Scout Expo 2018 Buffalo/Dragon s Lair WEBELOS SCOUT LEADER GUIDE 1
CONTENTS Welcome.......... 3 General Information (Location, Date/Time, Cost, and Leadership)... 3 Registration.......... 4 Forms........... 5 Checklist for Check-In........ 5 Parking.......... 5 Trading Post.......... 5 Items to Bring.......... 6 Early Check-Out Procedures / Parent wristband participation... 6 Scout Expo 2018 Dragon s Lair Program Schedule.... 7 Webelos Program Rotations and Stations..... 8 Arena Show.......... 9 Sunday Services......... 9 Meals........... 9 Unit Roster.......... 10 Parent/Guardian Permission........ 11 2
WELCOME The Scout Expo 2018 Dragon s Lair 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 Webelos leaders and Webelos 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 and ran by volunteers like you. Planning an event of this size has taken many hours and the spirit of Scouting will help make this a special event for all who attend. General Information Webelos Location: Beale Air Force Base near Marysville, California. A map will be located on the last page of this leader guide. Your assigned entry gate and updated arrival information will come with your registration confirmation a couple of weeks prior to the event. Please consider that approximately 7000 scouts will create a tent city and each car will need to be checked in at the Wheatland gate. Early is much better than on time. Dates and Times: Arrival: Saturday, October 20, 7:00 8:30 AM Departure: Sunday October 21 by 11 AM after site check off by staff, this is where your patch is awarded. Note that there will be zero activity during the Sunday multi faith service if you are not in attendance show respect for others. It is possible to checkout Saturday, October 20, after the Arena Show (approximately 9:00 PM) from the Dragon s Lair and depart. Cost: Includes t-shirt, patch, Saturday dinner and a grab n go breakfast Youth Registration: $50.00 Adult Registration: $40.00 Staff: Arrival and departure depend on job in area Cost: includes t-shirt and patch Registration: $25.00 Meal Option: $35.00 After August 20, 2018, a fee of $5.00 will apply to all Webelos and Staff Registration 3
Two deep leadership: The Guide to Safe Scouting requires a minimum of two 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. The chartered organization is responsible for ensuring that sufficient leadership is provided for all activities. Each Webelos Scout camping overnight at Dragon s Lair must be accompanied by an adult partner. 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 Registration closes September 4, 2018 at 11:00 PM, to allow security clearance processing by the base of all 7000+ attendees. There are zero exceptions and no day of processing of any attendees or vendors. Units register using selection: Participants Scout Expo 2018 Dragon s Lair. Youth required information: First name, last name, age, t-shirt size Adult required information: First name, last name, email address, phone number, t-shirt size. Base requirements for those 18 and older: date of birth, driver s license or state ID number, state of issuance, and citizenship (foreign nationals require additional information). If you are driving on base you will also need to show proof of insurance. All speed limits are clearly marked, radar is used on base. Beale AFB will conduct security checks on all adults prior to entry. Unit required information: Unit coordinator contact information, unit information, onsite unit leader contact information (cell phone), and number of vehicles parking onsite, departure (Saturday night or Sunday morning). Staff may register using selection: Staff from the GEC website event registration site. Questions: scoutexpo@gec-bsa.org. 4
Forms to Complete before Event Collected at Check In Every attempt will be made to keep dens together, All participants youth and adult, including Staff must present a Consent and Hold Harmless Agreement and Release of Liability Form. These forms will be emailed to the person registering the unit or family at a later date. All youth participants must have a signed parent permission slip (page 10), and a BSA Medical Form to be kept with your unit leader s packet on site. All units from outside Golden Empire Council must file a Tour and Activity Plan with their Council office prior to Scout Expo and bring a copy to the event. Tour and Activity Plans are available at MyScouting.org. Checklist for Beale AFB Gate Check-In Have documents out and ready to present when arriving at access gate. Participants wearing Scout uniforms will make this process easier. Drivers Current vehicle registration, proof of insurance, and 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) Parking Parking will be assigned when arriving on the base. Trading Post Scout Expo 2018 How the West is Fun sweatshirts, hats, flashlights, pens, and souvenirs are available now on line! Check for Online ordering at www.gec-bsa.org, pick up items at the event. The trading post will be at HQ in Dragon Town. The on-site Trading Post will have food, drinks, and some souvenirs. 5
Items to Bring Be prepared! Paperwork outlined above for youth, adults, and units on page 5. Water bottles, canteens, jugs, or containers, already filled. Allow 3 liters/person. Access to water on base is limited, warm/hot weather is likely, and shade is scarce. Sack lunch Saturday lunch is what you pack into Dragon s Lair. Think this process out and see how little waste you can generate with your lunch. Wagon--may be good for hauling water, equipment. As Webelos it also might be good training to wear a light backpack or water hydration pack. Mess Kit in keeping with your transition into Boy Scouts, Dragon s Lair will have ZERO paper products to eat your dinner on Saturday night with. We will practice leave no trace and provide you with a washing station for your own personal: plate, napkin, utensils and cup. Again, Dragon s Lair will not provide you a plate Clothing Scout uniform, rain gear, hat, sun screen, closed toed shoes which are mandatory! Arena Show--flashlight, blankets/pads to sit on and for warmth. NO CHAIRS!! For Overnight Stay Tent, sleeping bag, sleeping pad, ground cloth, lawn chairs (not for arena show), shade structure. We suggest if you are buying your bag or tent for the first time to unpack them at home and practice setting them up. Leave your cardboard packaging at home. Be prepared to pack out ALL you bring to Dragon s Lair. Leave no trace. Early Check-Out Procedures The following procedures apply to all units checking out early: Notify check in team when you arrive that your unit will not be staying overnight. Individuals leaving Expo early must make prior arrangements with the program area leader, Webelos leader, and parent/guardian, including arrangements to meet parents at one of the entry gates with a Scout leader present. 6
Webelos Dragon Lair Program Schedule Saturday October 20, 2018 Dragon Lair 7:30 AM Participant arrival and check-in; Parent wrist band sign-up; Campsite set-up. ZERO CARDBOARD, leave NO TRACE 8:45 AM Opening Ceremony and announcements 12:00 noon Lunch bring bag lunch or purchase from vendors, Trading Post 5:00 PM Evening flags followed by dinner. Wristband 6:15 PM Form-up and WALK to Arena Show stage. 7:30-9:00 PM Arena Show. 10:00 PM Return to camp (Cracker-barrel for adults, closing song) 10:30 PM Lights Out. Sunday October 21, 2018 Dragon Lair 7:00 AM Reveille. Fun Run 7:30 AM Morning flags followed by grab n go breakfast (muffins, juice, and fruit). Wristband 8:00 AM Campsite breakdown/cleanup. Wristband 9:00 AM Worship services denominational and nondenominational 10:00 AM-12 noon Check-out [NOTE: Checkout will cease during Worship Services and Dragon Lair will be respectfully quite] Departure after checkout. PROGRAM ROTATIONS The boys will be divided into two groups, and rotate between the flight line (track A) and Boy Scout Zone, Dragon Town / trading post and the Dragon s Lair program at base camp (track B) Flight Line (track A) (Red Bus Line) Beale Air Force Base, home to the Global Hawk and U-2 spy plane, will have simulators, static displays, and planes from other bases. Special exhibits in a hangar will feature BSA s STEM (Science, Technology, Engineering, and Math) emphasis. Aerojet, RC jet & airplane demonstrations, CHP helicopter and crew, Grunge scooter demo team, Sacramento Valley Live Steamers (trains), Sacramento Republic FC (soccer), Siemens Industry, Rocknasium, NASA Moffett Field round out the activities here at this point. Check the Expo website and Facebook as more events are confirmed. 7
Scout Zone (track B) This area features hands-on activities for Boy Scouts. Disc golf, BMX bike course, archery, cycling, land sailing, and climbing walls are the types of activities found here. Keep checking the Scout Expo website and Facebook for updates for more things to do here this year. Webelos are welcomed at designated sites as Boy Scouts. Boy Scout shooting ranges are not part of the Webelos activities. Dragon Zone and Dragon s Lair Stations (track B) At Dragon s Lair, the stations will be designed around Webelos activates only - Archery/BB guns - California Family Fitness station - Ultimate 9-hole glider course. You build your own glider on-site (STEM) - Trading Post and Dragon Town HQ with activities. Arena Show Webelos, Scouters, and parents will sit on the asphalt / hard pack at the stage center for the entire show. A blanket or ground cloth will be useful to mark and cushion the area. We suggest a gardener kneeling pad. No chairs are allowed at the show, but there will be seating for those with handicaps. The Arena show has videos linked at the GEC Facebook site take a look at all the fun we are going to have! Sunday Morning Fun Run What better way to start the day! Sign up all day Saturday in Dragon Town Sunday Morning Services On Sunday April 21, Scout Expo 2018 Dragon s Lair will host several denominational and non-denominational religious services. Meals Saturday Lunch: Participants should bring their own bag lunch for Saturday or plan to purchase food from the Trading Post or vendors at the flight line. Saturday Dinner: This meal will be a spaghetti dinner with salad and garlic bread. Self-service drinks will be provided in your personal mess kit served at Dragon s Lair site under the main tent. Wash up after dinner Sunday Breakfast: Grab ngo breakfast of muffins, juice, and fruit. 8
Golden Empire Council Boy Scouts of America Scout Expo 2018 Dragon s Lair Unit Roster TO BE COMPLETED BY PACK AND ITEMS **SUBMITTED AT ON SITE CHECK IN Pack District Local Tour Permit On Site Pack Leader: Pack Coordinator: ADULT LEADER ROSTER # Adult s Name Emergency Phone **Consent/Hold Harmless Medical 1 2 3 4 5 6 7 8 9 10 WEBELOS YOUTH ROSTER # Youth Name **Consent/Hold Harmless Parent Permission Medical 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 9
Scout Expo 2018 Dragon s Lair Parent / Guardian Permission-- EVENT 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 this number: (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 Scout Expo 2018 Dragon s Lair 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 Dragon Lair 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