White Border (4 inch) $4.00Conclave Backpatch (7 inch) $10.00Conclave Chenille Backpatch (7 inch) $20.00Conclave Neckerchief (fully embroidered) $10.00T-shirt (Medium) – 100% cotton $13.00T-shirt (Large) – 100% cotton $13.00T-shirt (X-Large) – 100% cotton $13.00T-shirt (XX-Large) – 100% cotton $15.00T-shirt (XXX-Large) – 100% cotton $17.00Section Backpatch (7 inch) $10.00Section Chenille Backpatch (7 inch) $20.00SR-7B NOAC 2010 Luggage Tag $5.00SR-7B NOAC 2010 T-shirt (Medium) – 100% cotton $13.00SR-7B NOAC 2010 T-shirt (Large) – 100% cotton $13.00SR-7B NOAC 2010 T-shirt (X-Large) – 100% cotton $13.00SR-7B NOAC 2010 T-shirt (2X-Large) – 100% cotton $15.00SR-7B NOAC 2010 T-shirt (3X-Large) – 100% cotton $17.00

TOTAL

Guest Registration Form

Form 4

Due Date:January 30, 2010

Return to:East Carolina Council, BSAAttn: Conclave 2010PO Box 1698Kinston, NC 28503

Payment:Include check payable to:BSA

Guest Information:

Name:

Address:

Telephone:

Date of Birth:

Lodge:

Ordeal / Brotherhood / Vigil:

Guest Invited By:

Emergency Contact:

Name:

Relationship:

Day Telephone:

Evening Telephone:

Delegate Substitution Form

Form 5

Due Date:April 1, 2010

Return to:Phil Decker2499 Irvin Dr.Kinston, NC [email protected]

Lodge Information:

Lodge Name:

Council Name:

Council Address:

City State & Zip:

Council Telephone Number:

Substitutions:

Delegate Name:

Replaced by delegate name:

Address:

City, State & Zip

Phone:

Birth Date of

Delegate Name:

Replaced by delegate name:

Address:

City, State & Zip

Phone:

Birth Date of

Physical Arrangements Form

Lodge Name:

Lodge Contact Person:

Form 6

Due date:April 1, 2010

After April 1, 2010Bring to Conclave (registration in campsite)

Return to:East Carolina Council, BSAAttn: Conclave 2010PO Box 1698Kinston, NC 28503

Email:Send emails to:[email protected]

Delegate form: Each substitute delegate must have a delegate registration form and medical form at registration in order to receive a delegate bag and meal wristband.

Physical form:Bring Conclave Medical Form with you to conclave

Due Date:March 1, 2010

Return to:Chris Decker2706 Nash Joyner Rd.Farmville, NC [email protected]

Contact Person Address:

City State & Zip:

Phone Number:

Email:

Special Arrangements:

Please list below any special requests your lodge has for physical facilities.

General Information FormDue: April 1, 2009

Return Completed Form to:East Carolina Council, BSAAttn: Conclave 2010PO Box 1698Kinston, NC 28503

Lodge InformationLodge name: Lodge Number:

Lodge Registration

Form 7

Total Number of Delegates: Total Payment (Delegates x $30):

Founders Award RecipientsName 1:

Name 2:

Name 3:

Name 4:

Request for Handicap Vehicle PassNumber of Passes Requested:Reason for Each Request:1.

2.

3.

Special Dietary NeedsHelp us ensure your delegates are properly attended to during meals. Please provide us with the name of each delegate with special dietary needs and the details herein. Attach additional information as necessary.Name 1: Details:

Name 2: Details:

Name 3: Details:

Request for time at Show

Circle one: Friday Saturday Amount of time requested:

Reason for Request:

Communications Award Entry Form

Lodge Information:

Lodge Name:

Lodge Number:

Council Name:

Form 8

Due Date:January 1, 2010

Return to:Matt Moricle8204 Hunter’s Dr.Greensboro, NC [email protected]

Name of Newsletter:

Website URL:

Lodge Secretary:

Phone Number:

E-mail Address:

__________________________________________________________

Webmaster: ___________________________ Phone Number: _______________

E-mail Address: __________________________________________________________

# of Newsletters Attached: # of Lodge Emails Attached: # of Lodge Post Cards Attached:

# of Other Attached (please describe)

Other Notes to the Section Secretary:

Pre-Ordeal Ceremony Entry FormDue: April 1, 2009

Return Completed Form to:Hunter Day700 Deerhaven LaneThomasville, NC [email protected]


Form 9

Division A or B (circle one) ***

Ceremony Participants Allowat Sakima:

Meteu:

Nutiket:

Kitchkinet:

Judges Provided:Name (Youth):

Phone #: Email:

Name (Adult):

Phone #: Email:

*** The Pre-Ordeal competition will be divided into two groups, Group A division and Group B division. Each Lodge will be allowed only one team in the Group A division. We would hope that this group would be the most experienced ceremonial team from each Lodge. The Group B division will have no limits on the number of teams a Lodge may enter. Awards will be presented to both Groups at the individual and team level. Individuals cannot receive awards in both divisions in the same year.

Brotherhood CeremonyEntry FormDue: April 1, 2009



Form 10

Ceremony Participants Allowat Sakima:

Meteu:

Nutiket:

Kitchkinet:


Phone #: Email:

Name (Adult):

Phone #: Email:

Team Dance Registration FormDue: April 1, 2009



General Information Name of Dance:

Tribe:

Form 11

Please attach a typed history of the above named dance :


Phone #: Email:

Name (Adult):

Phone #: Email:

Team Singing Registration FormDue: April 1, 2009



General Information Style of Singing:

Tribe:

Please attach a typed history of the above songs for this competition:

Form 12


Phone #: Email:

Name (Adult):

Phone #: Email:

Honor Lodge Service Record FormDue: April 17, 2009

Return Completed Form to:Robert OrrPO Box 3158Topsail Beach, NC [email protected]

This Form serves as an overview of all service to council and service to community hours for Honor Lodge requirements. Please provide a description of each project, as well as, the service hours (# of participants x # of hours). For instance, if you had 10 participants that worked for 4 hours you would put down 40 service hours.

Project(s)Service to Council: Hours:

Form 13

Total:Service to Community Hours:

Total:Lodge Chief Signature: Date:

Lodge Adviser Signature: Date:

Staff Adviser Signature: Date:

Order of the Arrow Section Conclave Insurance FormDue: April 16, 2010

Section: Conclave Dates: Location:

Lodge: Council:

This is to certify that our council carries year-round, council-wide sickness and accident insurance that will cover all/some of the conclave participants from this council as shown below.Insurance Co.: Policy #:

Summary of Coverage: (or attach detailed information)

Form 14

Policy Effective Dates: From: To:

Are: Yes No All Adults Covered? ____ ____All Youth Covered? ____ ____

Claims are handled by:

Council Staff Name Phone

NOTE: Claim forms and instructions for the policy described above must be brought to the health office at conclave.Certified by:

Scout Executive (Signature) Date

Lodge Adviser: Bring this form to the conclave and turn in at registration

Conclave Service Lodge: Attach this form to the “Insurance Payment Transmittal” form and forward to the Southern Region Office.

Camping Promotions ExhibitRegistration and Physical Arrangements FormDue: March 1, 2010

General Lodge InformationLodge Name: Lodge Number:

Council Name: Council Phone:

Contact InformationPlease provide the contact information for you council’s Camp Director or staff member who will be coordinating you council’s camping promotions exhibit.Name:

Form 15

Email: Phone:

Address:

City: State: Zip:

DetailsPlease list any special needs you have for physical facilities below:

RETURN COMPLETED FORM TO:Chris Decker2706 Nash Joyner Rd.Farmville, NC [email protected]

Section Leadership DevelopmentConference Registration FormDue: April 1, 2009

Return Completed Form to:Robert Mason377 Hollinswood AvenueWinston-Salem, NC [email protected]


Section Leadership Development Conference Attendees:Name (Youth):

Address: Email:

Name (Youth):

Form 16


Address: Email:

Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Cooking Competition Registration FormDue: April 1, 2009

Return Completed Form to:Nick Ochsner6108 Castlebrooke LaneLinden, NC [email protected]


Cooking Competition Participants:Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Form 17


Name (Adult):

Address: Email:

Name (Adult):

Address: Email:

Note that ingredients for each dish will be provided by the Section to each Lodge team. You are not permitted to use any additional ingredients in constructing your dishes except for spices. Each team is allowed to bring their own spice rack. Participants are required to bring their own cooking pots, pans, utensils, etc. to use in preparing their dishes.

Cub Scout Cross-Over Ceremony Competition FormDue: April 1, 2009

Return Completed Form to:Robert Mason377 Hollinswood AvenueWinston-Salem, NC [email protected]


Cub Scout Cross-Over Ceremony Participants (no minimum – attach additional pages as necessary):Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Form 18


Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Name (Youth):

Address: Email:

Form 19

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