305 service unit encampment coordinator part a. welcome to 305 service unit encampment coordinator...
TRANSCRIPT
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!