Service Unit Encampment Coordinator Training - Girl Scouts ...

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My educators were:

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Upon completion of this course, you will be qualified to facilitate a Service Unit encampment.

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TABLE OF CONTENTS

HOW TO BEGIN

COURSE OBJECTIVES .............................................................................. 4 INTRODUCTION ..................................................................................... 5

THE 5 W'S ............................................................................................... 5 PLAN OF ACTION ................................................................................... 6

SURVEY

SURVEY THE TROOPS .............................................................................. 6 SURVEY SAMPLE ...................................................................................... 7

COMMITTEE

APPOINT A COMMITTEE ........................................................................... 8 COMMITTEE ROLES .................................................................................. 9 APPOINTMENT LETTER SAMPLE .......................................................... 11 APPOINTMENT LETTER TEMPLATE ...................................................... 12

PROGRAM PLANNING

DEVELOP COMMUNICATION ................................................................. 13 MARKET THE EVENT ............................................................................... 14 SELECT AND REQUEST A SITE ............................................................. 15 VISIT THE SITE ......................................................................................... 15 ESTABLISH A TIMELINE .......................................................................... 16 PROGRAM PLANNING ............................................................................... 18 WORKING WITH TEENS .......................................................................... 19 EVENT PLANNING SHEET ..................................................................... 20

HEALTH AND SAFETY ISSUES ...................................................................... 21 LOGISITICS AND TRANSPORTATION ................................................... 22

FOOD

DECIDE ON FOOD AND COOKING NEEDS .......................................... 23 COOKING FOR LARGE GROUPS .......................................................... 24 MENUS FOR LARGE GROUPS ............................................................... 27

FOOD QUANITIES AND EQUIVALENTS ................................................ 28 MEALTIME WORKSHEET ........................................................................ 29

PUTTING IT TOGETHER

DEVELOP A BUDGET .............................................................................. 30 PLANNING THE SCHEDULE ................................................................... 31 WIDE GAME PLANNER ........................................................................... 31

ENJOY THE ENCAMPMENT

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ENCAMPMENT COORDINATOR TRAINING OBJECTIVES

Course Objectives

This course qualifies adults to facilitate a Service Unit encampment.

At the end of this session participants will be able to:

Time Frame

Six Hours

A. HEALTH AND SAFETY

1. Explain health and safety procedures, including emergency evacuation and search and rescue.

B. LEADERSHIP AND PLANNING USING GIRL OWNERSHIP

1. Define the five W's of evaluating the need for planning a big event. 2. Discuss different types of encampments and program delivery methods. 3. Select a committee, including teen girls, to meet the program goals. 4. Outline personnel requirements. 5. Design the program.

6. Develop a budget.

C. SITE 1. Obtain needed permissions and explain the timetable required to apply for a site. 2. Choose a site to meet the program and safety goals.

D. FOOD AND COOKING

1. Define the health and safety issues for meal planning and preparation.

2. Select meals that are best for large groups. 3. Identify resources for bulk foods and food equipment needs.

E. EQUIPMENT

1. Identify appropriate equipment needs to meet program goals.

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INTRODUCTION

What is a Service Unit Encampment? An encampment is when multiple troops/groups from a

Service Unit camp together with a common planning committee and program.

How can you determine if your camping trip is considered an encampment? Ask yourself the following. If your answers are mostly "yes", it is an encampment and needs an adult with SU Encampment Coordinator training.

• Will you make one site reservation for everyone vs. each troop making their own?

• Will you advertise for participants through the SU?

• Will you have a registration process?

• Will you share program, meals, adult trained volunteers or adult ratio?

• Will an appointed committee handle the planning and logistics?

A Service unit encampment's success depends on the organization and advance preparation.

Service Unit Encampments can provide wonderful opportunities for Brownies to meet

Cadettes, for Juniors to share activities with Seniors, and for Teen Girl Scouts to put their

leadership skills in practice and for leaders to share and learn with each other.

Depending on the needs of your Service Unit, your event might be:

• Multi-level with all ages attending

• Single level, such as Brownies only

• Multi-level by school or town

• Adult Leaders only

• Leader/Daughter

• Or any combination

A memorable experience is one that:

• Is well planned and properly staffed.

• Schedules some group activities.

• Allows for troop time and free time.

• Does not over-tire participants.

• Is FUN!!!

THE FIVE W'S

The key to a successful event is to define:

• WHO is the encampment for?

• WHY are we having an encampment?

• WHAT do the girls want?

• WHEN should we have it?

• WHERE should we have it?

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PLAN OF ACTION

HOW in the world is this going to happen and WHO will do it?

1. Survey the troops.

2. Appoint a committee. 3. Develop communication. 4. Market the event. 5. Select and request a site. 6. Visit site. 7. Determine needed health and safety. 8. Establish a timeline. 9. Begin program planning. 10. Determine logistics and transportation. 11. Decide on food and cooking needs. 12. Develop a budget.

13. Make an encampment schedule. 14. HAVE FUN! 15. Evaluate the event!

SURVEY THE TROOPS

A survey will give you answers to the five W's.

Step 1: At least six months in advance, distribute a survey asking your troop leaders and girls what their interests are and what ideas they have. See sample survey.

Step 2: Look at the survey results. Are there enough troops interested in participating? What do they want to do? When can they do it? Where would they like to go? The survey should be the basis for planning the encampment. Remember, it should be based on what the girls want.

ENCAMPMENT SURVEY SAMPLE

An encampment is when multiple troops/groups from a service unit camp together. Please take a few moments and ask your girls to answer the following questions and return this form to our next service unit meeting.

Troop: Level:

Leader: Contact: (e-mail and phone)

Our troop is interested in participating: YES NO

Estimated number attending: (Each troop must meet required adult-girl ratio (Volunteer Essentials)

Girls: Female adults: Male Adults:

Troop Camping Experience:

Number of troop camping experiences:

Cabin:

Tent:

Camp Qualified Adult: Level: Expiration:

First Aid Adult: Level: Expiration:

Circle all that apply.

1) Activities and/or themes our girls would like:

Arts and Crafts High Adventure

Camp Skills Magic

Campfire Program Nature

Ecology Pampered Princess

Games Galore Roots and Shoots

Swaps Teamwork Games Theatre

Weather

Service Projects

2) The best time and length is: Spring April May June

Fall Sept. Oct. Nov.

1 night

2 night

3) We would like to go to:

GSCNC site Non-GSCNC site Suggested site: _

4) Food should be:

Provided by someone Prepare our own Both

5) We are willing to budget per girl:

$10 $15 $20 Other: _

6) We would like to help by:

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APPOINT A COMMITTEE

DELEGATE! DELEGATE! DELEGATE!

When to put a committee together?

• Start with a small core committee while you begin your plan of action.

• Add members as your needs, duties and tasks become more defined.

• Expanded committee members don't have to be experienced, only willing to learn and focus on a particular area or activity.

Who should be on the committee? A few suggestions are:

• Service Unit Encampment Coordinator • Money Manager

• Co-coordinator • Food Coordinator

• Health and Safety Coordinator • Registrar

• Secretary • Site Coordinator

• Program Coordinator • Transportation Coordinator

Depending on the event, you will need both committee staff and helpers. It helps to define the job of the staff committee versus "helper". One definition is that staff includes those in a leadership capacity who carry out and oversee the whole process; "helpers" are the extra hands needed on the job.

Examples of helpers:

• First Aiders

• Camp Qualified Consultants

• Activity Leaders

• Food Preparers How do appointments work?

• The service unit manager appoints the encampment coordinator and co-coordinator.

• The encampment coordinator appoints the committee staff.

• The committee recruits helpers.

• Use appointment letters for all committee staff. This will ensure that the SUM, the coordinator and the committee staff person all understand the expectations. (See sample letter on page 11)

• Use a letter to give feedback to the volunteer after the event. What does the committee do?

You may define this based on your needs. See the following suggestions.

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SUGGESTED ROLES FOR COMMITTEE STAFF

Encampment Coordinator SUPPORTED BY SU MANAGER

• Takes SU Encampment training.

• Appoints committee staff.

• Authority to make decisions.

• Ability to communicate, willingness to delegate.

• Aware of all aspects of event.

• Sets time, date, and place of committee meetings or initiates e-mail planning on a regular basis.

• Ensures all troops are apprised of event.

• Attends encampment.

Health & Safety Coordinator

• Inspects site using GSCNC Site Safety Checklist form as a guide.

• Reviews program activities to ensure Safety Activity Checkpoints are followed.

• Writes emergency evacuation and search and rescue procedures for the event. Locates nearest emergency care facility, copies maps and phone numbers.

• Works with encampment coordinate and SUM to determine level/number of First Aiders needed.

• Sets up first aid station/kit.

• Oversees event sanitation - hand washes, restrooms, etc.; orders port-a-johns, as needed.

• Notifies police if needed

Assistant-Coordinator

• Aware of all aspects of event.

• Willing to assume duties of chair if needed.

Secretary

• Distributes minutes of committee meetings.

• Provides written information to leaders, such as a newsletter.

• Helps design a timeline.

• Handles all the public relations. (photos/articles for local newspaper)

• Writes thank you notes when event is over (especially to community resources).

Food Coordinator

• Develops a plan of action for meals, whether SU provided or troop provided.

• Plans menu, orders food, makes food delivery arrangements.

• Recruits kitchen helpers (cook(s), set-up, clean up, dining hall supervisor)

Registrar

• Develops a registration process.

• Receives all applications/registrations

• Enters in computer data and provides leader with her troop's assignment and/or schedule.

• Passes all money to money manager.

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Program Coordinator

• Recruits a committee to plan program activities.

• Reviews program plans to ensure the follow the Girl Scouts standards.

• Remembers special needs of participants when planning.

• Designs program delivery.

• Recruits certified program specialists if activities are high or unusual risk.

• Ensures activities have the necessary equipment and it is in good condition.

• Coordinates activity set up day of event.

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Money Manager

• Authority to write checks.

• Assists with designing a budget.

• Sets up financial deadlines and collects money from troops.

• Sets up billing accounts with vendors if necessary.

• Makes deposits.

• Keeps detail accounting of funds.

• Provides SUM with final financial statement after event.

Site Coordinator

• Works with health and safety coordinator.

• Helps secure a site that meets the needs of the event.

• Inspects site to ensure it is in compliance with the safety standards.

• Establishes activity areas.

• Makes troop site assignments.

Transportation Coordinator

• Researches best way to get to site.

• If using chartered transportation:

Ensures compliance with Volunteer Essentials.

Supplies information to SUM for proper paperwork.

Recruits bus chaperones

Assigns troops.

Establishes bus rules.

• Determines traffic flow, parking.

Camp Qualified Consultant

• An adult or teen who has current qualification for Cookout & Campout, Lightweight Camping, and/or Backpacking.

• Prepares troop(s) for camping by meeting with them prior to encampment.

• Guides troop(s) through cooking and camping skills during encampments.

Note: Encampment coordinator and service unit manager set the number of camp qualified consultants that are needed for the encampment based on skill of the troops, comfort level of the consultants and how close sites are to each other.

First Aiders

• Has current qualification as stated by Volunteer Essentials for the size and length of encampment.

• Responds to first aid needs of the girls in the troop/group.

• Maintains and dispenses medications.

• Maintains first aid kit.

• Maintains Health History Forms as determined by Encampment Coordinator and Service Unit Manager.

See Encampment Health and Safety Handout.

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GIRL SCOUTS NATION’S CAPITAL

VOLUNTEER APPOINTMENT LETTER

FOR ENCAMPMENT COMMITTEE STAFF MONEY MANAGER

Having successfully met the position qualifications, is appointed to

the position of Encampment Committee Staff Money Manager for the period of _____to______.

The volunteer agrees to fulfill the role, duties and responsibilities of the position with accountability

to the Encampment Coordinator and Service Unit Manager.

ROLE: Accurately manage the financial activities of the Service Unit Encampment.

Duties and Responsibilities Yes No

Assists in designing an encampment budget

Sets up financial deadlines and collects money from toops/attendees

Sets up accounts with vendors, if necessary

Writes checks

Provides encampment coordinator, service unit manager and service unit with

financial statements

Qualifications: Yes No

Register as an adult member of the Girl Scouts of the USA Date:

Complete the Volunteer Application Process Date:

Accept and adhere to the purpose and principles of Girl Scouting

Show a willingness to work with diverse groups with varying lifestyles and

cultures in a positive manner

Recognize, understand, accept, interpret, and support all council goals, policies,

guidelines and objective, including the Human Relations Statement

Owe no outstanding debts to the Council

Complete required training, if necessary, for position Date:

I, ___________________________________Encampment Committee Staff Money Manager,

agree to fulfill the duties and responsibilities as listed above and have met or will meet all

qualifications as listed. I understand that failure to fulfill these responsibilities and/or qualifications

could result in my not being re-appointed and/or dismissal from this position.

Signature Encampment Coordinator Date

The space below and on the back of this form may be used to expand on the duties and responsibilities of this position and/or the volunteer's role in meeting them.

Signature Date

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GIRL SCOUT COUNCIL OF THE NATION'S CAPITAL

VOLUNTEER APPOINTMENT LETTER FOR ENCAMPMENT COMMITTEE STAFF _

Having successfully met the position qualifications, _____________________________ is appointed to the

position of Encampment Committee Staff ____________________________________________ for the

period of __________ to __________. The volunteer agrees to fulfill the role, duties and responsibilities of

the position with accountability to the Encampment Coordinator and Service Unit Manager.

ROLE: ___________________________________________________________________

Duties and Responsibilities Yes No

Qualifications: Yes No

Register as an adult member of the Girl Scouts of the USA Date:

Complete the Volunteer Application Process Date:

Accept and adhere to the purpose and principles of Girl Scouting

Show a willingness to work with diverse groups with varying lifestyles and cultures in a positive manner

Recognize, understand, accept, interpret, and support all council goals, policies, guidelines and objective, including the Human Relations Statement

Owe no outstanding debts to the Council

Complete required training, if necessary, for position Date:

I_______________________________Encampment Committee Staff________________________agree to fulfill the duties and responsibilities as listed above and have met or will meet all qualifications as listed. I understand that failure to fulfill these responsibilities and/or qualifications could result in my not being re­

appointed and/or dismissal from this position.

Signature Encampment Coordinator Date

The space below and on the back of this form may be used to expand on the duties and responsibilities

of this position and/or the volunteer's role in meeting them.

Date

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DEVELOP COMMUNICATION

Consider:

• With whom do you need to communicate?

• What needs to be communicated? Is it the same for everyone?

• How often do you need to communicate?

Working with your committee:

• Get a BIG notebook for yourself and delegate, delegate, delegate!

• Develop "position descriptions" for each committee member - be sure everyone knows exactly what they are to do.

• Provide everyone with a calendar and set your meetings up well in advance. If a committee member can't be there, they should provide you with a written status report.

• Everyone should also have a committee roster with phone , numbers. It is helpful to indicate best times to call, and when NOT to call!

• Sit back at the committee meetings and LISTEN. Is the plan falling into

place? Follow up meetings with written minutes to clarify what was said to be sure everyone heard the same thing. "Surprises" can be addressed as they come up instead of on the day of the event!

• Remain flexible.

Working with troops and leaders:

• Provide clear, detailed, written information to leaders and keep it updated.

• Using a newsletter or an e-mail newsletter is one good way to keep leaders informed.

• If you develop a logo, leaders will start to look for it to keep themselves abreast.

• If you are changing a way something was done last time, be sure to highlight it for returning leaders.

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MARKET THE EVENT

You want to sell the event to the troops, get them excited, have them commit and make a deposit. Communication is the key. In the beginning, try to share the following information.

Date Times

Place Type of camping Theme Sample activities Costs What fee covers

Eligibility Troop requirements Plan for meals

Deadlines

Ways to get the word out:

E-mail

Service unit meetings

Other service unit events

Troop visits

Rallyhood

Provide closer to the event: Schedule (more details on activities) Site assignments for troops

Check-in procedures Encampment health and safety plan List of key people in charge Transportation and parking issues Kapers

Menus if meals are provided

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SELECT AND REQUEST A SITE

GSCNC Sites

Encampment dates at GSCNC campsites are posted twice a year. A request for one of these sites must be made 6 months in advance of the encampment. Application Process:

Complete the Application for Service Unit Encampment for Council Campsites and

submit by advertised deadline. This form is available online at www.gscnc.org or through your SUM.

Selections will be made based on requested dates and camps. Please indicate as many choices as possible when completing the form. The more flexible you are, the better your chances.

Please select sites most appropriate to your group size. For specific site information please visit our camping web site at http://register.gscnc.org.

Placement System:

First Priority: Service Units that have never had encampments at council sites.

Second Priority: Service Units that have had the most time elapse since their last encampment on a council site.

Non-GSCNC Site:

There is no form needed for encampments on Non-GSCNC Site, but keep your Membership Specialist in the loop when planning the event.

VISIT THE SITE

What are some things you should look for?

• Safety (See the Encampment Health and Safety Handout.)

• Type and location of water supply

• Number and location of toilets

• Sleeping space

• Activity space

• Special program needs (examples: hiking trails, open fields, pool)

• Kitchen facilities/ number and location of fire circles

Use the Site Safety Checklist, available on gscnc.org under “Forms”, when visiting the

encampment site. If your visit is early in the planning process, visit again during the same

season as your encampment or after severe weather.

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ESTABLISH A TIMELINE

COUNTDOWN TO ENCAMPMENT

This is a generic checklist. You should customize it to your event.

7 Months in Advance

Volunteer to be encampment coordinator and be appointed by SUM. Take the service unit encampment coordinator training.

Survey leaders and troops for themes/activities. Begin recruiting your committee staff.

Begin developing program theme.

Research program activities to support theme. Review Volunteer Essentials and particularly activity checkpoints.

Find a campsite that will meet your safety and program needs. For non-GSCNC site, determine application/reservation process.

Develop your paperwork/financial timeline. 6 Months in Advance

For GSCNC campsites, complete the Application for Service Encampment on GSCNC

Campsite, obtain signatures, and forward to GSCNC Camping Services. If placed at a Council site, complete paperwork and send security deposit, as instructed by

GSCNC Camping. Develop transportation plan. Make arrangements ASAP, if using chartered transportation. Have a patch/T-shirt design contest. Collect deposits from participants/troops. Meet monthly with your core committee staff to discuss progress and needs.

3 Months in Advance

Complete committee staff recruiting.

Visit your campsite to plan activity areas.

Develop your encampment health and safety plan. Decide on menus. Review dietary restrictions. Inspect program supplies to determine usability. Obtain list of participating troops with their camp trained adults and first aiders.

2 Months in Advance

Develop and distribute program packet to leaders. Order program supplies. Collect patch/T-shirt money. Place order.

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5 Weeks in Advance Complete your Service Unit Encampment Final Report and forward to GSCNC Camping

Services.

Conduct a leader orientation meeting.

If using a council site, send in fee balance.

4 Weeks in Advance

Begin meeting weekly with your committee staff.

If needed, send in your equipment rental form to GSCNC. If

using chartered transportation, reconfirm arrangements.

Collect final money.

Inventory first aid kit and purchase any necessary supplies.

2 Weeks in Advance

Order food and set delivery date.

1Week in Advance

Pick up equipment from equipment center.

Tie up any loose ends.

1-2 Days in Advance

Accept delivery of food at camp.

At Camp: ENJOY!

Within 2 Weeks After Camp

Write thank you notes.

Review evaluations and incorporate suggestions for future events.

Feel good about the great job you did.

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PROGRAM PLANNING

1) Using your survey responses, pick a theme. Having a theme from the beginning, helps to bring things together. It can help stimulate activity ideas. If you have too many ideas, it can help to narrow the choices. Theme examples:

• Back to Nature

• Beach Blast

• Bridging the Gap Tubs

• Celebrate America

• Circus

• Cartoon Fun

• Crunch n Munch

• Fairy Tales

• Flying High

• Games Galore

• Girl Scout Skills

• Harry Potter

• High Adventure

• Hiking/Orienteering

• Kaleidoscope of Fun

• Mardi Gras

• Medieval

• Music in the Woods

• Night Sky

• Olympics

• Pampered Princess

• Pioneer Fun

• Roots and Shoots

• Space Camp

• Survivor

• Team Building

• Theater in the Woods

• Water Drop Patch Program

• Weather Watchers

• "Who Let the Girls Out"

• Women Careers

• Women Through Time

• Zoo

Research activities to support your theme. Example resources: Patch Programs Children sections of libraries Web sites

Teacher supply stores

2) Consult Volunteer Essentials.

3) Make a supply list as well as site requirements for each activity. 4) Decide what training or specialty adults are required. 5) Decide who will prepare the activities, gather or order supplies and run each activity. 6) Decide if the troops want extras such as patches, t-shirts and swaps.

After other decisions have been made, such as method of meals: 7) Make an activity schedule.

8) Decide how activity schedule fits into the overall encampment schedule. Remember to leave troop time.

General Planning Tips:

Plan ahead in detail, but be flexible to change. Change is not failure.

Check and recheck the site, your supplies and the condition of your equipment

Have back-up activities (rainy day plan). Break large groups into manageable sizes (round robins, wide games). Practice activities ahead of time with someone in your target age group for timing. Prepackage small craft supplies.

Alternate between active and quiet activities.

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WORKING WITH TEEN GIRL SCOUTS

Teens should be given the first opportunity to lead.

Remember to ask; not assume, that they want

to work.

Assign them an adult mentor to train and guide them.

Know recognition requirements.

Place a representative teen on your committee to

keep everyone up-dated on their progress, needs and wants.

It's OK to plan special activities just for them.

They have earned it.

Keep it fun for them ... be flexible ... adapt.

WORKING WITH JULIETTES

Communication

Your Service Unit may already have someone appointed to work with Juliettes. You need to be sure to include this person in all communications. You should include enough copies of everything for each girl rather than the usual one or two per troop.

If your Service Unit does not have someone in this position, you will need to suggest they add one or appoint someone on your committee to fulfill the role during the encampment planning process and event.

The Encampment

During the encampment adult/girl ratio needs to include Juliettes. They might:

• Form a provisional group for the weekend with resource volunteer leadership. • Be welcomed into existing troops.

• Work with and be supervised by the committee.

Ask the girls what works for them!

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EVENT PLANNING SHEET

EVENT:

DATE:

THEME:

PLACE:

Chair:

Phone:

Co-Chair:

Phone:

Safety Activity Checkpoint(s):

Page(s):

SITE

o GSCNC, Non-GSCNC o Phone o Emergency services o Size for group o Suitability for all o Potential security/safety o Problems/special needs o Protection from weather o Hazards

• People

• Natural and animals o Restrooms

• Number

• Location

• Toilet paper

• Cleaning kaper o Water - where, drinkable? o Trash

• Location

• Removal responsibility o Map of site o Activity/troop sites marked

• Copies to all adults o Parking area

PERMISSIONS

o GSCNC confirmation

o Site owner/manager o Restrictions/rules o Parental

LEADERSHIP

o Girl Ownership o Girl-adult ratio

o Specially trained adults o Number of first aiders

DRESS/EQUIPMENT o Casual, Uniforms o Special, Safety apparel

FINANCES o Event fee

o Deposit from troops o Food costs o Transportation costs o Program materials o Extra insurance or liability certificate needed o T-shirts/patches o Honorariums

TRANSPORTATION o Type

o Map/directions to site o Departure time/place o Arrival time/place o Chartered bus - # of seats o GSCNC permission o Traffic flow

o Parking attendants/orange vests o Mark cars, if needed

HEALTH & SAFETY o Health history forms o First aider

o Local emergency care o Emergency phone o Sanitation of area

o Crisis Management Plan o Latrine supplies

FOOD o Bring own, provided o Dietary restrictions

o Religious/medical/cultural o Order/deliver/storage o Menu

• Easy to fix; edible

• Storage/preparation area

• How to serve • Keep hot food hot & cold

food cold • Provision for

leftovers

• PROGRAM o Age/level of participants o Theme o Skills needed

• Special needs girls o Special permissions

• High risk

• Sensitive issues o Teens leading o Silver Award possibility o Mark off activity area o Supplies needed

• Troop provided

• SU purchased

• Leftover money or supplies - how will it be handled?

o Scheduling/logistics

o Photographer

DAY OF EVENT COMMITTEE STAFF SHOULD NOT BE RESPONSIBLE FOR

THEIR OWN TROOP! o Set up check in o Well marked activity areas o Set up special staff only rest area

with drinks & snacks

o Encampment health and safety notebook/file

• Master participant list

• Troop rosters

• Schedules

• Emergency procedures

• Map of activity areas

• GSCNC emergency contact

• Emergency care

• Directions/phone o Name tags o First aiders marked o Office

o Tool box - basic tools o Evaluation

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DETERMINE HEALTH AND SAFETY

Any service unit applying for a SU encampment, on or off council sites, must have

• Council approval through the encampment application process

• A SU encampment coordinator with GSCNC SU encampment training

• An adult first aider certified at the appropriate level

• Camp trained adults

• Appropriate Girl/adult ratio

SU Encampment Coordinator

Must take the GSCNC SU encampment coordinator training.

Girl/Adult Ratio See Volunteer Essentials, page 16 to determine the right ratio for the encampment as well as each troop/group. Troops may be combined to meet the proper girl/adult ratio.

Camp Qualified Adults

The encampment coordinator and the service unit manager can decide how many troop camp certified adults are needed depending on sleeping and cooking arrangements. A camp trained adult should meet with and help the troops prepare prior to the encampment. They must also attend and oversee meal preparation of the troop(s), if done at the troop sites.

Lead First Aider

An adult lead first aider, certified at the appropriate level, must be provided to oversee the health care and concerns at your encampment. The encampment coordinator and the service unit manager can decide if each troop must provide a first aider.

Program Specialists

If your program includes high risk or unusual risk, see Volunteer Essentials and Safety Activity Checkpoints for information.

Important Note: You must follow the guidelines in the Encampment Health and Safety Handout. Copy and share this with your health and safety coordinator and lead first aider.

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DETERMINE LOGISITICS AND TRANSPORTATI ON

After you have seen the space available at your site and you have a program goal, it is time to further define details such as:

Do Daisy Girl Scouts camp/come for the day? Do Brownies camp/come for the day? Can siblings, children of leaders, and non-registered girls go on this encampment? Consider:

• SU size

• Site capacity

• Purpose of event/target audience

• Role of adults at the event and girl/adult ratios

• Sleeping arrangements

• Cost

How will you get there?

Consider:

• Service unit desires

• Budget

• Distance

• Age and number of participants

• Parking at the site

Don't forget:

• Follow all transportation guidelines in Volunteer Essentials

• Directions - try them out yourself! (Provide maps and directions for all.)

• Remind drivers of toll roads and amounts.

• Parking restrictions at site.

• Decide who will pay for parking fees in state parks. What equipment do you need? Who will supply it? Where will it come from? (Rent,

borrow, buy?)

Consider:

• Program

• Campfire

• Heath and first aid needs

• Site considerations

• Camping/ sleeping needs

Be sure all equipment is safe (see Safety Activity Checkpoints).

Remember to publish information to all. Extra insurance might be needed. Contact your field director.

Will you use vendors? See GSCNC vendor list at http://register.gscnc.org/vendor/. If you don't see a vendor you want to use, contact camping services at GSCNC.

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SLEEPING ACCOMMONDATIONS

There are a few "must do" practices that come from Volunteer Essentials. Men will have a separate, designated sleeping area, which can be a separate tent, room,

or corner of lodge girls will not need access to Men will have separate, designated bathroom facilities, or designated bathroom times

All troops must follow the girl to adult ratio for overnights.

Beyond that, each troop must decide what is best for them based on several factors:

Experience of the girls.

Everyone's comfort level.

Facilities you will be sleeping in.

Ratio of adults to girls.

The decision of 1, 2 or no adults in a tent or shelter must be made on a case-by-case basis. In Cookout & Campout training, we encourage that girls prepare for their campout with other sleepovers and backyard campouts, so they are ready to sleep with the adults next door.

The encampment committee will need to take in to consideration the experience and comfort level of each troop when assigning sites.

DECIDE ON FOOD AND COOKING NEEDS

COOKING DECISIONS ARE THE SINGLE LARGEST FACTOR IN PROGRAM PLANNING.

Central Kitchen Bag Meals

Troops cook themselves Catered Delivered Mix and Match

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COOKING FOR LARGE GROUPS

If you decide to include the food for the encampment, you will need to know the 4 W's of menu planning.

WHAT cooking facilities are available?

WHAT serving items are available? WHO will do it? WHERE will everyone eat?

AII cooking should strictly adhere to standard food sanitation regulations.

Type Advantages HINTS

Full size institutional kitchen with cooking and serving items provided

Can cook most anything you want! You’ll have very large or walk-in refrigerator and most likely a freezer. Leaves more time for program.

Requires several adults. Select one kitchen supervisor, use a kaper chart and a serving chart.

Full size institutional kitchen without cooking pots/serving items

As above Borrow from church, troops, school. Use aluminum foil trays/dishes. Rent big pots from GSCNC equipment center. Line cardboard boxes with foil/plastic for serving trays.

Household type kitchen Have limited hot foods preparation/holding area. Most likely will not have enough refrigeration. As above, but more logistics to cooking and serving.

Serve cold main dish and hot side dishes. Use slow cookers.

Outdoor cooking circles (Troops cook themselves)

Needs the most time. Can have more girl involvement. Proper refrigeration is critical. Perhaps focus on cooking as an activity. Generate a SU cookbook. Brownies can be guests of Juniors.

Be sure you have enough adults overseeing each fire. Fire grates, buckets, etc. needed. Propane stoves needed. Rent from GSCNC. Consider more room needed for transportation of items.

SERVING CHARTS are most helpful in large group cooking, particularly when you have teens assisting in the kitchen. Hang a large poster/newsprint for every meal. Include:

WHICH meal this is. TIME it is to be SERVED.

WHEN kitchen crew needs to ARRIVE to prepare. WHO does WHAT. WHAT exactly does WHAT mean. HOW many people are to be served. NUMBER of tables that need to be set.

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Kitchen Tips

• Be sure to get adequate set-up and clean-up help from the troops. Assigning an adult from each troop to help with the final meal cleanup will get you out of the kitchen and dining hall fast.

• Allow only kitchen staff in the kitchen. It keeps it cleaner and food doesn't disappear.

• Don't freeze anything. Most events are only 2 days long and frozen food left in the refrigerator will be just fine. It will actually thaw better with less chance for bacteria growth. Frozen food takes a long time to cook and you run the risk of not properly heating it enough.

Food Safety

• Hot foods must be held and served HOT. (over 145°)

• Cold foods must be held and served COLD. (below 45°) This also applies while transporting food to camp. It only takes a short time for bacteria to grow.

• Raw meats (beef or chicken) should not be sent out to troops to cook until they actually are ready to put the meat on the fire. It might be a good idea to precook meats in main kitchen.

• Avoid cross contamination. Do not use the same utensils, cutting boards, workspace, bowls, pots or pans for two different foods without washing and sanitizing them first.

• Preparation areas and utensils should be washed in hot soapy water after contact with raw meats and rinsed with clear hot water, then dipped in a bleach/water final rinse for a minute (1 tablespoon bleach per gallon of water).

• Servers should wear plastic gloves when touching food and should not be doing anything else with the gloves, such a pushing hair from their eyes, rubbing their noses or handling money.

Kitchen Staff Sanitation

• Everyone in kitchen should be free of coughs, colds, sniffles and open cuts. They should also wear clean clothes and have long hair back in ponytails or neatly tucked under hats or bandannas.

• Hands and arms to elbows should be washed with antibacterial soap (like Dial) prior to beginning food preparation and each time staff finishes working with a particular food, especially meat.

Kitchen Sanitation

• Counters should be washed with warm soapy water, then rinsed and finally disinfected with a mild bleach solution (1 tablespoon per gallon water)

• Paper towels should be used, not dish towels. Bacteria grows on sponges and towels very quickly.

• Keep lids on trashcans to reduce flies. Take trash to dumpster immediately after meals.

Washing Dishes

• The 3-pan method should be used. Use hot soapy to wash, clear hot water to rinse, and warm chlorine water to rinse. Articles should be submerged at least 1 full minute and then air-dried. (See Cookout & Campout handout)

• Wash and sanitize any utensils left out at room temperature before reuse.

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Food Serving Tips

• Cover serving dishes with plastic wrap to keep warm; serve soup on tables in

pitchers.

• Single serving items, while more expensive, may be safer and more convenient.

• Count the number of tables to be served and only get out enough serving dishes/trays, etc.

• For family style, be sure to post the number of tables to be set.

• Buffet lines go faster if the line moves on both sides. Utensils, napkins, and drinks

should already be set on table.

• Have each troop provide 2 plastic serving pitchers well marked with troop number. Girls could also provide well-marked plastic mugs. Set up cardboard boxes with troop number and put clean mugs in a box ready for the next meal.

• Milk in Y2 pints can be purchased at most dairies such as Embassy or Shenandoah Pride. Less chance for contamination. Be sure to get a variety of low fat and fat free. Estimate 1 112 pints per person per meal.

Where to Buy in Bulk

BJ's Costco

Murphy's Sam' Clubs

Sysco Food Services

Menu Tips

• Menu names based on the theme are fun.

• Don't forget dietary restrictions.

• Have leaders/parents define what "vegetarian" or “vegan” means. (non-meat eating, no

red meat, no dairy)

• Everyone should be accommodated.

• Small individual pieces (such as chicken nuggets versus chicken legs) are easier to cook

and serve.

• Girls seem to like individual items they put together themselves, such as tacos or salad

bar.

AND ALWAYS KNOW THE LOCATION OF THE NEAREST 24 HOUR GROCERY STORE!

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MENUS FOR LARGE GROUPS

BREAKFAST French toast sticks pre-cooked bacon fruit cocktail or fresh fruit syrup margarine milk apple or orange juice coffee/tea/hot chocolate

pre-made pancakes pre-cooked sausage links fresh fruit syrup margarine milk apple or orange juice coffee/tea/hot chocolate BEST BET: cold cereal ready-made muffins margarine applesauce/fruit (fresh or canned) milk apple or orange juice coffee/tea/hot chocolate

SNACKS popcorn cookies honey/oat granola bars fresh fruit juice or kool aid

LUNCH taco salad (lettuce, tomato, shredded cheese, ground beef, nacho chips, sour cream) camp cones (can pudding in ice cream cones) milk juice

chicken nuggets sweet & sour sauce

canned corn rolls margarine cookies milk juice

Sandwich buffet (where they choose makings and condiments) On table: chips, cookies, drinks, etc... Soup

BEST BET: Bag lunch to include lunch meat sandwich, condiments in small container, napkin, drink, fruit, cookie

DINNER GS Stew

pre-cooked meatballs tomato soup canned vegetables

rolls margarine cookies milk/juice Chicken goulash

canned chicken rice can chicken broth or cream of chicken soup

rolls margarine brownies/kick can ice cream milk/juice

BEST BET FOR KITCHEN COOKING: Frozen Lasagna tossed salad rolls/garlic butter pre-wrapped brownies

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FOOD QUANTITIES AND EQUIVALENTS

Beverages: Juice 46 oz. can = 10 servings (% cup}

Frozen concentrate 6 oz = 6 servings

Cocoa 1 lb. can instant = 21 servings (1

cup)

Bread:

Tomatoes (1 lb) small= 5-8 servings Cucumber (1 lb} = 2 cups sliced/diced

Green pepper (1 lb} = 2 c diced Onions (1 lb) = 4-5 medium; 3 c

diced Dehydrated onion 1t = 1 Tablespoon

Small loaf (1 lb.) =

Sandwich loaf (1 % lb) French bread (16" loaf) Crackers-graham (1 lb}

16 slices = 24 slices = 16 slices

= 66 squares

Pasta/Rice: Macaroni (1 lb} Noodles (1 lb) Spaghetti (1 lb) Rice (1 lb)

= 8 cups = 8 cups = 8 cups

= 8 cups

Mixes: Pancake mix (2 lb) = 70 small pancakes Bisquick mix (2 % lb} = 40-50 biscuits or

pancakes

Dairy: Butter/margarine (1 lb} = 50 servings Eggs (scrambled) = 1 % eggs per person

Fruits: Apples (1 lb} 3 medium = 2 % c diced Bananas (1 lb) 3 medium = 2 % c diced Oranges (1 lb) 2 medium = 2 % c sections Grapefruit (1 lb) 2 medium = 2 % c sections

Miscellaneous:

Cheese 1 lb = 4 cups grated = 16-24 servings

1 lb. granulated sugar Peanut butter (18 oz)

= 2 cups = 2 C. = 15-30 sandwiches

Meats: Hot dogs (1 lb) = 8-10 per package Bacon (1 lb) = 20-24 slices Sausage links (1 lb} = 16 links Ground beef (1 lb) = 4-5 servings Boneless meat (1 lb) = 4 servings Chicken breasts (1 lb)= 3 servings Ham, boneless (1 lb} = 4 servings Tuna (6 oz) = 3-4 servings

Jelly (16 oz) =16 sandwiches Marshmallows-large (1 lb) = 60

marshmallows -small (10 % oz)10 small=

1 large

Units of Measure: 3 teaspoons (t) = 1 Tablespoon

(T) Vegetables: Carrots (1 lb) = 20 sticks; 2 % c

diced Cauliflower (1 head) = 20 florets

Celery (1 bunch} = 16-20 sticks

Cabbage, raw (1 head) = 12 servings slaw

Lettuce,iceberg (1 head) = 8 c.; 16 sandwiches

16 Tablespoons 2 cups 4 cups 4 quarts 16 ounces (oz)

= 1 cup (c.) = 1 pint = 1 quart (q.)

= 1 gallon (g.)

= 1 pound (lb}

Kitchen cookbooks can also provide helpful information regarding quantities, equivalents, measurements, and substitutions. Check the first or last chapters, or the appendix.

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MEAL TIME WORKSHEET (do one for each meal)

MENU ITEMS NEEDED HOW TO COOK

Main Dish:

Side dish(es):

Condiments: (butter, salt, pepper, etc):

Dessert:

WHICH Meal: (Sat breakfast, lunch, dinner etc)

TIME to be served:

WHEN staff needs to arrive to prepare food:

HOW many people are being served:

WHO does what

Prepare:

Cook:

Serve:

Set table:

Empty Trash:

Clean up:

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DEVELOP A BUDGET

Use this worksheet to plan your budget. Record your expenses after the event.

Be sure to publish your budget and expenses to the leaders and girls in the Service Unit. Decide prior to the event what you will do with extra money or how you will cover unforeseen expenses.

A. Site Cost:

Sleeping units Dining halls

BUDGET/EXPENSE WORKSHEET

Administration units Heating/cooling

Miscellaneous expenses (Seed money, portable toilets, lighting, custodial fees, etc.) First aid supplies

Communication (radios) Total Site Expenses

B. Food Costs:

Non-food items (toilet Paper, plastic ware, cleaning supplies) Condiments Warehouse foods Dairy items

Breads Specialty foods Service fee (e.g. payment to a troop or food provider)

Total Food Expenses

C. Program Expenses:

Equipment rental Honorarium to special consultants Program materials Consultants Patches

T-Shirts

Copying/ mailing Total Program Expenses

D. Transportation (if needed)

$_________________

$_______________

$_______________

$______________

Total Encampment Expenses (A + B + C +D) Individual cost: Total Encampment Expenses/Minimum number of campers

$____________ + $____________ + $_____________ + $_____________ = $____________

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PLANNING THE SCHEDULE

Suggestions:

• Write it down.

• Break it into 30 to 60 minutes increments.

• "Walk" it through - adjust it - "walk" through it again.

• Account for everyone - allow for free/troop time.

• Plan your and your staff's free time.

• Schedule first-aider relief.

• Schedule time to move between activities. How long will depend on how far the sites are.

WIDE GAME PLANNER

The wide game is a means for presenting program activities to large numbers of participants. The usual method is to divide the group into subgroups according to the maximum number that can easily be handled during an activity period. The subgroups move from activity to activity, however you could leave the groups at their determined sites and bring the program to them. Either way you need to build in the time to move the group or the materials.

You need to program in snacks, lunch or other program requirements into the wide game schedule. Remember to consider the age and experience level or the participants when coming up with the overall time frame. Example of a morning scheduled wide game:

Fire building Campsite

set -up Lashing Dishwashing

relay

Patrol 1 9:00 - 9:30 11:15 - 11:45 10:30 - 11:00 9:45 - 10:15

Patrol 2 9:45 -10:15 9:00 -9:30 11:15- 11:45 10:30 - 11:00

Patrol 3 10:30 - 11:00 9:45 -10:15 9:00 -9:30 11:15 -11:45

Patrol 4 11:15 -11:45 10:30 - 11:00 9:45 -10:15 9:00 - 9:30

This example assumes set-up and breakfast will be over by 9:00 am. Lunch will be served from

12:00 to 1:00 or cooked, served and cleaned up at troop sites from 12:00 to 2:00.

ENJOY THE ENCAMPMENT

S HA R E DOLLARS AT WORK

Girl Scout Council of the Nation's Capital