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Pre-Planning Helps Assure a Successful
Week at Camp
December, January and February
- Scouters in each troop should attend the Camp Promotion Event
- Read the Leaders Guide
- Conduct a camp promotion meeting with your troop (contact the Camping Committee for help)
- Inform all Scouts and their parents when your Troop is attending camp
- Distribute Health Exam forms and set a date that they are due (at least a month before camp)
March
- Complete Campership forms (Financial Assistance), if needed, and submit by April 1 to the Scout Service Center (CVC Scouts only)
- Prepare a preliminary roster
- Collect deposit payments due by April 2 ($50.00 per Scout)
- Visit or call parents of Scouts not registered for camp
April 2
- Non-refundable deposit of $50.00 per camper is due at the Scout Service Center. Please submit
one check from your unit to cover the total deposit. This deposit is important so that Camp Phillips can start planning for the number of scouts that will be at camp during a particular session
- Completed Campership forms (Financial Assistance) are due at the Scout Service Center
April
- Recruit at least two adult leaders (one at least 21 years old and one over 18) to spend the entire week at camp. It is alright for a leader to split their week with another leader as long as there is two deep leadership every night
- Provide Scouts with a copy of the camp merit badge schedule so they can begin to decide what they want to work on at camp. Discuss the prerequisites needed for each merit badge
- Collect final payment for each Scout
- Prepare the final roster and make 4 copies
May 1
- Final Payment due at the Scout Service Center. Deduct early fee discount, $110.00 site deposit and other discounts which may apply. Please submit one check from your unit to cover the total payment. Chippewa Valley Council units only—remember that when computing the fees owed, all discounts must be subtracted before the Gold Card applies. Gold Card is NOT valid on camp fees paid after June 1, 2008
- Include a copy of your final roster with your final payment and send it to the Scout Service Center
A month before attending Camp Phillips:
- Send out the final camp notice to your Scout’s parents
- Have your troop discuss packing for camp. Distribute a Camper Information Sheet
- Process your tour permit if needed
- Finalize the activities and merit badge selection
- Collect Health Exam forms from ALL Scouts and Scouters. Make sure they are dated, signed by a doctor and a parent. Make copies of each form. No one is allowed to stay at camp without a completed Health Exam form.
Two weeks before arriving at Camp Phillips:
- Send a COPY (not originals) of the following to Camp Phillips:
- Health Exam form for each Scout and Scouter;
- One attendance roster, and
- the merit badge preregistration form for your troop
A couple of days before arriving at Camp Phillips:
- Hold an inspection of personal packs and patrol gear
- Troop equipment should be ready for packing
- Inform Scouts of the rules at Camp Phillips
Sunday - the day you arrive at Camp Phillips:
- Bring ALL original Health Forms to camp
- Collect and label all medications and have them easily available to turn in at check-in. All medication must be in the original prescription container
- Bring three copies of your final roster
- Bring separate checks to cover damage deposit ($50.00 campsite damage or $100.00 for High Adventure trek damage); campsite reservation fee for next year of $110.00; and other expenses the troop may incur
- Plan to arrive between 1:00 and 3:00 p.m.
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