Winter Camp

Online Signup Guidebook

https://scoutingevent.com/488-2020WinterCamp

wintercamp@okscouts.org

918-392-1231

https://scoutingevent.com/488-2020WinterCampmailto:wintercamp@okscouts.org

Winter Camp Fees

To qualify for the Early Bird pricing Scout fees must be paid in full by November 1.

Adult leaders taking Red Cross training will need to pay an additional fee, see page, 15 for more information.

Important dates to remember:

October 1st

• $75 per Scout and $50 per adult payment due.

November 1st

• $75 per Scout and $50 per adult payment due.

• Merit Badge Registration Opens (must be up-to-date on payments in order to sign up for classes)

• Early Bird Discount Deadline (Scout fees must be paid in full to qualify for the Early Bird price of $150)

December 2nd

• Merit Badge Registration Closes

· Late Fee pricing begins

Price includes all meals, merit badge fees, free time activities and souvenir patch.

Scouts Adults Deadlines

2020 Camp Fees $175 $100 Dec 1st, 2020

2020 Early Bird $150 $100 Nov 1st, 2020

2020 Late Fees $200 $100 Dec 2nd, 2020

Welcome to Winter Camp! This guidebook will take you step-by-step to get your unit ready for this year’s

camp. Weather you are signing up 1 Scout or 50 we are sure you will have a great time at this year’s camp.

For questions regarding this guidebook or the online system please contact wintercamp@okscouts.org or by

calling 918-392-1231

To begin you can access the registration site : off the Council website at https://www.okscouts.org/camping/winter-camp/

off the council calendar at https://scoutingevent.com/488-2020WinterCamp

To reserve your spot for Winter Camp it will require a $100 unit deposit (non-refundable)

*Be sure to read and understand the Winter Camp Payment Schedule and Refund Policy*

mailto:wintercamp@okscouts.orghttps://www.okscouts.org/camping/winter-camp/https://scoutingevent.com/488-2020WinterCamp

3. To reserve your spot at Winter Camp you will need to have a $100 deposit paid (non-refundable) . You can access this on the first screen and begin the process by clicking the GREEN button.

4. You will be directed to log in as a guest (even if you have registered for previous events you will need to first fill out this basic information

5. After hitting “Continue as Guest” you will be directed to estimate your attendance numbers.

Estimated number of

youths Estimated number of

adults

If you are an adult

wishing to take training

classes during Winter

Camp BUT ARE NOT

REGISTERED WITH A

UNIT AT WINTER CAMP

Click here when ready

to proceed

6. You will be asked to enter information for the Registration Contact. This person will receive all communication for Winter Camp. When information is received this person is responsible for sharing with the unit and all those that are registered. They will also automatically be entered as one of the adults (this can be updated at a later time). You must enter a name, email, phone, and enter what unit you are registering.

7. After entering the Registration Contact information you will be asked to confirm your estimated attendance.

Confirm Registration Contact Information.

Update numbers if needed.

Your Registration Number (you will need later to log back into the system to pay and register for Merit Badges.

8 Enter in the address for payment. Be sure to check that you have understood the Winter Camp Refund Policies at the bottom.

When ready click RED button to proceed to payment screen

9. You can now pay via card (debit or credit). This will reserve your spot. You can log back in to update your numbers at anytime before the final payment deadline.

9a. Or you may choose to pay via check and send in or drop off to the Council Resource Center. If this option is chosen your reservation is NOT held until payment is received. If the payment is not received you may miss out on being eligible for the Early Bird Fees and signing up for Winter Camp classes.

10. After finalizing payment your registration is booked and the Registration Contact will receive an email with confirmation details. Included in this email will be a link to log back on and update your estimated numbers and also go back in to make payments and choose merit badge classes.

Logging Back into the System to Make Payments

When you are ready to log back in and make the next payment you can access by clicking the link on the email confirmation you received or go back to https://scoutingevent.com/488-2020WinterCamp . You will need the registration number and the email address of the registration contact. In the upper right corner you click “Lookup” your registration. Enter in the Registration Contact email and the Registration Number . You can locate the Registration number from the confirmation email you received or by calling the Scout Resource Center at 918-392-1231.

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At this time you can adjust your attendance numbers and update the Registration Contact information. When ready click “Confirm Attendees”

The next screen takes you to a summary of the current charges in total, the discounts (Early Bird, unit deposit, etc.) , and the amount due at this time. In this example there are 2 Scouts and 2 adults attending Winter Camp so: 2 Scouts @ $175 (Regular Camp Fee) = $350 2 Adults @ $100 (Regular Camp Fee) - $200 ———————————————————— Total $550 Unit Deposit (already Paid) -$100 Pending Early Bird Discount -$50 Must pay in full by deadline to receive Early Bird Discount ———————————————————— New Total if paid on time by deadline $400

On the lower part of the screen shows what is currently due. The first payment for Scouts is $75 and for adults $50, both per person. Again in this example there are 2 Scouts and 2 adults: 2 Scouts @ $75 = $150 2 adults @ $50 = $100 ——————————- Total due = $250 You can enter the names of attendees at this time or wait until the Merit Badge Registration opens up at the next deadline. When ready click that you click that you have read and understood the Winter Camp Refund Policy and enter in payment information. If payment is made by mailing it in or in person at the Scout Resource Center payments must be received by the deadlines to qualify for any discounts or Early Bird pricing. An email confirmation will be sent to the Registration Contact.

Logging Back into the System to Make Payments and Choosing Classes for Winter Camp

When you are ready to log back in and make the next payment you can access by clicking the link on the email confirmation you received or go back to https://scoutingevent.com/488-2020WinterCamp . You will need the registration number and the email address of the registration contact. In the upper right corner you click “Lookup” your registration. Enter in the Registration Contact email and the Registration Number . You can locate the Registration number from the confirmation email you received or by calling the Scout Resource Center at 918-392-1231. You will need the names of all attendees, their age, any dietary restrictions, Trading Post pre-orders, and their class selections. It would be advised that everyone have backup or second choices in case the classes reach their limits. Changes to class choices can be made up to December 1st.

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At this screen you will be notified of items that need completing before checking out. They are highlighted in RED and also on the right hand side with RED BELLS. Begin by clicking on the “Participants” tab on the left top. You will need names, age, dietary restrictions, Trading Post Pre-orders, and class selections for attendees.

Information that needs to be completed before checkout. Click here to enter names and class selections for attendees.

Notice of when the Early Bird discount ends. Payments after this date will be charged the Regular Camp Fee

Summary of you payments to date and what will be owed

Unit Deposit—Click here to use it and take it off your total

“Pending” Early Bird discount (if paid by deadline) and new balance.

To take off the unit deposit (Unallocated Credit) from your total you can evenly spread it to all the attendees or choose a different breakdown. The new total will be reflected on the previous page.

When you are ready click the “Participants” Tab to begin entering names and classes. Attendees with missing information will be highlighted in RED. To update click on each participant.

Click here to add participants and to manage classes for participants.

Shows what information will be required before checking out and a per person balance . Click on “Update Information” to continue.

Enter each participant screen to enter in required information. Information that you will need is names, ages, gender, dietary restrictions, and pre-order Trading Post items.

Click here to select. classes

Pre-order Trading Post Items. Additional fees added to the final total

If there are dietary restrictions please add here so camp is aware in

advance

To select classes simply scroll through the “Available Classes” on the right side and click the class you wish to pick. It will automatically place in your attendee schedule on the left side. The system goes in order starting with Block A . When that Block is chosen it moves to Black B, then C, etc. If you choose a classes that requires 2 Blocks it will automatically go to the next open block so you can choose classes. Some classes will have limits so be sure to have 2nd choices in case a class is filled up. When done click “Save” at the bottom and repeat for each Scout AND each ADULT. NOTE that some adult classes (Red Cross Trainings) require additional fees in addition to the Winter Camp Fee. See Leaders Guide for specific pricing. The additional fees will be added to your total upon check out.

When you have completed everyone you can go through and review everyone's schedule and make any changes as needed

Now you are ready to begin checking out and making payments. Click on the RED “Payment” tab to proceed to the checkout screen.

On the Payment screen you will be able to review all the charges and what is due. You can view details of “other fees” (i.e. adult training classes that require additional cost) and “trading post” items that you chose to pre-order by clicking the magnifying glass icon on the right side

To complete the payment simply scroll down (as with previous payments) and indicate you have read and understood the Winter Camp Refund Policy. You can pay be debit or credit card by entering information. You may choose to send in your payment to the Scout Resource Center. PLEASE NOTE that if this option is chosen your classes are not guaranteed until payment is received and EARLY BIRD discounts MUST be received by the deadline (not just booked online) in order to qualify.

The Registration Contact will receive a email to confirm payment and a link to go back and print schedules for your unit before Winter Camp. You have up to December 1st to change your class selections. After December 1st you will need to request changes by emailing wintercamp@okscouts.org, but please note there is no guarantee those changes can be made. New registrations or attendees AFTER December 1st will be charged a $25 late fee.