305Service Unit Encampment

Coordinator Part A

Welcome to 305 Service Unit Encampment Coordinator Training

Your trainers are:– Name– Email

– Name– Email

Introductions

Prior encampment attendance

200 trained

Camping experience

Prior encampment staff

Working with experienced coordinator

Size of service unit

Target date for encampment

Administrative

Bathroom location

Breaks

Smoking

Turn cell phone to vibrate

Evaluations

Course ObjectivesListed on page 4 of Handout

Health & Safety Procedures

Leadership & Planning use of Girl Ownership

Site

Food & Cooking

Equipment

What is Encampment and why have one?

The Five W’s

Who Can Attend?Who is encampment for?– Daisy Girl Scouts– Brownie Girl Scouts– Junior Girl Scouts– Teen Girl Scouts

Other Attendees?– Adults beyond Girl/Adult Ratio?– Siblings

Teen Girl ScoutsAsk them what they want

Don’t assume they want to work

It’s OK to plan special activities just for them – they’ve earned it

Keep it fun for them … be flexible … adapt

Know their IPP and recognition requirements

Siblings – Other Adults

Consider:– Service Unit size

– Site capacity

– Purpose of the event

– Role of adults at event/Ratios

– Sleeping Arrangements

– Cost

If yes:– At beginning decide

how many and how to choose

– Publish information to all

– Buy extra insurance from GSCNC through HR Department

 Do siblings, children of leaders and

non-registered girls go on this encampment?

Men at EncampmentMen are welcome as part leadership team

Men do not sleep in same room/tent/shelter with girls

Assign Men Only bathroom/latrine

Teach the girls to respect his privacy

What Will We Do?

Where Will It Be?

GSCNC

Non-GSCNC Site

How far is everyone willing to travel?

Where To Go

Consider– Size of

SU Participants– Capacity of Site– Cost of Site Rental – Facilities – cabins; lodges; tents; primitive– Activities – available and planned– Distance/Transportation

When Will It Be?

Need at least 6 months to plan

Watch for bad times of year– Soccer playoffs– Cookie Booth sales dates– Mother’s Day– Homecoming– Religious observances

Survey – Get a picture of what your Service Unit wants

Avoid Burnout – Don’t Do It All Yourself!

Encampment Committee

SUM appoints Encampment Coordinator

Encampment Coordinator appoints Committee

Use appointment

letters

Suggested Encampment Committees

Health and Safety CoordinatorSecretaryRegistrarMoney ManagerTransportation CoordinatorFirst Aiders

Co-CoordinatorFood CoordinatorProgram CoordinatorSite CoordinatorCamp Qualified Consultant

Building your Encampment Team

Job Descriptions – Written– Given out early– Clear as to what’s

expected – Duties and $$$

Appointment Letters

Establish Committee

Answer– Who– What– Where– When– Why

Outbrief

Group Planning

Developing Communications

With whom do you communicate?

What needs to be communicated?

Same for everyone?

How often do you communicate?

How will it happen?

Marketing the Event

Early announcement– Allows troops to plan– Allows parents to “hold

the date”

Get troops excited

Obtain deposits

commit to help

Break

Requested a GSCNC Site

Page 15 – Handout

Encampment dates are posted twice a year

Request must be made 6

months in advance

Complete Application for

SU Encampment for

Council Campsite and submit

Placement System

Requesting a Site – GSCNC

Welcome to the Girl Scout Council of the Nation's Capital Camping

Reservations page. With proper authorization, you can make reservations at any of our 7 area camps. You will need to set upan account before you can make reservations, and only authorized troop leaders may make reservations that extend for more than one day.

There are two ways to search for a camp or campsite:

1 Use the map at the right to examine camps and their campsites. You can see what features are offered, check availability, and authorized users can make reservations after logging in.

2 Use the search feature to check campsite availability. Click here to search.

Requesting a GSCNC Site

CampsitesClick on a campsite listed below to get more information –

CAMPSITE FEATURES

Administration Building

Bluff Lodge & Glen Shelters

Forest Glen

Freddie Mac

Green Briar

Health Center

Hill High

Knoll Lodge & Tents

Kresge Multipurpose

Lost Corner

Maple Hollow

Mountford

Priscilla Oliver Picnic Shelter

Ridge Glen Shelters

Ridge Lodge

Tulip Poplar

Campsite Ridge Glen Shelterswww.gscnc.org

L O G I N C A M P S S E A R C H H E L P C A M P I N G H O M E

Details for Campsite Ridge Glen Shelters Make Reservation

DE SC R I P T I O NThis campsite is located in Potomac Woods camp.

This site has seven glen shelters accommodating 42 people. Outdoor facilities include: a picnic shelter, two fire sites, four-door latrine and washstand that is shared with Ridge Lodge. This unit is also handicapped accessible.

C A P A C I T YMinimum Day Capacity: 10 Maximum Day Capacity: 42Minimum Overnight Capacity: 10 Maximum Overnight Capacity: 42

R A T E S

F E A T U R E SWheel Chair Accessible 7 Glen Shelter(s)Picnic Shelter 2 Firesite(s)Water-on-site Year-Round-WaterWashstand (shared) 4 Latrine(s) (shared)

Requesting a Site – non GSCNC

J anuary 24, 2006 Volunteer Parents Girls I nfo GSCNC Quick Links

You are here: Home > Camping > Non-council

Camping

Non-Council Campsite DirectoryA-Z by Camp Name - Entire Directory - Click on camp name to view information

Camp Name: City: State:

Assateague State Park Berlin MD

Big Run State Park Grantsville MD

Burke Lake Fairfax Station VA

Cabin J ohn Rockville MD

Calvert Cliffs State ParkLusby MD

Camp Barrett Crownsville MD

Camp Friendship Palmyra VA

Camp Horizons Harrisonburg VA

http://www.gscnc.org/camping/noncouncil/

J anuary 24, 2006 Volunteer Parents Girls I nfo GSCNC Quick Links

J anuary 24, 2006 Volunteer Parents Girls I nfo GSCNC Quick Links

You are here: Home > Camping > Non-council

Camping

Non-Council Campsite DirectoryA-Z by Camp Name - Entire Directory - Click on camp name to view information

Camp Name: City: State:

Assateague State Park Berlin MD

Big Run State Park Grantsville MD

Burke Lake Fairfax Station VA

Cabin J ohn Rockville MD

Calvert Cliffs State ParkLusby MD

Camp Barrett Crownsville MD

Camp Friendship Palmyra VA

Camp Horizons Harrisonburg VA

http://www.gscnc.org/camping/noncouncil/

Camping

Non-Council Campsite Directory

Camp Name City State Reservations Phone

Burke Lake Fairfax Station VA 703- 323-6601

Information Phone Website

703- 323-6601 http://www.co.fairfax.va.us/parks/campgrounds.htm

Special Needs

Facility does not state if they can accommodate

Site Information

Burke Lake Park in Fairfax Station, Virginia, has 100 shaded campsites, bathhouse with sinks, showers and toilets, dump station, public phones, camp store, ice, picnic tables, grills and fire rings. The campgrounds are open Mid April to late October. Easy access to metro rail that can put you at the museums, memorials, galleries and other attractions of the nation's capital in just minutes.

Distance Group Size Facility

within 1 hour 75-100 Local Park Campground

Camping

Non-Council Campsite Directory

Camp Name City State Reservations Phone

Burke Lake Fairfax Station VA 703- 323-6601

Information Phone Website

703- 323-6601 http://www.co.fairfax.va.us/parks/campgrounds.htm

Special Needs

Facility does not state if they can accommodate

Site Information

Burke Lake Park in Fairfax Station, Virginia, has 100 shaded campsites, bathhouse with sinks, showers and toilets, dump station, public phones, camp store, ice, picnic tables, grills and fire rings. The campgrounds are open Mid April to late October. Easy access to metro rail that can put you at the museums, memorials, galleries and other attractions of the nation's capital in just minutes.

Distance Group Size Facility

within 1 hour 75-100 Local Park Campground

http://www.gscnc.org/camping/noncouncil/burkelake.php

Decide on Site

Review survey

Group decide on GSCNC site or non-GSCNC site and fill out form.

Site Visit

Who should go?

When should you go?

What do you look

for?

Establish a Timeline

Planning begins at least 6 months in advance

Checklist in Handbook

Themes and ProgramThemes are usual – but not required

Can provide program idea

Don’t overtax the girls and adults

Plan for rain

Follow theme through – Marketing– Signs– Swaps– Patches

Planning the ItineraryWrite it down

Break it into 30 minute

increments

“Walk” it through – adjust it

“walk” it through again

Plan you and your staffs’ free time

Schedule first aider relief

Schedule time to move between activities

Group PlanningDevelop Theme

Identify Program

– How full will the days be

– What types of activities

– Will they related to badges

– Who will run the programs

– Do you need consultants

– Will you have patches

– Will you have T-shirts

– Will girls make swaps

Outbrief

Questions

See you next week

Same bat time - Same bat station

305Service Unit Encampment

Coordinator Part B

Health and Safety

Establish Health and Safety

Plan

Level II First Aider

Ensure Everyone Understands Plan

Logistics and Transportation

Equipment Requirement

Where Will It Come From

How Will It Get There

How Will Participants Get There

Transportation

 Don’t forget:– Directions – try them out yourself! (Maps and

directions for all)– Remind drivers of toll roads and amounts– Parking restrictions at site– Decide who will pay for parking fines in state– parks

Cooking

What are the options?

CookingOptions – Central Kitchen– Central Kitchen– Delivered– Bag Meals– Catered– Mix and Match

Who Makes Decision on Options

Food StorageLarge Freezer

Shelves

Icemaker

No glass – Repack it in Plastic

Electricity? – for the never ending

coffee pot

Storage while cooking– Counter space

Plan for trash disposal

Coolers needed at site?

Cleanup after meals

Packout trash at end

Leave kitchen spotless and empty

Budget

Site

Transportation

Food

Program

First Aide Supplies

Miscellaneous

Don’t forget about Program Grants/Loans

Tracking Costs

What’s Included?

How Much Is Too Much?

Who Keeps the Money?

Who Gets the Reports?

Encampment Schedule

Itinerary

What Will Require Time?

What Will Require TimeArrival at site

Parking

Check-in

Settling-in

Unloading and storage of program material

Leader meetings

Emergency practices

Flag ceremony

Meals

Kapers

Program

Troop time or breaks

Campfire

Scouts Own

Time for troops to leave

Group Planning

How will everyone get

there?

Cooking

Develop budget

Develop Itinerary

Outbrief

Putting It All TogetherService Unit Evaluation

Service Unit Event

Report

Lessons learned

Share tips for good encampments

What to do to when things go wrong

Plan for the Worst – Hope for the Best

Closing

Questions

Scouts Own

Have a Great Encampment!