Frequently Asked Questions
Q. What is Roundup? What happens at Roundup? A. Roundup is a Council event, in which troops camp out and have fun with each other in the great outdoors. There are lots of outdoor skills and activities offered as well as time to hang out with your troop. You may participate in crafts, or learn or hone outdoor skills at Saturday morning workshops. Then test those skills in challenge events in the afternoon. Saturday finishes with a fantastic evening festival and campfire. Sunday morning, show off your troop flag in the Parade of Flags, reflect on your weekend, and find the answer to, “Say, who won all those challenge events anyway?” See Schedule, Workshops, and Challenges from the main Roundup webpage for more information.
Q. Who can attend Roundup? A. Roundup is for Cadette, Senior, and Ambassador Troops. Julliettes of same age levels are welcome without a troop as long as they are accompanied by an adult. Participants must be Girl Scouts registered in 2008-2009 to attend. Younger girls are not permitted to attend. Sorry, no Tag-Alongs.
Q. What is the theme for Roundup? & How does it play a part of the weekend? A. The theme for Roundup is World Friendship Tour 2008. You can decorate your campsite area to the theme as well as dress up to reflect the theme. Event challenges will be named and inspired by the theme as well.
Q. May we decorate our campsite area? A. Troops are encouraged to decorate their campsite area. Decorations should be planned and implemented by the girls. Use the theme or develop one of your own, and be creative. Troops should have a front door or entry gate to the campsite. This is a good place to use your troop flag throughout the weekend. All decorations should go home with the troop when packing troop gear. Cardboard or other supplies should not be left by the road for the ranger or volunteer Roundup staff to pick up. Keep this in mind to simplify check-out for your troop on Sunday.
Q. Why should my troop attend Roundup? A. Camping is a lot of fun! Roundup offers an excellent opportunities to learn new skills and challenge yourself. With workshops and challenges in many different fields, there is something for everyone. A lot of volunteers will be on hand to share their skills and knowledge. Some activities are offered that girls might not get the chance to do very often. Deciding who will compete in at least some of the activities prior to arriving is helpful. Prior practice in the camp skill area is not a bad idea, if possible. We hope participants find all of the activities enjoyable and learn in the process.
Q. What is included in the fee? A. An event patch, lunch on Saturday, printing and program supplies are all included in the event fee. All other meals and drinks are the troop’s responsibility.
Q. Must a troop camp trained adult attend with my troop? What if no one in my troop has been to Troop Camp Training? A. Yes! Each troop must be accompanied by either a Troop Camp Trained person, Cabin Camping trained or if tenting, an Advanced Outdoor Skills trained person, or the equivalent. If no one attending from your troop has completed these trainings, you might try to find someone from your service unit that has been and would be able to help, not only at the campout, but also with the planning. Another option is to come in conjunction with another troop.
Q. What if my troop and our sister troop want to camp together or next to each other? A. As long as both troops are tenting and we know ahead of time, fantastic! It becomes a little harder to ensure troops are together if they are staying in cabins. Please indicate on the troop’s Camping Information Form and also when you email or call the volunteer Roundup coordinators. We will be unable to change anyone’s campsites at the event. It is imperative that we know in advance, and the sooner, the better. This is essential if a camping trained person is working with more than one troop.
Q. Where do I find the registration form? A. To register, troops should use the Event Registration Form, which is found on the main Girl Scouts-Western Oklahoma, Inc Council webpage - www.gswestok.org. Please submit your Camping Information Form with Registration as well. It is found on the main Council webpage under Event Registration or the Roundup Website www.gsroundup.info Individual girls should use the Program Individual Registration Form, which is found on the main Girl Scouts-Western Oklahoma, Inc website under Forms. www.gswestok.org. Please detail any special needs of any girl or adult attending.
Q. OK, I filled out the registration form. Now what? A. Please send it to the Council Office (fax 405-528-4475) or mail to: 121 NE 50 , OKC, OK 73105 a copy of the registration form with money, as well as the Camping Information Form. Keep a dated copy for yourself. Upon registration, a confirmation e-mail will be sent to you. If you do not have e-mail, it will be mailed USPS. Roundup Volunteers will contact you at the end of the registration period with your living arrangements. Until then…start working on your skills for the challenges.
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Q. If there is someone in my group with special dietary needs, will there be food at lunch they can eat? A. Those with special dietary needs, including vegetarians, should indicate so on the registration form AND contact the volunteer Roundup coordinators. In most cases, there will be substitute menu items, assuming we know prior to the event. If for some reason, we are unable to accommodate your needs, you will be notified prior to the event. If the troop wishes to cook their own meal at noon for the experience, please let us know of the troop’s plans, prior to the event. Note that the lunch time frame is short. With the exception of Saturday’s lunch, all other food and drink will be the responsibility of the troop.
Q. Do we have to camp/ stay in tents? A. As Roundup is about camping, everyone is encouraged to experience the joys of tent camping. There is a limit to cabin usage and requests will be evaluated for these limited locations. We encourage the outdoor experience and being out under the stars. If your troop has been camping, but does not have tents, try borrowing some from your
service unit or from other campers (Boy Scouts). It is strongly recommended that you practice putting up the tents you will be bringing before you get to camp to make sure all the parts were stored with the tent and you know where they go. It’s no fun to put up a tent you’re unfamiliar with in the dark. Troops who are camp rookies, may request to stay in a cabin (and may receive a cabin, platform tent, or treehouse). We ask that only rookies do this since there are not enough beds for everyone to stay inside and we would like experienced campers to enjoy progressing and being outside. Bonus points will be awarded for Super Troop for troops who camp in pitched tents.
Q. What should I wear at Roundup? A. At all times, everyone should wear a hat or bandana, shirt with sleeves, tennis shoes or boots, and socks. Feel free to dress according to the theme! It’s part of the fun.
Q. What should we bring? A. Troops should bring all the equipment they will need. NO EQUIPMENT is available to borrow once at camp. Bring what you need. Please, be willing to help/share with a neighbor if the need arises and can be done. Please note: The kitchen equipment cannot be borrowed for any reason. These items have been reserved for resident camp use. Please do not ask an event volunteer for items. They have been instructed not to allow items to be borrowed. Thank you for your cooperation. A list of suggested items for the troop is linked to the main Roundup webpage. However, this is only a suggestion. Troops may decide to bring more or less depending on what they plan to cook, and any other activities they have planned. Hairdryers, curling irons, fans, and other electrical devices should be left at home as electricity is limited and not designed to handle such a load. Whether battery powered or electrical, radios, CD players, MP3s, iPod's, etc., are strongly discouraged. Please take this opportunity to enjoy the great outdoors.
Q. How far will we have to carry our gear? A. All troops will park (back in) their vehicles in the common parking lot. Detailed instructions will be given to the leader with her check-in packet. Please bring the completed e-mail check-in sheet and list of girl and adult participants. You will receive a check-in packet and your troop campsite location. ONE 2-axle vehicle per troop will be allowed, road conditions permitting, to leave the common parking lot and go on camp roads, as near to the assigned troop camping location as possible. Only the driver may ride in this vehicle and no troop members may be allowed to “catch a ride” to their campsite. The Camp Speed Limit is 10 mph. Unload quickly and move vehicle to the Designated Parking Area so that vehicles do not become a safety hazard. Please do NOT block driveways while unloading. All other vehicles remain in the parking area, so be prepared to carry your personal gear quite a way. No unofficial vehicles are to be driven around the camp during the event weekend. Remember when packing, that one and only one vehicle may enter camp. How that one vehicle is packed is up to the troop. Once unloaded, this vehicle will park in another location, to be announced. What gear will be put into this ONE vehicle is up to the troop.
Q. What competitions are held at Roundup? A. There are a number of competitions at Roundup. Workshops to learn new skills or improve old ones are held in the morning. Competitions begin after lunch. Skills include fire building, knot tying, first aid, chariot lashing, art, creative writing, and cook-off. There are also lots of fun, surprise challenges. See Schedule and Challenges links on the main Roundup webpage www.gsroundup.info for more information.
Q. Do I have to be competing in a challenge to attend the workshop? Or can I just come to learn, or have fun? A. Anyone may attend any workshop. To see a list of the workshops-visit Event Website-Workshops.
Q. How many participate in each competition? Do we have to do all the competitions? A. The Chart of Challenges indicates how many girls are to participate in each challenge. If it an adult event, the number of adults is also listed. Some challenges intended for 4 girls can be done with less, while other must have the full number. There will be NO borrowing this year- See the Borrow Rule on the Welcome letter. Your troop does not have to compete in all of the challenges. However, the more challenges your troop competes in, the higher your score will be toward Super Troop. Most importantly, this is for fun and to experience new things! _ Q. Where can I get the rules for challenges? A. Rules for challenges will be posted on the event website – www.gsroundup.info. Troops without internet access my request the coordinators mail these to them. Rules for some events, such as the surprise challenges, will not be posted. These, however, will be available at the challenges or may be viewed by contacting the one of Event Coordinators Saturday evening. It is recommended that returning troops review the rules for every challenge in case of changes. _ _
Q. Tell me about the Cook Off Competition? A. Each category in the Cooking Competition requires the troop to use a specific food or group of food as an ingredient. Each troop may enter one or all categories. The entry must be completely prepared during the camp event by the girls. See Challenges from the main Roundup webpage for more information. See Schedule for deadline and location.
Q. What is next year’s theme? A. Next year’s theme is Camp-A-Lot and will be a medieval theme. For rules about the patch competition and design for next year’s event go to the Roundup Website, Challenges, click on patch design – www.gsroundup.org
Q. How much money should we bring for the Trading Post? A. Trading post will be open Friday night and Saturday morning. Items range from approximately $$ to $$$. Cash, check, and cookie dough may be used. We will be auctioning many items used during this weekend on Sunday. Please bring additional money to purchase these items. All money received will go to the Juliette Low World Friendship Fund along with the roll of coins you will be giving to the Gatekeeper when you arrive at the camp’s entrance.
Q. What if my troop does not have a troop flag for the Parade of Flags?
A. Every troop needs to participate in the Parade of Flags. An opportunity to make a flag will be available to your troop Friday night, as a come & go station. If your troop already has a flag and wants to make another one, that is fine. Please bring a pole (dowel rod, broom stick, etc.) for your new flag. It is acceptable to have 2 troop flags in the Parade of Flags ceremony, or you may chose to use only one. Be prepared at check-in to announce how many flags your troop will have in the Parade of Flags.
Q. Can men attend Roundup? A. YES!!! Men are welcomed at Roundup. In addition to those who come with their troop, there will be several men on the volunteer Roundup staff. See the Welcome link on the main Roundup webpage for more information.
Q. What does the troop do with everyone’s medications? What about First Aid? A. Individual’s medications should be maintained within the troop during the Roundup event. The troop leaders should have health records of the girls and adults attending the event on file in the troop’s locked medication storage container. Simple first aid should be administered by the Troop First Aider. However, if further assistance is needed, a nurse will be at the Health Station for additional aid.
Q. What about security? A. All security lights on the outside of cabins (and treehouses), and lodges must remain on during non-daylight hours. Please do not turn them off. The front gate will remain open Friday night until all troops have arrived and will be closed the remainder of the time.
Q. How many adults need to attend with my troop? A. Troops must follow Safety-Wise standards in regard to adult/youth ratio. It states – For events, trips, and group camping, TWO adults to every: 20 Cadette Girl Scouts 24 Senior Girl Scouts 24 Ambassadors Girl Scouts Plus one adult to each additional: 10 Cadette Girl Scouts 12 Senior Girl Scouts 12 Ambassadors Girl Scouts If you are having trouble finding enough adults to attend with your troop, you might see if another troop in your area would want to attend with your troop and help with or share adult supervision.
Q. What is the camp phone number, for our emergency contact person? A. Camp phone number to leave with your at-home emergency contact person: **Camp E-Ko-Wah 580-444-2519 ** Camp Red Rock 580-656-2243 Camp Kate Portwood 580-535-4423
Q. Will my cell phone work at camp? A. Camp has reasonable cell phone signal strength. However, participants are requested to only use cell phones in case of emergencies or camp business. Adults who must keep their cell phone with them are asked to put them on a silent setting, especially during all camp activities. Part of the fun of camp is being able to get away from it all and that’s hard to do if you bring it all with you. Plus, using cell phones can be distracting to others enjoying nature. _ Q. Can I take a shower? A. There are a limited number of showers at camp. However, due to the large number of people at camp and the short time everyone will be there, showers are not recommended. In addition, the large number of people makes a hot shower unlikely. _
Q. Is smoking permitted? A. Smoking is NOT permitted on camp property at any time. You must go outside the main gated area to smoke. This is a strictly enforced camp policy. Please, completely put out all cigarettes so you do not start any fires when you smoke outside the main gate. Please, be especially aware if you must smoke during the late evening hours. We want to protect our girls and our camps. Thank you in advance for your cooperation.
Q. If I’m staying in cabins, can I bring electrical appliances? A. Electrical appliances are to be left at home. Cabins, (treehouses), and latrines are equipped with outlets, but are not designed to handle large loads. Circuits are often tripped at large events such as Roundup. Medical devices that require power will be allowed, but need to be coordinated through the volunteer Roundup coordinators. Please be considerate of others and leave all other electrical devices at home.
Q. There’s no kitchen stove here. How am I supposed to cook this food, anyway? A. Participants may use camp stoves, charcoal, or wood fires, unless a fire ban prohibits, to prepare meals. Open fires are permitted in a firescar, grill, or similar devise only. Firescars are limited and you should plan to share a firescar or grate. If you need a grate and have one please bring it. Troops staying in their own tents need to provide their own grate. Troops using camp stoves will need to provide everything. Remember to be a sister to every Girl Scout, show respect, share, and enjoy meeting new Girl Scouts.
Q. If our troop should run out of ice, can we get more? A. Ice water will be available at various locations during Saturday’s and Sunday’s events. Bring all the ice you need with you. Ice is limited during the event - Please be considerate of all attending. Thank you.
Q. How many Swaps should we bring? A. It is up to you how many Swaps you bring. You can bring just a few or as many as a hundred or more. Generally, however many you bring is how many you should leave with. Participants are reminded to follow proper swap etiquette and to swap with everyone who asks.
Q. When do we check out? A. Check-out begins Sunday at 11 a.m., after the Awards Ceremony. The volunteer Roundup staff are assigned troops in an area. They are there only to make sure your troop leaves nothing behind and the area is cleared of all items for the next visiting event. They will issue the vehicle tags so that the one vehicle may enter the camp grounds for loading troop gear. They will also give you a check-out pass for that one vehicle. Upon receiving this pass, the driver may leave the campsite and proceed to the parking lot and the other vehicles for your journey home. This one vehicle may enter and exit only once to your troop’s campsite.
Q. How often is Roundup held? How many times has it been held? When was the first Roundup? A. Roundup is held once a year in the fall. This year will be the 16 annual Roundup. The first Roundup was held Thursday – Saturday, October 14–16, 1993 at Camp Kate Portwood as Western Roundup. The next two years were also Roundup themes. In 1994, Roundup was changed to Friday – Sunday, and began alternating between Camp E-Ko-Wah and Camp Kate Portwood. In 2007, Roundup was held at Camp Red Rock.
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Q. How do I sign up to be part of the staff? A. We are always on the lookout for quality staff members. Anyone wishing to serve on the volunteer Roundup staff should contact the volunteer Roundup coordinators. Please include “real” name, camp name, phone number(s), service unit, and any specific events or activities you wish to assist with, or “I just want to be involved.” Requests to be on staff for the upcoming event must be submitted no later than the event registration deadline.
If you have any additional questions or for more specific information about Roundup, please do not hesitate to call or e-mail us. Looking forward to seeing you all soon! Volunteer Coordinators, Kim Burks Nicole Baylor-Fritz
aka Picasso kim@ncidoc.com
aka Peanut Nicole.baylor@chk.com
(405) 470-4159