An outdoor overnight experience for 3rd and 4th grade Scouts!
PLEASE NOTE THESE IMPORTANT DATES
INFORMATIONAL MEETINGS
Monday, March 31, 2008
7-9 PM
Our Lady of Hope School Cafeteria
474 Armory St, Springfield
T-SHIRTS AND EXTRA PATCHES
April 25, 2008
ORDER FORM
UNIT REGISTRATION DEADLINE
MAY 16, 2008
FORMS FOR PRINTING
remember: NO LATE REGISTRATIONS!
FORMS FOR PRINTING | GENERAL INFORMATION
| REGISTRATION & FEES | CHECK IN PROCESS | CHECK OUT PROCESS
| CAMP SITES | UNIT
LEADERSHIP | VISITORS | TRADING
POST |
| ETIQUETTE | DUMPSTERS | UNIT EQUIPMENT | PERSONAL
EQUIPMENT | VEHICLES | HEALTH AND SAFETY | EVENTS
| BATON JUDGING | GATEWAYS
|
LEADER'S
GUIDE for printing | QUESTIONS? E-mail webeloswoods@pvcbsa.org
WEBELOS WOODS GENERAL INFORMATION
The following information should be of interest to the unit and Den Leaders.
Webelos Woods – will be held Friday, May 30 through Sunday, June 1, 2008 at Moses Scout Reservation in Russell, MA.
Registration for this event must be in the Council Office no later then May 16, 2008 at 4:00 p.m. No new or additional registrations will be accepted after the deadline for any reason. All Unit registration forms must be accompanied by the following: a completed Roster with the Scouts and adult partners names, completed medical form for all Scouts and adults, plus payment of the Registration Fees.
Check in for Camp commences at 4:30 pm on Friday and ends at 7:45 on Friday night. The first person arriving at the bottom of the hill, from each Pack at Camp on Friday evening must check in at the Registration Booth. Permission to attend this event is predicated on the Pack’s agreement to remain on the event site from Friday night through the conclusion of the morning ceremonies on Sunday.
Please remember that REGISTRATION and CHECK IN are two separate events.
The Den Leaders are in charge of each attending den throughout the event and all Scouts must be in uniform during the opening and closing ceremonies each day.
Religious observances, in conformance with BSA Policy, will be held at the event site. Times and locations will be provided in your Welcome Kit and at the Leaders meetings.
Adult Leaders, parents and den chiefs are urged not to assist their dens throughout the weekend at the events. Violations of this will disqualify the den for eligibility to receive a score for the event.
Please remember that as in all Scout functions NO ALCOHOLIC BEVERAGES OR CONTROLLED SUBSTANCES are allowed. Any person found with alcoholic beverages or controlled substances will be asked to leave. Anyone found with illegal substances will be reported to the State Police.
The events are designed so that no type of knife is needed. Scouts should leave their knives and Whittling Chip Cards at home. No one is allowed to carry a fixed blade knife on the Scout Reservation. Please leave them home. Kitchen knives for food preparation are permitted.
IF YOU HAVE ANY QUESTIONS THAT ARE NOT COVERED IN THIS HANDBOOK CONTACT THE CHAIRPERSON OF THE EVENT.
Pre-registration of all participants, leaders and parents is required in order to make all the necessary arrangements needed to make this event a success. A registration form is included with this packet. Additional copies may be made or obtained at the Council Service Center.
Webelos Woods is open to all Scouts and their parents who have been Bears (3rd Graders) and first year Webelos (4th Graders) during the current Scout year. The unit’s Den Chief is also welcome. All other Scouts and siblings will not be allowed to attend this event.
The Registration Fee for Webelos Woods is listed on the Registration Form for all Scouts and adults. The fee includes the cost of materials needed for the programs/events, den awards and patches. No refunds will be given.
Deadline for the registration and payment of the registration fees are due no later that 4:00 p.m. on the given date, which is listed on the Registration Form.
Medical forms must be turned in with registration with registration forms. Please be sure all paperwork is correct and up to date. No one will be allowed to attend the event if they have not submitted a medical form to the Council Service Center. Please make duplicate copies and bring them with you.
All Units should plan to arrive between 4:30 p.m. and 7:45 p.m. on Friday night or between 7:00 a.m. and 8:00 a.m. Saturday morning. Check in will take place at the bottom of the hill. The first person arriving for each unit must check in at the registration area with all the unit’s necessary paperwork upon entering the camp. At this time you will be given packet(s) for each den(s) for your unit. Please keep in mind that we split the dens depending on the number of Scouts per unit. So existing dens may or may not be traveling together. How you split them up is up to you. Also be prepared to give check-in Den/Patrol names for your Scouts. Only appropriate Scouting names will be accepted.
No equipment vehicles will be allowed on the field before closing on Sunday morning. Closing ceremonies will be held at 8:00 a.m. at the flagpoles in front of the Nunes Building. All equipment vehicles will be expected to follow the same traffic pattern that applied on Friday night.
The following is the procedure that will be used to check out when the event ends.
The unit must have all of their equipment cleared from the site. The site must have been policed for any trash or other foreign objects that may cause damage to the grass cutting equipment. A member of the Staff will inspect the site. If the site passes inspection the Staff member will radio the check out desk at the Manor House. One representative from the unit can then proceed to the Manor House with the stakes and signs from their campsite. At the Manor House the unit’s representative will trade in the stakes and signs for their unit’s patches and ribbons. The Unit can then leave camp and head for home.
Units must check in at the registration desk upon arrival to be assigned their campsite. A campsite guide will be assigned to assist the unit finding their site. The size of the campsite will be based on the number of paid registrations. Campsite boundaries are not to be moved.
Units should plan on the fact that no campsite will be larger than 75 x 75 feet in size. Large dining canopies that take up your entire campsite will give the units two choices. Either sleep under the canopy and not pitch any tents or place all the tents under the canopy. No campsite will be enlarged or moved to accommodate any unit whose canopy takes up their entire site. Any unit’s canopy deemed too large or that it could cause a safety hazard, will be asked to take it down.
Each unit will be issued two signs one with site number that should be paced on the front edge of the campsite, by your entry way. The other sign, an L, should be placed outside of the unit Leader’s tent. These signs aid out safety and security staff. The signs must be returned at “Check Out” in order for the unit to receive their Patches.
All firewood not burned by the Unit can be taken back home or placed far into woods. No firewood is to be left up on the field or placed in the dumpsters.
Campsite policy is that no holes or drainage ditches are to be dug! Garbage and trash will not be buried but disposed of properly. Paper goods may be burned in the campsites. All other trash is to be bagged and placed in the dumpsters. Units should have an ample supply of plastic trash bags for all trash. All materials brought to the event should be taken home with them. No dumping in the woods. Each campsite will be judged on appearance and safety.
Two-deep leadership, defined by the BSA as two registered leaders or a registered leader and a parent having a child present, is required at all times. An event of this magnitude requires two-deep adult leadership in every unit, twenty-four hours a day, for the entire weekend. If the unit leader cannot remain on the event site for the entire time, arrangements must be made for an assistant to check in with the staff before the unit goes below the two-deep leadership level. Scouts should not be allowed to wander around the event grounds unescorted. (Two-deep leadership/buddy system)
Webelos Woods is a cub camping event and as such will be following the (one on one) rule. Each Scout will have one parent or guardian accompanying them during this event.
Den Leadership: Den Leaders will be expected to perform their leadership functions during Webelos Woods activity events and in their campsites. Dens should plan on working together as a team.
Due to the large number
of participants that are expected, it is necessary to limit the event to
the Scouts and their parents or guardians that are registered for this event.
Siblings and non-participating parents will not be allowed into camp.
Vehicles with the proper parking passes will be allowed up to the camping
area. All other registered vehicles will be directed to the parking
areas and participants will have to walk from there.
Any event of major size like Webelos Woods has a Trading Post where Scouts, Scouters and adults can secure refreshments, snacks, souvenirs and other miscellaneous items. The Webelos Woods Trading Post will be open during the weekend. The Trading Post hours of operation will be included in the “Welcome Kit” that each unit will receive at “Check In.”
Tee shirts, hats and extra patches will be available on a pre-order/pre-paid basis. An order form has been included with this guide. Each unit should only submit one order form per unit. Tee shirts and hats will be distributed to the unit leaders when they “Check In” on Friday night. All patches will be issued at “Check Out” on Sunday morning.
Scouts should not be sent to the sani-cans, dumpsters or to get water without adult supervision. There will be “No Fly Zone” in effect for the event. Balls, frisbees and other throwing devices should be left home. Any of the above mentioned items found at the event will be collected and returned at the end of the weekend.
All Units must observe the lights out quiet time of 10 p.m. to 6:00 a.m. Please respect your neighbors in the campsite next to yours. We encourage campfire fellowship. Adults may stay up as late as they want to enjoy their campfire. We only ask that you be considerate of your neighbors and keep the noise level low. Never leave your campfire unattended!!
Please do not enter another campsite unless you have asked permission to do so first. Treat each campsite as you would treat another person’s home.
All buildings are off limits. Stay out of them except for emergency situations.
When breaking for preparation
for departure we request that you take any excess firewood home with you.
Please do not leave any wood on the field. Should you decide that
you do not wish to bring your natural materials from your archway (i.e. long
poles) home with you, please deposit them in the woods at the rear of the
field where they will not be in the way of the grass cutting equipment.
Dumpsters are expensive!!!!
In an effort to keep
registration costs down we ask you to observe the following:
*Items not
to be placed into the dumpster:
Some events have a rule of “You pack it in, you pack it out!” Please do not force us to go to this rule as well.
UNIT EQUIPMENT
Click here for a generic list (printer
friendly Adobe)
Each Unit will be responsible for their own equipment. Campsites will be sized according to the number of persons registered for the event. Please plan accordingly when selecting tents and dining flies to bring to the event. The best-sized tent for an event of this type is one that has a “footprint” of less then 10’ by 10’. Leave the cabin tents at home unless you are going to fill them to capacity.
TRAILERS: Some
units have available to them trailers that carry their equipment or are
outfitted for various functions. These trailers cannot be kept in
the unit campsite. A special area will be provided to store the unit’s
trailer during the event.
NO TRAILERS WITH
SLEEPING ACCOMMODATIONS, RVS, CAMPERS OR POPUPS ARE ALLOWED AT THE
EVENT.
ONLY EQUIPMENT TRAILERS
ARE ALLOWED AT THE EVENT.
Parking spaces are extremely limited and with the number of participants expected, it will be necessary for us to limit the number of vehicles allowed in camp. Each unit will be issued a specific number of parking passes based on the number of participants registered. Only vehicles that have a parking pass will be allowed to remain in cap. Carpooling by each unit will be necessary.
Each unit will receive two Equipment Passes that will allow the vehicle to proceed to the actual event campsite. These passes should be issued to the vehicles designated to haul gear from the parking areas to the campsites. Passenger passes will also be issued. Vehicles with a Passenger Pass will be directed to the parking areas. Police Explorers will be on duty to assist you with parking. All vehicles must display these passes on the dashboard.
REMEMBER THAT DURING WEBELOS WOODS THE SPEED LIMIT IN CAMP IS 5 MPH OR LESS. NO PASSENGERS MAY RIDE IN THE BACK OF ANY OPEN TRUCK OR TRAILER. ALL PASSENGERS MUST WEAR SEATBELTS.
Vehicle owners are urged not to leave vehicles unlocked or windows open. We suggest that owners leave valuables such as cb radios, tape decks and cd players, etc. locked out of sight. Security patrols will periodically check the parking areas, but the staff will not be responsible for any missing items.
Security: The Webelos Woods Staff, Police Explorers and assigned Scouters will provide limited security in and around camp.
Restricted Areas: The Health and Safety Staff have designated areas that are “OFF LIMITS AT ALL TIMES”. These areas will be clearly marked and are considered dangerous areas to enter. To avoid embarrassment and a spoiled weekend please avoid these areas. (Red or orange flags will be used.)
The waterfront and the lake are off limits for the entire weekend. There will be no swimming, wading, boating or fishing (or any other water activities) during this event.
Liquid fuels, liquid propane gas and butane may not be used by Cub Scouts. Please see the BSA Guidelines on the use of Chemical Fuels included in copy of this guide mailed to Committee Chairs and Cubmasters.
Ground fires are not permitted. Open fires are only allowed in approved freestanding containers, such as half barrels, washing machine tubs, etc. All such devices must be raised at least 12” above the ground cover and adequate water must be available to put out the fire. Charcoal may be used, however hot coals, lighted or smoking materials are not to be discarded into trash bags or dumpsters. Do not use candles, gas or liquid fuel lanterns inside of or near tents. Do not discard smoking materials near tents, grassy areas or in the woods. Insure that all lighted materials are completely out before disposing them.
Fire Protection – Every unit and den should have fire protection items in their immediate area to douse any fires that might occur. Any and all fires should be reported to the Safety Staff. We recommend that you keep a B/C dry chemical fire extinguisher in your cooking area.
Fireworks and Firearms – are not permitted on the Reservation at any time.
Trash and Garbage - Campsites must be kept free of trash and garbage at all times. Garbage is to be contained in plastic bags and disposed of in the containers provided (dumpsters). Each unit is responsible to see that their campsite is clean before they may leave on Sunday. To conserve space in the dumpsters all paper goods should be safely burned in your campsites. Please remember that the empty #10 cans used for fire buckets in the campsites will go home with you at the end of the weekend and not in the dumpsters.
Injuries and Treatment of Injuries – All injuries MUST be reported to the Health and Safety Headquarters (First Aid at the Nunes Building). Only those designated Health and Safety staff will be responsible for the treatment and transportation of injured persons within or from the encampment area. Person, other then those requiring assistance are not authorized to enter the First Aid Area.
Footwear – NO BAREFEET – Footwear must be worn at all times. Open toed shoes, sandals, aqua socks/shoes are not acceptable footwear.
The events have been designed for teams of six to eight boys. Our staff will attempt to make sure that all of the Scouts have a chance to participate in each event. Larger groups will be split into multiple teams with a smaller amount of boys on each. If a team of eight or more remains, only eight of the boys will be allowed to enjoy the activity. Teams smaller than six may want to join with another group to bring themselves up to full strength or they can have their Scouts take multiple turns to equal up to eight Scouts.
Things that you are required to bring the events:
Webelos Woods will be a panorama of color, flags, signs, gateways and den flags etc. Your Unit can add to this panorama with their own unit gateway. Your gateway should show who you are, where you are from and things that tell others something about what your unit is all about.
Anything goes as long as it is in good taste and within the limits set forth here. The gateway must be constructed of natural materials. (wood, rope, cloth and paint). The gateway must be judged to be age appropriate. Some adult involvement is expected, but the boys should have done 95% of the work. Although your gateway need not be a walk-through, it must be at least 8 feet wide and no taller then 12 feet, to allow plenty of room for safe passage. No sharp protrusions are allowed. Gateways must be free standing and supported by braces and anchored securely. Brace the gateway from the inside of your campsite only. Nothing should protrude beyond your boundary. NO HOLES ARE TO BE DUG! ANY GATEWAY WITH HOLES WILL BE AUTOMATICALLY DISQUALIFIED.
You may use stakes to anchor your boundaries and gateways. These stakes should be less than 1 ½ in diameter.
Your gateway should be setup at the campsite by 9 am on Saturday if it is to be in the Gateway Competition. The top three gateways selected by all units will receive special recognition.
The forms sent to unit leaders are provided here as links to printer friendly versions (Adobe PDF files).
YOUTH HEALTH
FORM
ADULT HEALTH
FORM
PERSONAL EQUIPMENT
LIST
PACK REGISTRATION
FORM: SUBMIT ONLY ONE PER PACK
MERCHANDISE (T-SHIRTS,
HATS, ADD'L PATCHES) ORDER FORM
© 2002, 2008 Pioneer Valley Council Inc, BSA