1. Philmont 2006 Council Contingent Second Organizational Meeting
11/3/2004
Capitol Area Council Boy Scouts of America
Philmont Council Contingent Second Organizational Meeting
621-I / 703-A
Contingent Advisor: Sid Covington , (cell), (fax)
Scouting Advisor: Marty Sepulveda x17
Trek Meeting 2

2. Agenda Tonight: Review 2005 Contingent Trek Experience
11/3/2004
Agenda Tonight:
Review 2005 Contingent Trek Experience
Contingent/Crew Organization
Review Financial Policy & Payment Schedule
Contingent Duffle Bags/Shoulder Strips/Crew Tee-Shirts
Philmont. What is it? How do we get there?
What do we do there? Itinerary Selection
Trek Schedule
Crew preparation
“Rules”
Planning Timeline
Crew Advisor Binder
What Next?
12/14/2005
Trek Meeting 2
Trek Meeting 2

3. Philmont Vocabulary/Lingo
11/3/2004
Philmont Vocabulary/Lingo
Trek/Expedition
“Bear-muda” Triangle
Programs
Itinerary #
Camps
Staffed
Trail
Dry
Day
Expedition #
Bears/Mini-bears
— 12 day Backpacking trip
Other ways to go to Philmont:
Cavalcades (8-day horseback)
Ranch Hands (8-day working, 8-day Cavalcade)
Rayado Trek (20-day backpacking)
R.O.C.S. (21-day conservation school/backpacking)
OA Trail Crew (7-day Service, 7-day backpacking)
Autumn Adventure (Any length, can be adult only)
Kanik (Winter weekend program)
Ranger/Ranger Mile
Backcountry
CHQ/Camping Headquarters/Base Camp
PTC/Philmont Training Center
Tent City
Trailbound
Homebound
Yum-yum Bag
Oops Bag
Floaters/Sinkers
Rangers:
Very well trained.
Very competent.
Sometimes wrong!
Never in doubt!
Always have an answer!
What you do.
Facilities:
Camps
Sump’s
Bear Cables
Commissaries
Trading Posts
Cantinas
Red Roof Inn’s
Pilot/Co-Pilot
Pilot/Bombadier
Catholes
Where you go. 13
Philmont is like many things in and out of Scouting — it has it’s own vocabulary! Some of the terms used at Philmont are:
Trek/Expedition — this is what we are doing, a 14-day outing
Bear-muda Triangle — how you set up your campsite
Programs — what you do
Itinerary #/Camps — where you go
Day — everything is based on “day number” beginning with Day 1 — your arrival date
Expedition # — this is who you are. The first three digits are the month & day of your arrival
Bears/Mini-bears — there are bears at Philmont but many more mini-bears (chipmunks)
Ranger — the staff at Philmont is called “Rangers”. If you ask a Ranger how far it is to the next camp, they may say “a mile or two”. Beware of this! They speak in Ranger Miles that are significantly different than your miles.
Backcountry — where you want to be at Philmont. In the backcountry, there are:
Camps — this is where Programs take place (at the staffed camps)
Sumps — in each camping area — this is where you dispose of your wash water
Bear Cables — each camp has cables for you to use to haul your food up in bear bags
Commissaries — there are backcountry commissaries where you pick up food
Trading Posts — there are a few camps in the backcountry that have Trading Posts
Cantina’s — there are a couple of Cantina’s in the backcountry that sell Root Beer!
Red Roof Inns — at Philmont, these are outhouses!
Pilot/Co-Pilot — for good friends
Pilot/Bombadier — for those who aren’t quite as good of friends!
Catholes — there are no facilities in the Valle Vidal — you’ll learn to make these!
Camping Headquarters is where you arrive and depart — it is across the road from the Philmont Training Center.
You will stay in one of the tent cities while at base camp. They are rows of wall tents with cots.
All the food particles that are caught in the strainer when washing dishes and any leftover food go in the Yum-Yum bag and you carry it with you! Eat what you cook; cook only what you will eat!
After you’ve hung your bear bags and are about ready for bed, someone will invariably say “oops, I forgot to put my ___ in the bear bag.” The oops bag is a small bag that is on it’s own cord that you can raise with the bear bags without having to take them all down first.
When it is.
Who you are.
12/14/2005
Trek Meeting 2
Trek Meeting 2

4. Contingent Experience:
2000 was small, 2001 was large & Very Successful,
609-E
Ponil Complex Forest Fire
6/2/2002 — 6/17/ ,500 acres
2003 was Good (except for some adult issues), 2004 & 2005 were absolutely Great!
2005 was largest Capitol Area Council contingent ever: 16 Crews, 192 participants
Whole Earth Provision Company opened 5:00 am for our departure — coffee, rolls, juice!
Departed Austin on schedule!
Travel/meals worked as planned – bus trip takes ~15 hours
Arrived at Philmont at 9:50 & 9:01 pm, scheduled for 9:01 pm!
Welcome Center assigned tent city tents for both nights to all crews except two!
Check-in completed by noon Day 1 – museum tours, naps, Cimarron, etc.
Weather very good, little rain, some hail, no trail injuries – one young man in first group taken off trail following a seizure (Day 2) — had to send home.
Nobody eaten by bears! Saw some. Some good stories!
Took too much stuff! Didn’t get in good enough shape! Ready to go again.
One bus in first group had air conditioner problem on outbound trip (have had the same experience with three different bus companies)!
Arrived back at Whole Earth parking lot on schedule!
12/14/2005
Trek Meeting 2

5. Council Contingent:
Council makes reservation for multiple crews prior to unit application process. Philmont deals with the Contingent, not individual units from a financial, mailing, communications standpoint.
“Contingent” arrives and departs and is checked in as a single group by the Contingent Advisor. “Crews” check themselves out.
Contingent Advisor prepares one National Tour Permit for entire group – Crews do not need to do one.
Contingent Advisor prepares “Arrival” postcard (and request for early arrival) for entire group – Crews do not need to do it.
“Crews” will plan/reserve own itineraries (you mail your own selection postcard).
“Crews” will be on trail independently from each other (may be a “sister” crew with same itinerary – from the contingent or elsewhere).
12/14/2005
Trek Meeting 2

6. Philmont Crew A “Crew” goes on a trek at Philmont.
The “Crew” may be created from either a Boy Scout Troop or a Venturing Crew (may be coed youth) — at Philmont, they are all referred to as a “Crew.”
By definition, a “Crew” is 7 to 12 people with a majority of youth and a maximum of 4 adults (21 or older). Adults may be male or female.
A Capitol Area Council Contingent Crew is 12 people with a maximum of four participants that are 21 years old or older.
12/14/2005
Trek Meeting 2

7. Contingent Organization:
Scouting Advisor
(Professional)
Marty Sepulveda
Contingent Advisor
(Volunteer)
Sid Covington
Logistics, travel to and from Philmont
At Philmont and on the trail
Bus Leader
Same bus, could work together on training, shakedown campouts, etc. Leader obtains snacks/drinks for bus, does headcount before departures.
Crew
“Crew” is made up of:
Crew Leader (youth)
The Crew Leader is in charge!
The crew always stays together on the trail!
Chaplain’s Aide (youth)
Crew Advisor (Adult)
Crew Members
12/14/2005
Trek Meeting 2

8. How are Crews Organized?
Good Crew
Leadership +
Teamwork =
SUCCESS & FUN!
How are Crews Organized?
Crew Leader (youth)
Selects itinerary with Advisor
Choose routes during trek
Assign duties (manage the duty roster)
Provides leadership
Check-in/out camps
Insure “smellables” properly stored
Insure Philmont Wilderness Pledge upheld
Chaplain’s Aide (youth)
Supports Crew Leader
Facilitates daily reflections/devotionals
Crew Advisor (adult)
Selects itinerary with Crew Leader
Counsel & coach crew leader and crew members
Arrange logistics (permits for shakedowns, etc.)
Philmont Wilderness Pledge:
LITTER/GRAFFITI-Keep Philmont free of litter and graffiti.
WILDLIFE-Respect all wildlife.
TRAILS-Stay on Trails: Do not cut across switchbacks.
CAMPSITES-Use designated sites and leave neat and clean.
Thorns & Roses (& buds)
Eagles Soaring High book
Let the youth run the crew — even when it’s painful!
12/14/2005
Trek Meeting 2

9. DON’T LEAVE CARS PARKED IN THE PARKING LOT!
Bus Assignments:
 Bus
Bus Leader
Unit
Expedition #
Crew Advisor 1
Dennis Borel
Troop 9
621-I-01
John Burnett
Troop 17
621-I-02
Troop 49
621-I-03
Ronnie Franke
Troop 399
621-I-06
Mark Marshall 2
David Tabb
Troop 204
621-I-04
Don Mayer
Troop 365
621-I-05
Troop 377
621-I-07
Kate Derr
Troop 2770
621-I-08
Carol Swanson
Mike Moriarty
Troop 52
703-A-02
Patrick Blackwell
Troop 441
703-A-05
Troop 513
703-A-06
Bob Powledge
Crew 513
703-A-07
Mike O'Brien
Stewart Myrick
Troop 459
703-A-01
Troop 128
703-A-03
Larry Farris
Troop 135
703-A-04
Steve Allen
Contingent
703-A-08
David Jessich
Class-A Uniform required:
Boy Scout Troop based crews:
Tan uniform shirt
Scout belt
Scout long pants or- Scout Shorts with Scout socks
Venturing Crew based crews:
Green uniform shirt
Crew’s “official” pant belt
Crew’s “official” socks
Busses will pickup from and return to the Whole Earth Provision Company parking lot at the Westgate Shopping Center near Ben White & Lamar Blvd (360 & 71/290).
DON’T LEAVE CARS PARKED IN THE PARKING LOT!
12/14/2005
Trek Meeting 2

10. Financial Policies/Information:
Capitol Area Council conducts and coordinates Contingent as a service to Units. Council will incur no financial burden.
Crew pays Council. Council pays Philmont & other expenses (travel, meals, etc.). Only additional personal expense is what individuals spend while at Philmont on snacks, souvenirs, etc.
Each crew is financially responsible for 12 participants (12 x $745 = $8,940). If unit cannot fill slots, must pay fee and/or find youth/adults to fill vacancy.
There is limited Waite Phillips scholarship money available as well ($100, $200, $300, $400 per youth). Available to any Philmont participant in Capitol Area Council — not just Contingent.
Let us know early if there are financial issues or needs! Scholarship requests must be in by January 31, 2006.
12/14/2005
Trek Meeting 2

11. Budget/Costs: Contingent Fee: Philmont Fee Transportation
Philmont: Base Camp & Trail
Equipment
Transportation
Bus Drinks & Snacks
Meals en-route
Topographic Maps for Itinerary
Duffle Bag
Council Shoulder Strip
Description
Cost per Participant
Cost per Crew
Bus transportation
$93    
$1,116    
Philmont Fee
520    
6,240    
Travel meals
2 Dinner 2 Lunch
14     12    
168     144    
Drinks/Snacks for bus
8     
96    
Maps
1 set per participant
15    
180    
Contingent travel bag
21    
252    
Contingent shoulder strip (Council strip)
5     
60    
Additional Philmont night/breakfast
12    
144    
Administrative
20    
240    
Contingency
25    
300    
TOTAL:
$745    
$8,940    
Does Not Include Personal Spending Money for 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.” (
12/14/2005
Trek Meeting 2

12. Payment Schedule:
April 4, 2005 $ per participant $2,235 per crew
August 1, 2005 $ per participant $ 2,235 per crew
December 7, 2005 $ per participant $2,235 per crew
February 6, 2006 $ per participant (net balance) $2,235 per crew
Crews should use similar payment schedule for crewmembers.
Add enough to cover crew tee-shirts, shakedowns, etc.
12/14/2005
Trek Meeting 2

13. Duffle-bags:
All participants provided with a duffle bag to carry on bus with items for travel & base camp. Make your own or crew bag tags — duffle bags all look alike!
Duffle bags will stay in locker at CHQ while you’re on the trail.
2005:
10½ x 21½ x 10½ w/handle wrap & shoulder strap
Colors: Black, Tan logo
12/14/2005
Trek Meeting 2

14. Shoulder Strips Each participant provided with one Council strip:
Some extra 2005’s available ~$5.00 each
In 2003 & 2005, logo patches were sold to participants. ~$3.00 each.
12/14/2005
Trek Meeting 2

15. Crew tee-shirts: Each Crew designs its own tee-shirt.
Include Contingent logo on sleeve or breast (artwork on website).
Typically have at least two shirts per participant.
Tee-shirt ideas:
Topo map
Trek map (from Treks-2006 book)
Crew designed logo
Philmont logos (arrowhead, brands, etc.)
Some crews do hats too! Some do Polo-type shirts.
A Contingent in 2002 did same design tee-shirts & book packs in bright Cub Scout blue & yellow. Way too cute!
Tee-shirt is likely to be the “best” Philmont souvenir.
May want to have extra shirts for “gift” for your crews’ Ranger.
12/14/2005
Trek Meeting 2

16. You get to experience this with Philmont’s programs!
What is Philmont?
Philmont is a BSA high adventure base for camping and training.
Philmont is a working ranch:
Cattle Horses
Burros Buffalo
History:
Early Ponil people
Jicarilla Apache/Moache Ute
Beaubien-Miranda — Maxwell Land Grant
Waite Phillips
Boy Scouts of America
You get to experience this with Philmont’s programs!
Florida Sea Base
Northern Tier Canoe Base
~1.7 million acres
Larger than:
Rhode Island &
Delaware
12/14/2005
Trek Meeting 2

17. Where is Philmont?
North Central New Mexico – near Colorado border – 735 miles from Austin!
On edge of plains in the Sangre de Cristo mountain range.
Elevation ranges from 6,500’ to 12,441’
Headquarters is ~4 miles south of Cimarron, NM
12/14/2005
Trek Meeting 2

18. What does Philmont look like?
Country’s:
Valle Vidal Rolling country, spacious meadows, limited water, large Elk population, buffalo, LNT, no trails, no permanent facilities
North Country Highest elevations (Baldy), gold mining, dramatic vista’s
Central Country Much elevation change, dense forest
South Country Narrow valleys, more creeks, best fishing, warmer
Valle Vidal: ~40,000 acres No trails, 3 – 4 camps
Turner Ranch: ~20,000 acres, Trails, 2 camps
Barker Wildlife Area: ~10,000 acres Trails, no camps
Philmont: 137,493 acres 330 miles trails, ~120 backcountry camps
Total ~ 200,000+ acres Scouts can use!
Your crew will decide:
Where you want to go,
Which programs you want to participate in,
Which camps you want to visit,
Which mountains you want to climb,
How many miles you want to hike.
You will select your “itinerary” from one of over 30 available.
Numbers:
In summer 2005, 20,471 campers (down because of Jamboree — 22,079 in 2004).
~350/day arrive, ~350/day depart
~4,000 in backcountry at any time.
Mr. C’s House!
12/14/2005
Trek Meeting 2

19. Travel Plans Travel will be on 57 passenger buses Austin to Philmont:
11/3/2004
Travel Plans
Travel will be on 57 passenger buses
San Antonio City Tours
Bathrooms
Video (VHS) players
Snacks/drinks are provided
Austin to Philmont:
Departure Dates: Tuesday, June 20, 2006 / Sunday, July 2, 2006 — 5:00 am The bus will depart Austin at 6:00 am and drive straight through to Philmont, with stops for lunch (Texas Tech) and dinner (NM Highlands University.) Arrival time at Philmont is approximately 9:30 pm (MDT).
Philmont to Austin:
Return Dates: Monday, July 3, 2006 / Saturday, July 15, 2006 — ~10:45 pm The bus will depart Philmont ~ 6:30 am (MDT) and stops for lunch (Ci-Ci’s Clovis) and dinner (McMurray University) on return to Austin.
Travel to and from Philmont is on large 57-passenger busses that we charter from San Antonio City Tours. These busses have bathrooms and VHS players. The Contingent, with your Bus Leader, will provide snacks and drinks, and movies.
We will travel to Philmont June 20. Meet at the Whole Earth Provision Company (Westgate Shopping Center) parking lot at 5:00 am. The busses will depart at 6:00 am whether you are there or not!
The busses will drive straight through to Philmont and arrive there at approximately 9:30 pm (MDT). We will stop in Lubbock and Las Vegas for lunch and dinner.
We will return to Austin July 3. After an early breakfast at Philmont, the busses will depart at 6:30 am (MDT) and will arrive back at the Whole Earth Provision Company parking lot at ~10:45 pm. We will stop in Clovis and Abilene for lunch and dinner.
12/14/2005
Trek Meeting 2
Trek Meeting 2

20. Travel Plans June 20 July 2 July 3 July 15 Dates Austin Philmont 621-I
Empty to San Antonio
703-A
621-I
703-A
Empty from San Antonio
12/14/2005
Trek Meeting 2

21. What do we do when we’re there?
Spar pole climbing
Search & Rescue
Homesteading
Jicarilla Apache Life
Programs
Burros Challenge L.N.T. Rock Climbing
Astronomy Fly Fishing Archeology
3-D Archery
Gold Panning Mountain Biking
T-Rex Track
Black Powder Rifle, Shotgun, Rifle
12/14/2005
Trek Meeting 2

22. What do we do when we’re there?
Campsite
Navigation
Backpacking
Apache Indian life
Camping
Wildlife
12/14/2005
Trek Meeting 2

23. What do we do when we’re there?
French Henry
Baldy Town
Beaubien
Dining Hall
Tooth of Time
Villa Philmonte
T-Rex
Places
Stockade
Return to Base Camp
12/14/2005
Trek Meeting 2

24. What itinerary should we pick?
2005: 35 itineraries, 34 programs, 28 staffed camps
Described in Treks-2006 book (March)
Itineraries vary on:
Difficulty – “typical” to “super strenuous”
Distance – 50 to 78 miles
Area – South, Central, North, Valle Vidal or combinations
Campsites/Programs
Elevation – min/max & up/down
Select based on crew’s capabilities and interests.
Use questionnaire or other techniques to decide.
Ask your crew!
12/14/2005
Trek Meeting 2

25. Contingent Itinerary Selection Tools
On Contingent web site (
Two components:
Questionnaire to let participants rank interests (MS Word)
Spreadsheet to fit responses to itineraries (MS Excel)
Each crew should print questionnaire for each participant — enter responses into spreadsheet. Will “fit” crew’s interests to itineraries for further review.
When TREKS is received, spreadsheet will be updated to reflect itinerary changes.
Each crew will submit itinerary selection postcard to Philmont with top 5 choices – Philmont will assign.
12/14/2005
Trek Meeting 2

26. Contingent Itinerary Selection Tools5 5 18 10 20 13 14 6 11 4
12/14/2005
Trek Meeting 2

27. Duty Roster: Prepare duty roster before leaving for Philmont.
Make copies for all participants (laminate).
Website has tool (MS Excel) & Philmont version.
Crew Decisions:
All participants share work equally?
Tentmates
Skill level
Crew Leader?
Adults?
12/14/2005
Trek Meeting 2

28. Meet Your Ranger (or early Day 1)
11/3/2004
Daily Trek Schedule:
Day 0 — Travel — Austin to Philmont – CHQ/Tent City?
Day 1 — Camping HQ/Tent City (Wed June 21 or Sun July 3)
Financial Check-in Logistics (bring wall map)
Medical Re-check Services (food, equipment)
Equipment shakedown* Crew Photo*
Museum tours (optional) Opening campfire * may do morning of Day 2
Day 2 — Depart CHQ/1st Day on trail
Day 3 — 2nd Day on trail, first full day
Day 4 — 3rd Day on trail, Ranger Departs am …… (hike between camps, participate in programs)
Day 11 — Last Full Day on trail
Day 12 — Return to Camping HQ/Tent City
Return equipment Financial check-out
SHOWERS! Trip to Cimarron
Souvenirs Closing Campfire
Day 13 — Travel — Philmont to Austin
Meet Your Ranger (or early Day 1)
Ranger Training:
Hiking techniques
Campsite setup
Cooking
Water purification
Navigation …
“Arrival Day”
We will be gone for 14 days. Each of these days is numbered. We use Day 0 and Day 13 as our travel days — Days 1 through 12 are at Philmont.
Day 0 is when we go to Philmont. That night we will be assigned wall tents in Tent City or given trail tents depending on what is available.
Day 1 will be spent entirely in base camp. We will meet our Ranger this morning and will go through the check-in procedures to get ready for the trail. Day 1 is considered the “Arrival Date”.
On Day 2, we will leave base camp for the trail on a bus. Our Ranger will conduct a number of training activities with the crew.
Day 3 is our first full day on the trail. Our Ranger will do more training and we will probably participate in our first programs.
Our Ranger departs on the morning of Day 4 leaving us on our own. From now until Day 11, we will hike from camp to camp, participating in programs.
Day 12 is our last day — we will come back to base camp, either on foot over the Tooth of Time or by bus. When we get back to base camp, there are a number of checkout procedures we have to do.
Day 13 is the day we get on the bus and return to Austin. It’s over before you know it!
12/14/2005
Trek Meeting 2
Trek Meeting 2

29. Memories that will last a lifetime!
What you come home with!
Philmont Arrowhead
WAMI Plaque
Photographs,
Memories that will last a lifetime!
50-Miler Award
Partial
Duty to God Patch
Attend at least 1 chapel service at CHQ
Participate in crew devotions at least 3 times while on trail
Lead your crew in a before meal grace at least once on the trail.
12/14/2005
Trek Meeting 2

30. Philmont “Rules”
Participants MUST meet age requirements. (Participants must be at least 14 by January 1, 2006) or (have completed the 8th grade and be at least 13 years of age prior to participation) PHILMONT WILL NOT MAKE ANY EXCEPTIONS!
One person per Crew MUST be currently certified in Red Cross Standard First Aid & CPR (bring original cards).
All participants MUST meet height & weight guidelines (on web site) — can be waivers for youth — obtain in advance.
All participants MUST use original 2006 Philmont Health & Medical Record form — requires physical exam within 12 months of trek. No copies! Don’t separate pages!
Crew MUST be majority youth participants (20 or younger), Maximum of 4 adults per crew (over 20).
If one crew from Contingent comes off mountain, all do!
12/14/2005
Trek Meeting 2

31. Philmont “Rules” All participants must sleep in tents.
No bivy sacks – two-man tents preferred.
No open-toe shoes in backcountry.
Long pants needed for rock climbing, horseback riding, spar pole climbing.
Strict bear-bag use for all smellables; Change into sleeping clothes in dining fly (Bear-muda Triangle).
12/14/2005
Trek Meeting 2

32. BSA/Contingent “Rules”
All participants must be registered members of Boy Scouts of America.
All adults must be current on Youth Protection Training (within 2 years of trek) — can take on-line course.
Crews required to follow Youth Protection Guidelines. In particular:
Co-ed crews require female adult leaders (two in case one gets injured?)
Tent assignments (base camp & trail) must follow Youth Protection guidelines.
Recommend at least three adults per crew – must maintain two-deep leadership at all times.
Full “Class-A” uniform when off busses while traveling (shirt/shorts/socks).
Crew’s Adult Advisor is responsible for insuring these rules are followed.
12/14/2005
Trek Meeting 2

33. Crew Preparation Suggestions
Crew Payment schedule — secure the commitment!
Schedule “Shakedown” activities:
C.O.P.E. Course for crew
Equipment shakedown(s)
Technique shakedown(s):
Campsite setup
Bear Bags
Water purification
Cooking (Philmont style)
First Aid/CPR Course
Crewmember “Contract”
May want to have “alternate” participants in reserve.
12/14/2005
Trek Meeting 2

34. Planning Timeline (approximate):
Tonight — Crews receive Crew Binder, Planning Guide, Medical forms, copy of 2005 TREKS, 2005 Guidebook to Adventure, etc.
March 2006 — Crews will receive information package:
TREKS book:
Select 5 itineraries (monitor website to see what other crews chose)
Return postcard with 5 selections – selections to Sid
Philmont will inform you of your itinerary – to Sid (for map order)
DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SID
DO NOT SUBMIT A NATIONAL TOUR PERMIT – DONE BY SID
Equipment & Packing lists (Guidebook to Adventure)
Program information brochure
Crew Leader/Chaplain’s Aide/Advisor Information
12/14/2005
Trek Meeting 2

35. Crew Advisor “paperwork”
Each Crew’s Adult Advisor MUST maintain:
Your crew binder (take with you to Philmont) containing:
Philmont Crew Roster form (3 part) Receive in March
Philmont Talent Release form — signed by Parents/Participant Receive in March
Original First Aid & CPR certification cards At least one set per crew
Philmont 2006 Medical form for each participant – signed by Doctor, Participant, Parent (no copies, do not separate) Receive tonight
Copies of Medical Insurance cards for each participant (letter/note if none)
Documentation for Contingent Advisor: (turn in at May meeting, fax, )
Emergency Contact List Form is on website
Copy of Philmont Crew Roster form (copy from Philmont Crew Roster above)
Copy of Philmont Talent Release form (Copy of Talent Release Form above)
Copies of First Aid & CPR Certification cards
Copies of Philmont Medical Forms & insurance cards Only actual med form pages.
Paperwork must be turned in to Contingent Advisor no later than June 15.
If it isn’t, you don’t go!
12/14/2005
Trek Meeting 2

36. Crew Advisor Binder Contents
This becomes Your “Life!”
Keep it up to date!
Use it!
Contingent/Crew Planning/Organization Timeline
Contingent Crew Advisor Contact List
Philmont Base Camp
Philmont Camping Headquarters map
Camping Headquarters – Tent City map
Arrival at Welcome Center
Philmont Welcome Center Check-in
Day 1 Check-in
Day 2 Departure for trail
Day 12 Check-out
Return from trail
Check-out
Day 13 Departure for Austin
Travel/Transportation
Schedule
Uniform
General Information
Camping Headquarters Information for Crews
Advisors Copy — Crew Leader’s Orientation
Crew Leader Copy — Crew Leader’s Orientation
Chaplain’s Aide Orientation
Family Information
Information for Female Participants
Paperwork
Rosters
Philmont Crew Roster form
Talent Release form
Emergency Contact list
First Aid/CPR Certification
Medical
Philmont 2006 Medical Forms & Personal Insurance Cards
Notes/Presentations
Miscellaneous
C.O.P.E. Course Information/Application
50-Miler Award Application
Philmont Resources
Sangre de Cristo Chronicle article
Lessons Learned from previous contingents
Other
Philmont TREKS 2005 Itinerary Guide
2005 New Mexico Vacation Guide
Collect all your paperwork and put it in this section of your binder!
12/14/2005
Trek Meeting 2

37. What’s Next? Encourage crewmembers to get physicals now!
Begin shakedowns, training (C.O.P.E.)
May schedule another meeting (~March) to distribute TREKS-2006 books & discuss itineraries. More likely to let Crew Advisors pick up.
Final meeting will be ~mid-May to review and turn-in paperwork, distribute duffle bags & maps.
12/14/2005
Trek Meeting 2

38. LOOK OUT! RISKS! DROPOUTS! Medical Forms: Tee shirts not done.
Legitimate Medical
No skin in game ($$$$)
Medical Forms:
Adults wait until last minute (going to lose weight, going to get blood pressure down, going to get in shape, …)
Insurance only covers one Physical per year — wait until school year.
Tee shirts not done.
No uniform pants/shorts!
12/14/2005
Trek Meeting 2

39. Let me know of errors, suggestions, things to add/delete.
11/3/2004
Web Site Structure
General Information
2006 Contingent
Philmont Overview (descriptive) Itinerary Selection (description, survey document, spreadsheet) Programs (descriptive) Philmont Rules & Policies
Medical Considerations
Personal Equipment (list-what to bring) Crew Equipment (list-what to bring) Philmont Equipment (list-what Philmont provides) Duty Roster (spreadsheet) Bears (information, bear bags) Philmont Trail food menu
Tips (descriptive) Philmont Trek Hints (descriptive)
Let me know of errors, suggestions, things to add/delete.
This gives you an idea of the information in the General Information and 2006 Contingent sections of the contingent website.
2001 Contingent
2007 Contingent
Advisor Checklist (things you need to have done, crew list document) Crew Information (crew members) Financial (costs, payment schedule) Schedule (daily trek schedules, transportation, uniform)
Contingent Logo (logo artwork, duffle bag, shoulder strip) Contacts (descriptive) Meeting Information (presentations, meeting agendas)
12/14/2005
Trek Meeting 2
Trek Meeting 2

40. Questions? Don’t get obsessive! Don’t set unrealistic expectations!
Relax and enjoy the experience!
Philmont’s staff will make it work!
12/14/2005
Trek Meeting 2