SCOUTING 500 LEADER S GUIDE

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2 SCOUTING 500 LEADER S GUIDE The Event: Date of Event: Location: Participants: The Scouting 500, Speedway Spirit 2014 is designed to showcase the Scouting Program of the Heart of America Council, Boy Scouts of America to every Cub Scout, Boy Scout, Varsity Scout, Venturer, and Explorer, Scouting Leader, their families and the general public. The program for the weekend encampment will provide hands on activities for our youth members that are new and exciting for Scouts of all ages. May 16, 17 & 18, 2014 (Friday, Saturday & Sunday) Kansas Speedway, Kansas City, Kansas All Scouting Youth and Adults are welcome to participate in the Scouting 500. Cub Scouts: Tiger Cubs and Cub Scouts are invited to attend for the day on Saturday, or camp the whole weekend under the rules and regulations of the Boy Scouts of America Family Camping Program. (See Camping Area Cub Scout Sub-Camp) Webelos Scouts are encouraged to camp with their local troop during the weekend. This will help foster the Webelos-To-Scout Transition Program of the Heart of America Council. Two-Deep Leadership (not one-on-one) is required for all Webelos Dens camping with their associated Troop. Family Camping rules apply if camping with the pack. Boy Scouts: Venturers: Explorers: Boy Scouts and Varsity Scouts will camp with their Troop/Team on Friday and Saturday Night. Venturers will camp with their Crew on Friday and Saturday Night. Explorers will camp with their Post on Friday and Saturday Night, in a special sub-camp area along with the Scouting 500 Staff. 1

3 Registered Adult Leaders: Registered Scouting Leaders not connected to a unit are invited to attend the Scouting 500, either as a day visitor on Saturday or camp within their District Sub-camp, during the weekend. Day Pass: Units may pick the option to come out to the Scouting 500 and participate on Saturday and stay until the end of the Stage Show. Visitors Pass: Visitors are invited to attend the Scouting 500 and stay through the end of the Stage Show. Visitors may tour, but not participate in the programs. Meals will not be provided, nor access to camping areas allowed. Scouting 500 Staff: Recruited Staff for the Scouting 500 will camp during the event in a special Staff Area that will also camp Explorer Posts. Registration is required at Registration/Cost: All registration for the Scouting 500 will be online and prior to the event. The website to use for additional information and registration is: Register by Monday, March 10 - to receive a discounted ticket price. Registration packets will be distributed at the May Roundtables, or can be picked up at the Council Office beginning Wednesday, May 7 th thru Thursday May 16 th. *Friday, May 2 - Online registration closes 2

4 SCOUTING 500 REGISTRATION OPTIONS Day Pass: The cost of Units and Registered Adult leaders attending on Saturday, May 17 th only, will be $25.00 per person ($35.00 after March 10, 2014) The Day Pass will include Saturday Lunch and Supper, participation in all activities and stage show. Day Pass participants will not have access to the camping areas of the Scouting 500. Camping Pass: The cost for youth and adult members camping the entire weekend with their Pack, Troop, Team, Crew or Post will be $30.00 per person ($40.00 per person after March 10, 2014) The camping pass will include four meals (Saturday Breakfast, Lunch and Dinner and Sunday Breakfast). Camping Pass holders will have total access to all program and camping areas, including the Stage Show and Sunday Morning Religious Services. Units may choose to camp Friday night only or Saturday Night only. However, there will not be any reduction in price for this option because all meals will be available. Visitor Pass: Event Patch: The cost for Saturday Day Visitors will be $15.00 per person. Day Visitors will not have access to the Camping Area of the Scouting 500, no meals will be provided and participation in the activities will not be allowed. The Visitors Pass does include attendance at the Saturday Night Stage Show. VISITOR PASSES WILL ONLY BE AVAILABLE FOR SATURDAY, MAY 17, 2014 and must be purchased in advance by going to and clicking on the registration tab. All paying participants, Camping Pass, Day Pass, and Visitors will receive a Scouting 500 patch as part of their fee. Identification: Each level of participation will be identified by a unique colored wristband, which must be worn during the event. Access to the camping area, program participation and meals will be based on the individual s colored wristband. 3

5 Registration Packet: Prior to the weekend of the Scouting 500, each Pack, Troop, Team, Crew and Post that have registered will receive a packet of information for their unit. This packet will include: -Wristbands for all paid participants -Map of the Speedway camping area -Map of Scouting 500 Program area -Final schedule of Activities -Map of their sub-camp area -Location of their campsite -Directions and preferred approach to enter Kansas Speedway -Identification of assigned parking lot -Vehicle Pass(es) -Patches for each registered participant Register by Monday, March 10 - to receive a discounted ticket price. Registrations packets will be distributed at the May Roundtables, or can be picked up at the Council Office beginning Wednesday May 7 th thru Thursday May 16 th. Camping Area: The Camping area for the Scouting 500 will be held in the Preferred Parking Areas of the Kansas Speedway, which will be divided into four Sub-Camp Areas. (Cub Scout Sub-Camp, Metro Sub-Camp, Johnson Sub-Camp, West Sub-Camp, and East Sub-Camp). Each Sub-Camp will offer a sub-camp headquarter area in which check-in will be held, along with 24 hour information resources, first aid, leader hospitality area and commissioner service. Restrooms and water supply will also be available in the vicinity of each Sub Camp Headquarter tent. Each unit will be assigned a designated camping area within their sub-camp to set-up their unit camping site. The unit camping sites will be determined by the number of participants registered and paid for by the unit and will be based on two person per tent. Cub Scout Sub-Camp All Cub Scout Packs camping during the event will be assigned a specific camping area for their Cub Scout Pack to set up within. Because of the Cub Scout Family Guidelines that must be followed during the weekend, each Tiger Cub or Cub Scout must be paired with an adult (one on one) for the entire weekend. 4

6 SCOUTING 500 CAMPING AREAS Metro Sub-Camp Metro Sub-Camp will house all Boy Scout Troops, Varsity Teams, Venturing Crews and Explorer Posts from the following districts: -Kaw District -Pioneer Trails District -Frontier District -Blue Elk District -Thunderbird District Johnson Sub-Camp Johnson Sub-Camp will house all Boy Scout Troops, Varsity Teams, Venturing Crews and Explorer Posts from the following Districts: -Trailhead District -Northern Tier District -Red-Tailed Hawk District -Trails West District West Sub-Camp West Sub-Camp will house all Boy Scout Troops, Varsity Teams, Venturing Crews and Explorer Posts from the following Districts: -North Star District -Pelathe District -Lone Bear District -Big Muddy District -Twin Rivers District Out of Council Boy Scout Troops will be incorporated into one of the three sub-camp areas. All participants who will be camping must be a registered member of the. 5

7 SCOUTING 500 EQUIPMENT NEEDS Unit Equipment Needs: Each unit camping will need to provide the following equipment for their assigned camping area. -Tentage (One tent per every two persons registered) -Unit First Aid Kit -Propane Light(s) -Water Jugs -Secured Box for Valuables, physicals and medicines -Physical Form (A&B) for each participant -Registration Material and Instructions -1 cot per person (optional) -One Dining Fly (optional) -Propane Stove (optional, to be used for making coffee) - FM Radio (optional) -Small Equipment cart to haul equipment (optional) Because all meals are provided, unit cooking equipment is not needed, with the noted exception of making coffee. Personal Equipment: Each registered participant will need to provide their own personal camping equipment. This should include: -Sleeping Bag, pad and ground cloth -Personal Water Bottle -Change of clothing -Personal Hygiene items Toothbrush, Toothpaste Small Towel Small Bar of Soap -Ear Protection -Flashlight -Scout Uniform and Scout Activity wear -Day pack -Rain Gear -Light Jacket -Part A/B of Personal Health Form Campers and RVs will not be allowed Uniform of the Day: All Program events on Friday & Saturday, Class B. Sunday Church Services, Class A. 6

8 SCOUTING 500 PARKING Entrance to Speedway: Entry into the Kansas Speedway for your unit will be determined by which district your unit is from. Following the below instructions and point of entry will guide you and other members of your unit to the parking area closest to your sup-camp area: Cub Scout Sub-Camp All Cub Scout Packs camping during the event will enter the Kansas Speedway at the Talladega Gate and will be directed to park in Area #13 parking lot. See registration packets for detailed information on entering Speedway. Metro Sub-Camp Units from the Kaw District, Pioneer Trails District, Frontier District, Blue Elk District and Thunderbird District will enter the Kansas Speedway at the Darlington Gate and will be directed to park in Area #10 parking lot. See registration packets for detailed information on entering Speedway. Johnson Sub-Camp Units from the Trailhead District, Northern Tier District, Red-Tailed Hawk District, and the Trails West District will enter the Kansas Speedway at the Talladega Gate and will be directed to park in Area #12 parking lot. See registration packets for detailed information on entering Speedway. West Sub-Camp Units from the North Star District, Pelathe District, Lone Bear District, Big Muddy District and Twin Rivers District will enter the Kansas Speedway at the Darlington gate and will be directed to park in Area #11 parking lot. See registration packets for detailed information on entering Speedway. Day Pass and Visitor Pass holders All Units and Participants with Day Passes and Visitor Passes will enter the Kansas Speedway at the Michigan Gate and will be directed to park in the Day Visitor parking lot. See registration packets for detailed information on entering Speedway. Explorer Posts Enter Kansas Speedway at the Talladega gate and will be directed to park in Area 14 parking lot. See registration packets for detailed information on entering Speedway. 7

9 Trailers/Equipment Trucks: Personal Vehicles, equipment trucks or trailers will not be permitted to park in the Sub-Camp camping areas. A special parking area near each sub-camp will be designed for the parking of equipment vehicles and trailers. These areas are limited in space and units are encouraged to limit their equipment trailer/trucks to a minimum. Unit and personal equipment will have to be carried or ported to your assigned campsite area. Units are encouraged to provide and use small equipment carts for this purpose. Equipment vehicles will follow the Unit parking directions provided above under Entrance to Speedway SCOUTING 500 FRIDAY SCHEDULE General Schedule: Friday Night- May 16, :00 PM Parking and Camping Areas open for set-up Sub-Camp Headquarters operational Check-In begins 5:00 PM In-Field Program Friday Night Lights begins, with select Pit Stops open in the Infield. Access limited to Camping wristband Food available for purchase at infield concession stands 10:00 PM Friday Night Lights ends Finalized Campsite set-up 10:00 PM Speedway Gates are closed Finalize Check-In at Sub-Camp Headquarters by unit leader. Top Leader Orientation Meeting at Sub Camp Headquarters 11:00 PM Taps Overnight: Sub-Camp Headquarters open for emergency needs Michigan Gate open overnight for emergencies 8

10 SCOUTING 500 SATURDAY SCHEDULE Saturday Day- May 17, :00 AM Reveille Each Unit Meets and gives instructions to its own Scouts 7:30 AM Speedway Gates Open for Day Camping Pass Participants Breakfast Service begins at concessions stands within the Kansas Speedway. Parking Gates open for Day Pass Participants 8:30 AM Opening Ceremony & Flag Raising Location to be announced in your Registration Packet Scouting 500 Program Area Pit Stops Open in the Infield of the Kansas Speedway 9:00 AM Breakfast service ends 11:30 AM Lunch Service begins for participants with Camping Pass and Day Passes in the Infield Garages Scouting 500 Program Areas stay open in the Infield of the Kansas Speedway during lunch. 1:30 PM Lunch Service ends 4:30 PM Supper Service opens for Camping Pass and Day Pass Participants in the grandstand concession area of the Kansas Speedway. 5:00 PM Scouting 500 Program Areas Close Access to Kansas Speedway in-field is closed to participants. 6:00 PM Seating for the Stage Show Opens in the grandstand of the Kansas Speedway. 6:30 PM Supper Service ends 7:00 PM Stage Show Begins 9

11 10:15 PM Stage Show Ends with Fireworks Display 10:30 PM Day Pass and Visitors leave the Kansas Speedway Camping Pass Participants return to campsite Head Count taken by Unit Leaders 11:00 PM Taps 11:30 PM Parking Lot Gates are closed Overnight Sub-Camp Headquarters open for emergencies Michigan Gate open overnight for emergencies SCOUTING 500 SUNDAY SCHEDULE Sunday, May 18, :00 AM Reveille 7:30 AM Breakfast Service begins at concessions stands within the Kansas Speedway. Kansas Speedway Gates are open for outbound traffic 8:30 AM Breakfast Service ends. Religious Service Begin. Listing of services will be provided in your registration packet. 9:30 AM Religious Services end Unit Campsite is packed up and loaded onto Equipment Vehicle. Camping Units check-out at Sub-Camp Headquarters 11:00AM Noon: All Camping units and participants leave the Kansas Speedway Richard Petty Driving Experience Begins. Open to all Scouters for a reduced rate of $

12 Meals: Meals will be provided by the catering service of the Kansas Speedway and served from the concession stands at the Speedway, except lunch on Saturday which will be served from the 4 Infield Garages. Appropriate wristbands will be needed by participants to receive their meal. All food, drink and utensils will be provided at each meal. NO CAMPSITE COOKING SCOUTING 500 PROGRAM Scouting 500 Program: The Scouting 500 will feature 12 different Program Venues, called Pit Stops. Each Pit Stop will have a unique program theme and activities for Tigers, Cubs, Webelos, Boy Scouts, Venturers and Explorers, designed to be hands on and offer some unique opportunities for participants. There will not be a scheduled Pit Stop rotation during the Scouting 500. All activities will be operating from 8:30 am to 5:00 pm on Saturday, with a select group open on Friday from 5:00 pm 10:00 pm. All Activities will be on a first come first serve basis for youth members. While we have made every attempt to provide exciting programing for everyone to enjoy, we also recognize that given the number of Scouts attending, not all Scouts will be able to participate in all the activities. In addition, some activities like the ATV s and Go Karts will have age restrictions of 14 and above. Finally, we ask that adults not participate in activities where there is a significant line of Scouts. In order to make the experience as enjoyable, and fair, as possible, every registered Scout will receive one (1) Fast Pass coupon. This coupon will allow the Scout to go to the Fast Pass line at activities where throughput will be more limited. Examples of activities where the Fast Pass will work include the Zip Lines, Rock Wall, Go Carts, ATV s and some Shooting Sports. More details will be provided in your Registration Packet. Friday Night From 5:00 pm till 10:00 pm, the Infield will open with select Pit Stops ready to enjoy. This will also be a great time to get oriented to the location of the Pit Stops for Saturday activities. We encourage you to arrive early and take advantage the Friday Night Lights. On Saturday, all Pit Stops will open at 8:30, immediately following the Formal Opening & Flag Raising. And remain open until 5:00 PM. 11

13 SCOUTING 500 PIT STOPS Emergency Preparedness Pit Stop Search and Rescue dog demonstrations by Kansas City, MO Police Dept. Police, Fire & Rescue equipment and demonstrations Severe weather training and preparation Military Experience Pit Stop The Military Pit Stop is still in development, many of the branches of the U.S. Armed Forces contacted to put on a display. Outdoor Action & Adventure Pit Stop Challenge Course Outdoor games and activities like bungee racing and ladder climb to name a couple Scuba Pool and introduction to diving with underwater practice for Venturers Community Service Pit Stop Habitat For Humanity project Harvesters Food Collection Duty To God, religious emblems Shooting Sports Pit Stop Daisy BB Gun Ranges Electronic Skeet Shooting Archery S.T.E.M Pit Stop HAM Radio Rockets Geocaching & Surveying ScoutStrong Pit Stop Sports clinics, Physical fitness and training Cub Scout & Boy Scout challenge courses Midway Pit Stop Muscle, antique and specialty car show Meltdown, fun and challenging for all ages Mic-O-Say & OA leadership programs Animal Kingdom and Conservation Kansas City Zoo, animals and performances KC Disc Dogs performances Mechanical Bull riding yep! 12

14 High Adventure Zipline 35 feet tall and over 100 feet of Free-Falling Zipline Exhilaration! The Rock" 24' Auto-Belay Rock Climbing Wall Hot-Air Balloon planned, pending weather and clearance Careers & Education Pit Stop Skilled Trades, hands on activities Aviation careers, instruction and maintenance from UCM Missouri S&T Design Team Motor Sports Pit Stop Richard Petty Go Karts (Ages 14 and up) RC Car racing Biking around the Speedway Track! SCOUTING 500 STAGE SHOW Stage Show: On Saturday evening the 500 will present a stage show, complete with a NASCAR mock race, music and fireworks, all designed to end a fun filled day with entertainment and excitement. The show will run from 7:00 PM till 10:15 PM As an added feature, we re planning a Parade of Scouts to open the stage show. We re asking all Units to designate one adult and one youth to serve as the Honor Guard & Unit Flag bearer. Watch your registration packet for more information and specifics on meeting time, location etc. Trading Posts: Special Needs: Souvenir Scouting 500 merchandise will be available on a pre-order bases. Units can place their order on line at and may pick up their merchandise at the event. Souvenir items will not be sold at the event. Orders may be placed beginning on March 1st and will close on April 15 th. The Scouting 500 staff is prepared to provide and assist youth and leaders that may have a special need. A special Needs request should be filled out at time of Registration. 13

15 SCOUTING 500 SPECIAL NEEDS Scouts with Disabilities: We encourage Scouts with disabilities and special needs to attend The 500. The Scouts with Disabilities Committee will be providing Staff, on Saturday only, to assist and support the special needs Scouts and their families. They will provide: Transportation from an assigned parking lot to and from the Infield Program Area for physically disabled Scouts. More specific details will be provided in registration packets. A safe, sensory area will be available to relax and unwind, complete with its own playground A resource booth providing information and support for special needs Scouts and their families will be staffed at the Community Service Pit Stop. Please stop by and to share ideas and solve problems. Many of the Pit Stops have activities in which Scouts with disabilities and special needs can participate. Staff will be available on Saturday to help the Scouts enjoy these activities, with maximum interaction and learning. More details will be provided in registration packet. SCOUTING 500 SECURITY Security: Security for the event will be provided for by a combination of agencies that include the Speedway, KCK Police Department and the Law Enforcement Explorers and the Heart of America Council Commissioner Staff. Parking Lots, camping areas and program areas will be patrolled 24 hours for security purposes. Parking Lot Gates will be closed during the night and entry into the Kansas Speedway will be limited to a single access point at the Michigan Gate between 11:00 PM and 6:30AM. Participants may leave at anytime; however, all vehicles will be checked upon leaving for youth members. If a youth member is in the vehicle, a check out card must be obtained at the Sub-Camp Headquarter tent for presentation to the gate security officer upon exiting the Speedway. 14

16 Fire/EMS Service: Emergency Contact: The Kansas Speedway Fire Department, along with Medical Support from KU will be provided during the Scouting 500. Campfires of any kind are prohibited at anytime in the Camping area. Propane lights may be used for lighting only. Propane stoves may be used only for heating water for coffee, tea or hot chocolate. NO COOKING IN THE CAMPING AREAS. As part of the Advanced Material, a special Emergency Contact Number will be provided for Emergency Contact purposes during the Scouting 500. Each unit should make note of this number in order to call for emergency assistance. As part of the Emergency System, an Emergency Text system will be set up to receive Emergency texts from the Scouting 500 Operation. The website to sign up for the Text Message System will be listed on the Scouting 500 website in April. As part of the check in procedure, each unit that is arriving for the Day or Camping overnight will be asked to provide an emergency cell phone number in case the Scouting 500 staff needs to contact your unit leadership. This number will be kept on file at the Sub- Camp Headquarter tent. Updated Information: Throughout February, March and April, the Scouting 500 Staff will continue to develop and add addition information and programming opportunities to the Scouting 500 experience and updates to the Leaders Guide will be made by addendums. Periodically check the Scouting 500 website at for updates and additional information. 15

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