Encampment Leaders Guide Table of Contents

HEART OF VIRGINIA COUNCIL 100th ANNIVERSARY ENCAMPMENT October 18-20, 2013

LEADER’S GUIDE

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Heart of Virginia Council 100th Anniversary Encampment October 18-20, 2013

To all Heart of Virginia Council Scouts, Scouters, Family and Friends,

Welcome to the 100th Anniversary Encampment!

The Encampment is the Heart of Virginia Council’s biggest camporee since 2007. We are celebrating the 100th Anniversary of the Heart of Virginia Council. Over 5000 Cub Scouts, Webelos, Boy Scouts and Venture Scouts along with family, friends and the Richmond area community will be enjoying the beautiful fall season at the Encampment. We have planned an exciting and fun camping weekend with over 100 different exhibits, displays and activities that will appeal to all scouts. In the evening, everyone will enjoy a spectacular show with great entertainment.

The 100th Anniversary Encampment promises to be a wonderful opportunity for each unit and scout to take part in a truly unique and memorable event, participate in a variety of fun activities and meet other scouts from the Heart of Virginia Council.

Thanks and have a wonderful time at the Encampment!

Brad Nesheim Bob Efird Scout Executive Encampment Chairman

Heart of Virginia Council 100th Anniversary Encampment Leaders Guide Table of Contents

Page

Who, What, Where, When, Why 4

Event Schedule 5

Map 6

Activities 7

Event Information 10

Rules/Regulations/Information 13

Registration 16

Leave No Trace 20

Survey 21

Heart of Virginia Council 100th Anniversary Encampment

WHEN: October 18 - 20, 2013

WHO: Cub Scouts, Webelos, Boy Scouts, Venturers, Explorers, American Heritage Girls, Unit Leaders, family members and the Central Virginia area community. Cub Scouts accompanied by “one parent pal” may camp or be day participants. WHY: For the first time since 2007 all members of the “Heart of Virginia Council,” will gather in the same place at the same time to Celebrate the 100th Anniversary of the Heart of Virginia Council!

WHERE: Richmond International Raceway Complex Parking Lot H

WHAT: The 100th Anniversary Encampment will be the Heart of Virginia Council’s biggest show camporee since 2007. We will celebrate 100 years of the Heart of Virginia Council. The Encampment will have a variety of unique, interactive and fun activities that appeal to everyone. A list of tentative activities is included in this guide. There will also be an Encampment Village with a trading post and many unique and interesting organizations, exhibits and displays. On Saturday evening, participants will enjoy a spectacular, entertaining show at the amphitheater. We need units/individuals to volunteer to staff activity stations. Units may create their own activity station or we can assign a station for you. Please contact Mark Lloyd at [email protected] to sign up for an activity station. Participation cost is $15 ($12 prior to Sept. 1st) per Cub Scout, Webelo, Boy Scout, Venturer, scout leader, parent and family member. The day participant fee is $10. Siblings under age 5 are free. Fees do not include meals but will cover all program materials. All paying participants will receive a 100th Anniversary Encampment patch. T-Shirts and souvenir items for the Encampment will be available at the trading post or online when registering.

HOW: Registration is online at www.scoutingvirginia.org. The 100th Anniversary Encampment is a wonderful opportunity for each unit and scout to take part in a unique event, participate in a variety of fun activities and meet other scouts from the Heart of Virginia Council. Most importantly, the Encampment promises to be a FUN event!

Heart of Virginia Council’s 100th Anniversary Encampment

SCHEDULE

Friday, October 18

8:30 AM – 5:00 Exhibitors Setup 5:30 – 9:00 PM Check in 9:00 Gates Close 9:30 Leaders meeting (Amphitheater) 10:30 Lights Out/Quiet Time

Saturday, October 19

7:00 AM Reveille 7:30-8:30 Breakfast 9:00 Opening Ceremony (Registration Area) 9:15 – 4:30 Program Area Open 4:30 – 6:45 Dinner 6:45 – 7:30 Assemble in amphitheater (no unit flags please) 7:00 - 7:30 Pre-Show 7:30 – 9:00 Spectacular Evening Show 9:00 – 10:30 Troop Cracker Barrels 10:30 PM Lights Out/Quiet Time

Sunday, October 20

7:00 AM Reveille 7:30 – 8:30 Breakfast 9:00 Scouts Own Service & Closing (Amphitheater) 9:30 Check-out

Encampment Map

Show Show

Arena Arena

Seating

Area Arena Arena

Show/Stage

CAMPING AREA CAMPING

Camping Overflow Camping

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Museum Y

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Encampment Headquarters Encampment 3 5 7 8 AA 7 Trading

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Campsite 9

EE Areas Issue Station Issue

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Program CC

Camping Area Camping

Staff Staff

Gate 12

Gate Azalea Ave

Entrance

Food Concession

100th Anniversary Encampment SCOUT WORLD ACTIVITIES (Tentative List)

MIDWAY

Midway features displays, exhibits, booths on various Scout activities and organizations that will be of interest to all scouts.

Adult Leader Training Nawakwa Lodge Alpha Phi Omega NESA American Heritage Girls Northern Tier Canoe Base BSA License Plate OA Scout Museum Buckskin Philmont Coast Guard Scout Memorabilia Florida Sea Base Sky Anchor Friends of Scouting T. Brady Saunders God & Country US Forest Service Historic Trails of Virginia VA Game and Inland Fisheries Information Booth Wood Badge

CUB FUN

Cub Fun features a variety of fun events and stations for Cubs and Webelos Are You Smarter Than a Cub Scout? Ring Toss Arts & Crafts Rocket Launching Balloon Popping Rope Making Bean Bag Toss Scavenger Hunt Cub Adventure Station Sling Shot Range Dodge Ball Sloppy Camp Identification First Aid Challenge Space Derby Flag pole lash/raising Stick Man Frisbee Golf Tandy Leather Knot Relay Race Tent Pitch race Map/Compass Thunder National Paper Airplane Course Ultimate Frisbee Patrol Compass Challenge Water Bottle Rockets Pinewood Derby Watermelon Seed Spitting Realistic First Aid Whittling Chip & Carving

HIGH ADVENTURE SKILLS

High Adventure features a variety of outdoor scout skills.

Are You Tougher Than a Boy Scout? Dutch Oven Cooking Two man cross cut saw GPS Back country first aid Ideal Camp Backcountry Cooking Peavey Log Roll Backpacking basics Pig on a Spit Blacksmithing Totem Pole Carving Buck saw/Draw knife Wilderness Survival Caber Toss

NATIVE AMERICAN VILLAGE

Native American Village is headed up by the award winning Nawakwa OA Dance Team. The Village features several authentic tepees, a dance arbor, dance regalia, crafts and games along with how to actually perform authentic dances.

Native American Crafts Tepee Native American Regalia Tomahawk Throw

COOL STUFF

Cool Stuff features activities/displays from organizations that appeal to all scouts.

Hanover Radio Control Flying Club National Park Service Henrico Fire & Rescue US Army – Ft. Lee Henrico Police VCU Med-Evac Helicopter

TROOP CHALLENGE

Troop Challenge features a variety of events, displays and events that appeal to all scouts.

Catapult Pioneering Exhibit Contest Dodge Ball Pioneering tower Golf Scavenger Hunts Jamestown Jeopardy Throwing Booth Lava Pit & Spider Web Tug of War Ninja Warrior Obstacle World’s Largest Monkey Course Bridge

SPECTACULAR EVENING SHOW

The evening show will take place in the amphitheater starting at 7:30 PM on Saturday.

Please review the following information:

1. No unit flags should be brought to the show. Everyone should bring a water bottle for the evening event. This is a 2-hour event. People might be a bit dehydrated from the day. Bring water. (The pre-show is from 7:00 PM to 7:30 PM and the evening show from 7:30 PM to 9:00 PM.)

2. Especially considering suggestion #1... go to the bathroom before the show. As previously noted, this is a 2-hour event. Yes, there will be port-a-potties in that area, but there will also be thousands of people trying to use them (perhaps as many as 5,000 or more people.) You won't want to have to watch the show from a port-a- pottie line.

3. You might want to bring a light coat to the show for later in the evening. Don't worry about rain coats. We have placed a variance request with the Official Council Rainmaker asking that he not bring the rain to this event.

4. Camp chairs are not allowed at the show for the boys (except for disabilities).

5. Camp chairs are discouraged at the show for adults. Anyone who sits in a chair will need to sit away from his/her unit in the back or along the side. We want all scouts to be able to see the show. Feel free to bring a blanket or pad to sit on, but be aware that you will not be able to take up a large space. (Perhaps share a sleeping pad between a few scouts.)

6. If snacks are brought to the show, all trash should be taken out with the scouts. Leave no trace.

7. Be prepared to yell, laugh, be awed by some terrific talent, and have a memorable time.

EVENT INFORMATION

Trading Post - All sorts of “Scout Stuff” will be available for purchase along with soft drinks and snacks.

Evening Show and Celebration - If you thought you had fun during the day, just wait until you see the evening show! Don’t miss it! Facilities Restroom facilities will be Port-a-potties. Keep track of cell phones and keys so they don’t drop into the potty reservoir. Camping information At Check-In, you will receive the site assigned to your unit for camping. Note: The ground will likely be hard and dry, so driving and retrieving tent stakes may be difficult. Campers are responsible for the following: o Water for drinking, washing, cooking, & cleaning up o All meals o Trash removal from camp. Bring plenty of trash bags. o Campsite cleanup o Camp safety and adherence to BSA policy found in “Guide to Safe Scouting.” Note: a copy of BSA Guide to Safe Scouting can be found at www.scouting.org. Use designated ‘Walkways’ ; do not walk through other unit’s camp sites. Be courteous of their space. Cooking/Meals No meals will be provided. Attendees will be responsible for their own meals. Cooking is to be done on propane stoves. If charcoal is used, please bring an elevated grill and use the self-starting charcoal. Drinks and snacks will be available at the Trading Post. Secure food in storage containers to avoid having furry friends as guests. Campfires Campfires are NOT allowed!

Scouts Own Service

An interfaith Scouts Own service will be held at the amphitheater at 9 AM Sunday morning. This service is conducted because of the importance Scouting places on “a Scout is Reverent” within whatever belief the scout chooses.

First Aid

Three first aid stations will be staffed with licensed medical personnel.

If a member of your unit starts to feel ill, please come to the first aid station to be checked. This is to prevent the spread of any possible infection.

Health Forms

Upon arrival at camp, all units must present completed BSA Parts A and B health forms for each participant. Day visitors will also complete health forms onsite.

Do not bring the original health form with you. Always bring a copy.

Every member of each unit must have a health form with them in order to enter camp.

Patches and T-Shirts

Patches which have been pre-ordered will be distributed as you check in. Patches will also be available for sale at the Trading Post.

T-shirts need to be ordered by 5 PM October 4, 2013. They may be ordered on-line. T-shirts will also be on sale at the Trading Post.

T-shirt pick-up will be at registration. Units are requested to combine their orders and have one representative pick up their order.

When the T-shirts are picked up, please check the sizes and condition of the shirts. There will be no exchanges once you leave the T-shirt area.

Leaving Camp during the Event

If an attendee has to leave camp for any reason, they must sign out at the administration office. Upon returning, they need to sign back in.

Safety requires that administration knows who is present at all times.

WHAT TO BRING

PERSONAL GEAR Flashlight & Extra Batteries Extra Socks Sleeping Bag/Pillow/Cot/Air Mattress Change of Clothes Rain Gear (watch the forecast!) Warm Jacket Light Shoes/Light Hiking Boots Personal Wipes or Towelettes Toiletry items Personal Cup, mess kit, utensils Hat Bug Repellant Sun Screen Towel, Washcloth

CAMPING GEAR Tent Camp Lantern (optional) Tarp/Poles Ground Cloth Stakes/Stake Driver Camp Chairs Rope/Twine Water Cooler Trash Bags First Aid Kit

COOKING GEAR Folding Tables Cleaning Supplies Cooking Utensils Pots/Pans Propane/Coleman Fuel Stove or Charcoal Grill (Self-Starting Charcoal)

RULES / REGULATIONS / INFORMATION

Directions – The Encampment is located at the Richmond International Raceway complex at Parking Lot H. Parking Lot H is off Richmond Henrico Turnpike across from the Azalea Flea Market. We will use Entrance 12.

Off I-295, take Exit 41B (301S / 2S), go 2 miles and take a left at the 4th light (Wilkinson Road), go 2 miles and take a left at the first stoplight (Azalea Avenue), go 100 yards and take an immediate left at the light (Richmond Henrico Turnpike). Entrance 12 is 300 yards on the right.

Check IN – Check in begins Friday night at 5:30 PM. Gates close at 9:00 PM. If you arrive earlier, there will be someone there to check your unit in. Please consolidate gear (offsite) into fewer vehicles or trailer before registration. When you check-in, bring your Medical Forms. Your unit will receive a Check-In packet, which includes your passports, patches and other pieces of information regarding the Encampment. Your unit will be pre-assigned a campsite. We ask that you only drive vehicles with gear to your campsite, unload your gear and then before setting up camp have the drivers take their vehicles to Parking Lot J. Vehicles with scouts/leaders/families only (no gear) will drive directly to Parking Lot J and hike in from there. Do not park in driveways. Pull into campsite and leave driveways open for vehicles. We want to avoid having hundreds of vehicles clogging up the roads. Follow the directions of the Explorers helping Law Enforcement, EMS, or Fire.

Check OUT - Check out on Sunday begins at 9:30 AM after the Scouts Own Service and Closing Ceremony. To avoid having thousands of vehicles drive to campsites at the same time, we ask that you pack up your unit’s gear before going to get your vehicles. Only bring vehicles hauling gear back to the campsite. LEAVE NO TRACE! Trailers or consolidated gear vehicles should go to Parking Lot J (or offsite) to distribute gear into individual vehicles.

Campsites – The camping will be Jamboree style which means close quarters. The campsites will be large enough for your units, but we highly recommend pitching the tents side by side and having two people per tent. If you do this, the campsites will be large enough for your unit.

Gear – Due to the size of the campsites, we recommend you only bring gear that is absolutely necessary, unlike “car camping” trips where we bring everything including the kitchen sink. Also, we will be camping in a huge field which means no shade. We recommend you bring some type of shelter/tarp for shade and rain (hopefully not) protection.

Trailers/Vehicles – Each unit will be allowed to have one trailer in their campsite. Vehicles are not allowed at the campsite and will be parked in Parking Lot J. There is security at the parking lot.

Special Needs Parking - Requests for special parking passes for medical conditions will be made on a case-by-case basis and participants must provide their own transportation. Special passes must be requested in advance and will be issued on the day of the event. Every reasonable effort will be made to accommodate these requests.

Leaders Meeting – There will be a leader’s meeting at the amphitheater at 9:30 PM on Friday to discuss various Encampment rules and procedures.

Quiet – With thousands of scouts camping close together, please instruct your scouts to keep their voices down at night. We recommend 10:30 PM as a time for their scouts to turn in.

Water – Due to limited water supplies, units are urged to bring their own water supply. There will be water available, but please try and bring as much water as possible.

Food Vendors will offer food, light snacks, and drinks.

Ice – There will be an ice truck with 10 and 16 pound bags of ice for sale.

Ice Cream – There will be an ice cream vendor at the Trading Post

Fires - Fires will not be permitted at the Encampment. Charcoal for cooking only is permitted as long as you utilize an above-ground stand.

Day Participants – Registered day participants do need to check in when they arrive on Saturday.

Gateway – We are encouraging all units to build a gateway to their campsite. There will be a best gateway contest, so get creative and display your unit’s spirit at the Encampment.

Flags – Bring your unit’s flag and American Flag to the Encampment for your Gateway!

Uniforms – All scouts and scouters should wear Event T-shirt, field uniforms (Class A), or troop T-shirts throughout event, including the Evening Show and Scouts Own Service.

Prizes – There will be various raffles and contests at the Encampment. The prizes will be given away at the closing ceremony on Sunday morning. You do not have to be present to win your prize.

Trash – The Heart of Virginia Council promotes and practices Leave No Trace. Please pick up all trash, debris, food, charcoal ashes, etc. from your campsite and pack it home. Bring trash bags!

Passport – Each registered scout and scouter will receive a passport. The passport is your ticket to all the stations at Scout World.

Patch Trading – Should be FUN and Fair. Remember a scout is courteous!

Scout World – The program area has been named Scout World and will be open from 9:15 AM – 4:30 PM on Saturday. There will not be an established rotation schedule for each unit and station. If your desired station is crowded, visit another station; we have plenty.

Buddy System/Patrols – We want all scouts to have a Buddy for the weekend for safety reasons. We also prefer that scouts stay in their patrols as they visit the various Encampment activities. Many of the station activities are group oriented, plus the patrol will have a functioning leader.

Pets – Pets are not permitted on any camp property during the duration of this camp event. Service animals will be permitted, but must be reported in advance.

Boundaries - All campers are to stay in the boundaries of the camp. We do not want scouts wandering away from camp.

SAFETY and Weather – Let us all say a prayer for great weather! However, in the case of inclement weather (with the need to seek shelter), we will send participants to the safety of vehicles or an alternate location. Police car audio ‘announcement’ systems will provide instructions.

FUN – The scouts are going to have a great time at the Encampment!

100th Anniversary Encampment

REGISTRATION

Registration is online at the Heart of Virginia website at

www.scoutingvirginia.org or http://www.doubleknot.com/event/1323582

Registration closes October 13, 2013 at 11:59 PM

The cost of the event is $15.00 per person/$12 early bird fee if you register prior to September 1st. Day participant fee is $10. This fee covers admission to all the events and a patch for all attendees. If a sibling is 5 or younger, they attend free.

Units must register together as a group instead of individual registrations. It will speed up the check-in procedure.

Please use the worksheet on the following page as you prepare to register online.

UNIT REGISTRATION WORKSHEET

Heart of Virginia Council 100th Anniversary Encampment October 18-20, 2013 (Registration closes October 13, 2013)

Bring a copy of Doubleknot unit registration confirmation for verification to the event.

Unit # ______Unit Type (circle) Pack, Troop, Crew, Ship, Team Name______(cell) ______Email ______

Number of BSA Registered Adult leaders attending ______

# ______Scouts, Adults, Siblings registration (after Sept 1) x $15.00 = $ ______

# ______Scouts, Adults, Siblings registration (before Sept 1) x $12.00 = $ ______

# ______Day Participants x $10.00 = $ ______

#______Siblings five and under x Free (N/A)

#______Total Attendees Total Registration fees $ ______

[Please BRING YOUR RECEIPT] COMPLETED FORMS:

#______BSA Medical Forms, parts A & B (all attendees & day participants) Attendee or parents have signed all parts of B.

T-Shirt Order (with Doubleknot registration, image is approximate)

[Please BRING YOUR RECEIPT]

Size Blue Green Quantity Fees $ Due

Youth

Medium

Youth Large

Adult Small

Adult Medium

Adult Large

x sub-total $10.00

Adult X-Large

Adult 2X

Adult 3X

x sub-total $12.00 T-Shirt

TOTAL

Notes:

1. T-shirts are OPTIONAL and are ‘in addition’ to the camper’s registration fees 2. Due to printing deadlines, t-shirt orders must be in by October 4, 2013

100th Anniversary Encampment Unit#_____

T- T- Shirt Shirt Youth Names Size Adult Names Size

LEAVE NO TRACE

The Heart of Virginia Council and the Boy Scouts of America promote and practice “Leave No Trace” camping!

Please pick up all trash, debris, food, etc. in your campsite before departing and take it with you!

Heart of Virginia Council’s 100th Anniversary Encampment October 18-20, 2013

SURVEY

The Heart of Virginia Council is very interested in your comments, concerns and suggestions regarding the 100th Anniversary Encampment. We will use the results of the survey to improve future Council and District events.

Please return the survey at Checkout on Sunday or return to the scout office.

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