Pre-Camp Orientation

There is a meeting for all Scoutmasters Tuesday at 7 PM prior to your week of summer camp; the topic of discussion will be program schedules and general camp business. If you wish to join the staff for dinner, please notify them before noon of that day by calling (717-548-2786) dinner is at 6 PM and it is FREE OF CHARGE If you have your activity sheets available at this time, they may be handed in. Please be sure to bring with you copies of your troop’s medical records and a troop roster.  This meeting represents an excellent opportunity for leaders to ask questions and meet the camp staff.   In addition, any changes in the program that have been published in this guide will be discussed, including possible additions and revisions of the merit badge schedule. All troop activities will be scheduled and discussed during the Sunday evening Scoutmaster’s meeting upon your arrival at camp.

Any special needs (i.e. food requirements, sleeping, medical) will be discussed at this time.

Medical forms

Each leader must check in at the Headquarters building upon arriving at camp. Complete health forms (photocopies acceptable) need to be turned in to the health officer at this time. All forms become a part of permanent camp records and are not returnable, make sure you have copies for your files.

Youth and adult leaders under the age of 40 must have a physical exam within the past 36 months using the class 1 & 2 medical record form. All youth 18 and under, updated forms must be signed by a parent/guardian and dated with in (1) year of the Troops scheduled week at camp. This form is valid for 36 months from the date of Health-Care Practitioner signature. All leaders over the age of 40 must submit a Class 3 physical. Class 3 physicals are only good for 12 months from the date of the Health-Care Practitioners signature. We will accept, High Adventure medical forms, (Philmont, Sea Base, Jamboree, etc.)

Camp fees

Full fees are $270.00/wk discounted at 254.00/ for Scouts and $143.00 wk. discounted at $129.00/wk for Leaders, if payment is received by June 1.

Two registered leaders are required to be present in camp with the unit at all times. This is for the safety and protection of your Scouts, so there is no exception to this rule. A $50.00 Stake-A-Claim fee secures your choice of week and site until March 31. This is a site fee only and is not applicable to final fees. A $35.00 per camper deposit is due March 31, securing your choice of week and site. Units failing to meet these deadlines will no longer have a valid claim to their site, and it may be given up to another troop that pays the required fee.

Part-time leaders serving for a 24 hour period will be charged $20 (a pro-rated fee of theaveraged cost of a week’s stay) per day/night.  Visiting leaders (adults staying for one day only and not spending the night) are charged for meals at a rate of $6.00 for breakfast, $7.00 for lunch, and $9.00 for dinner. All leaders planning to attend the evening meal must wear a Class ‘A’ uniform.

Final Fees

Payments must be received in full from all troops by June 1.  Units failing to make the final, completed, payment by this due date, will lose their discounted. The business manager will adjust your troop account at check out.

Refunds (See Chester County Council Boy Scout Resident Camp Refund Policy)

·   The $50.00 Stake-a-Claim deposit is non-refundable. This is a site fee only and is not included in other fees.

·   The $35.00 per camper (Scout and leader) deposit is non-refundable but is transferable within the troop and becomes part of the final fee.

·   A Scout/leader who attends camp and must leave early due to illness or injury will receive a prorated refund minus the $50.00 cancellation fee.

·   A Scout/leader who cancels out of camp after paying in full must submit in writing his reasons for doing so, his refund will be at the discretion of the Horseshoe Scout Reservation Director, minus the $50.00 cancellation fee and the $35 deposit.

·   All refund requests must be in writing and submitted to the Camping Department before August 31^st. No refunds are made after this date. (See Boy Scout Resident Camp Refund Policy)

All refund requests must be in writing and submitted to the Camping Department before August 31. Refund requests received after this date will not be accepted. (See Boy Scout Resident Camp Refund Policy)
 

What a Scout Should Bring to Camp - Pack everything in a lockable trunk or duffel bag, and please put your name and troop number on all clothing and gear. This will ensure that you take home everything you bring with you!

*Make sure to label all personal equipment and clothing with the name and unit number of the owner – Camp John H. Ware III is not responsible for lost or stolen items *
 

What NOT to bring

 – Leave this stuff at HOME!

Items listed below, may be confiscated, or, if deemed necessary, the owner may be asked to leave the Horseshoe Scout Reservation. Camp John H. Ware III and Chester County Council reserve the right to enforce the prohibition of these items on camp property.

• Hunting and sheath Knives

• Fireworks and Firecrackers

• Bicycles

• Alcoholic Beverages

• Firearms and Ammunition

• Radios, video games, and all electronic equipment

• Pets

Check-in procedure

• Check-in begins at 2pm on the day of your arrival
  Please, in order to allow the Camp Ware staff proper time to prepare for your unit,
  plan to arrive no earlier than 2pm or later than 2:30pm.

• Every camper present must have a valid physical form and all camp fees paid.

Once parked, please send one person per unit with your roster to headquarters to check-in. Make sure all who are in attendance are on the roster and all who are not in attendance are crossed off of the roster as all who appear on the roster will be charged the camp fee. It is important that we have a correct head count of every camper and leader, and whether he or she is full or part-time. Upon completion of check-in, your guide will take your unit to your designated campsite to unpack and prepare for swim checks. Depending on the size of your unit, you may be asked to share a campsite with one or more other units in order to accommodate everyone in camp.

Vehicles in Camp

During Check-in and Check-out, limited motor vehicle traffic will be permitted between the parking lot and the campsites. ONE vehicle per site may be used. Drivers shuttling packs and camp equipment to and from the parking lot must respect the One Vehicle Policy, as well as the 5 MPH speed limit on campgrounds.  Under no circumstances may a vehicle remain parked at the campsite after the unloading period is finished.  Trailers are available from the camp to transport gear in lieu of a unit vehicle.

Maintenance

The camp can provide your unit with some types of equipment other than tents and platforms.  Any additional items you need can be checked-out at the maintenance building.  The unit is responsible for the return of all items.  Refer any repairs necessary to site facilities to headquarters.  Please help us keep the camp in good shape by reporting repairs needed promptly. Trash containers in the campsite should be emptied regularly; the bags deposited at the gateway to your site.  All bags must be securely closed.  Maintenance will do a trash run daily.

Camp Leadership

It is the responsibility of the troop committee to provide the best possible leadership for this important activity. All units in camp must be under the leadership of at least two adults (one must be 21 or older and registered with BSA) at all times. Leaders may rotate if necessary, but at least two leaders must be with the unit 24 hours a day. The second leader must be 18 years of age or older. The majority of discipline and organization of your troop is your responsibility. To augment your annual program, the camp staff will work with you. It is never the staff’s task to take over your role as leader of your unit, but to aid you in achieving the utmost respect of your Scouts. The camp staff will work as your advisers and helpers, and will provide an environment in which your boys can grow into a better-organized, better-prepared and more independent organization with better-trained boys and leaders.

Hazing & Initiations

Hazing is defined as harassing by exacting unnecessary or disagreeable work or being subject to harsh banter, ridicule or criticism. Troop leadership should be especially vigilant that no hazing or initiations are practiced at camp.

Swim Check

Each Scout will be issued a “buddy tag” at the medical inspection station upon arriving at camp unless such activity is restricted by doctor’s orders. Each camper will be required to take a swimming test upon arrival to determine his or her swimming ability and classification. Aquatics facilities are for the use of registered campers only. Scouts unable to swim are encouraged to enroll in the “non swimmer instruction.” All campers, including leaders who plan to use the pool, must be tested. Leaders must use the buddy system as well as the Scouts.

• Non-swimmer (white): No test - sign up for swimming lessons
   

• Beginner (red-white): Jump feet first into water over your head, level off, and swim 25 feet; make a sharp turn and return to the starting point.
   

• Swimmer (red-white-blue): Jump feet first into water over your head, level off, and swim 75 yards using any strong stroke on your stomach or side, swim 25 yards using a resting backstroke; rest by floating.

Campsite Inspections

The Clean Camp Award will be presented to each unit at the end of the week. Those units that have maintained a 90 percent average to their daily inspections will receive this award. Upon arrival in camp, a daily inspection sheet will be handed out to each troop. The Program Director, Commissioner, or their designee will inspect your campsite between 9am and Noon every day up to, and including, check-out day

Emergency Drill

An emergency drill is conducted within 24 hours upon arrival at camp. Done the first full day of camp, after lunch, during siesta. Scouts sound report directly to site after lunch. Trading Post is closed. Runners will come to site. Drill is over when “all clear” is given.

Adult Leader Training

Basic Leader Training – CCCBSA will sponsor adult leader training in both camps this summer. Please look for a flyer in your mailbox when you check into camp for details of locations of the training sessions for your week.

There is no fee for summer camp training courses. Training Certificates will be issued for those who complete the course.

The Following Adult Leader Training Courses will be offered:
 

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