The highlight of any camp is the program offered at that camp. In addition to numerous merit badge classes offered at winter camp, we have an energetic program staff that is dedicated entirely to planning great activities all week long.

Dozens of different merit badges will be offered including approximately half of the Eagle Scout required merit badges.

Best of all, many of our merit badges are taught by adults with decades of experience in the field the merit badge aims to cover. 

Five class periods will be scheduled for Scouts to earn merit badges, work on skills toward the trail to First Class rank or participate in an activity period.

Registration for merit badges is open. Some classes have extremely limited space due to facilities or equipment (e.g., rifle shooting, shotgun shooting, archery, and welding). Please do not sign up a Scout for a merit badge that they have already started with another counselor or that they have already earned. This is unfair to other Scouts who wish to begin the process of earning the merit badge at winter camp.

Please keep in mind that, on occasion, we may need to cancel merit badge classes based on lack of interest or due to unavailability of merit badge instructors. Scouts should be flexible in their goals for earning merit badges while at winter camp. While it is rare that we must cancel a class, it has happened.

Once a merit badge class is full, Scouts will not be allowed to register for the class. A list of prerequisites will be available soon.

 2018 Merit Badge Schedule (2019 schedule will be posted in October)​     Prerequisites (will be posted in October)

Merit Badge Add/Drop

The Scoutmaster or designee should advise Scouts before selecting merit badges. Class sizes are limited. Merit badges can be added or dropped online until December TBD, 2018. After the merit badge registration system closes, changes can only be made at the winter camp office at Bovay Scout Ranch on December 26^th before 5:00 pm. The following rules will apply:

• Only one form may be turned in per unit.
• The form must be signed by the acting Scoutmaster for the troop
• The form must be filled out completely.
• Schedules will not be reprinted for troops making changes in camp.
• No changes will be accepted after 5:00 pm on December 26^th.

Our merit badge instructors will be advised not to allow any Scouts to take their class unless they are listed on the roster.

Rank Emphasis

For Scouts working on requirements toward Tenderfoot, Second Class or First Class ranks, classes designed to teach Scouts the skills necessary to complete these requirements are available. The counselors will not sign off on the requirements, as that is left to the troop Scoutmaster and/or those the Scoutmaster has designated as adult leaders permitted to sign off on rank advancement requirements. Instead, the classes are there to merely teach basic Scoutcraft skills needed to advance in these initial ranks.

Classes are scheduled in such a manner that Scouts working toward Tenderfoot, Second Class or First Class will also have an opportunity to take at least one or two merit badges.

Additional Programs

Field Activities

Winter camp isn’t all merit badges and rank advancement. Our dedicated program staff has planned an outstanding array of field activities for Scouts to participate in during their activity period (e.g., dodgeball, ultimate, volleyball)

In addition, an activity tent will have a variety of board games and card games with other Scouts. A geocaching challenge will be held daily with a hint included in the daily newsletter.

Order of the Arrow

The Order of the Arrow is the national honor society of the Boy Scouts of America. For over 100 years, the Order of the Arrow (OA) has recognized Scouts and Scouters who best exemplify the Scout Oath and Law in their daily lives. This recognition provides encouragement for others to live these ideals as well. Arrowmen are known for maintaining camping traditions and spirit, promoting year-round and long-term resident camping, developing leaders, and providing cheerful service to others. OA service, activities, adventures, and training for youth and adults are models of quality leadership development and programming that enrich, support and help to extend Scouting to America's youth. 

At winter camp, Arrowmen who are members of Colonneh Lodge, and who have served their troops for at least 10 months since their Ordeal ceremony, will have the opportunity to seal their membership in the Order of the Arrow by completing a Brotherhood ceremony. The Brotherhood ceremony will take place on the evening of December 28^th. Announcements will be made in camp concerning the time and location of the Brotherhood walk and talk, as well as the time for the Brotherhood ceremony that evening.

Any interested Arrowmen should sign up for the Brotherhood ceremony at the winter camp office. Arrowmen seeking Brotherhood membership should also ensure that their dues are current with Colonneh Lodge, as that is a requirement of achieving Brotherhood membership.

As a celebration of the importance of Order of the Arrow to our Scout camps, and to celebrate those Arrowmen who are furthering their commitment to their troops through sealing their Brotherhood membership in the Order of the Arrow, all Arrowmen are encouraged to wear their OA sash with their uniform to evening assembly and at dinner on December 28^th. Any Arrowmen who are Brotherhood or Vigil members are also welcome and encouraged to attend the Brotherhood ceremony that evening to welcome those Arrowmen who seek to strengthen the ties of brotherhood by sealing their membership. 

Interfaith Service

The Scout Law teaches, “A Scout is reverent. A Scout is reverent toward God. They are faithful in their religious duties. They respect the beliefs of others.” It is important that Scouts be taught to recognize the beliefs of other Scouts and to respect those beliefs. An interfaith service will be held during camp.

Evening Activities

Skit Night

Skit Night is on December 27^th and isn’t just about being entertained by our program staff and your fellow Scouts – it’s also a competition to show which troop has the best skit!

Moreover, our program staff will be carefully evaluating your skits to determine which are best. Awards for first, second and third place skits on each skit night will be awarded at the closing campfire at the end of the week. In addition, the best skits from each skit night will be asked to perform that skit for the closing campfire. Snacks will be provided so you will have something to munch on while enjoying the skits

Movie Night

On December 28^th, make your way to the dining hall for some entertainment and watch a movie on the big screen! In addition to a great movie chosen by our staff, participants will also enjoy some great movie theater snacks.

Theme Night

On the evening of December 29^th, everyone will gather in the activity field for a theme night party. This is always the most popular event at winter camp, as it involves a number of competitions and activities. Just follow the music from our very powerful sound system to the festivities!

Our theme this year is pirate – think of movies and great stories that portray pirates with a variety of personalities, situations, and costumes.

Competition awards for first, second and third place will be announced at closing campfire:

• Costume Competition – Scouts wishing to participate should come prepared with a Scouting appropriate costume based on the theme for this year. We’ll allow your imagination to determine how best to fit your costume to this year’s theme. Please be aware that this is an individual competition. While troops are welcome to coordinate their costumes, such coordination shall not be taken into account in judging the costumes for prizes.
• Patrol/Troop Flag Competition – Come prepared to design a troop or patrol flag (this is left to the discretion of the troop’s Senior Patrol Leader, based on the number of Scouts from your troop attending winter camp) based on this year’s theme.
• Patrol/Troop Design Competition – Each year we ask troops or patrols (again, up to SPL depending on number of Scouts from your troop in attendance) to build an object at camp based on the theme. It could be a vehicle, a plane, a space ship, a trophy – who knows? Use whatever materials you have on hand.
• Scoutmaster Cookoff – This is a competition for the adult leaders in camp. The acting Scoutmaster, with the assistance of any willing adults from their troop, may choose to test their outdoor culinary skills to produce the best dish. Dishes will be judged starting at 8:30 pm sharp at the dining hall, so come prepared to serve your dish to our panel of judges at that time. The identity of the judges will be kept secret until the judging begins. Dishes will be judged based on the following criteria: Taste, Aroma, Appearance, Creativity, and Relation to Theme.

Closing Campfire

What better way to cap off a week of winter camp than to come together around a campfire for an evening of songs, skits, awards presentation. 

Troop Recognition

In addition to the awards that a troop may earn at theme night or the individual advancement that Scout may earn at camp, there are various opportunities for a troop or individual to earn additional recognition at winter camp.

Iceberg Award

An annual tradition, the Iceberg Award can be earned by troops at winter camp by participating in various activities in camp, participating in service projects, acting as the color guard or leading the camp in prayer at camp assemblies, and performing duties as assigned by their camp commissioner. A troop receiving the Iceberg Award has exemplified Scout Spirit and contributed to making winter camp a better place for everyone.

Additional information about earning the Iceberg Award can be obtained by contacting your camp commissioner.

Patch Segments

Scouts can earn various segment patches to go around the event patch. 

• Iceberg – all members of a troop earning the Iceberg Award will receive this segment
• Service – all members of a troop earning the Service Award will receive this segment
• Pirate – any Scout completing all geocaching challenges will earn this segment based on this year’s theme

Winter Camper Award

Although not part of the winter camp program, it is possible to earn the Sam Houston Area Council Winter Camper Patch while at winter camp (if the weather cooperates!) Registered Scouts and leaders qualify when they have met the following criteria of:

Camping three days and two nights at a Scouting activity with temperatures of 42.5 degrees Fahrenheit or less. Official temperatures will be provided in the unit checkout packet to let you know if the members of your troop qualify for the Winter Camper Patch. Patches may then be purchased for $3 each by a troop from the Cockrell Scout Center (front desk, not the Scout Shop).

Camp Arrival and Check-in

Troops will not be allowed to enter Bovay Scout Ranch before 2:00 pm on December 26^th. Troops are not to line up on the road before 2:00 pm, as an excessive number of vehicles and trailers causes a line of vehicles to overflow onto the Highway 6 causing a safety hazard.

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 Bovay Scout Ranch.

Early Check-In

Troops may check in several weeks 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 will be offered at the following times:

• Wednesday, December TBD, 2018, from 5:00 pm to 9:00 pm at the Cockrell Scout Center
• Saturday, December TBD, 2018, from 1:00 pm to 3:00 pm at the McNair Adventure Camp Dining Hall at Bovay Scout Ranch

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, B & C) for each person attending camp (youth and adult)
• Classroom Youth Protection Training Card completed since February 2018 for every adult attending camp 
• BSA Hazardous Weather Training Certificate completed since 2017 for every adult attending camp 
• An Adult in Camp Compliance Form submitted no later than December 15^th for every adult coming to camp. 

On-site Check-In

Upon arriving in camp, troops that have yet to check-in should park and the acting Scoutmaster should proceed to the Safari Room. There will be a line for troops who have not participated in early check-In. Members of the staff will examine your paperwork and ensure that everything is complete.

In-Camp Troop Leaders Meeting

On the first evening of winter camp, December 26^th, we will hold a meeting of all acting Scoutmasters and senior patrol leaders from each troop. The meeting will be held at 8:00 pm in the dining hall. During this meeting, the key staff members will emphasize important health and safety rules and make important announcements. You will also have an opportunity to ask questions of the key staff at this time. Refreshments will be served at this meeting, including cookies, punch and coffee.

Youth Protection

As a residential camp accredited by the Boy Scouts of America, we closely follow all youth protection policies set forth by the Boy Scouts of America. In addition, the State of Texas has enacted statutes and regulations concerning youth protection which also apply to our camp. 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 Boy Scout troop to inform the committee and leadership of the unit that sufficient adult leaders are provided on all trips and outings.

While we recognize that winter camp presents many troops with unique challenges concerning this requirement. Adult leaders may rotate in and out as needed so long as there are two adult leaders from each troop on property at all times.

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 have taken YPT training online after 3/13/18 and have a copy of their YPT card (or a picture on their phone) at all times during camp.

A copy of your card must be provided to the council office on or before December 1^st. Copies of the cards may be sent to wayne.mcleland@scouting.org. If you have an adult leader attending camp who has yet to complete training by this date, please advise Wayne McLeland at the address above when you e-mail the cards for your adult leadership. As soon as the adult completes their training, they should e-mail a copy of the card to Wayne McLeland at the address above.

Staffing

One of the many unique aspects of our winter camp is the fact that our entire staff is composed of volunteers. We do not hire Scouts or adults to teach merit badges or run our kitchen. We rely upon volunteers to take time away from work and their families in order to provide an outstanding program for the hundreds of Scouts in camp each year.

In order to be able to provide adequate staff for our camp, we require all troops attending winter camp to have at least one person from that troop on our staff for every six Scouts registered for camp, or any portion thereof.

For example, if a troop is bringing just four Scouts to camp, they need one person from the troop to serve on staff for winter camp. If a troop is bringing eight Scouts to camp, two people must serve on staff.

For troops bringing up to 12 Scouts, this shouldn’t pose a major issue, as each troop should be bringing at least two adults to camp to meet two-deep leadership requirements. 

Rest assured that any adult leader who agrees to staff at winter camp will not have their ability to supervise and advise their troop adversely affected. The greatest need for most staffers is during times when most Scouts are busy at merit badge classes or enjoying activity period.

Prospective staff members must be at least 15 years of age (certain staff positions may have more stringent age requirements). Interested persons may apply for staff.

Applications are subject to approval by the camp director and must be submitted on or before November 15^th.

Health, Medical and Safety Issues

Health Lodge

The Health Lodge is located along the breezeway in the administrative building next to the dining hall. The Health Lodge is staffed by personnel trained to handle minor accidents and illnesses. The Health Lodge will be open continuously during camp. For minor injury or illness bring the Scout/adult to the Health Lodge for treatment. The Buddy System should be followed at all times. 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!

Special arrangements for treatment of more serious cases have been made with physicians and hospitals in Navasota. If such treatment is required, the camper's parent(s) will be notified by telephone, and their desires concerning further treatment will be respected.

BSA Annual Health and Medical Record

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, B and C. The form must be completed in its entirety and must contain all applicable signatures. 

BSA Health and Medical Record

Based on incomplete forms we have seen in the past, the following are the most common errors or omissions made on the BSA Annual Health and Medical Record submitted to our staff in prior years:

• Part A is missing immunizations or is missing dates for the immunizations. Please complete the form rather than attaching an immunization record alone. Incorporating the information into the form speeds up the process of evaluating the form itself at check-in.
• Part B 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 B. Also, adults who cannot otherwise consent due to incapacity must have signed this page in order for our medical staff to provide more than stabilization treatment.
• Part C of the form signed by a physician during 2018. The physician’s examination must have been completed in 2018. Updated Part C’s will not be accepted, even if signed by the physician. Therefore, ensure that the physician completing Part C dates the form when signing.
• Using an outdated form. To ensure you are using the correct form, use the form available at www.scouting.org/scoutsource/HealthandSafety/ahmr.aspx.

Please carefully review all BSA Annual Health and Medical Records prior to check-in. Give yourself ample time so that any errors or omissions may be corrected by the parents of the youth or the adult to whom the form belongs.

When bringing forms for check-in, please do not bring the form in a binder or plastic sheeting. Parts A, B 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.

Do not provide original forms. While we will do our best to return forms to those requesting the return of the medical forms, it is best to provide copies. These forms are destroyed after camp.

Prescription and Over-the-Counter Medication

Scouts and adults who require medication should bring enough of the medication to last throughout camp. BSA National Camping Standards (HS-508) states the following rules apply to storage and administration of medication:

All prescription and over-the-counter (OTC) medications must be stored under lock (including those requiring refrigeration), except when in the controlled presence of Medical Staff or a troop’s adult leader who is responsible for administration and/or dispensing medications. Locked refrigerated storage is available in the winter camp health lodge.

An exception to the above requirements 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. The winter camp medical staff shall advise the acting Scoutmaster as to whether a medication falls under this exception.

Special Medical Needs

If you have one or more members of your troop who have 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. We will, however, do what we can to meet reasonable requests to accommodate requests timely submitted through your troop’s registration.

Trips to the Doctor or Hospital

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.

1. Parent(s) or guardian(s) will be immediately notified by the winter camp health officer of any serious illness or injury. If parents will not be at home during the week of camp, have them advise you where they can be located.
2. The camp will provide transportation ONLY when a unit has none available.
3. Directions to doctor's offices and hospitals will be available at the health lodge.
4. 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.
5. Check back in with health officer upon return to camp and return health form.

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

Council Insurance

The Sam Houston Area Council Accident and Sickness Insurance plan covers your 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 SHAC LDS units (LDS troops should contact their church for insurance forms for camp) or units from out of council. Out-of-council units should bring a claim form from their council.

The plan is with Health Special Risk, Inc. and is excess coverage. The first $300.00 or less of coverage will be paid by Health Special Risk, Inc. Charges above $300.00 should be filed under the family’s major medical insurance. Health Special Risk, Inc. will then pay all charges not recovered under any other insurance. Families without insurance will receive instructions from Health Special Risk, Inc., but in any event up to $7,500 of coverage for sickness or injury is provided (Special coverage limits cover dental and transportation). The camp will file the initial claim at the time of treatment. All patients must be referred to the physician or hospital by Camp Health Personnel.

Buddy System

All Scouts should adhere to the buddy system throughout camp. No Scout should ever be found wandering through camp alone. We recognize that this can be difficult if the Scout has not scheduled classes with fellow members of their troop. We encourage troops 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.

Smoking Policy

Per BSA national policy, smoking by youth at any Scouting event shall not be tolerated. If a youth is caught smoking at winter camp, the youth’s parents or guardians will be contacted by phone and shall be required to pick the youth up from Bovay Scout Ranch immediately.

Smoking by adults is not permitted in any tent, pavilion or building. Smoking is also not permitted in the dining hall at any time.

While we highly discourage smoking while in camp, adults who choose to do so must not smoke within sight of any youth. Moreover, in the event of a burn ban, smoking may be prohibited on Bovay Scout Ranch property entirely. Please check with the winter camp office to determine whether such a burn ban is in place.

Transportation

BSA National Vehicle Insurance Requirements

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

Use of Vehicles / Trailers In Camp

Upon arrival at Bovay Scout Ranch, 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 Bovay Scout Ranch property. The name and phone number on the parking pass will allow our security staff to contact you 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 Bovay Scout Ranch property may be towed at owner’s expense.

Under no circumstances should a vehicle or trailer enter the campsite itself 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 on camp service roads.

Immediately after the unloading of troop and Scout equipment on the first day of camp, please remove all vehicles to designated parking spaces. Vehicle Permits will be distributed at check-in along with maps designating parking locations for various vehicles.

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 off of the service road in the available parking areas in front of each campsite.

The speed limit in camp is 20 mph on blacktop roads (unless otherwise posted) and 10 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.

Leaving and Returning

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, but we do ask all Scouters to make efforts to 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 using the roads to move between merit badge classes or going to the dining hall. Adults should check in and out with the winter camp office so that we are aware of who is on property at all times. In the event of an emergency, we must be able to account for all campers.

Youth Leaving and Returning

We highly encourage parents to allow youth to remain on camp property the entire time camp is in session. This reduces unnecessary traffic in and out of camp and allows youth to have the complete residential 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 B 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 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 taken by security just before you reach the exit of the camp.

During checkout 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.

Meals

All menus have been reviewed by a certified dietician and are designed to provide active and healthy youth with the nutrition and calorie intake needed for low-temperature camping.

2018 Proposed Menu

The first meal served will be dinner on December 26^th, so troops should make plans to eat lunch before arriving at Bovay Scout Ranch that afternoon. A “grab and go” breakfast is served the morning of December 31^st as troops prepare to check out and depart.

Breakfast and Dinner

Breakfast and dinner are served in the dining hall shifts. Shift A eats breakfast and dinner prior to morning and evening assembly. Shift B eats breakfast and dinner after morning and evening assembly. During dinner, a salad bar and soup of the day will be offered. Campers are expected to wear their Boy Scout field uniform (Scout uniform) to dinner.

Lunch

Lunch is picked up from the dining hall and taken to the troop campsite. Troops should send only enough people to carry the food back to their campsite. During the lunch period, there is ample time for rest and relaxation, as there are no activities taking place. Scouts are encouraged to take this time to fellowship with members of their troop and other troops in their campsite, get some rest, and perhaps work on some of their merit badge requirements.

Special Dietary Needs

In the event anyone in your troop has special dietary needs, please ensure this information is included in the troop’s registration online registration. 

Special Medical Needs

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

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 Bovay Scout Ranch 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 us 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.

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. Your cooperation will ensure that we are able to help you get on the road back home as quickly as possible.

Checkout on Evening of December 30^th

A number of troops traditionally choose to leave Bovay Scout Ranch on the evening of December 30^th. While we encourage all troops to remain for the entire event, we understand that some troops wish to leave the evening before winter camp ends.

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.

• The first step for a troop packing up to leave on December 30^th is to have their camp completely broken down, packed in the troop trailer or otherwise moved to the front of the campsite.
• 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 commissioners office to notify them that they are ready for a camp inspection. Also, ensure you pick up your checkout packet at the winter camp office at this point if you have not yet done so. Please be patient awaiting inspection of your campsite, as our 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 which 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.
• Again, please do not drive into the campsite or move your trailer into the campsite – you 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.
• Only retrieve medical forms from the Health Lodge once you are ready to depart camp. If you remain in camp, we will not have medical forms for you or your Scouts.

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. In that event, all vehicles must either be back in the parking lots of out of camp by 5:30 pm in order to ensure that roads are cleared before pedestrian traffic picks up at dinner time.

Troops who have packed and returned their vehicles to a designated parking area may remain in camp through the conclusion of the closing campfire. The troop, at that time, should immediately and safely leave camp.