Registration

Registration is a two-step process:

Step 1: RSVP:  Every unit needs to RSVP by December roundtable to let the event staff know whether the unit is attending. Estimated numbers are provided to the council so the district can reserve the appropriate number of campsites and program areas for the event. Please let us know if this number changes significantly before the event. 

Step 1: RSVP         Scouts in Troops Staff Application

Step 2: Payment: The cost is $15 per Scout and $5 per adult and includes a patch and camping fees. This is an event for Webelos Scouts. Siblings are permitted to and attend may participate at stations as space is available and age-appropriate; there is not a separate program for siblings. Registration is completed online with a credit card or electronic check. Payment must be made before arrival; there is no onsite registration. Council refund policy.

 Step 2: Payment  Program  Schedule  What to Bring  Rules  Contacts  Event Feedback

Program

There will be separate rotations for 4^th grade and 5^th grade Webelos Scouts. 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. 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.

Individual Webelos Scouts should not be wandering the area beyond the main 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.

4^th Grade Program       5^th Grade Program       Arrow of Light Ceremony

Arrow of Light Ceremonies

Pre-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. 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. There will be evening ceremonies and at least one daytime ceremony for those that are not camping or prefer a daylight ceremony.  Attending a daylight ceremony would be in lieu of one of the hourly rotations for the 5^th grade Webelos Scout.

4^th 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.

Interfaith Worship 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 leader's meeting on Friday night.

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.

What to Bring

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 activity 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. 

Winter Camping Tips

Participants are expected to come to camp prepared for variable weather. Although temperatures average between 40 to 60 degrees during winter camp, temperatures have been known to dip as low as 19 degrees and rise as high as 80 degrees.

Sources - Scouting Magazine: Winter camping tips and tricks to help you enjoy the fourth season, Eight essentials for staying warm while cold-weather camping, Outdoor Smarts: How to Keep Warm in Camping's Fourth Season; Boys' Life: How to Stay Warm With the Right Winter Gear

Dressing for the cold. When dressing for cold weather, focus on a layering system including the three Ws: wicking, warmth and wind. Your base layer should be wicking (like an athletic shirt), an insulating layer should be warming (like fleece or wool) and an exterior layer should block the wind. Use clothing you have, focusing on the right combination of fabrics.

Wicking Layer or Base. Also commonly known as long underwear, the base layer is worn closest to your skin. Its main job is to wick away sweat and moisture so your skin stays dry. Wear it relatively tight to the skin and use only wool or synthetic base layers. Never use cotton because it will not keep you warm once it’s wet, whether from sweat or precipitation. These base layers come in various weights, from heavy for frigid conditions to lightweight for warmer temps and activities that cause a lot of sweating, such as strenuous hiking and cross-country skiing. It’s a good idea to have one extra pair of base layers to change into every night at camp.

Warmth Layer or Insulation. The insulation layer is worn atop the base layer and is designed to provide the majority of your insulation. It should be made of fleece, wool, down or synthetic insulation and can be a pullover, zip-up jacket or vest, depending on how much insulation you need.

Windproofing Layer or Shell. The outermost layer, the shell jacket and pants protect you from wind and wet conditions. There are two types of shells: the hard shell is a lightweight layer that’s windproof and waterproof, capable of handling heavy rain and very wet conditions; a softshell is made of a more flexible, soft-faced material that’s windproof yet highly breathable, and water-resistant enough to protect you against everything except a heavy downpour.

Mittens. Mittens are warmer than gloves. If insulated mittens get wet, they stay that way. Wool mitts worn inside leather or nylon shells are removable for faster drying. Wool gloves are needed for dexterity when cooking.

Sleeping. Be sure to change into dry clothes for sleeping — moisture retained in field clothes will cause chilling. For overnight warmth, wear wool, polypropylene or polyester (never cotton!) long johns, socks and a balaclava to bed. Place a scarf across your neck to seal drafts.

Sleeping bags. Two sleeping bags — one placed inside the other — should provide enough warmth down to about zero degrees. If you don’t have a closed-cell foam pad to use as a sleeping mat, try half-inch-thick foam carpet padding.

Ground cloth. In warmer months, a plastic ground cloth should be used inside your tent to stay dry. However, in winter, use the ground cloth beneath your tent to keep it from freezing to the ground.

Toes cold? Put on a hat. Your body loses up to half of its total heat in 40-degree temperatures. So, when it’s below freezing and your head is uncovered, you could be radiating more than three-fourths of your overall body heat from your head.

Baggy clothes are back in style at least in the freezing-cold wilderness. Your body heats itself most efficiently when it’s enveloped in a layer of warm air. If your clothes are too tight, you’re strangling the cold right out of your body. Dressing in loose layers helps aid this convection layer of air. Tight clothes or too-tight boots can also restrict blood-flow.

The three W’s. Every cold-weather camper needs to dress for the occasion. You’ll need a wicking layer (long underwear), a “warm” layer (fleece) and a “wind” layer (waterproof shell).

Stay hydrated. In winter, you may not be aware of how much you’re sweating. A gulp of ice-cold water is hardly appetizing, but it is important to keep drinking. Hot drinks and soup are a great way to replenish liquids, electrolytes, and heat. Keep extra tea bags on hand, as well as bouillon cubes, and hand out hot drinks liberally, especially at the end of the day when energy is low.

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.

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.

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:

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.

Tentative Schedule

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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.

• Email confirmation: Copy of emailed registration receipt
• Youth Protection Training Certificate: Copy of Youth Protection Training certificate (taken within the last two years at my.scouting.org) for every adult.
• Hazardous Weather Training Certificate: Copy of Hazardous Weather Training certificate (taken within the last two years at my.scouting.org) for at least one adult.
• BSA Annual Health and Medical Record (Parts A&B): Copy of BSA Health and Medical Record (parts A&B) along with a copy of the front and back of insurance card for every attendee.

Rules and Regulations 

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

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.

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 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 Webelos 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.

Leader's Meeting

A leader's meeting will be held Friday night at 9:45 pm in the Safari Room in the headquarters building. Final event instructions will be given. One adult leader from each pack must attend.  Each troop must send one adult leader, the senior patrol leader, and all designated Webelos Woods troop guides to the leader's meeting.

Wristbands

All Webelos Scouts and Siblings will be issued wristbands. The color of the wristband indicates which ceremony if any, each Webelos Scout will participate. 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. 

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.

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 that 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.

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.

Emergency / Procedures