Registration

Registration is typically completed by the den leader or unit leader. The registration fee is $20 per Webelos Scout. The fee for fifth grade Webelos who are also participating in the Arrow of Light ceremony is $30. The fee for parents and leaders is $5.00. This is a Webelos Scout event. Siblings are permitted to attend as non-participants; however, there is no program for siblings. Family members and friends are invited to attend the Arrow of Light ceremonies on Saturday evening.

Registration opens in November

Check-in and Check-out

The designated pack or troop leader (or individual registrant) will check-in at Safari Room in the administration building (approximately one mile past the main gate on the left). Registration lines can be long, so please be patient. Please have two binders of the following mandatory paperwork in order, as noted below, and in alphabetical order by the registrant. Registration staff will keep one binder and the other binder is to be kept in your campsite for inspection.

• Copy of Doubleknot reservation confirmation (email receipt)
• Copy of Youth Protection Training (YPT) certificates for each adult (taken within the last two years)
• Copy of Hazardous Weather Training certificate for one adult per unit or individual registration (taken within the last two years at my.scouting.org)
• BSA Health and Medical Record (Part A&B, copy of front and back of insurance card) for every attendee

Policies and Procedures

Every adult attending must be familiar with the information the information on this page, Bovay Scout Ranch policies and procedures, and the Guide to Safe Scouting.

Tentative Schedule

Equipment 

Lanterns and Stoves 

Propane-fueled lanterns and stoves may be used under adult supervision. Liquid fueled equipment using fuels such as Coleman fuel, kerosene, or white gas are prohibited. There should never be any open flames in a tent. Tent light should be provided where necessary by flashlight or battery powered lanterns.

Fire Protection 

Each den will provide its own fire protection. One five-gallon bucket will be provided per campsite. It is recommended to bring your own fire extinguisher or supplies to put out a fire.

Water 

Bovay Scout Ranch has a readily available water supply. Each den should provide containers (with lids recommended) for transporting and containing water. Remember, each den will need water for the fire cans. Each Webelos Scout and adult should bring a personal water bottle, canteen, metal cup, etc. for use during the program sessions.

Clothing

All Webelos Scouts and leaders should bring their field uniform (Scout uniform). Webelos Scout can wear either the khaki or dark blue shirt. Wearing a Scout uniform while traveling to and from Webelos Woods and on Saturday night for the campfire and Arrow of Light ceremonies are encouraged. During the Saturday activities, the field uniform (Scout t-shirt) may be worn.

Be fully prepared for the weather conditions typical for this time of the year. It will rain, shine, be sunny, and cold all in the same weekend. Please bring enough clothing to be as comfortable as possible.

Closed toed shoes (e.g., tennis shoes) are highly recommended for all Scouting events. Outdoor venues can have snakes and sticks that can injure toes. 

Insects and Poisonous Plants

As always, be prepared to defend yourselves against mosquitoes, chiggers, and ticks. Be prepared to treat fire ant bites and poison ivy.

Rules and Regulations 

Membership

Scouts must be registered members of a Webelos den and meet the requirements of Webelos den membership as established by the Boy Scouts of America.

Wristbands

All Webelos Scouts will be issued wristbands. All fifth grade Webelos Scouts participating in the Arrow of Light ceremony will be issued a secondary wristband which identifies which ceremony they will be participating in. These wristbands are to be worn at all times. Webelos Scouts without wristbands will not be allowed to participate in any events until their registration can be verified and wristband issued. If their registration cannot be verified they will be asked to leave. All siblings will be issued non-participant wristbands.

Parking 

There is to be no parking or driving on the grass! There are no exceptions to this rule. If your vehicle is found on the grass, The camp ranger may have it towed, at your expense, and if you are witnessed driving on the grass you may be asked to leave.

Every vehicle will receive a parking pass which must be filled out and placed visibly on the dash of the vehicle. Any vehicle found without a parking pass may be towed at the owner’s expense.

Scouts and other volunteers will be assisting with parking. Please follow their directions and be patient with the volunteers. There is limited parking in front of the campsites and there maybe multiple units and dens in the assigned campsite. Spots are first-come, first-serve. In the event there are no spots at your campsite:

• Do not park in another campsites parking spot. Unload your vehicle and park it in the overflow lot which is in front of the administration building and dining hall.
• If your family is arriving in multiple vehicles, please only take one space and park the secondary vehicles in the overflow lot.
• Pack trailers need to be unloaded and parked in the overflow lot. Please leave contact information on the trailer.

Please be courteous and park correctly.

Guests attending the crossover ceremony on Saturday night will receive a parking pass when they check-In. This pass must be placed on the dash. All guest must park in the overflow Lot. Any guest requiring special parking assistance must inform the registration staff at check-In. Every effort will be made to find a parking spot at one of the ceremony locations. In the event there are no spaces available, we will find a way to shuttle these guest to the ceremonies.

It is against BSA policy for anyone to ride in the back of an open top pickup truck or in a trailer. There is to be no transporting of people in the back of pickups or in trailers. While driving on camp roads care must be taken to avoid pedestrians.

No RVs, ATVs are allowed. Bicycles may be ridden around camp on roadways and gravel paths. Do not ride on sidewalks or on the Scout Plaza. Helmets must be worn at all times by youth and adults riding bicycles around camp.

Campsites

1. Final campsite locations will be assigned after registration closes. Each pack should coordinate among members to get their dens into camp efficiently. Packs and dens are not permitted to camp with the troops
2. Packs will be assigned to the same campsites. Multiple dens within a pack must agree amongst themselves how to share the available space. Den number or name should identify each den area where possible. Each campsite has one pavilion that must be shared by all packs, not just the pack that is closest to the pavilion.
3. Campsites will have approximately 200 square feet per Scout and adult partner registered. There may be up to 40 people in each campsite, so be courteous. If large cabin tents are used, they should be used for multiple Scout or partner pairs. No adult should sleep in a tent with any youth other than their own child. Den members pitching camp outside the assigned area for their unit will be asked to move.
4. Water is available at each campsite. Restroom facilities are near each campsite. Electricity is available at the pavilion.

Leadership and Supervision

The designated unit leader (or individual registrant) will be responsible for completing the check-in process. This designated leader will also be responsible for checking-out their unit on Sunday and should plan to be the last person in the unit to leave. Participants should know the name and contact information of the designated unit leader. All forms, patches, and awards will be given to the designated leader once the check-out campsite Inspection has been completed.

The den leaders of the Webelos dens will be designated as the patrol leader for each den. All information will flow from the camp director (Scoutmaster), to the camp staff (senior patrol leaders), to the patrol leaders (den leaders), to the patrol members (Webelos Scouts, parents, and guests).

Webelos Scouts will be under the supervision of their patrol leader (den leader) and other adults in attendance at all times. The welfare of all Webelos Scouts is the joint responsibility of the den leader and the accompanying adults.

Patrol Leader Conference

A patrol leader conference (PLC) will be held Friday night at 9:35 pm in the Safari Room in the headquarters building. Final event instructions will be given. One representative per pack and troop or individual reservation must attend.

Den Site Security 

Seek permission to enter another pack’s campsite before entering. Do not enter into another family tent unless specifically invited.

Garbage and Trash 

All garbage and trash is to be accumulated in trash bags to be removed at the end of Webelos Woods. No refuse is to be buried or left at Bovay Scout Ranch. There are dumpsters by the Ranger Station House for the disposal of your trash. Please compact trash as much as possible so as not to overfill the dumpsters too quickly.

Damages

Any damage to camp property, staff area tents, equipment, or other items will be the financial responsibility of the den leader.

Trees 

Attendees are not to cut down or cut branches from any live trees. There are many young trees that have been planted in recent years so that others who follow us will have shade and protection. Please be careful of these saplings and young trees and do everything you can to protect them. Scouts found damaging or defacing trees will be asked to leave the event. 

Flashlights

Scouts should not bring flashlights to the Webelos Woods campfire on Saturday night. Adults may bring flashlights to aid in navigating to and from the campfire. Any adults / Scouts remaining in their campsites during the Arrow of Light ceremonies should remain quiet and keep their lanterns down low so as not to interfere or disrupt these special events.

Pack / Den Flags 

Each pack/den should bring its own pack/den flag to post in the campsite; however, there will be no flag competition.

Pack / Den Spirit 

Each pack/den should have a yell and demonstrating it during the events portion of Saturday is encouraged.

Scouts Own Service 

The Scout Law teaches, “A Scout is reverent. A Scout is reverent toward God. They are faithful in their religious duties. They respect the beliefs of others.” It is important that Scouts be taught to recognize the beliefs of other Scouts and to respect those beliefs. An interfaith service, respectful of all religions will be held on Sunday at 8:30 am. All Scouts, leaders, and parents are encouraged to attend. The location will be announced at the PLC.

Campfires 

Wood-fueled campfires can be built in the campsites, but should only be built in camp-supplied fire pits. No ground fires should be built. Fires must be attended by at least one adult at all times and be fully extinguished before participants depart the campsite for any reason.

There is no firewood available at the camp. All firewood brought to camp must also leave with you, including partially burnt firewood.

Campsite fire rings are not designed for large bonfires, please keep fires contained and flames less than two feet above the ground. Depending on the weather, a fire ban may be active during the camping weekend. Fire bans are issued by the county fire marshal and the camp staff cannot override that decision. If a fire ban is in force during the weekend, no open fires will be allowed.

All campfire rings are to be cleaned out before departing. Campfire rings will be inspected during check-out inspection and any material left in the fire ring will be required to be cleaned and delay your departure.

Each unit will be provided with a five-gallon fire bucket. This bucket is to be filled with water and kept by the fire at all times. This is mandatory.

Cooking Fires 

Cooking fires built of charcoal should be contained within the campsite fire ring or an elevated container. No holes should be dug for fires. Metal garbage can lids, barrel bottoms or the camp-supplied fire pits should be used to contain the charcoal fires. No cooking on the ground. Liquid charcoal starters may not be used; council policy prohibits the use of liquid fuels. During a fire ban, fires of charcoal are generally allowed within the fire ring for cooking only. LP fueled stoves are acceptable. Specific requirements for cooking during a fire ban will be discussed during the patrol leader conference on Friday evening.

Meals

Each den must furnish its own food, ice, cook stove, propane, firewood, or charcoal. Cooking fires are to be in fire rings. Using the patrol method for meal planning and duty responsibilities during the event. The den/pack should plan to cook and clean as a group. Meal suggestions:

• Friday night meal: families eat before arrival or bring a sack dinner.
• Saturday morning meal: warm meal suitable to get the Scouts through a long and tiring day.
• Saturday lunch: non-cooking meal requiring minimal preparation.
• Saturday evening meal: warm meal.
• Sunday morning: non-cooking breakfast with easy clean-up using foods that don't need continuous refrigeration, as it is often difficult to keep food cold this long in an ice chest.

Sample Duty Roster	Water	Cooking	Cleaning	Fireman
Saturday breakfast
Saturday lunch
Saturday dinner

Knives and Axes

Knives may not be carried by Webelos Scouts during Webelos Woods, even though they may have earned the Whittling Chip. Axes are not approved for use by Webelos Scouts. Axes may only be used by adults or Scouts who have earned the Totin' Chip in the axe yard set up in the troop campsite. Webelos Scouts may use knives for meal preparation or similar activities under adult supervision.

Emergency / Procedures

Medical 

• Minor Medical Attention. All Units should have in their camp a first aid kit to address minor medical needs. In the event medical attention is required beyond basic Scout/leader rendered first aid, the individual should be transported by their parent/guardian or other (two-deep) adult leadership to a local healthcare facility. Any individual leaving camp to seek outside medical attention needs to report to the Safari Room in the administrative building before departing or have another adult leader from the unit report to Safari Room. The nearest 24-hour care facility is Grimes St. Joseph Health Center 210 South Judson Street Navasota, Texas 77868 (936-825-6585)
• Life or death – Call 911 – then Rob Clausing at (281) 202-7992
• Incident Reporting. Any incident that requires the intervention of medical personnel, involves emergency responders, or results in a response beyond Scout-rendered first aid must be reported. Near miss incidents (does not result in injury, illness, or damage by definition, but it had the potential to do so) should also be reported.

Fire

• Sound alarm by yelling “Fire” and notify camp management immediately. Local fire authorities will be called to fight the fire.
• Because of the age of the Scouts, it is not recommended that any firefighting action take place. Remove yourself and others from harm’s way and notify camp staff.
• Move Webelos Scouts and family members to a safe location away from fire danger, usually in the parking lot in front of the campsite. Ensure that all members of your unit are accounted for and that they remain together and calm.
• In an emergency, the central alarm will be sounded (siren blown continuously for three minutes) to warn camp. Camp staff personnel will be dispatched to campsites to give further instructions.
• Be prepared to mobilize to a safe location.
• Three short blasts of the siren will signal the all clear. A radio announcement will also communicate the all clear.

Inclement Weather

• When threatening weather occurs, all persons in campsites should go to the nearest restroom building or their vehicles (lighting only). All persons in a program area should move to the nearest building or structure.

Incident Reporting

• Any incident that requires the intervention of medical personnel, involves emergency responders, or results in a response beyond Scout-rendered first aid must be reported. Near miss incidents (does not result in injury, illness, or damage by definition, but it had the potential to do so) should also be reported.

Arrow of Light Ceremonies

Registration is required for any 5^th grade Webelos Scout who wants to participate in the Arrow of Light ceremony. The Webelos Scout does not have to participate in the Saturday program or camp. Arrows will be provided as part of the ceremony. It is the responsibility of the Webelos den leader to verify that the requirements have been met. If the pack leadership chooses to award the Arrow of Light badge at the ceremony, the leadership should bring the awards. Individual, personalized arrows provided by the Scout cannot be used within the ceremony.

All Webelos Scouts participating in the ceremony will receive a colored wristband from the pack designated leader. The wristband will designate which ceremony the Scout is assigned too. Webelos Scouts cannot be added after registration closes. Arrows are purchased and ceremony assignments are done immediately after registration closes.

The Arrow of Light ceremony is the pinnacle of a Cub Scout’s experience. All family and friends are invited to participate in this event. Guests do not need to register in order to attend; however, guest must check-in at headquarters. Guests will be allowed access to camping starting at 4:15 pm Saturday night and will need to depart by 10:00 pm. Guests cannot camp overnight under any circumstances.

Program

There will be separate tracks for 4^th and 5^th grade Webelos Scouts with a total of seven events for each grade level. All Webelos Scouts will participate in activities with the den in which they are registered. For mixed grade dens, the den leader can choose which track the den will participate.

No individual Webelos Scout should be wandering the area beyond the main camping and events areas. During program sessions, all Webelos Scouts should be with their den in their assigned session. To reduce the amount of walking required and conserve time between activity sessions, groups of dens will move together from one session to the next, and all sessions will be arranged for easy movement.

Rotation assignments will be distributed at check-in, patrol leaders conference, and during morning announcements.

The Webelos Woods program offers a variety of popular activities. Some sessions will include specific adventure requirements in a show-and-do format, while others will introduce the Webelos Scouts to skills useful in the Scout program. Although some of these sessions will involve activities that correspond to adventure requirements, the Webelos Woods instructors will not sign-off on any requirements. The responsibility and authority to sign-off on advancements rest solely on the Webelos leader.

4th grade Webelos Scout Program

5^th grade Webelos Scout Program

Campsite Inspection

Each den/pack camping area will be inspected during daylight hours on Saturday by the service troop. The den/pack receiving the highest score will be recognized and awarded at the Saturday night campfire.

Inspect for:	Max Points Awarded
Pack Flag displayed	10
American Flag displayed	10
Campsite free of litter	20
Tents properly set-up, staked and closed against rain	20
Meal menu posted	10
Duty roster posted	10
Garbage in bags and protected from animals	20
Cooking gear clean and properly stored	10
Food properly stored from animals	15
First aid kit available and easy to locate	20
Water bucket at fire ring and filled	15
Campfire cold-out, if unattended	15

About Bovay Scout Ranch

Bovay Scout Ranch is one of three council camps. The 1,498 acres are a natural paradise for plants and wildlife with rolling hills, lakes, campsites surrounded by native Huisache and Bois-d'arc trees and spectacular sunsets.

The camp is located about 60 minutes from Katy, and is six miles south of Navasota (one mile south of TX-6 BUS N and Tx-6 N Split) on the east side of TX-6 on County Road 317. Address: 3450 County Road 317, Navasota, TX 77868. 

Map of Bovay Scout Ranch

Photographs    

Notice!  Please be advised that promotional videotaping/photography may be in progress at any time at an event. Your entrance constitutes your agreement that the council and district has the right to reproduce your likeness in videography/photography for promotion (e.g., publications, internet, newspaper).

Late Breaking Information

For late-breaking news and announcements, join our district Facebook page and sign up for our district e-mail list. 

Scouting Safely

The BSA's Commitment to Safety is ongoing and we want you to know that the safety of our youth, volunteers, staff, and employees cannot be compromised. The Boy Scouts of America puts the utmost importance on the safe and healthy environments for its youth membership. The Sam Houston Area Council takes great strides to ensure the safety of its youth as well as the adult volunteer leadership that interacts with them. 

BSA Guide to Safe Scouting policies must be followed. All participants must follow Youth Protection Guidelines at all Scouting events. Highlights include:

• Two-deep leadership on all outings required.  
• One-on-one contact between adults and youth members is prohibited. 
• The buddy system should be used at all times. 
• Discipline must be constructive.

Health and safety must be integrated into everything we do, to the point that no injuries are acceptable beyond those that are readily treatable by Scout-rendered first aid. As an aid in the continuing effort to protect participants in a Scout activity, the BSA National Health and Safety Committee and the Council Services Division of the BSA National Council have developed the "Sweet Sixteen" of BSA safety procedures for physical activity. These 16 points, which embody good judgment and common sense, are applicable to all activities.

Youth Protection Guidelines     Guide to Safe Scouting      Sweet Sixteen      Enterprise Risk Management

Contacts

For questions, contact the Webelos Woods camp director, Rob Clausing.

Map