1

2

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SAFETY: The first priority at this camporee is safety. On-site medical support by scout personnel will be available. Local police, fire department and hospital services will be notified of the camporee in advance and will be available for support should the need arise. At the camp site scouts will be told the areas designated for scout use and the areas that are off limits to scouts and scouters. The areas for scouts are within the scout camping area, in the scout vehicle parking area and stage area. THE WHITEWATER RIVER AND ITS BANKS ARE OFF LIMITS TO ALL. An aerial photo of the site is included in the appendix of this guide. At the railroad training site the railroad personnel are in charge. Their orders must be followed by everyone. Railroad equipment is heavy and high and requires climbing on steep ladders for some events. Stay at least 10 feet away from all railroad tracks at all times, even when a train is not approaching. When crossing railroad tracks stop, look and listen to be sure no trains are coming, then cross the tracks carefully by stepping over the rails. Do not step on the steel rails. They are slippery and narrow and falls are a significant danger.

LOCATIONS: Camp grounds: Robinson’s Whitewater River Campground 1614 South State Road 121 Connersville, Indiana 47331

Railroad Depot: 455 Market St. Connersville, IN 47331 Phone Number: (765) 825-2054

4

DIRECTIONS:

Fort Hamilton District (see maps in the appendix)

Units in central and eastern Butler County - Travel on State Route 4 to Hamilton, turn west on High Street, cross the Great Miami River, (street name changes to Main Street) follow Main Street north through Hamilton (becomes SR 177), turn left at SR 73 and drive west to Oxford, turn right on SR 27, continue on SR 27 and drive into Indiana at College Corner.

Units in the western portion of Butler County- Travel north on SR 27 to Oxford,

continue on SR 27 and drive into Indiana at College Corner.

Route in Indiana - Follow SR 27 through Oxford and College Corner to Liberty,

Indiana. Follow the signs and turn west onto SR 44, follow that road to Connorsville,

Indiana. In Connersville SR 44 becomes 5th Street, follow 5th Street west to the

intersection with North Grand Ave and turn left (the railroad station is on your left),

drive south on North Grand about a mile, it becomes SR 121 and turn left into

Robinson’s Whitewater Camp Ground.

DISTRICT CONTACTS:

Terry Dalrymple 513-324-6243 dalrymple847@aol.com

Iron Horse - Kevin Murray 765-265-0711 jkevinm2003@yahoo.com

Old Trail – Bob Hansen 765-698-4591 bobhansen82@gmail.com

DATES: Friday, April 24 to Sunday, April 26, 2015

WEBELOS:

Troops are encouraged to invite Webelos from their respective feeder Packs.

REGISTRATION:

Registration is available on-line at the Fort Hamilton District web site beginning March

first. The maximum number of scouts and scouters from the three districts participating

in the camporee is 500. The limiting factor is the capacity of the train. Registrations

will be accepted from all three districts until the maximum number of registrations

reaches 500 people. You can register online beginning March 1 by going to

http://new.danbeard.org/Event.aspx?id=1756

Or going to www.DanBeard.org/calendar click on “Fort Hamilton District” at bottom of the calendar and look at the April Calendar, click on the Spring Camporee, and follow the registration instructions.

5

FEES: The fees for the Fort Hamilton District: Registration fee for the camporee is $23.00 (includes $5.00 railroad ticket to Metamora) Discount registration fee is $20.00 for units that register on or before March 31. The last day to register is April 18, 2015.

RAILROAD MERIT BADGE INFORMATION

The railroad prepares information for the merit badge week end and publishes it on the web site listed below. It includes an explanation of each of the 14 training sites and links to other relevant sites.

http://www.wvrroutreach.org/bsa/home.html

CHECK-IN: Unit arrival times on Friday April 24 is from 4:00 PM to 9:00 PM at Robinson’s Whitewater River Camp Ground. Check-in is the first activity and must be completed before any other

activity. Pamphlets prepared by the railroad will be issued to unit leaders, one for each scout. The pamphlets include all merit badge requirements and explain each training site. They will be a study guide for the merit badge and assist scouts passing the open book test.

UNIT SUBMITTALS AT CHECK-IN:

Put the following documents in a Gallon Zip Lock bag with your unit number in big letters on the bag. This will be collected as soon as you arrive at the campgrounds

a. WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT The railroad requires every person attending the Camporee to have this form properly completed, signed and submitted on Friday evening. Failure to submit the form will prevent that person from attending training on Saturday or entering railroad property. The WAVIER form is included

in this guide at the appendix. b. A Merit Badge Blue Card for each Scout. The blue card must be

completed front and back and include the title of the merit (Railroading), scout’s name, address, Troop number, District, Council, scout master signature and date.

c. A roster of attendees to include the names of all scouts and scouters.

TOUR PERMIT: Oho units must prepare and submit a tour permit to Dan Beard Council because they are traveling outside the Council boundary. The interactive tour permit form is available at the Council web site under: danbeard.org > > > Resources > > > Forms > > > Health, Safety and Tour Forms >>> Tour Planning Worksheet *NEW*. The Tour Permit will not be submitted at the camporee. It is the obligation of each unit to submit their tour form to Dan Beard Council.

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CAMP SITE RESTRICTIONS:

Units will be registered as they arrive at the scout camping area on the Robinson

camp ground. Unit campsites will be assigned as units arrive based on the number of

people attending. Only one scout trailer may be parked at each unit camp sites. All

other vehicles must be parked in the designated parking area. Vehicles should remain

at the camp ground and not be driven to the railroad training area due to very limited

parking there. The Robinson camp ground is a commercial camping facility and will

be hosting other campers that week end. There are only three areas that scouts and

scouters are permitted to use: 1. the scout camping area which includes the flag pole;

2. the vehicle parking area; 3. the stage and audience area. An aerial photo of the site

is included in the appendix of this guide.

SCHEDULE OF EVENTS:

Events Friday evening include registration upon arrival and briefing for senior patrol leaders and scout masters at the stage area. There will be two briefings, one by railroad personnel and the other by a designated youth. Saturday morning will include flag raising, briefing and train ride to the railroad yard for all day training (bring lunch and canteen with water). Railroad personnel will operate 14 training sites until scheduled afternoon departure and return to the camp ground. Evening events will include evaluation of the preparation and delivery of supper at each unit for camporee award competition, flag lowering, camp fire, skits and Order of the Arrow call out. Sunday will include flag raising, briefing, religious service, train ride to the railroad station to buy a ticket (money will be furnished to everyone before entering the station) and train ride to Metamora. Scouts will complete their merit badge test on the train ride, have lunch upon arrival (bring lunch and canteen with water) tour Metamora on your own and return to the camp site by train. Units will out process by having their camp sites inspected, submit completed camporee evaluation forms in exchange for their unit flag streamer, patches and blue cards. A schedule of events with uniform requirements is included in the appendix of this guide.

SCOUT EQUIPMENT: Scouts should bring/wear the following on the train Saturday and Sunday:

Boots

Rain gear when rain is forecast

Coat for forecasted temperatures

Railroad pamphlet prepared by the railroad

Merit badge book

Pens & pencils for note taking

Canteen filled with water

Lunch

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DESIGNATING PATROLS FOR RAILROAD TRAINING:

The railroad has requested that fourteen equal sized patrols be designated for rotation

through the 14 railroad training sites. A tentative plan is to select 14 senior patrol

leaders and assign each one of them to lead on of the “railroad training patrols”. The

approximate number of scouts assigned to each “railroad training patrol” will be

determined by dividing the total number of scouts in attendance by 14. Existing

patrols from troop units will remain together as a unit and be assigned to a “railroad

training patrol” based on the size of the unit patrol. Unit patrols will be cross leveled

between “railroad training patrols” in order to achieve the approximate desired size in

each of the 14 patrols. The senior patrol leader for each “railroad training patrol” will be

given a clip board with a blank roster and asked to write the name of each scout in his

training patrol. At least two adult leaders will be assigned to accompany each “railroad

training patrol” for all training sites. This tentative plan will be reviewed and discussed

at the Friday evening leader meeting.

MERIT BADGE TEST:

On Sunday scouts will be with their home unit for the train ride to Metamora. The merit

badge test will be issued on the train. Unit Leaders will be given the test key and will

grade their scout’s tests to determine the Pass or Fai. It will be an open book test

using the railroad pamphlet and the merit badge book. The Conductor will be available

to answer questions. Only those scouts with no interest in earning the merit badge

should fail the test. The Counselor part of the Blue Cards will already be stamped by

railroad personnel and Unit Leaders will complete the blue card by signing them for

those who successfully completed the test.

FOOD:

Each Troop must bring its own food for all meals. Plan to have breakfast done and cleaned up before the flag raising and briefing on both Saturday and Sunday. Pack the Troop’s lunch in a designated cooler for loading on the train on both days.

WATER: Water is available at the camp site from hydrants.

SANITARY FACILITIES:

Portable latrines will be stationed near the scout camping area. There are no

operational rest rooms on the train. There are flush toilets in Metamora. The

permanent latrines and showers in the camp ground are off limits to all scouts

and scouters.

FIRES:

Ground fires are not permitted at the camp ground. Above ground metal fire rings may

be used. Fire wood cannot be transported to the camp ground in accordance with

state law. Fire wood can be purchased at the camp grounds for a nominal fee. Units

must take their camp fire ashes with them when they leave.

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TRASH:

All units are responsible for taking away their own trash and ashes and policing their

area prior to inspection and clearance by the camporee staff.

LOST & FOUND:

Camporee headquarters will serve as a lost and found site for the event. The

headquarters site will be designated at the Friday evening and Saturday morning

briefings.

AWARDS COMPETITION: Only one unit competition will be included in the camporee due to the limited time for competitive activities. The unit completion will be cooking for the Saturday evening meal. A team of district cadre will visit each unit, evaluate each meal and determine the top ranked unit in the district. Fort Hamilton District will award the traveling camporee staff to the winning unit.

CAMP FIRE:

A camp fire will be held Saturday evening. Skits to be performed at the camp fire must

be submitted to the camporee committee by 6:00 PM Saturday evening for approval.

The camp fire preparation, monitoring and extinguishing and the host for the camp fire

will be done by volunteer units.

ORDER OF THE ARROW:

An Order of the Arrow call out will follow the camp fire. The Indiana Chapter of the

Order of the Arrow has agreed to call out Ohio scouts. Scout Masters may request

their scouts be called out. Please contact the following and provide your unit number

and the number of scouts to be called out. Coordination between the units and the

Indiana O/A will be arranged.

Contact: Terry Dalrymple 513-324-6243 dalrymple847@aol.com

CAMPOREE EVALUATION:

Scouts and scouters in each unit will be invited to complete an evaluation form for the

camporee. Comments will assist in the planning and conducting of future camporees.

Forms will be available at the camporee and a copy is included in the appendix of this

guide.

UNIT OUT PROCESSING:

Each unit will notify the camporee staff when their camp site is cleaned and ready for

inspection. Units are encouraged to clear their camp sites and have them inspected

prior to departure for Metamora to expedite early departure from the campsite when

the units return. Trailers are to be removed from a site prior to inspection.

9

After the site is approved and prior to departure, each unit will submit complete

camporee evaluation forms, receive their plastic bag with a flag streamer, patches and

blue cards, then depart the camporee.

EARLY DEPARTING UNITS:

At other camporee’s some units chose to leave Saturday evening and some units

chose to leave from Metamora Sunday afternoon. Early departing units must advise

the camporee staff at the Friday evening briefing that they intend to leave early. They

should also furnish the staff a plan for completing the unfinished merit badge work by

the scouts in their units.

UNIT SUPPORT TO THE CAMPOREE:

Attending units are asked to provide support to one or more camporee activity listed

below. Please advise the activities and support your unit will perform prior to the

camporee by notifying the district contact listed above.

On-site medical support

Unit registration and parking control on Friday evening

Support for the Friday evening leader meeting: o briefing by a youth o lighting o sound system o tables o cracker barrel food

Bugler Saturday and Sunday morning

Flag raising and briefing by youth Saturday morning

Flag lowering Saturday evening

Camp fire preparation and extinguishing

Camp fire master of ceremonies

Order of the Arrow call out by Indiana OA

Flag raising and briefing by youth Sunday morning

Final inspection of sites and clearance approval

Camporee photographer

Trading Post (the railroad will designate an indoor space)

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Spring Camporee Rules and Reminders Scoutmasters, please review with your scouts prior to the camporee.

Campground details

Campsites are first come, first serve in the designated Camporee area. NO

ground fires are permitted. Bring your own elevated fire pit or barrel. Do not bring

your own wood. Fire wood can be purchased at the camp grounds for a nominal

fee. Units must take their camp fire ashes with them when they leave.

No open flames are permitted in tents.

Troops are responsible for packing out their own trash (ashes, trash, garbage). Remember the outdoor code – Leave No Trace.

NO adult beverages or smoking in camp.

Safety/First Aid Details The Whitewater River is deceptively fast running. NO Scouts are to be within

100 ft. of the river.

Hiking boots are essential for safety. NO open toed shoes.

NO horse playing on or around the tracks and the railroad equipment. Stay ten

feet away from the tracks at all times except when crossing tracks. Do not step

on the steel rails. They are slippery and narrow and the result may be a painful

fall.

Bring extra water for adequate hydration for the training Saturday and the train

ride Sunday.

Scouting Details Tour Plans MUST be completed by each Ohio troop and submitted to Council

Blue cards MUST be completed and brought by each troop.

Merit Badge processing is the responsibility of each respective troop.

Waivers must be presented complete upon arrival at the camp ground Friday evening.

Adults are welcome to accompany patrols during the training on Saturday and the train ride on Sunday.

All camp site buildings, to include any inoperative portable latrine, are off limits.

THE LAW OF THE CAMP IS THE SCOUT LAW!

++ END ++

2015 SPRING CAMPOREE

RAILROADING MERIT BADGE

LEADER GUIDE APPENDIX

1. CAMPOREE FLIER

2. MAP FROM OXFORD TO ROBINSON WHITE WATER RIVER CAMP GROUND

3. MAP FROM CONNERSVILLE TO ROBINSON WHITE WATER RIVER

CAMP GROUND

4. AERIAL PHOTO OF CAMP GROUND WITH SCOUT AREAS DESIGNATED

5. SCHEDULE OF ACTIVITIES

6. RAILROAD TRAINING SITE MAP

7. WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT

8. TOUR PERMIT FORM

9. TOUR PERMIT GUIDE

10. CAMPOREE EVALUATION

2015 FORT HAMILTON

SPRING CAMPOREE

The White Water Valley Railroad in Connersville, Indiana will host the 2015 Spring Camporee.

Earn the railroad

Registration fee for the camporee is $23.00 merit badge

(includes $5.00 railroad ticket to Metamora) Discount registration fee is $20.00 for units MAXIMUM CAPACITY that register on or before March 31. 500 SCOUTS & SCOUTERS The last day to register is April 18, 2015 FIRST COME REGISTRATION

April 24,25,26 Registration opens

online March 1

Scouts will learn about railroads by being on a train and

learning from railroad professionals. That is better than

reading it from a book. The camping site is about one mile

south of the training site, which requires a train ride to and

from the site on Saturday. Railroad volunteers will operate 14

training sites on Saturday, some on trains, on hand cars, on

powered rail vehicles and many other sites. The day long

training will include all the requirements for earning the railroad

merit badge.

Camp site – Robinson’s Whitewater River Campground 1614 South State Road 121 Connersville, Indiana 47331 Check –in 4:00 to 9:00 PM April 24 Check-out 3:00 to 5:00 pm April 26 Whitewater Railroad links:

http://www.whitewatervalleyrr.org

http://www.wvrroutreach.org/bsa/home.html

http://www.wvrroutreach.org/bsa/volunteers.htm

ROUTE FROM OXFORD TO ROBINSON’S WHITEWATER CAMP GROUND

ROUTE THROUGH CONNERSVILLE

ROBINSON’S WHITEWATER RIVER CAMP GROUND

BOY SCOUTS OF AMERICA IRON HORSE, OLD TRAILS & FORT HAMILTON DISTRICTS RAILROAD SPRING CAMPOREE APRIL 24, 25 & 26, 2015

CONNERSVILLE, INDIANA

SCHEDULE OF ACTIVITIES

NOTE: TRAIN TIMES ARE ESTIMATED

FRIDAY UNIFORM – CLASS “A” 4:00 PM Units arrive Friday Evening 4:00 to 9:00 PM

9:00 PM Scout Master and Senior Patrol Leader meeting

11:00 PM Lights out

SATURDAY UNIFORM – CLASS “B” FOR TRAINING

CLASS “A” FOR CAMP FIRE

6:00 AM Reveille followed by breakfast

7:30 AM Flag raising and briefing for all in attendance

8:30 AM Train arrives for ride north to the rail yard and all day training

(Everyone takes their lunch. Camporee staff furnishes lunch for the instructors)

Noon Lunch from 12:00PM to 1:00 PM

1:00 PM Training resumes

4:30 PM Board the train for return trip to camp ground.

7:30 PM Flag lowering

8:30 PM Evening meal and activities completed

9:00 PM Camp fire for all in attendance

11:00 PM Lights out

SUNDAY UNIFORM – CLASS “A”

6:30 AM Reveille followed by breakfast

8:00 AM Flag raising and briefing for all in attendance

8:30 AM Church service

9:00 AM Board the train and depart north to the rail road station to buy a ticket for the train ride south to the town of Metamora (Everyone takes their lunch) (Take merit badge test during ride)

10:00 AM Train departs for Metamora 11:00 AM Train arrives at Metamora 11:30 AM Lunch 1:00 PM Train departs Metamora

(Complete merit badge test during ride) 2:00 pm Train arrives at camp ground – units depart for home

WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT

Please Read Carefully

In consideration for receiving permission to participate in any volunteer activity of the Whitewater Valley

Railroad, Inc. ("Railroad"), its successors and assigns, I hereby release, waive, discharge and covenant

not to sue, Railroad, its members, officers, agents, servants, family members, estate or employees

(hereinafter referred to as releasees) from any and all liability, claims, demands, actions and causes of

action whatsoever arising out of or related to any loss, damage, or injury, including death, that may be

sustained by me, or any of the property belonging to me, whether caused by the negligence of the

releasees, or otherwise, while participating in such activity, or while in, on or upon the premises where

the activity is being conducted.

I understand that this waiver and hold harmless agreement is in full force and effect until revoked by me in a writing delivered to the Railroad.

Dated this _______ day of ____________ 20 __ Volunteer: ________________________ _

Printed Name ______________________ _

_____________________________________

Parent or Legal Guardian

If Volunteer is a Minor

_____________________________________

Printed Name

1

TOUR AND ACTIVITY PLANDate __________________________________________________________________________

Pack Troop/team Crew/Ship Contingent unit/crew Unit No. _________ Chartered organization __________________________________________

Council name/No. ________________________________________________/_______________

District _________________________________________________________________________

Description of tour or activity ______________________________________________________

From (city and state) ______________________________to _____________________________

Dates _________________________ to ________________________ Total days ____________

Itinerary: It is required that the following information be provided for each day of the tour. (Note: Speed or excessive daily mileage increases the possibility of accidents.) Attach an addi-tional page if more space is required. Include detailed information on campsites, routes, and �oat plans, and include maps for wilderness travel as required by the local council.

DateTravel

Mileage Overnight stopping place (Check if reservations are cleared.)From To

Type of trip: Day trip Short-term camp (less than 72 hours) Other (OA Weekend, etc.) _________________________________

Long-term camp (longer than 72 hours) High-adventure activities High-adventure base____________________

Party will consist of (number):____ Youth—male ____ Youth—female____ Adults—male ____ Adults—female

Party will travel by (check all that apply): Car Bus Train Plane Van Boat Other ______________________________________________________________

Leadership and Youth Protection Training: Boy Scouts of America policy requires at least two adult leaders on all BSA activities. Coed Venturing crews must have both male and female leaders older than 21 for overnight activities. All registered adults must have completed BSA Youth Protection training. At least one registered adult who has completed BSA Youth Protection training must be present at all events and activities. Youth Protection training is valid for two years from the date completed.

Adult leader responsible for this group (must be at least 21 years old):

Name ____________________________________ Age _______ Scouting position _________________________________________________

Address __________________________________________________________________________________ Member No. ________________

City __________________________________________________________ State _______________ Zip code ___________________________

Phone _______________________________ Email ___________________________________ Youth Protection training date ______________

Assistant adult leader name(s) (minimum age 18, or 21 for Venturing crews):

Name ____________________________________ Age _______ Scouting position _________________________________________________

Address __________________________________________________________________________________ Member No. ________________

City __________________________________________________________ State _______________ Zip code ___________________________

Phone _______________________________ Email ___________________________________ Youth Protection training date ______________

Attach a list with additional names and information as outlined above.

Our travel equipment will include a �rst-aid kit and a roadside emergency kit.

The group will have in possession an Annual Health and Medical Record for every participant.

We certify that appropriate planning has been conducted using the Sweet 16 of BSA Safety, quali�ed and trained supervision is in place, permissions are secured, health records have been reviewed, and adult leaders have read and are in possession of a current copy of Guide to Safe Scouting and other appropriate resources. Any items needing attention will be resolved before the tour or activity date.

Signature: Committee chair or chartered organization representative Signature: Adult leader

Unit single point of contact (not on tour)

Name ____________________________________Phone __________________Email_________________________________________________

For o�ce use

Tour and activity plan No. ____________

Date received _______________________

Date reviewed ______________________

Council stamp/signatures

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Tour involves: Swimming Boating Climbing Orienta hts (attach Flying Plan required) Wilderness or backcountry (must carry Wilderness Use Policy and follow principles of Leave No Trace) Shooting Other (specify)

Activity Standards: Where swimming or boating is included in the program, Safe Swim Defense and/or Safety A oat are to be followed. If climbing/rappelling is included, then Climb On Safely must be followed. At least one person must be current in CPR/AED from any recognized agency to meet Safety A at and Climb On Safely guidelines. At least one adult on a pack overnighter must have completed Basic Adult Leader Outdoor Orientation (BALOO). At least one adult must have completed Planning and Preparing for Hazardous Weather training for all tours and activities. Trek Safely and Basic First Aid are recommended for all tours, and Wilderness First Aid is recommended for all backcountry tours.

Expiration date of commitment card/training (two years from completion date)

Name Age Youth Protection

Planning and Preparing

for Hazardous Weather

BALOO(no

expiration)

Climb On Safely Safe Swim Defense

Safety A at

Name Age CPR Cer ation/Agency CPR Expiration Date

First-Aid Cer ation/Agency First Aid Expiration Date

Name Age NRA Instructor and/or RSO

No. _______ R Shotgun Pistol (Venturing only) Range Safety O cer Muzzle-loading r Muzzle-loading shotgun

No. _______ R Shotgun Pistol (Venturing only) Range Safety O cer Muzzle-loading r Muzzle-loading shotgun

Unauthorized and Restricted Activities: The BSA’s general liability insurance policy provides coverage for bodily injury or property damage that arises out of an o cial Scouting activity as d ned by the Guide to Safe Scouting. Volunteers, units, chartered organizations, and local councils that engage in unauthorized activities are jeopardizing their insurance coverage. PLEASE DO NOT PUT YOURSELF AT RISK.INSURANCEAll vehicles MUST be covered by a liability and property damage insurance policy. The amount of this coverage must meet or exceed the insurance requirement of the state in which the vehicle is licensed and comply with or exceed the requirements of the country of destination for travel outside the United States. It is recommended, however, that coverage limits are a $100,000 combined single limit. Any vehicle designed to carry 10 or more passengers is required to have a $500,000 combined single limit. In the case of rented vehicles, the requirement of coverage limits can be met by combining the limits of personal coverage carried by the driver with coverage carried by the owner of the rented vehicle.

If the vehicle to be used is designed to carry more than 15 people (including the driver), the driver must have a valid commercial driver’s license (CDL). In some states (California, for example), this policy applies to drivers of vehicles designed to carry 10 or more people.

All vehicles used in travel outside the United States must carry a public liability and property damage liability insurance policy that complies with or exceeds the requirements of that country. Attach an additional page if more space is required.

Name ___________________________________________________________ CDL expires ___________________________________________

Name ___________________________________________________________ CDL expires ___________________________________________

680-014 2011 Printing Rev. 12/2011

MAKE MODEL YEAR

NUM

BER

OF

SAFE

TY B

ELTS

DRIVER/OWNER

VALID DRIVER’SLICENSE(Y or N)

LIABILITY INSURANCE COVERAGE

Combined Single Limit

Guide to Tour Planning Principles

Tour Plans

VIEW THIS DOCUMENT AT THE DAN BEARD COUNCIL WEB SITE danbeard.org > > > Resources > > > Forms > > > Health, Safety and Tour Forms >>> Tour Planning Worksheet *NEW*

Effective March 1, 2011, the Tour Plan replaced Tour Permits for units planning a trip outside of the Dan Beard

Council boundaries. For those familiar with the old Tour Permit process, we believe you will find the Tour Plan process

has been simplified and more efficient. This page has been developed to help our units understand thie new Tour Plan

process.

Steps for submitting a Tour Plan:

1. Download the new Tour Plan form (4 pages).

2. Complete the form on your computer or print it out and complete it by hand.

3. Obtain signatures from the Committee Chair or Chartered Organization Representative AND the primary adult

leader listed on the form:

o Print out the form and obtain signatures by hand OR

o Have the form electronically signed by both parties.

4. Email the completed form to tourplans@danbeard.org or mail or drop off the form to the Scout Achievement

Center at least 21 days prior to your tour.

5. Council representatives will review the form and make you aware of any defects. If the form is acceptable, it

will be stamped for approval and a copy will be returned to you.

If you need more help or clarification, please send an email to tourplans@danbeard.org.

Important Considerations:

21-Day Submission Requirement

In order for correctly processed, the Dan Beard Council requires Tour Plans to be submitted a minimum of 21 days

prior to the date of your tour. This accomplishes two objectives: it encourages advance planning for unit leaders and,

if defective, gives the unit time to make corrections or complete required trainings. We realize that for some units, it

may be a challenge to submit Tour Plans more than 21 days in advance; while forms can be submitted after this time,

it is possible and probable that Tour Plans will not be approved if the 21 day requirement is not met. Please plan ahead!

Leadership Requirements:

For every tour, an adult leader of at least 21 years of age must be the primary leader -- this leader must be a registered,

BSA Youth Protection and trained leader. A second adult at least 18 years of age (21 for Venturing Crews) must also

be in attendance. The second leader is not required to be a registered leader. For Coed Venturing crews going on

overnight activities, one male and one female leader, both older than 21, is required.

Leader Trainings:

For the Tour Plan to be approved, adult leaders are required to complete some trainings. These trainings may change

depending on the activity or program. Please be aware of which trainings are required for your tour:

Youth Protection

Training

The main, registered, over 21 year old leader must be Youth Protection Trained. All

other adults are strongly encouraged to complete Youth Protection Training. Click

here to complete Youth Protection training online.

Safe Swim Defense Required for unit swimming activities. At least one adult over 21 must be trained in

Safe Swim Defense. Click here to complete Safe Swim Defense online.

Safety Afloat Required for boating activities. At least one adult over 21 must be trained in Safety

Afloat. Click here to complete Safety Afloat online.

Climb on Safely

Required for climbing and rappelling activites. At least one adult over 21 must be

trained in Climb on Safely. Click here for information about Climb on Safely or click

here to log in to MyScouting to complete the training online.

BALOO Training

Basic Adult Leader Outdoor Orienation (BALOO) training is required for at least one

adult leader for Pack Overnighter activities.Click here to contact the Dan Beard

Council for upcoming BALOO training opportunities.

Planning and

Preparing for

Hazardous Weather

Required for all activities and tours by one adult leader. Click here to log in to

MyScouting to complete the training online.

Basic First Aid Recommended for all tours (not required).

Wilderness First Aid Recommended for all tours. Required for Philmont, Northern Tier, and Seabase High

Adventure tours.

CPR/AED Required for boating and climbing/rappelling activities. Note that CPR/AED

certification is required as part of the Safety Afloat and Climb on Safely guidelines.

Frequently Asked Questions:

Q. Why should I complete a tour plan?

A. The tour plan is a checklist for best practices to be prepared for safe and fun adventure. Completing the tour plan

may not address all possible challenges but can help ensure that appropriate planning has been conducted, that

qualified and trained leadership is in place, and that the right equipment is available for the adventure.

In addition, the plan helps to organize safe and appropriate transportation to and from an event, and defines driver

qualifications and minimum limits of insurance coverage for drivers and vehicles used to transport participants.

Please complete and submit this plan at least 21 days in advance to ensure your council has enough time to review

the plan and assist you in updating the plan if it is found defective. When the review is complete, the second half of

the plan is returned to you to carry on your travels.

Q. What if my unit does not submit a tour plan?

A. The Tour Plan is benefit to the unit and the council. For the unit, it encourages good planning method and ensures

the safety of the unit's participants. It is also a required process for accident and sickness insurance coverage. Unit's

that fail to obtain an approved Tour Plan prior to their trip not only risk the safety of their Scouts, but also jeopardize

insurance coverage. In extreme cases, units that do not submit a Tour Plan and willingly put their Scouts at risk may

also risk their charter status.

Q. When do I need to complete a tour plan ?

A. Times when a tour plan must be submitted for council review include:

Trips outside of council boundaries

Trips to any national high-adventure base, national Scout jamboree, National Order of the Arrow Conference, or

regionally sponsored event

When conducting the following activities outside of council or district events:

o Aquatics activities (swimming, boating, floating, scuba, etc.)

o Climbing and rappelling

o Orientation flights (process flying plan)

o Shooting sports

o Any activities involving motorized vehicles as part of the program (snowmobiles, boating, etc.)

At the council's request

Regardless, the tour plan is an excellent tool that should be included in preparation for all activities, even those not

requiring it. It guides a tour leader through itineraries, travel arrangement, two-deep leadership, qualifications of

supervision, and transportation.

Q. What is different on the tour plan vs. the tour permit?

A. Several items:

There is now no difference between Local and National permits -- they are the same form.

The council is the reviewer of all tour plans; no regional review is required.

The tour plan consists of a tour planning worksheet that is completed by the unit/contingent. After processing, the

council retains the tour planning worksheet and returns the tour plan to the unit.

The plan can be printed on standard 8 ½-by-11-inch paper!

21- vs. 14-day advance notice requested for units to submit the plan for council review.

A single point of contact (not on the tour) for council use is included.

Defined reasons/times when a tour plan must be submitted for council review.

Updated Pledge of Performance.

Q. Can the Tour Plan form be electronically signed?

A. Yes. If your PDF application (e.g. Adobe Reader) has the ability to electronically sign forms, you can obtain

electronic signatures from the Committee Chair or Chartered Organization Representative and the primary adult

leader. Otherwise, the form will need to be printed, signed by hand, and scanned back in before submitting through

email.

Q. Can we still use the online Tour Permit process on MyScouting?

A. Yes. The national council determined to keep the online Tour Permit process active until it is replaced with a new

Tour Plan module. Until the council is notified otherwise, the online Tour Permit process can still be used.

Q. I am being told me my plan is defective; what does that mean?

A. It would be best to address that with the reviewer directly so that defects can be removed. In many cases, it may

just be that part of your plan was incomplete. Common reasons could include lack of two-deep leadership; training not

completed, documented or expired; excessive daily travel; and not including vehicles with the capacity to carry the

tour.

Q. Is planning and preparing for Hazardous Weather Training required for all tours?

A. Yes, it has been required for all tours, including local and national, Cub Scout, Boy Scout, and Venturing, since

January 1, 2009. It should be repeated every two years and is appropriate for not only adults but Boy Scout aged

youth as well. A CD is available for use at your unit, district and council events where internet access is not

available. Click here to order the CD from Scoutstuff.org.

Q. What should we use for permission from parents?

A. The Activity Consent Form and Approval by Parents or Guardian is an appropriate resource.

Q. Do I need anything else if we are going on a discovery flight?

A. Yes, please complete the Flying Plan Application along with an Activity Consent Form and Approval by Parents or

Guardian (for each participant).

Contact

If you have more questions or need clarification on the Tour Plan process or requirements, please contact the Scout

Achievement Center at (513) 577-7700 (option 0) during normal business hours. Or send an email

to tourplans@danbeard.org. Last Updated on Wednesday, 18 July 2012 21:29

2015 SPRING CAMPOREE RAILROADING MERIT BADGE

CAMPOREE EVALUATION Please provide your opinions:

What did you like about the spring camporee?

What did you NOT like about the spring camporee?

Your suggestions for the next Camporee.