Agenda – Advisor Orientation
Florham Park Library, Akhoury Room
Saturday, February 11, 2012, from 10:30am to 12:30pm
(Snow date February 18, 2012)
Download a printable copy
Administrative – at back of room
- Collect Individual Applications and deposits for each crew
- Watchu Advisor COPE vouchers – three per crew, for use at Watchu Mountain Outfitters
- Identify open crew slots due to failure to submit applications and deposits
Welcome / introductions
Administrative
- (If necessary due to failure to submit applications and deposits) Contingent re-assignments and Waiting List adjustments
- Distribute crew packages. Discuss Lead Advisor Instructions
- Crews must make payments on time to remain in the contingents
- Five contingents – Travel Dates and Travel Policy
- (If less than 20 crews on May 1) possibility one or more contingents may be dropped
- Crews "on the bubble" are subject to being re-assigned to another contingent or dropped.
- If dropped, crew will be given priority status in the 2013 lottery.
The Watchu Experience runs 18 months and has five phases.
I.
Starting the Adventure (February to August)
II.
Getting It All Together (September to April)
III.
Are You Ready? (May and June)
IV.
Traveling and Touring (July)
V.
Your Philmont Trek (July)
The first phase, Starting the Adventure - fund raising, training, and team building
- Full crew of 12
- BSA registration
- CPR and Wilderness First Aid
- Physically fit – start getting in shape now
The second phase, Getting it All Together - assemble the gear needed, learn Philmont-specific camping and hiking procedures, complete administrative items
The third phase, Are You Ready?
The fourth and fifth phases, Traveling and Touring and Your Philmont Trek
The Watchu Mountain Outfitters
- Watchu COPE and WFA vouchers
Questions, comments, suggestions, concerns
Benediction
Agenda - Lead Advisor Conference
Florham Park Library, Akhoury Room
Tuesday, September 11, 2012, from 6:45 to 8:45pm
Download a printable copy
Administrative (Crew) - Contingent
Executive and Contingent Administrator (at back of room before briefing, starting at 6:45 before briefing)
- Review crew roster, 12 members per crew required – 4 maximum over 21-years-old
- Review financial status of all crew members
- Watchu WFA vouchers - three per crew, for use at Watchu Mountain Outfitters
Welcome
Administrative (General)
Watchu Mountain Outfitters
and Trading Post
- Provide quality gear to contingent participants - Order Form
- A kit containing samples of all items will be distributed at November Briefing (return at January Briefing)
- Watchu WFA $50 vouchers - for use at WMO Trading Post
Questions, comments, suggestions, concerns
Benediction
Agenda - November Advisor Briefing
Calvary Presbyterian Church, Florham Park
Tuesday, November 8, 2011, from 7:30 to 9:55pm
(
Backup date November 15, 2011)
Download a printable copy
Administrative (Crew) – with Contingent Executive and Contingent Administrator (at back of room before or after briefing)
- Review Crew Roster, make any necessary changes and collect two copies, give one to Contingent Guia - full crew of 9 Scouts and 3 advisors?
- Review financial status of all crew members
- Confirm Lead (contact) Advisor and e-mail addresses
- Submit Watchu Nameplates for Advisors Form
- Receive Watchu Mountain Outfitters "Crew Kit" (sample products)
Opening ceremony and remarks
Welcome to Watchu
The Watchu Mountain Outfitters and Order Form
- WMO "Crew Kit" (sample products) - return at January Advisor Briefing
- Deadline for Hikers Dozen discount is January Advisor Briefing
"An Introduction to Philmont"
Group photo of Advisors for posting on the Watchu Web site
Celebrate the Lead Advisor Corps
- Each contingent Guia introduces Lead Advisors and presents hang tag
Dress Code - BSA Uniform, advisors with Watchu name plate
- "Official" (class A) for all council briefings and training events
- "Official" (class A) for travel to and from Philmont, and evening events at Base Camp
- "Official" (class B) Garden of
Gods hike, whitewater rafting, and remainder of time at Philmont in Base Camp
The Crew Member Guide – detailed review
The Advisor Guide - detailed review
Advisor Responsibilities - Health, Safety, and Fitness for the Trail
- Philmont is a physically demanding backcountry experience
- Health and Safety - blood pressure, weight, individual and crew fitness plan
- Philmont Health and Medical Record
- Full crew of twelve - learn and know crew members' Outdoor History
- Family involvement
- Youth Protection training - cards for adults, youth view DVD
- Wilderness First Aid (WFA), Standard First Aid and CPR
- One crew member both WFA and CPR – Philmont requirement
- Three crew members WFA and CPR – PPC recommendation
- Other crew members standard First Aid and CPR Certified - PPC recommendation.
- Proper equipment, both crew and individual
Homework -
- Review Web pages through Administration
- Think about which (non-Lead) advisor in your contingent would be a good Tour Advisor
January Briefing Agenda– Wednesday, January 11, 2012 (snow date 1/18/12)
- Crew Development
- Personal and crew Equipment
- Each contingent selects their contingent Tour Advisor
- "Selecting a Great Trek!"
Questions, comments, suggestions, and concerns
Benediction
Agenda - January Advisor Briefing
Calvary Presbyterian Church, Florham Park
Wednesday, January 11, 2012, from 7:30 to 9:30pm
(Snowdate Wednesday January 18, 2012)
Download a printable copy
Administrative (crew) – Contingent Executive and Contingent Administrator (at back of room before or after briefing)
- Review Crew Roster, make any necessary changes and collect two copies, give one to Contingent Guia - full crew of 9 Scouts and 3 advisors?
- Review financial status of all crew members
- Confirm Lead (contact) Advisor and e-mail addresses
- Review status of any adventureship applications
- Return Watchu Mountain Outfitters Crew Kit (sample products)
- Return Watchu Mountain Outfitters Order Forms - last chance to submit with "Hikers' Dozen" discounts
Opening ceremony and remarks
Advisors Report – Progress to Date
Equipment – what to bring and what Philmont provides
Celebrate the Tour Advisor Corps
- Introduce, present staff hang tag
Homework
- Recruit additional crew members if your crew is not full with 12 members
- Complete and submit Airline Ticketing Information form by deadline
- Complete Watchu Passport items as possible
March Briefing preview – Wednesday, March 6, 2012 (snow date 3/13/12)
Questions, comments, suggestions, and concerns
Benediction
Agenda - March Advisor Briefing
Calvary Presbyterian Church, Florham Park
Tuesday March 6, 2012, from 7:30 to 9:30pm
(Snow Date: March 13, 2012)
Download a printable copy
Administrative (Crew) – Contingent Executive & Contingent Administrator (at back of room before or after Briefing)
- Review Crew Roster, make any necessary changes and collect two copies, give one to Contingent Guia - full crew of 9 Scouts and 3 advisors?
- Review Airline Ticketing Information, make any necessary changes
- Review financial status of all crew members
- Review status of Watchu Passport items
- Advisor questions concerning administrative issues
- Distribute Patriots' Path expedition items (T-shirts, tour bags, backpack bags and Watchu Mountain Outfitter gear ordered in January)
Opening ceremony and remarks
Watchu Mountain Adventure
- Purpose of the Adventure - Find the Gaps
- Drive to and from Mt. Allamuchy - BSA Rules
- Parking is limited at Camp Wheeler, Mt. Allamuchy Scout Reservation
- Fast Pass check-in - save your crew valuable time Friday evening
- Friday Night Schedule for all crews
- Dress Code - Full Official Uniform (class A)
- Medical forms
- Equipment -bring everything on the lists in the Guidebook to Adventure
- "Personal Equipment"
- "Crew Equipment Provided by Philmont"
- "Equipment provided by Crew"
- Cell Phones
- Philmont trail food, except Friday supper not included - eat before arriving
- Bear bags
- GPS and Hidden Valley trail geocache
- Lightning
- Trailstops
- Watchu Service Project - litter pickup and reporting any graffiti
- Advisor Questions Concerning Crew Development and Watchu Adventure
- Rule of 4
- Fact Sheet
Homework
- Complte enough Watchu Passport items to qualify for Fast Pass check-in
June Briefing - Wednesday, June 6, 2012 (backup date 6/13/12, bring your Crew Leader)
- Airline information - flights and schedules
- Stoves, fuel, fuel bottles, matches, etc
- Packing for the Colorado Tour – tour bag and backpack bag
- Philmont check in (new approach) and your first two days
Questions, Comments, Suggestions, and Concerns
Benediction
Agenda- June Advisor and Crew Leader Briefing
Calvary Presbyterian Church, Florham Park
Wednesday, June 6, 2012, from 7:30 to 9:55pm
(Backup date June 13, 2012)
Download a printable copy
Administrative (crew) – Contingent Executive and Contingent Administrator (at back of room before or after briefing)
- Review financial status of all crew members
- Review Watchu Passport and certify completion
- Review administrative paperwork needed for travel and Philmont
- Distribute baggage fee reimbursement vouchers
- Distribute Villa Philmonte patch reimbursement vouchers
- Advisor questions concerning administrative issues
- Optional one-on-one Watchu Staff review of crew's documents listed on "Document Checklist For Philmont Crew Check-in and Medical Re-check"
Opening ceremony and remarks
Break-out session for youth Crew Leaders
Administration - paperwork you must bring to Colorado and Philmont (advisors session)
- All crew members carry BSA registration card
- All advisors carry Youth Protection card or certificate
- Lead Advisor carries originals of
- Second advisor carries copies of all items above
- How to handle medical forms - each crew member carries a copy of his or her Medical Record, extra copy at home
Airport procedures (advisors session)
- Flight schedules – e-tickets and Travel and Tour Information (flight numbers and times not available before June)
- Check-in AT THE AIRPORT - DO NOT ATTEMPT TO CHECK-IN ONLINE
- Arrive at least two hours before flight time, check-in by crew, and then head to the security screening
- Photo IDs: mandatory for adults (over 17 years old), strongly suggested for youth
- TSA security screenings – comply with all requests, no joking
- TSA regulations on flammables, sharp objects and fluids onboard aircraft
- Airline baggage rules - weight and dimensional restrictions
- Airline baggage fee procedure - Lead Advisor to pay for all in crew with a credit card and will be reimbursed by PPC
- Any saving of baggage fees because of Frequent Flyer status, credit card, etc is retained in the Watchu program for the benefit of future crews
Advisor / Crew leader Crackerbarrel
The Colorado Tour
- Reason for the tour: hydration, elevation, fun, education (hats, jacket and water)
- Tour Advisors: introduce, explain role
- Crew opportunities on tour: geography, history, the Old West, team building
- Advisors serve as crew tour guides - study Colorado & New Mexico history
- Trading posts and gift shops
- Sleeping accommodations in Colorado Springs – room assignments
- Trek planning opportunities on bus or in the evening - bring overall map, TREKS, etc.
Controlling your crew – Crew Leader and advisor responsibility
- Uniform Fact Sheet: looking sharp and being proud - worn correctly, BSA all the way. Demonstrate switch from A to B
(and back again) for Garden of Gods hike, whitewater rafting, and
after arrival at Philmont.
- Crew Leaders and advisors set the example in every way - no substitute clothing
- Language: only the king’s good English.
- Philmont and Watchu policies for radios, walkman, videos, and games on the airplane, on the bus, in Base Camp, and in the backcountry
- Rules of the Road: The Scout Oath and Scout Law
- Unwelcome events from the past – don't become a future example of what not to do!
Getting your gear to Colorado and Philmont
Questions, Comments, Suggestions, and Concerns