HEART OF AMERICA COUNCIL

Transcription

1 HEART OF AMERICA COUNCIL

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. Non-BSA registered adult family members and siblings may camp with their Cub Scouts in the Cub Scout Sub Camp to meet Cub Scout Family Camping requirements. (Register with the Cub Scout Family Camping Pass option) Boy Scouts: Boy Scouts and Varsity Scouts will camp with their Troop/Team on Friday and Saturday Night. 2

3 Venturers: Explorers: 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. 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 Sunday, April 13 - 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 through Thursday May 15 th. *Friday, May 2 - Online registration closes After May 2 nd, ONLY Visitor Passes available and will need to be purchased at the Council Service Center. 3

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. The Day Pass will include Saturday Lunch and Supper, youth participation in all activities as long as age and size requirements are met and the stage show. Day Pass participants will not have access to the camping areas of the Scouting 500. Camping Pass: The cost for BSA registered 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 April 13, 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. Cub Scout Family Camping Pass: Visitor Pass: The cost for non-bsa registered family members of Cub Scouts who wish to camp with their Scout to meet Cub Scout Family Camping requirements is $30.00 per person ($40.00 per person after April 13, 2014). The Cub Scout Family Camping Pass includes four meals (Saturday Breakfast, Lunch and Dinner and Sunday Breakfast), participation by youth in the program areas as long as size and age requirements are met, Stage Show attendance and Sunday morning Religious Services. The Cub Scout Sub Camp is the only camping area open to Cub Scout Family Camping Pass holders. Families 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. 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 4

5 to and clicking on the registration tab after May 2, Event Patch: All paying participants, Camping Passes, 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. 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) -Patch Coupons for each registered participant -Special Food Meal Tickets for those who listed a dietary restriction -Other Informational Flyers referred to in this Leaders Guide Register by Monday, April 13 - 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 15 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, and West 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 5

6 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 persons 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. 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: -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: -Kaw District -Trailhead District -Northern Tier District -Red-Tailed Hawk District -Trails West District -Out of Council Troops 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 Cub Scout Sub-Camp Cub Scout Sub-Camp will house all Cub Scouts camping under Cub Scout Family Camping rules. 6

7 All participants who will be camping must be a registered member of the with the sole exception of those who fall under the Cub Scout Family Camping rules. 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 (2012 or 2014 version signed within the past year) -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 (2012 or 2014 version signed within the past year) Campers and RVs will not be allowed Uniform of the Day: All Program events on Friday & Saturday, Class B. Sunday Church Services, Class A. 7

8 Cub Scout Sub-Camp SCOUTING 500 PARKING Cub Scout Packs camping under the Boy Scout Family Camping guidelines will camp in this specifically designated sub-camp. The Cub Scout Sub-Camp will camp in area 5 of the Kansas Speedway and park in area 13 of the Kansas Speedway, which is contiguous to area 5 just to the west. You will access this parking area from Talladega Dr which enters the Kansas Speedway from Speedway Boulevard. If your Pack is camping with a Troop, Not under the Family Camping guidelines, follow the camping and parking directions for the Troops below. PLEASE DISPLAY THE SIGN FOR 13 ON THE DASH OF EACH VEHICLE Kansas Troops Johnson Sub-Camp Kansas Troops and Cub Packs camping with Kansas Troops will camp in area 4 of the Kansas Speedway and park in area 12 of the Kansas Speedway, which is contiguous to area 4 just to the west. You will access this parking area from Talladega Dr which enters the Kansas Speedway from Speedway Boulevard. (This now INCLUDES Kaw District) PLEASE DISPLAY THE SIGN FOR 12 ON THE DASH OF EACH VEHICLE Metro Sub-Camp Missouri Troops from Pioneer Trails District, Frontier District, Blue Elk District, Thunderbird District and Cub Packs camping with these Troops will camp in area 2 of the Kansas Speedway and park in area 10 of the Kansas Speedway, which is contiguous to area 2 just to the west. You will access this parking area from Darlington Dr. which enters the Kansas Speedway from State Ave. PLEASE DISPLAY THE SIGN FOR 10 ON THE DASH OF EACH VEHICLE West Sub-Camp Missouri Troops from North Star District, Pelathe District, Lone Bear District, Big Muddy District, Twin Rivers District and Cub Packs camping with these Troops will camp in area 3 of the Kansas Speedway and park in area 11 of the Kansas Speedway, which is contiguous to area 3 just to the west. You will access this parking area from Darlington Dr. which enters the Kansas Speedway from State Ave. PLEASE DISPLAY THE SIGN FOR 11 ON THE DASH OF EACH VEHICLE Explorer Posts Explorer Posts will camp in area 7 of the Kansas Speedway and also park in area 7 of the Kansas Speedway. You will access this parking area from Talladega Dr which enters the Kansas Speedway from Speedway Boulevard. PLEASE DISPLAY THE SIGN FOR 7 ON THE DASH OF EACH VEHICLE 8

9 Day Pass and Visitor Pass Holders Day Pass and Visitor Pass Holders will park in areas 6 and 14 of the Kansas Speedway. You will access this parking area from Talladega Dr which enters the Kansas Speedway from Speedway Boulevard. PLEASE DISPLAY THE SIGN FOR 6 ON THE DASH OF EACH VEHICLE NOTE - Trailers / Equipment Trucks: Trailers and Equipment Trucks will have a special parking area near each sub-camp camping area. These areas are limited in space and units are encouraged to limit their Trailer / Equipment Trucks to a minimum. Unit and personal equipment will have to be carried or ported to your assigned camping area. Units are encouraged to provide and utilize small equipment carts for this purpose. Trailers and Equipment Vehicles will follow the parking directions provided above. 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 9

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 Parking Gates Open for Day Pass and Visitor Pass Participants Breakfast Service begins at concessions stands within the Kansas Speedway. 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 8:30 PM Select Pit Stop activities re-open 10

11 10:15 PM Stage Show Ends with Fireworks Display 10:30 PM All Pit Stop Activities Close 11:00 PM Taps Day Pass and Visitors leave the Kansas Speedway Camping Units leaving on Saturday night must check out at Sub Camp Headquarters Camping Pass Participants return to campsite Head Count taken by Unit Leaders 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 (Refer to registration packet meal distribution master list). 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. Siblings of Scouts will be able to participate if they have a Day Pass or a Cub Scout Family Camping Pass and also meet the age and/or size requirements of any particular activity. There will not be a scheduled Pit Stop rotation during the Scouting 500. All activities will be operating from 8:30 am -- 5:00 pm on Saturday, with a select group open on Friday from 5:00 pm 10:00 pm and on Saturday 8:30 pm-10:30 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 requirements 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. 12

13 On Saturday, all Pit Stops will open at 8:30, immediately following the Formal Opening & Flag Raising. And remain open until 5:00 PM. Select Pit Stops will re-open from 8:30 pm 10:30 pm. 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! 13

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! Program Activities with Size or Age Requirements Zipline The Rock V4 Ultimate Bungee (Fling Thing) Skeet Shooting Nascar Crash Course Three Lane Bungee Run Mangus the Mechanical Bull Size/Age lbs lbs lbs. 8 and Up 42" & taller 42" & taller 7 and Up Pit Stop High Adventure High Adventure High Adventure Shooting Sports Outdoor Action Outdoor Action Animal Kingdom Meltdown - 8 stations 48" & taller Midway Go Karts ATV's SCUBA (wear one-pc swimsuit to the activity area) 14 and Up 14 and Up 14 and Up Motor Sports Motor Sports Outdoor Action 14

15 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. SCOUTING 500 TRADING POST Trading Posts: Souvenir Scouting 500 merchandise will be available on a pre-order bases. Units can place their order online at and may pick up their merchandise at the event. A minimal amount of souvenir items will be sold at the event. Orders may be placed beginning on March 7 th and will close on April 15 th. Merchandise will be available for pick-up prior to the event on Saturday, May 10, from 9:00 AM 3:00 PM or at the Scouting 500 event itself from 5:00 PM 10:00 PM Friday, May 16 and 7:00 AM 4:00 PM, Saturday, May 17. SCOUTING 500 SPECIAL NEEDS General Special Needs: Scouts with Disabilities: 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. 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. 15

16 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 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 6:30 AM. Participants may leave at any time; 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. 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 any time 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. 16

17 As part of the Emergency System, an Emergency Text system will be set up so that participants can opt 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 additional 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. Be sure to check your registration packets for additional information regarding activities and events occurring at the Scouting

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