How the West is Fun Scout Expo 2018

Transcription

1 How the West is Fun Scout Expo 2018 BOY SCOUT LEADER GUIDE 1

2 CONTENTS Welcome General Information (Location, Date/Time, Cost, Leadership)... 1 Forms to bring Sub-Camp Assignments Checklist for Check-in Arrival and Parking Water Fires Food Trading Post Items to Bring Items Not Allowed Uniform Early and Regular Check-out Procedures Program Schedule /6 Mobilization and Arena Show Sunday Morning Services Unit Roster Parent/Guardian Permission Updated September 23,

3 WELCOME The How the West is Fun planning committee has been working hard to create a unique event for the Scouts of the Golden Empire Council and our invited neighbors in other surrounding Councils. Information in this guide will help Scouts and Scouters in your unit have a successful experience at this event. The Air Force has very specific requirements to ensure the security and safety of the property and the participants in the program, starting with extra attention to entry procedures. Remember that this event was planned and organized by volunteers like you. Planning an event of this size has taken many hours and keeping the spirit of Scouting will help make this a special event for all who attend. General Information Boy Scouts, Venturers, Explorers Location: Beale Air Force Base near Marysville, California. A map will be enclosed. Your assigned entry gate and updated arrival information will come with your registration confirmation a couple of weeks prior to the event. Dates and Times: Arrival: Friday, October 19, 2018, 3 to 9 PM. Departure: Sunday, October 21 by noon OR Saturday, October 20, 2018 after Arena Show (approximately 9:30 PM). Cost: $40 scout/adult, includes t-shirt, patch, and Friday evening, Saturday, and Sunday events. After August 20, 2018 a fee of $5.00 will apply to all Boy Scouts Registrants. Two deep leadership: The Guide to Safe Scouting requires a minimum of 2 adult leaders with each unit during any activity. One adult must be registered and over 21 years old; the second must be 18 years or older. Important Note: Everyone attending Expo is expected to act in a respectful, Scoutlike manner toward volunteer staff and base authorities. Failing to do so may be cause for expulsion from the event. Registration Online only - No on Site Registration Questions: scoutexpo@gec-bsa.org 3

4 Forms to Complete before Event and Collected at Check-in All units will be asked to present a final unit roster of participants (p. 9) All participants youth and adult, including Staff must present a Consent and Hold Harmless Agreement and Release of Liability Form. These forms will be posted to the Scout Expo Leaders Information website. All youth participants must have a signed parent permission slip (p. 10). Boy Scout Sub-Camp Assignments How the West is Won All Scout troops are assigned campsite in a sub-camp depending on their district of residence: Abilene Dodge City Tombstone Northern Rivers Amador Pioneer Express Ranchero West Soaring Eagle El Dorado Buttes Area Trailblazer Discovery Gold Country Capital City Yolo Out of Council LDS Encampment All Venturers - Yuma All Webelos Buffalo/Dragon s Lair Each sub-camp has a headquarters area staffed from Friday afternoon through Sunday noon. Headquarters will have First Aid station, lost and found and Expo communication services. Sub-camps will hold a cracker-barrel Friday evening at their headquarters tent, for 1 adult leader and the SPL from each troop. Agenda: Disseminate information for the weekend s events and answer questions. Each sub-camp will have a gateway competition with first, second, and third place awards. Interested troops should build a gateway to the entrance of their encampment. Judging will occur Saturday afternoon, and awards will be presented during the arena show. 4

5 Checklist for Check-In Have documents out and ready to present when arriving at gate. Participants wearing Scout uniforms will make this process easier. Drivers Current vehicle registration, proof of insurance, driver s license Adults state identification card or driver s license, carried at all times Youth signed parent permission form given to unit leader Each participant Consent/Hold Harmless/Release of Liability and Medical forms Each unit local tour plan, unit roster (including youth and adults) Arrival and Parking Upon arrival in Dragon Town, the unit will drop equipment at the assigned area and immediately move vehicles to the assigned parking area. Each unit will send a leader to the sub-camp headquarters tent to register and pick up t-shirts. Subcamp staff will escort unit leader to assigned camp site. Units will camp within the marked boundaries of their sites. Troops are encouraged to bring trailers or vehicles with gear to Beale as early as 1 PM through the Wheatland Gate, Friday afternoon, since base security will inspect each one thoroughly. This will help speed up arrival for passenger-only vehicles later in the day. Cooperate with Beale Air Force Base Security, Military Police, and Scout Expo volunteers while moving around the base. Safety is the highest priority during the event. Vehicles may only park in designated areas and should not be moved again until departure. Only pre-approved vehicles may be driven in the immediate program areas. Water Each unit is expected to bring sufficient water for drinking, cooking, and cleaning a minimum of one gallon/person/day is recommended. Designated water supply areas are very limited and may be a distance from the sub-camp. Bringing large containers to carry water and wagons or hand trucks to transport them is recommended. Fires The Air Force and How the West is Fun request no open fires, use of propane stoves are with Air Force permission. Need 10 LB. A, B, C fire extinguisher. 5

6 Food Vendors with burgers, hot dogs, snacks will be stationed at the flight line and Dragon town. Snack foods will be available at the Trading Posts in Dragon Town and flight line. On-line Trading Post Scout Expo 2018 How the West is Fun sweatshirts, hats, flashlights, pens, and souvenirs will be available on line Online ordering will be open until October 6, at you can pick up items at the event or at the Council office after the event. Trading Post & Scout Shop At Scout Expo there will be Trading Posts in Dragon Town and at the Flight Line each stocked with Expo items, snacks, hot dogs & Drinks. The Golden Empire Council will have a Scout Shop where you can purchase most of the same items you would be able to purchase in our Scout office. All Expo registration includes an How the West is Fun Scout Expo patch and t-shirt. Items to Bring Paperwork outlined above for youth, adults, and units. Water bottles, canteens, jugs, containers, already filled. Allow 1 gallon/person/day. Access to water on base is limited, warm/hot weather is likely, and shade is scarce. Personal items Scout uniform, warm jacket, rain gear, hat, extra clothes, hygiene kit, sunscreen, hiking/walking shoes, sunglasses, flashlight/lantern (battery or propane only), camera, spending money for Trading Post and vendors. Arena Show flashlight/lantern, blankets to sit on and for warmth. NO CHAIRS!! Wagon, cart--may be good for hauling water, equipment. For Camping U.S. and troop flags on marching poles, food for all meals, patrol boxes, eating utensils, tent, sleeping bag, ground cloth, lawn chairs (not for arena show), shade structure/dining fly and patrol flag. 6

7 Items Not Allowed Do not bring electronic games, weapons, pets, tobacco, sheath knives, ammunition, alcohol, drugs, radios, unregistered participants, valuable items, and electronic music devices (MP3 player, ipod). Uniform The How the West is Fun staff encourages Scouts and Scouters to wear their Expo T- shirt on Saturday. We ask that all participants wear the 2018 Expo t-shirt to the arena show. Wear your uniform to Scout s Own on Sunday AM Early and Regular Check-out Procedures These procedures apply to all units checking out early (including Saturday night): Individuals leaving Expo early must make prior arrangements with the program area leader, unit leader, and parent/guardian, including arrangements to meet parents at one of the entry gates with a Scout leader present. When checking out, units send a leader to the sub-camp headquarters. Subcamp staff will check the unit s campsite to ensure that Leave No Trace conditions have been met. Once campsite conditions are approved, sub-camp staff will issue Scout Expo patches to the unit leader. Scout Program Schedule Friday, October 19, :00 PM-8:00 PM Check-in for Scouts, Venturers, Varsity, Explorers in sub-camps 10:30-11:00 PM Cracker-barrel for unit leader and SPL in sub-camps 11:00 PM Taps, lights out, quiet until reveille. Scouts remain in sub-camps. Saturday, October 20, :00 AM Reveille 7:00-8:00 AM Breakfast preparation and clean up in sub-camp areas 8:30 AM Flags, opening ceremony Scouts, Venturers at Arena Stage 9:00-Noon Action Alley, Community Showcase, Flight Line, Ranges open Noon-1:00 PM Lunch preparation/cleanup or purchase food from vendors 1:00-5:30 PM Action Alley, Community Showcase, Flight Line, Ranges open 5:30-7:00 PM Dinner preparation/cleanup/free time 7:15-7:30 PM Closing flags ceremony in each sub-camp 8:00-10:00 PM Arena Show 7

8 10:00 PM Return to sub-camp 10:30 PM Early Check out 11:00 PM Taps, lights out, quiet until reveille. Sunday, October 31, :45 AM Check-in for 5K run 7:00-7:30 AM 5 K Run 7:00 AM Reveille 7:00-8:30 AM Breakfast preparation and clean-up in sub-camp areas 9:00 AM Worship services denominational and non-denominational 11:30 AM Strike camp/campsite inspections/check-out after inspection Program Areas Extreme Zone, Community Showcase/Conservation Trail Merit Badge Midway, Field Sports & Flight Line Arena Show A blanket or ground cloth will be useful to cushion your area. No chairs are allowed at the show, but there will be seating for those with handicaps. Performances that excite and inspire will be featured on the flight line stage. The Arena show featuring Roger Crawford, Dave the Horn Guy and others. Sunday Morning Services On Sunday October 21, or Saturday, October 20, we will host several denominational and non-denominational religious services. SEE YOU AT How the West is Fun! 8

9 Golden Empire Council Boy Scouts of America How the West is Fun Unit Roster TO BE COMPLETED BY UNIT LEADER AND ITEMS **SUBMITTED AT ON SITE CHECK-IN Pack/Troop/Crew # District Local Tour Permit On Site Leader: Scoutmaster: ADULT LEADER ROSTER # Adult s Name Emergency Phone **Consent/Hold Harmless Medical SCOUT - YOUTH ROSTER # Youth Name **Consent/Hold Harmless Parent Permission Medical

10 How the West is Fun Parent / Guardian Permission (To be kept with Unit) Scouts will be leaving on: Scouts will be leaving from: Scouts will be returning on: Scouts will be returning to: The bottom portion of this form must be signed and returned by the deadline shown below for your scout to attend this function. This reservation obligates you for the cost of the trip whether or not your scout participates. In case you must contact your scout during this trip, EMERGENCY ONLY, please call: (FOR THE PARENT OR GUARDIAN TO TEAR OFF AND KEEP) - PERMISSION SLIP - (I) (We) hereby give my permission for to go on a trip to: participate in How the West is Fun at Beale Air Force Base. We will leave at:, time:. (I) (We) will drive: YES, NO, Number of seat belts:. - MEDICAL CONSENT/PHOTO USE/ISSUANCE OF FIREARMS - (I) (We), the undersigned, parent/guardian of, a minor, do hereby authorize the TROOP ADULT LEADERSHIP as agent(s) for the undersigned to consent to any x-ray, examination, anesthetic, medical or surgical diagnosis or treatment and hospital care which is deemed advisable by and is to be rendered under the general or special supervision of any physician and surgeon licensed under the provisions of the Medical Practice Act on the medical staff of any hospital, whether such diagnosis or treatment is rendered at the office of said physician or at said hospital. It is understood that this authorization is given in advance of any specific diagnosis or treatment or hospital care being required but is given to provide authority and power on the part of our aforesaid agent(s) to give specific consent to any and all such diagnosis treatment or hospital care which aforementioned physician in the exercise of his/her best judgment may deem advisable. This authorization is given in pursuant to the provisions of Section 25.8 of the Civil Code of California. Authorization shall remain effective until October 21, 2018 unless sooner revoked. (I) (We) hereby authorize any hospital which has provided treatment to the above named minor pursuant to the provisions of Section 25.8 of the Civil Code of California to surrender physical custody of such minor to (my) (our) above named agent(s) upon the completion of treatment. This authorization is given pursuant to Section 1283 of the Health and Safety Code of California. (I) (We) understand that photos and/or videos may be taken during 2018 Scout Expo. I authorize the Golden Empire Council and the Boy Scouts of America to use photographs or videos of my child for promotional materials. (I) (We) consent that the range instructor of the Golden Empire Council may furnish a BSA firearm/archery equipment to the below minor for the purpose of instruction in the safe handling and shooting of firearms/archery and related activities. Yes, my permission is granted for shooting sports No I do not give permission for shooting sports The above-named minor has an allergic reaction to: The above-named minor is taking medication for: Return Form Deadline Signature of Parent/Guardian and Date Insurance Policy No. or Military ID Card No. Emergency Telephone Number 10