1. Capitol Area CouncilBoy Scouts of America

2. 623-D Tonight Travel Information Schedule Uniform Packing Financial Paperwork Registration Youth Protection Contact Information Duty Roster Patches, Duffle Bags, & Maps 2009 Trek Final Meeting 5/14/2009 2

3. 623-D Austin to Philmont: Departure Date: Monday, June 22, 6:00 am Meet 5:00 am at Whole Earth parking lot (Westgate Mall, 4477 S Lamar) FULL Class-A Uniform Busses Depart at 6:00 am REGARDLESS! Lunch in Lubbock – Texas Tech University Stangel/Murdough Dining Hall Dinner in Las Vegas, NM – Highlands University of New Mexico (no bathrooms in dining hall) Arrive at the Philmont Welcome Center ~9:30 pm (MDT) Overnight in Tent City or trail tents Philmont to Austin: Return Date: Sunday, July 5, ~10:45 pm Packlines at Welcome Center at 5:00 am — check out of tent city FULL Class-A Uniform Dining hall for “continental” breakfast at 5:45 am Depart Philmont ~6:30 am (MDT) Lunch in Amarillo, TX – gatti's Pizza Dinner in Abilene – McMurry University, Mabee Dining Hall Arrive Whole Earth parking lot (Westgate Mall) ~10:30 – 11:00 pm Travel Information Pack lines on store side Beall’s Whole Earth Provision Co. Central Market Cavender Boots Westgate Mall Whole Earth Provision Co. Parking Lot ~5:30 6:00 2009 Trek Final Meeting 5/14/2009 3 Bus 1 Bus 2 Bus 3 Bus 4

4. 623-D 2009 Trek Final Meeting 5/14/2009 4 Facts of Contingent Travel VCRs Air conditioners Window shades Cargo doors Engine problems It can get hot on a full bus! Particularly on the trip home (afternoon Texas heat). Everyone drinks/eats more snacks on way to Philmont than the way home! Bathrooms fill up!! Bus drivers take breaks — we don’t! Bussesbreak! Sometimes you have to be patient!

5. 623-D Bus Assignments Bus Leaders Bus Leaders met to purchase drinks & snacks May 9. 2009 Trek Final Meeting 5/14/2009 5

6. 623-D General Information Bring books, CD-players, radios, Gameboys, iPod’s, etc. (with earphones) for bus trips & base camp. Bus Leaders will bring snacks & coolers with drinks (water) & snacks — no personal food. Bus Leaders will bring movies to play bus trip (use good judgment in selecting). Everything must be in duffle bags & backpacks. Will leave your “stuff” (in your duffle bags) in lockers at Philmont while on trail. Can leave “valuables” in envelopes in locked vault in Registration (cash, credit cards, key to locker, etc.) 2009 Trek Final Meeting 5/14/2009 6

7. 623-D Uniform Wear Class-A Uniform while traveling & for base camp activities (crew photo, meals, chapel services, campfires). Can remove uniform shirt & wear crew tee shirt while bus is moving — Class-A when off bus. Applies to all participants — youth and adults. Class-A Uniform: Boy Scout: Tan uniform shirt Scout belt Scout long pants -or- Scout Shorts with Scout socks Will leave in duffle bag in locker while on trail. Venturing Crew: Green uniform shirt Crew’s “official” pant (long or short) Crew’s “official” socks (with shorts) Crew’s “official” belt 2009 Trek Final Meeting 5/14/2009 7 Can be “new” or “old” uniform.

8. 623-D Trek Schedule: Day 1 — Camping HQ/Tent City — (6/23) Registration Check-in Medical Re-check Equipment shakedown* Museum tours (optional) Day 2 — Depart CHQ/1 st Day on trail (6/24) Day 3 — 2 nd Day on trail, first full day (6/25) Day 4 — 3 rd Day on trail, Ranger Departs am (6/26) …… (hike between camps, participate in programs) Day 11 — Last Full Day on trail (7/3) Day 12 — Return to Camping HQ/Tent City (7/4) Return equipment SHOWERS! Souvenirs Day 13 — Travel — Philmont to Austin (7/5) Day 0 — Travel — Austin to Philmont – CHQ—Tent City and/or trail tents (Monday, 6/22) Meet Your Ranger * may do morning of Day 2 Logistics (bring “overall” & V.V. map) Services (food, equipment) Crew Photo* Opening Campfire Ranger Training: Hiking techniques Campsite setup Cooking Water purification Navigation … “Arrival Day” 2009 Trek Final Meeting 5/14/2009 8 Registration check-out Trip to Cimarron Closing Campfire

9. 623-D Financial Policies/Information All crews except one are fully paid. We are within budget! Participants need personal money for: Snacks at Camping Headquarters (before/after). Souvenirs at Tooth of Time Trading Post. “Campers spend an average of $100 at Philmont’s trading posts. If major items such as jackets are desired, more money will be needed.” Backcountry (~$20, small bills): Shotgun shooting — additional shots Fishing license — $1.50 (youth), $9-$40 (adult) Snacks (healthy) Fuel Trip to Cimarron — any meals there $15.00-$20.00 $25.00-$30.00 Root Beer in the Cantina’s!!! 2009 Trek Final Meeting 5/14/2009 9 Adults need to take Driver’s license or other photo Id with them to the backcountry to be able to purchase fishing license! Adults need to take Driver’s license or other photo Id with them to the backcountry to be able to purchase fishing license!

10. 623-D Paperwork Status (5/9/2009) 2009 Trek Final Meeting 5/14/2009 10

11. 623-D Outstanding Paperwork Paperwork was due April 15. Now to May 15: Drop off at Sid’s or scan & e-mail (preferable) After May 15: UPS or US Mail to: Sid Covington, LOGISTICS 47 Caballo Rd Cimarron, NM 87714 Paperwork MUST be complete or your crew can’t go. 2009 Trek Final Meeting 5/14/2009 11

12. 623-D Paperwork Checklist for Crews 2009 Trek Final Meeting 5/14/2009 12 You keep the originals! I want copies only. Take your paperwork to Philmont with you in your Crew Advisor Binder. You keep the originals! I want copies only. Take your paperwork to Philmont with you in your Crew Advisor Binder.

13. 623-D Crew Advisor Responsibility: All participants (youth and adult) must be registered members of the Boy Scouts of America. All adults (18 or older) with primary registration in a Boy Scout troop or team — and — All adults (21 or older) with primary registration in a Venturing Crew — must be: Registered as adult leaders Current (3 years) in Youth Protection 2009 Trek Final Meeting 5/14/2009 13 This is your responsibility! Nobody will ask to see the cards. Youth Protection can be taken on-line via Council website. This is your responsibility! Nobody will ask to see the cards. Youth Protection can be taken on-line via Council website.

14. 623-D Contact Information Parent/Family Information Letter Each advisor should make copies for crewmember’s families Discusses Uniform while traveling/base camp Includes telephone numbers for emergencies Complete Travel information Information about money, packing, and manners Phone numbers: Sid Covington: Cell: (512) 925-1231 Philmont: (575) 376-2281 x1231 — Logistics Eagle Nest, New Mexico: (575) 377-6820 Philmont Switchboard: (575) 376-2281 2009 Trek Final Meeting 5/14/2009 14 This information is on the Contingent website and in your Crew Advisor binder.

15. 623-D Duty Roster: Prepare duty roster before leaving for Philmont. Make copies for all participants (laminate). Website has tool (Excel) & Philmont version. Crew Decisions: All participants share work equally? Tentmates Skill level Crew Leader? Adults? 2009 Trek Final Meeting 5/14/2009 15

16. 623-D Duffle Bags/Council Strips 2009 Trek Final Meeting 5/14/2009 16 Duffle Bags (count your bags tonight): Have a few bags for sale, $25.00 each Patches: Have CSP’s for sale Have Contingent patches for sale Bring backpack & duffle bag ONLY! Don’t bring anything else on bus! Everything must fit into duffle bag while on trail. Duffle bag will be stored in locker while on trail. Bring two padlocks per crew for lockers (not really necessary). CSP’s: $5.00 each for participants $30.00 each for others Logo patches: $5.00 each for participants $10.00 each for others CSP’s: $5.00 each for participants $30.00 each for others Logo patches: $5.00 each for participants $10.00 each for others

17. 623-D Maps — one topo map set per person Known Sister Crews 2009 Trek Final Meeting 5/14/2009 17 Only need to take two or three sets of maps on the trail with you! Advisors: bring the “Overall” (& Valle Vidal) map with you to Day 1 Logistics Trip Planning! Do not mark up your maps before coming to Philmont! The number of maps each crewmember gets is based on the crew’s itinerary.

18. 623-D Questions? 2009 Trek Final Meeting 5/14/2009 18 Philmont! Here we come! It will be 5:00 in the morning before you know it! I’ll see you at Philmont!