CCJ’07 PACK COMMUNICATION BULLETIN #2
ISSUED JULY 11, 2007
CCJ ’07 is fast approaching and we wanted you to have updated information to assist you in making final preparations with your Pack to arrive at Camp Everton on Sunday, July 29th. Please share this information with all leaders attending and with Parents/ Drivers as required. Read over the attached information carefully, we have made some improvements to our logistics (and some changes from our original communication) that you must be ready for: SUNDAY, JULY 29TH, 2007 – ARRIVAL AND CHECK-IN LEADERS ARRIVAL AT CAMP (prior to balance of Pack arriving) Leaders who are bringing camp gear (tents etc) to camp in utility trailers may arrive between 12:00 noon and before 2:00 pm and drive your trailer directly into the sub camp area for unloading. All trailers and vehicles must be removed to the parking area by 2:30 pm. Please enter through the north parking area if you wish to drive your trailer directly to your campsite. All leaders should be at Camp Everton by 2:30 pm at the latest to be organized and ready to greet youth as they arrive, starting at 3:00 pm. YOUTH ARRIVAL AT CAMP WITH PARENTS OR IN A CAR-POOL (for dropping off or meeting Leaders) Cubs will be accepted any time after 3:00 pm and up until 6:00 pm Kiss’n Ride Area (Passenger Drop Off and Temporary Parking) The parking area for drop offs will be at the south end of the camp. This is not permanent parking but will be designated as a Kiss’n Ride for drop offs and pick ups from camp. All vehicles will be unloaded here with gear then taken up to the Watering Hole (Check In Area). Vehicles remaining at Everton for the week will be re-directed to the North Gate. Parking attendants will be on hand to direct you. Youth who are being dropped off by parents may start arriving at 3:00. They will park in the Kiss’n Ride Area (south lot) and bring all gear up to the Registration/Check-In area. Leaders will gather their packs and when everyone has arrived, the contact leader can proceed to the registration area. Please remember which sub camp you are in (see above) and proceed to the appropriate registration table. Please make arrangements ahead of time to arrive at approximately the same time so that everyone is ready to check in together. Please ensure that parents understand that they can only leave their youth once one of their own leaders has accepted responsibility for them. They cannot just be dropped off in the parking lot. PACK TRAVELLING WITH ALL CUBS TOGETHER If you are traveling together as a Pack (either in a single vehicle or several vehicles together that will be remaining on site for the week), you may arrive any time after 2:30 pm. You will then enter at the North Gate. Please make arrangements with all drivers to meet up prior to arriving at camp for a specific meeting time so that you can plan on arriving together and get checked in all at once.
You will check-in with your Pack as a unit. You will receive your Arrival Package at the registration table which will contain: o Attendance sheet (which will need to be returned to registration after all participants have checked in) o Participant wristbands (personalized) *scissors will be required to cut the unused portion of the wristband off once affixed to each wrist – will not be provided o CCJ Necker o Program Schedule o Instructions for the day All participants on-site at CCJ must wear their wristband at all times. It will first of all identify them as a registered participant with their name, Pack name and subcamp, so we will know who they belong to. Secondly, if they have a special food requirement or medical issue of which staff should be aware of, the wristband will have a symbol indicating this. The wristband will not/can not be removed until after your departure from camp. After checking in, leaders with their Pack, will then proceed to the sub camp area where you will be welcomed by your specific sub camp team. They will direct you to your campsite and you will be able to set up your tents. Once youth have been given over to the care of their registered leaders, parents are free to leave. Please note, CCJ staff can not be responsible for watching youth. We will be extremely busy registering and organizing your arrivals. Please ensure your parents know they cannot drop them and leave. Youth are your responsibility during your week at camp.
WHAT TO BRING AND WHAT NOT TO BRING Please read these points carefully as there have been some important changes from earlier communications. You will need to bring tents for sleeping in, all personal gear (please refer to original packing list included for distribution to youth) a pack first aid kit and a chair or other “sit upon” if you choose. Should any participants in your Pack require them to bring medication which requires refrigerated storage, it will be provided in Wheeler Lodge. Please ensure that the medication is brought to camp with the following specifications: o The medication must be in its original container, stored in a Ziploc bag with the youth’s name clearly marked on it and the sub camp o Prescribed dosage must be clearly indicated o The medication must be listed on the Physical Fitness portion of the Participant Registration Form o It must have been provided by the parent/guardian o The medication will be given to the leader for distribution o Our First Aid MedVents and MedRovers will explain the procedure for medication distribution when it is brought into the First Aid Room for storage. You will not need cooking gear of any kind. This includes stoves, pots, rockets or blaster type stoves, plates, eating utensils or any other food preparation items. Stoves of any kind will not be allowed in the sub camp area. Gas lanterns of any kind are not permitted. This includes propane, kerosene and naptha lanterns. Should you wish a lantern in your site, please bring a battery operated lantern. The youth will also have flashlights for personal use. Lanterns are not required
as you will not be cooking in your campsite. Lighting will be provided at both the sub camp headquarters and Mowgli’s Village. You will not need a tarp shelter or kitchen shelter or any other type of structure. Your campsite will only have room for the tents required for your group to sleep in. You will be sleeping in a “tent style village” in an open field area. There will be no room for tables brought into camp, nor will there be a picnic table at your site. Nobody is permitted to bring food of any kind. All meals, drinks and snacks will be provided to you by the CCJ’07 staff. Food in the sub camp area is strictly prohibited. Participants requiring special dietary requirements need to ensure the registrar has received or does receive this in writing on the physical fitness form as special instructions are forwarded to the food services staff. Remind your sub camp staff of these special requirements to re-confirm they have been accounted for and they will give you appropriate direction for how to obtain these provisions during your week at camp. Food found in the sub camp area will be confiscated. You may bring refillable water jugs. Sub camp staff will have these re-filled on a regular basis for you. Water, juice, coffee tea and snacks will be available at all times in the sub camp headquarters. Your sub camp will also sport a Mowgli’s Village which will provide shelter for youth to get away from the sun, tables to sit at, quiet activities and games and water and juice to drink at all times. The Village is open at all times for you and your youth. Please note that sub camp staff will not be supervising the youth in Mowgli’s Village, they are your responsibility. Please bring a pair of scissors and small pliers for use in some of the program areas.
SATURDAY, AUGUST 4TH, 2007 –INSPECTIONS AND DEPARTURE
Earlier communications did not include departure details as they had not been confirmed. The following procedures will apply. INSPECTIONS On Monday or Tuesday, your sub camp chief will make arrangements with your group for camp inspection prior to departure. Your inspection will be pre-booked for a time on Saturday morning when you think you can have all of your equipment knocked down, packed for travel and gear stowed, etc. Your site must be totally clear of litter so there are no remnants of your groups stay at camp. All equipment and gear should be gathered in one area and ready to move to your vehicle. Once your campsite has been cleared for departure, you will receive a departure permit which will allow your vehicles to leave the permanent parking area and head for home. You must have this permit to leave the parking area. Gear will have to be carried to your parked vehicle as no motorized vehicles will be permitted to drive back in to the sub camp area as there will be youth wandering around camp. Once you have your inspection booked, you will know what time your Pack will be ready to head for home. We suggest having one contact parent at home waiting for your call on Monday/Tuesday. You will need to phone them to advise them of the pick up time. They can then inform all other drivers/parents of your planned departure time and make arrangements to pick up their youth accordingly.
Other Important Points for Camp No Last Minute Substitutions - Please note that for safety and security reasons, we cannot accept last minute substitutions of participants (youth or leaders) at camp. If you have a youth/leader cancel at the last minute and you wish to substitute another participant, you must contact the CCJ’07 Registrar prior to your arrival at camp and ensure all the appropriate forms and paperwork are complete. We cannot process walkins or substitutions at camp. Supervision of Youth is your Responsibility - Your CCJ’07 staff have been working very hard to plan an exciting and fun program while you stay with us at Everton. We hope we have thought of every detail to make it an outstanding week. You have no responsibilities other than to enjoy the time with your youth (no program planning, no cooking, no cleaning, wow – almost like a holiday!). However, you must remember that at all times, supervision of the youth is your responsibility. We do not have the staff to watch what your youth are doing, where they are going, etc. Security – Security will be on-site at all times. During the night while camp is asleep, each sub camp will have a designated emergency contact tent which will be identified by the light outside of the door. Should youth have an issue during the night, they will first contact their own leaders, and then if you require additional help, please come and get your sub camp staff to help deal with the emergency. There will also be security on patrol during the night. Review Kit List with Youth - Please ensure parents take time to review the packing list for camp and it is very important is that they recognize their things and what has been packed for them. Every item we have put on the list it is important, especially a refillable water bottle, hat, sunscreen, bug spray and closed toe shoes. ENSURE ALL ITEMS HAVE THE PARTICIPANTS NAME ON IT.
Questions and Answers Several Pack leaders had questions of which we have reviewed and the answers will be posted on the website under Q&A sometime this week. Packs Travelling from Out-of-Town and by Plane We have already discussed special arrival/departure arrangements with those Packs arriving from out of town or by plane; however, if you are arriving from out of town or traveling together on a bus or coach and have not discussed this with our Registrar, please ensure she is notified as quickly as possible so we can accommodate your needs and make special provisions well in advance. Come prepared to have fun, to take home memories that will never be recreated and to celebrate the Dawn of a New Century of Scouting…. Looking forward to seeing you in a few weeks at Camp Everton! Your CCJ’07 Committee