Registration

This is a Webelos Scout only event. Due to COVID-19, only one parent/guardian may attend.

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The latest state, county, and Center for Disease Control and Maintenance (CDC) requirements on the day of the event will be followed. Participants will be notified before the event of the specific requirements. All participants must follow any procedures recommended by the council's Enterprise Risk Management Committee such as completing a pre-event screening form, temperature checks, wearing a mask (unless for medical reasons), limiting group sizes that remain together during the event, frequent hand washing, and/or social distancing. See the council's COVID-19 "At-Risk" Participant Statement. Participants who are sick or displaying any COVID-19 symptoms should not attend.

Program

There will be separate rotations for 4^th grade and 5^th grade Webelos Scouts with a total of five 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. 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. Several Arrow of Light ceremonies will be conducted throughout the day as one of the hourly rotations for the 5^th grade Webelos Scouts participating in the Arrow of Light ceremony.

4^th grade Webelos Scout Program

5^th grade Webelos Scout Program

Campsite Inspection

Since packs are not allowed to camp, there will be no campsite inspections.

Pack / Den Flags 

Since packs are not allowed to camp, it is not recommended that packs bring pack or den flags. If a pack wishes to bring its flag, they will need to be carried by the pack through all rotations or left in vehicles.

Pack / Den Spirit 

Each pack/den should have a yell and demonstrating it for the troops they visit during their rotations.

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: 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; 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.

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.

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.

Meals

Webelos dens will not be cooking meals onsite.  Webelos Scouts should bring their own meals.

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

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 

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.

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 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 

Webelos Scouts will only be entering campsites of the troops on their rotation.  Make sure to sign in with each troop immediately upon arrival at each campsite. Do not enter into another Scout’s or Scouter’s tent.

Trash 

All 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 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

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

About Bovay Scout Ranch

Contacts

For questions, contact the Webelos Woods camp director, Amy Kagay.