The following paperwork will need to be provided by the unit leader during check-in.

Deadline
Aug. 1	Registration Opens
~Oct 1	Class schedule announced	The unit leader will be sent the merit badge schedule.
~Oct. 15	Class scheduling open	Begin submitting the Scout's merit badge selections in the registration system.
Oct. 31	Deposits	Individual Scout deposits are due.
Dec. 1	Balance	All registration fees are due.
Dec. 6	Informational Meeting	One leader from each unit needs to attend the information meeting.
Dec. 1	Special Diets	Ensure every participant that has any dietary restrictions submits the Special Diet Request Form. (Learn More).
Dec. 14	Staff Meeting	All winter camp volunteers are to attend the staff meeting.
Dec. 15	Background Check	Ensure every adult (and any visitors) completes a background check by submitting the online Adult in Camp Compliance Form.
Dec. 15	Class Scheduling Closes	Today is the last day to submit all the Scout's merit badge selections in the registration system and make changes to their schedules. Ensure every Scout has a complete schedule. Address any scheduling issues before camp. (instructions, Doubleknot support / request merit badge change).
Dec. 17	Work Weekend	All winter camp volunteers need to attend the work weekend at Camp Strake to set up camp.
Paperwork
Early check-in or Dec. 26	Medical Forms	Bring one of the two copies of the BSA Annual Health and Medical Record (see specific instructions) to check-in. The second copy stays with the troop.
Dec. 26	Medication Forms	Bring a Routine Drug Administration Record for each Scout with medications that will need to be administered. (see specific instructions)
Early check-in or Dec. 26	Unit Roster	Bring a copy of the unit roster printed from my.scouting.org used to verify BSA registration. Highlight the names of Scouts attending camp for quicker verification during check-in.
Early check-in or Dec. 26	Training Roster	Bring a copy of the unit training roster printed from my.scouting.org to verify the YPT status for adults. Highlight adults attending camp.
Early check-in or Dec. 26	YPT Cards	Bring a copy of every adult's YPT card. To obtain a copy of the YPT certificate, go to my.scouting.org, click on Menu (upper left corner), click on My Training, click on the printer icon next to YPT status.
Dec. 26 check-in	Merit Badge Schedules	Bring a printed copy of the schedule for each Scout. Go to http://app.doubleknot.com/signon/2509, click on Registration tab, Reports drop-down, and select Unit Schedule with page breaks. Print after Dec 23rd. (Doubleknot support / request merit badge change).
Dec. 26 check-in	Arctic Adventure	Bring ATV forms for Scouts participating in the Arctic Adventure (learn more). Ensure they completed the online training before camp.
Dec. 26 check-in	Brotherhood Eligible	Bring a list of Scouts who have been in the Order of the Arrow for more than six months and are eligible for Brotherhood.
Dec. 26 check-in	Out-of-council units	Out-of-council units submit proof of insurance (provided by home council).

Health, Medical, and Safety Issues

Health Lodge

The Health Lodge is located in the Headquarters Building. The Health Lodge at camp is available 24 hours a day and is prepared to handle minor injuries and illnesses. The buddy system should be followed at all times.

For minor injury or illness bring the Scout/adult to the Health Lodge for treatment. The waiting area for the health lodge is on the porch area just outside the building near the entrance to the health lodge. A screening will be conducted on the porch before any person is brought into the lodge for treatment.

For a major injury (broken bones, unconsciousness, unsure), send a runner to the Health Lodge and medical staff will come to the Scout or adult. Please do not move a Scout or adult with a major injury! Any emergency that cannot be treated at the health lodge will be referred to a local hospital or doctor’s clinic. The unit leader or assistant will transport the patient to the outside medical facility. In the event of a medical emergency, report to the health lodge at the camp headquarters building.

• If the camp medics are not in the office, there is a whiteboard near the door that will advise how to reach them.
• Every Scout and adult who attends camp MUST have an annual BSA Annual Health and Medical Record completed within the last 12 months prior to attending camp. A copy of your health record will be turned in during check-in at camp.
• The camp reserves the right to refuse admittance to a Scout who, in the opinion of the camp health officer and the camp director, has any physical or medical problem which could present a hazard to themselves or other Scouts. Scouts may be sent home at their expense.

Hospital or Doctor Treatment

Should any participant at Camp Strake require medical treatment beyond the first-aid capabilities provided by camp staff at the health lodge, they will be evacuated to the nearest medical treatment facility. Special arrangements for the treatment of more serious cases have been made with physicians and hospitals at the nearest hospital, Cleveland Emergency Hospital (~35 minutes away) 1017 South Travis Ave, Cleveland TX or Huntsville Memorial Hospital (~45 minutes away;) 110 Memorial Hospital Dr, Huntsville, TX 77340. If such treatment is required, the camper's parent(s) will be notified by telephone, and their desires concerning further treatment will be respected.

In the event that a camper requires the attention of a doctor or the services of a hospital, the following procedure must be followed:

1. The responsibility of the unit leadership is to provide transportation for unit member(s) requiring services from a doctor or hospital.
2. One adult leader from the unit will accompany the unit member(s) requiring services from a doctor or hospital and is asked to carry insurance forms in for completion. He must obtain the individual's health record from the health officer before going to the doctor or hospital.
3. Parent(s) or guardian(s) will be immediately notified by the winter camp health officer of any serious illness or injury.
4. The camp will provide transportation ONLY when a unit has none available.
5. Directions to doctor's offices and hospitals will be available at the health lodge.
6. All cases requiring outside medical care must be cleared by the camp health officer. This is an agreement with the local health services facilities, insurance company, and a claim procedure.
7. Check back in with health officer upon return to camp and return the health form.

Any clarification of the above procedures may be obtained by discussing them with the health officers on duty at the health lodge. 

Health Special Risk (HSR) Insurance

All registered members of Sam Houston Area Council troops are covered by Health Special Risk (HSR) unit insurance. Should a Scout or Scouter need professional medical assistance (meaning greater care that the camp can offer), the family’s primary health insurance must be used. In the event a family does not have health coverage, the council’s HSR policy will become the primary policy and cover 100% of eligible cost up to a $15K maximum per incident. Families will be contacted by Wayne McLeland to discuss how to coordinate benefits with the council’s secondary coverage after camp is concluded. Out of council troops must provide proof of accident and sickness insurance upon arrival at camp.

BSA Annual Health and Medical Record (AHMR)

All persons coming to winter camp, whether youth or adult, and regardless of the amount of time spent in camp, must have a completed BSA Annual Health and Medical Record consisting of Parts A, B1, B2 and C. The form must be completed in its entirety and must contain all applicable signatures and dates. Forms can be downloaded at www.scouting.org/scoutsource/healthandsafety/ahmr.aspx. The form must be completely filled out and signed by a healthcare provider.

Forms must be completed annually. An AHMR is valid through the end of the 12^th month from the date it was administered by the medical provider. For example, a physical administered on December 3, 2022, would be valid until December 31, 2023. There is no provision for the administration of a physical examination to be done at camp. If a Scout does not have an Annual Health and Medical Record, they will either have to secure one from an area doctor at their expense or return home.

BSA Health and Medical Record

Please carefully review all BSA Annual Health and Medical Records prior to check-in. Common errors made on the BSA Annual Health and Medical Record:

• Part A is not signed by the adult participant or by an adult or guardian (for youth). In order to be able to treat youth in camp for more than immediate life-threatening conditions, our medical staff must have signed consent of a parent or guardian of a youth as contained in Part A. 
• Part B2 is missing immunizations or is missing dates for the immunizations. Please complete the form rather than attaching an immunization record alone. Actual immunization dates must be listed not a statement such as up-to-date or current. Incorporating the information into the form speeds up the process of evaluating the form itself at check-in. Part B2 provides emergency contact information and a complete health history on all participants. Ensure its clearly written and complete with all requested information.
• Part B2 does not have the non-prescription medication box checked. Ensure parents check (Yes or No) on Part B2 of the medical record whether non-prescription medications (e.g., acetaminophen, antibiotic ointment, antacids, antihistamine, hydrocortisone cream) can be administered at camp. If the option to allow non-prescription medication is not checked and signed, then it will be necessary for the unit leader or camp medical officer to attempt to contact the parent or guardian for permission to administer such medications. If they are unable to reach a parent/guardian, then the Scout will need further medical evaluation by the designated camp physician or hospital facility.
• Part C of the form signed by a healthcare provider. An annual examination by a licensed healthcare provider is required for all participants at winter camp. The examination is valid through the end of the 12th month from the date it was administered by the medical provider. Part C must be signed and dated by the healthcare provider annually. 
• Using an outdated form. The most current AHMR has a copyright date of 2019. It is the only version accepted by BSA. Using the latest form available at www.scouting.org/scoutsource/HealthandSafety/ahmr.aspx.
• Providing original forms. Do not provide original forms. Any forms not picked up during check-out will be destroyed.

When bringing forms for check-in, please do not bring the form in a binder or plastic sheets. Parts A, B1, B2 and C should be stapled for one person. This will allow the staff to efficiently review and file the forms. There is no room in the office to store troop binders.

FAQs about the Annual Health and Medical Record

Read about important medical risk factors

BSA National Camping Standards (HS-508) states the following rules apply to storage and administration of medication:

HS-508: Medication Control (revised January 1, 2020)

A. The camp requires that all prescription and over-the-counter (OTC) medications be stored under lock (including those requiring refrigeration), except when in the controlled presence of healthcare staff or other adult leader responsible for administration and/or dispensing medications.

1. An exception may be made for a limited amount of medication to be carried by a camper, leader, parent, or staff member for life-threatening conditions, including epinephrine injector, heart medication, and inhalers, or for a limited amount of medication approved for use in a first-aid kit.

B. Medications must be 1. Kept in their original containers; or 2. Labeled and maintained in a fashion approved by the council health supervisor.

 

C. Medications must be administered and/or dispensed as follows: 1. For prescription medications, in accordance with the prescribing healthcare provider’s directions or a parent/guardian’s signed summary thereof. 2. For OTC medications, in accordance with the original label, except as otherwise provided by the council’s health supervisor, or a prescribing healthcare provider’s directions, or a parent/guardian’s signed summary thereof.

Locked refrigerated storage is available in the health lodge. The camp medical staff shall advise the acting Scoutmaster as to whether a medication falls under exceptions (HS-508A1).

Learn more about medication rules at camp.

Special Accommodations

If a participant has special medical needs, such as refrigeration for medicine, please ensure that information is included in the online registration. CPAP machines must be battery-powered, as power outlets close to campsites are scarce; however, the camp staff will attempt to meet reasonable requests to accommodate timely requests submitted through registration. Participants may need to bring specialty items to help make some requests possible. Learn more about special dietary needs.

Youth Protection

As a residential camp accredited by the Boy Scouts of America, all youth protection policies set forth by the Boy Scouts of America are followed. In addition, the State of Texas has statutes and regulations concerning youth protection that also apply. No exceptions to these policies may be made.

Two-Deep Leadership

It is the policy of the Boy Scouts of America that trips and outings may never be led by only one adult. At least two adult leaders, one of whom must be 21 years or older, are required for trips or outings. It is the responsibility of the chartered organization of any troop to inform the committee and leadership of the unit that sufficient adult leaders are provided on all trips and outings.

Adult leaders may rotate in and out as needed so long as there are two adult leaders from each troop on the property at all times. Every leader must be registered and have an Adult in Camp Compliance form completed. When such rotations occur, adults must check-in and out of the winter camp office so that our staff is made aware of the identity and contact information for all adult leaders for each troop in camp.

Texas Youth Camp Safety and Health Act

In order to protect the health and safety of youth attending residential camps in the State of Texas, the Texas legislature has enacted the Texas Youth Camp Safety and Health Act. While many portions of this statute concern the facilities and staffing of a youth residential camp, portions of this law affect troops directly.

All adults coming to camp, whether working on staff or not, must complete the Adult in Camp Compliance form no later than December 15^th. Completing this form allows council office staff to complete a criminal background check on each adult in camp (regardless of time spent in camp).

Youth Protection Training (YPT)

Every adult in camp must take Youth Protection Training (YPT) online at my.scouting.org (expires every two years).

A copy of every adult's YPT certificate must be provided to the council office. To obtain a copy of the YPT certificate, go to my.scouting.org, click on Menu (upper left corner), click on My Training, click on the printer icon next to YPT status.   

Emergencies

The camp has emergency phone numbers posted near all camp office telephones and FM radio communication throughout the camp. In an emergency, the camp director, or designee, will initiate emergency procedures depending upon the situation. During emergencies, adult leaders should supervise their own unit’s response appropriately.

Emergency signals

There are two types of emergency alarms. The first is a solid tone for general emergencies. Upon hearing the camp alarm (siren), the troop must immediately be assembled at the troop campsite, a headcount taken, and then the senior patrol leader reports attendance to the staff member in charge, and awaits further instructions. If for whatever reason the campsites are unsafe, the staff will direct people to the grand pavilion as a secondary assembly area. Stay at the assembly area until the all-clear is given.

The second type of alarm will be a pulsing siren. This signifies a weather emergency. This part of Texas is prone to afternoon thunderstorms during the summer, with potential for the formation of tornados. Whenever a serious storm approaches, everyone in the camp should move into the nearest designated shelter. All permanent structures at Camp Strake are suitable shelters during an emergency.

Emergency Evacuation

In the event of a fire or other hazardous condition that requires evacuation of the camp, instructions will be provided by the camp staff at the Grand Pavilion on procedures to follow to exit camp as quickly as possible, while maintaining accountability of staff and campers.

Drills

In accordance with BSA National Camping Standards (AO-805), an emergency drill will be conducted during camp. Every person must report to their campsite when the alarm is sounded, drill or no drill! Assigned staff will visit campsites to conduct a head count and consult with the unit leaders.

Council Insurance

The Sam Houston Area Council Accident and Sickness Insurance plan covers registered Scouts and adult leaders while at camp. (Please register parents staying with your troop as a member of your troop committee). This coverage does not include out-of-council units. Out-of-council units should bring a claim form from their council.

The Accident and Sickness Insurance plan is with Health Special Risk, Inc. and is excess coverage. This means any bill with a remaining balance after it has been processed by the family's medical insurance carrier can be submitted to Health Special Risk, Inc. for additional reimbursement. Families without insurance will receive instructions from Health Special Risk, Inc., but in any event up to $15,000 of coverage for sickness or injury is provided (Special coverage limits cover dental and transportation). For additional information, contact wayne.mcleland@scouting.org. 

General Information

Camp Headquarters

Headquarters houses the camp phone, lost and found, troop mail, camp director's office, program director's office, camp commissioner office, quartermaster, trading post, health lodge, and business manager's office. Office hours will be posted.

Special Accommodations

If a Scout has special needs, camp staff will do whatever they can to accommodate them. The troop leader should notify the camp staff of any requests during online registration.

Buddy System

All Scouts should adhere to the buddy system throughout camp. Scouting’s buddy system calls for Scouts to pair up with a friend or two for all activities. This helps ensure safety and accountability and teaches Scouts to have responsibility for others. No Scout should ever be found wandering through camp alone. The buddy system can be difficult if a Scout doesn't have scheduled classes with fellow members of their troop. Troop leaders are encouraged to attempt to pair Scouts in classes as much as possible. If this is not feasible, the Scout should walk with other Scouts in the class to the location of the merit badge class. Due to the number of Scouts and the short amount of time between classes, this should be a relatively simple exercise.

Lost and Found

Lost and found is located in the winter camp office. Items will be kept in the winter camp office through the end of winter camp. Any items left at Camp Strake after winter camp may be disposed of as determined at the discretion of the camp director, including being donated to a non-profit organization, returned to the council office, thrown in the trash, etc. Sam Houston Area Council, nor its staff, shall be held responsible for any lost items not claimed by the end of winter camp.

To assist in returning items to their rightful owner, please ensure that all items your troop brings to camp have the owner’s name and troop number marked on them.

Smoking / Vaping Policy

Per the Guide to Safe Scouting, smoking or vaping by youth at any Scouting event shall not be tolerated.

"An important way adult leaders can model healthy living is by following the policies on alcohol, tobacco, and drugs. Leaders should support the attitude that they, as well as youths, are better off without tobacco in any form and may not allow the use of tobacco products at any BSA activity involving youth participants. This includes the use of electronic cigarettes, personal vaporizers, or electronic nicotine delivery systems that simulate tobacco smoking. All Scouting functions, meetings, and activities should be conducted on a smoke-free basis, with smoking areas located away from all participants. As outlined in the Scouter Code of Conduct, Scouting activities are not a place to possess, distribute, transport, consume, or use any of the following items prohibited by law or in violation of any Scouting rules, regulations, and policies: alcoholic beverages or controlled substances, including marijuana. In addition, the Code of Conduct specifies that if you are taking prescription medications with the potential of impairing any functioning or judgment, you will not engage in activities that would put Scouts at risk, including driving or operating equipment." Source

Smoking by adults is not permitted in any tent, pavilions or buildings. While smoking at camp is discouraged, adults who choose to do so in the designated areas and must not smoke within sight of any youth. Moreover, in the event of a burn ban, smoking may be prohibited on the property. Please check with the camp office to determine whether such a burn ban is in place.

Alcohol, Illegal Drugs or Stimulants

The consumption, possession or use of alcohol or illegal drugs or controlled substances while participating in the program at Camp Strake is not permitted. All local, state and federal laws will be enforced when a violation involving the above substances is reported. Violators will be asked to leave the camp immediately.

Personal Firearms

Personal firearms, ammunition, bows and arrows, and fireworks are not allowed in camp.

Fires, Liquid Fuels and Propane

Fires are to be built only in the designated areas and under proper supervision. Liquid fuels are not permitted. Propane is to be used only under adult supervision. Empty cylinders and cans must be given to the camp quartermaster for disposal. National policy prohibits the use of open flames in tents. This includes mosquito coils, catalytic heaters, gas lanterns, stoves, candles, and smoking material. All tents and flys must be marked with "No Flames in Tents." (Source)

Internet Access

Internet and WiFi is limited at camp. Internet and Wi-Fi are available at camp for staff members and as it is needed for merit badges. Due to the large number of Scouts at winter camp, if reliable internet access is needed for personal business, bring a hotspot.  

Transportation

BSA National Vehicle Insurance Requirements

Each troop is responsible for safe transportation to and from camp and meets the requirements as laid out in the current version of the Guide to Safe Scouting.

Use of Vehicles / Trailers In Camp

Upon arrival at camp, drivers of vehicles will be provided parking passes. Drivers are required to write their name and cell phone number on the parking pass itself and keep it visible on their dashboard at all times the vehicle is present on camp property. The name and phone number on the parking pass will allow our security staff to contact the owner of the vehicle in the event the vehicle needs to be moved or if any other issues with the vehicle arise. Vehicles without proper parking permits found on camp property may be towed at owner’s expense.

Under no circumstances should a vehicle or trailer enter the campsite at any time. Entry of vehicles into the campsite could leave unsightly ruts in the campsite and could possibly damage plumbing located close to the surface. Parking areas are provided at designated locations for leaders who drive vehicles. Only camp vehicles are permitted beyond the parking lot or on camp service roads. Vehicle permits will be distributed at check-in, along with maps designating parking locations for various vehicles.

Camp Strake is a walking camp. Vehicles should not be moved from these parking areas during camp, unless the driver is leaving camp or has specific permission to move the vehicle (e.g., staff members given permits to use vehicles to transport equipment each day). This is a necessary measure, due to the heavy use of roads by pedestrians, including hundreds of Scouts moving back and forth to merit badges and other activities. Troop trailers are to be parked in the available parking areas in front of each campsite. Personally owned vehicles are not allowed to drive through the middle of camp.

The speed limit in camp is 10 mph on blacktop roads (unless otherwise posted) and 5 mph on gravel or dirt roads.

Drivers who continue to violate rules regarding the operation of vehicles in camp will be asked to leave camp immediately.

Bikes

Campers are permitted to use non-motorized personal bicycles in specific areas of camp. Helmets are required when riding a bike.

Bikes can only be ridden on the asphalt loop around the outer rim of the campsites and on the road to climbing and shooting sports. Bikes can not be ridden through camp (Camp Central Road, Aquatics Road, and/ or near Headquarters, STEM Center, the Dining Hall, or Grand Pavilion). Please be sure to bring a bike lock for security. Please note that Sam Houston Area Council and Camp Strake are not responsible for damages/ thefts to personal bikes and injuries caused by such tools.

Scouts taking the Cycling Merit Badge can bring their own mountain bike, but it will be inspected to make sure it meets course requirements. 

Leaving and Returning to Camp

For the safety of all in camp, procedures have been implemented for leaving and returning to camp while camp is ongoing.

Adults Leaving and Returning

Scouters (aged 18 or older) may leave camp and return as needed; please keep trips in and out of camp to a minimum. Due to the large number of campers, excessive vehicular traffic presents a possible danger to pedestrians. Adults should check-in and out with the winter camp office so that the camp leadership is aware of who is on the property at all times. In the event of an emergency, the camp leadership must be able to account for everyone at camp.

Youth Leaving and Returning

Parents are encouraged to allow Scout to remain at camp all week. This reduces unnecessary traffic in and out of camp and allows youth to have the complete camp experience with their troop. Youth will only be allowed to check out from camp prior to final checkout by an adult authorized on Part A of the Scout’s BSA Annual Health and Medical Record. Please ensure that parents in your troop have included all authorized adults on this form. Without this authorization on the form, only an adult from the Scout’s troop registered for camp or the parent signing the form will be allowed to remove the child from camp prior to the final checkout.

No one, including a Scout leader or parent, will be allowed to leave camp with a person under the age of 18 without having checked out at the winter camp office and receiving a ticket which will be given to a security team member before leaving camp.

During checkout, on the last day of camp, adult leaders will receive exit tickets for all youth in their troop from their camp commissioner once they have successfully checked out. 

Trading Post

The trading post is located in the camp headquarters building and is stocked with merit badge pamphlets, t-shirts, Scouting literature, handicraft supplies, camp patches, mugs, camping equipment, cold drinks, ice cream, drinks and candy. Cash and credit cards are accepted. Scouts who want to purchase a pocket knife must show their Totin' Chip. Hours for the trading post can be found on the doors to the trading post.

Snack Shack

The Snack Shack location under the lake observation tower will have an assortment of snacks and drinks.

Shower Houses

Each campsite has modern restrooms and shower houses within walking distance. Each latrine comes complete with two private modern toilets and a handwashing station. Each shower has individual showers for each Scout or adult. It is the responsibility of the troop leadership to monitor the behavior of the Scouts at the showers. The camp commissioner will post a schedule for latrine duty at each facility. Cleaning materials will be at each facility and additional materials may be obtained from the camp quartermaster.

Wild Animals

Winter camp is an outdoor experience, and the campers are visitors to the camp’s natural area. Scouts must remember to live up to the Outdoor Code and be considerate in the outdoors. Throwing rocks at or attempting to catch animals such as rabbits, snakes, armadillos, etc is not only dangerous to the animal, but to campers as well. Please report any troubles with snakes or other animals to the camp staff immediately.

Leave No Trace

Instilling values in young people and preparing them to make moral and ethical choices throughout their lifetime is the mission of the Boy Scouts of America. Leave No Trace helps reinforce that mission, and reminds everyone to respect the rights of other users of the outdoors as well as future generations. Appreciation for our natural environment and knowledge of the interrelationships of nature bolster our respect and reverence toward the environment and nature. Leave No Trace is an awareness and an attitude rather than a set of rules. It applies in backyards or local parks as much as in the backcountry. All participants should practice Leave No Trace principles.

The principles of Leave No Trace might seem unimportant until considering the combined effects of millions of outdoor visitors. One poorly located campsite or campfire may have little significance, but thousands of such instances seriously degrade the outdoor experience for all. Leaving no trace is everyone’s responsibility. All participants are asked to follow the seven principles of Leave No Trace. 

1. Plan Ahead and Prepare
2. Travel and Camp on Durable Surfaces
3. Dispose of Waste Properly (Pack It In, Pack It Out)
4. Leave What You Find
5. Minimize Campfire Impacts
6. Respect Wildlife
7. Be Considerate of Other Visitors

Meals

The air-conditioned dining hall seats 450 people. The dining hall has commercial gas stoves and ovens, food preparation areas, plenty of utensils and cooling supplies, a dry goods storage area, a dishwashing area, two walk-in refrigerators, three freezers, and much more. High-quality and nutritious meals will be provided on-site by a professional custom food service company. All menus have been reviewed by a certified dietician and are designed to provide active and healthy youth and adults with the nutrition and calorie intake needed for camping.

The first meal served is dinner on December 26^th, so troops should make plans to eat lunch before arriving at camp. The last meal provided is a grab-and-go breakfast served the morning of December 31^st as troops prepare to check out and depart.    

Special Dietary Needs

Allergies and special diets are a common concern. The food service providers are very experienced with accommodating most diets, including food allergies, religious restrictions, and other health-related diets; however, Special Diet Request Form must be submitted at least three weeks prior to arrival at camp. Not all diets can be accommodated; participants will be notified before the event if accommodations cannot be made.

Special Diet Request Form

• While at camp, participants could participant in many dining styles such as family-style dining, cafeteria-style dining and/or self-serve bars.
• It is the camp's expectation that by sending your child to camp, he or she has the necessary knowledge of their diet and can manage their food choices.
• Camp cannot guarantee an allergen-free environment. Careful consideration needs to be taken for campers with severe allergies, particularly those susceptible to airborne transmission.
• If participants have a severe allergy or dietary restriction, contact the camp directors to discuss if camp is properly equipped to manage needs.
• While the staff works to meet all dietary requirements, food is prepared in an area with milk, eggs, peanut, tree nut, wheat, soy, fish and cross-contamination may occur.
• Upon arrival at camp and prior to their first meal eaten, it is the camper's responsibility to identify themselves to our kitchen staff; then cooperate in helping the camp staff meet their need(s).

Tickets for special meals will be given to unit leaders at check-in. Participants will turn these tickets in at mealtime when they pick up their food. Depending on the need, it may be necessary for Scouts with special dietary requirements to bring food items to supplement items available at camp. Participants with special diets can request access to refrigerators, freezers, and microwaves to heat food, but actual cooking must be done at the campsite. 

Food Service

Each unit is expected to provide volunteers to serve food for a minimum of one meal during camp. 

Camp Arrival and Check-in

There are two methods through which check-in by a troop may be accomplished: early check-in at the Cockrell Scout Center, or on-site check-in at Camp Strake.

Early Check-In

Troops may complete early check-in before camp begins. By checking in early, a troop will be provided with a pass that they will present at the security checkpoint they reach when first arriving in camp. Troops that have checked in early will then be allowed to proceed immediately to their campsite, or if they have changes to their check-in information, they will be allowed access to an express check-in line available only to those who have checked in early. This line will be intended only to update an existing early check-in with minor changes to the troop’s roster.

Early check-in opportunities:

• Wednesday, December 6, 2023, from 5:00 - 9:00 pm at the Cockrell Scout Center (during the Leader's Meeting)
• Tuesday, December 12, 2023, from 6:00 - 8:00 pm at the Cockrell Scout Center
• Wednesday, December 13, 2023, from 6:00 - 9:00 pm at the Cockrell Scout Center (during the Staff Meeting)
• Thursday, December 14, 2023, from 6:00 - 8:00 pm at the Cockrell Scout Center
• Saturday, December 16, 2023, from at Camp Strake (during the workday)

In order to be eligible to participate in early check-in, each troop must have the following:

• BSA Annual Health and Medical Record (including Parts A, B1, B2 & C) for each person attending camp (youth and adult)
• Copy of Youth Protection Training (YPT) current certificate for every adult attending camp. The training is taken at my.scouting.org.
• Copy of Hazardous Weather Training current certificate for every adult attending camp. The training is taken at my.scouting.org.
• An Adult in Camp Compliance Form submitted no later than December 15^th for every adult coming to camp. 

On-site check-in and Arrival

Troops will be allowed to enter camp beginning at 1:30 pm on December 26^th. Troops that arrive before 1:30 pm need to line up on the right side of the road entering camp. An excessive number of vehicles and trailers causes a line of vehicles to overflow onto FM 945. This presents a safety hazard.

Upon arriving in camp, troops need to park in the parking lot closest to their campsite, and the Scoutmaster should proceed to the camp administration building to complete check-in. There will be a fast pass line for troops that completed early check-in. Units will receive their campsite assignment upon arrival.

In-camp Troop Leaders Meeting  |  December 26^th  |  7:45 pm

On December 26^th at 7:45 pm, a mandatory meeting of all Scoutmasters and senior patrol leaders from each troop will be held in the dining hall. 

Check-in Meeting  |  December 26^th  

The Monday meet-up will be held at the STEM Building. Scouts and leaders will be able to meet their merit badge and program instructors! This is also the opportunity to request any schedule changes, if needed. Leaders can register for training classes (e.g., IOLS). The event will begin immediately after B-shift dinner and end before opening campfire. 

Check-out

Because of the large number of troops and the compressed time frame in which check-out occurs, please read this section carefully to ensure a smooth checkout process. 

Individual Check-Out Procedures

At any point during the week, if a Scout needs to depart from camp indefinitely (not returning at a later
day/time), the Scoutmaster will need to notify the camp director and/or program director. The Scoutmaster will receive a check-out checklist for that particular Scout. The checklist will consist of checkpoints that the Scout needs to visit before departing — such as signatures from the medical officer, camp registrar, program director, camp director, Scoutmaster, and parent/guardian. Once the checklist has been correctly signed and filled out, the Scout will check out at HQ with their parent/guardian and then drop off the checklist at the check-in building when leaving camp.

Early Unit Checkout (December 30^th)

Some troops may need to leave camp on the evening of December 30^th. While all troops are encouraged to remain for the entire event, some troops may need to leave after closing the campfire. There is no discount for departing early.

As soon as your troop has determined that it wishes to check out early, please notify the camp commissioner’s office immediately. This will assist the camp commissioners in coordinating timely checkouts that evening.

• Breakdown camp, and pack the vehicles and troop trailer.
• The troop should also carefully police their campsite to ensure that it is left in better condition than it was found. If any tables or other items were moved by the troop, they should be returned to their original location.
• The troop should send someone to the camp commissioner's office to notify them that the troop is ready for a camp inspection and pick up the checkout packet at the winter camp office. Please be patient awaiting inspection as the camp commissioners are in high demand by troops attempting to check out of camp at this point.
• Do not drive into the campsite or move your trailer into the campsite; trailers must remain on the paved road or in a parking space.
• Retrieve medical forms from the health lodge when the troop is ready to depart camp. A pass will be given to allow the troop to depart camp with youth.

Under no circumstances, however, will a troop be allowed to check out on December 30^th unless they have been cleared by a camp commissioner to load up their vehicles by 5:00 pm on December 30^th.  Troops who have packed may remain in camp through the conclusion of the closing campfire. The troop, at that time, should pick up their health forms from the medical lodge and then immediately and safely leave camp.

Unit Check-out (December 31^th)

• Breakdown camp, and pack the vehicles and troop trailer.
• The troop should carefully police their campsite to ensure that it is left in better condition than it was found. If any tables or other items were moved by the troop, they should be returned to their original location.
• The troop should send someone to the camp commissioner's office to notify them that the troop is ready for a camp inspection and pick up the checkout packet at the winter camp office. Please be patient awaiting inspection as the camp commissioners are in high demand by troops attempting to check out of camp at this point.
• Once a camp commissioner has inspected the campsite and determined that it is in good condition, he or she will provide you with passes that will allow you to take your vehicles out of their parking areas and drive them carefully to the front of your campsite. You will also be provided tickets for each youth in your troop which will authorize you to remove the youth from camp. You will also need the pass and tickets to exit the camp that evening. Do not attempt to drive your vehicle to your campsite prior to receiving the pass and tickets from the camp commissioner.
• Please be mindful of the fact that camp vehicles and other troops attempting to pack are trying to get past you on the road. Ensure your vehicle is pulled as far off the road as is possible, without pulling into your campsite.
• Do not drive into the campsite or move your trailer into the campsite; trailers must remain on the paved road or in a parking space.
• Once the vehicles are loaded, the troop must return the vehicles to a valid parking area or immediately leave camp.
• Retrieve medical forms from the health lodge when the troop is ready to depart camp.