Organizing set up
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Author:  fish [ Tue Jan 11, 2005 4:11 pm ]
Post subject:  Organizing set up

I recommend appointing a Depuy Director for Camping unless as a Director you have a great passion for camping. A director is very busy coordinating all aspects of a club and although, how involved that is depends on the size of your club and quality of your staff, being over loaded is a problem.

Camping is fun but has many dangers, even the common ones are more significant as we do not usually camp next to hospitals. Having a person who's duty it is to scout, and plan for camping trips will help avoid oversites in the process that can be costly in many ways. I thank God for the stories about missing storms, but I have camped in wind that blew away tents big and small, had Pathfinders lost, and injured. Safety first, not all things can be avoided but we can mitigate many of them.

Another benefit of a Camp Director is that it is easier to plan then assign particular set up and tear down duties to your TLT's. There are may parts to setting up, regardless of size some considerations are always there: kitchen, living, meeting, fire, water, latrine/facility, and safety/security. It is a great opportunity for your younger and newer staff to gain experience in leading a group of people (staff and Pf's) in completing a paritcular task. While ultimately coordinated and supervised by the Camp Director your TLT's will get to practice the proper selection of the site for their area and its proper set up, skills they learn earlier and may practice on a unit level they are now sharpening for when they become directors and deputy directors.

Not to mention when they know what is expected ahead of time and the workers are pre-assigned as well, it is much less stressfull on the senior staff. I can not tell you how many times my patience was all but done before the Sabbath started.

Chris Fishell
Xtreme Youth Resources International

Author:  Mr Mike [ Wed Jan 12, 2005 8:11 am ]
Post subject: 

We also use a Camporee Camp Director mostly because the Club Director gets pulled into various Director meetings during a Camporee and is not always available at the camp site.

Mr. Mike

Author:  bellenicci [ Thu Jan 13, 2005 10:04 am ]
Post subject:  Fabulous Ideas

These camping tips will definitely be put into practice this year. Starting a club last year with just a handful of Pathifnders and going camping alone with them was certaintly an intresting experience. Putting up a tent and other facilities is definitely not a one person job. Having the Deputy and teams responsible for certain area is a fabulous idea even with a small club, it also works well for meal preparation and worships. Thanks!!!!


Author:  Mr Mike [ Thu Jan 13, 2005 10:27 am ]
Post subject: 

The next most important person to have on a big Camporee after the camp director is a cook.
We actually "hired" a cook for Faith on Fire.
The cook still had the KP help of the club members including trash duties, dishes, and water hauling, but the club director and the camp director did not have the added responsibility of the kitchen and food on top of all the things they were doing.

Mr. Mike

Author:  fish [ Thu Jan 13, 2005 2:26 pm ]
Post subject: 

Best cook we ever had was my associate Randy Raynes's mother. She had it down to where she could feed a club with 80 people for a weekend on $250.00. Cooks are important because Kitchen management is their only duty. They have to do the shopping and storage, lead preparations, and learn recepies and how much was left over. If you get a good cook who learns how to manage the food for a club KEEP them. Whatever you have to do, keep them around they will save you a fortune in budget expenses.

God Bless,

Chris Fishell
Xtreme Youth Resources International

Author:  M Koskenmaki [ Fri Jan 14, 2005 1:53 am ]
Post subject: 

I am Quartermaster, as my sig says. I try to make sure we're prepared for whatever conditions we have when we arrive there, whatever we need along the way. I try to ascertain what kind of preparations for weather, site needs, and so on in advance, so that t he director doesn't have to. Our oldests boy's unit counselor acts as camp director, so we do have that function, too.

My wife is cook for conference and district events. It makes it easy for us, because I have no other duties, really. I have time to get stuff, fix things, etc.

I have been in a club without someone to do this stuff, I have been in the director position without this kind of help. I'm not well suited to being director or counselor, so this is how I help.

Author:  fish [ Fri Jan 14, 2005 8:42 am ]
Post subject: 

Thank you Mark, why? For finding what you are gifted for. A converstation for a different topic but I am always happy to hear people who learn what their talents best are and how they can best serve.

Quartermasters are priceless. I grew up in a large club in Arizona and we always had a qm. In fact at one time it was me. Some one responsible for equipment not just camping but ALL of the clubs resources can save time and money, it can also avoid losing items or missing things that are needed for an event or honor.

I consider it important enough that in the camp forms guide we wrote I included the qm forms I made for camp equipment and I am going to make a Quartermasters form guide and eventually a guide for being qm.

God Bless,

Chris Fishell
Xtreme Youth Resources International

Author:  Mr Mike [ Fri Jan 14, 2005 9:29 am ]
Post subject: 

For every Camporee that our club has done since DTP, I have made up information books before the Camporee.
These books contain everything known about the Camporee and the area it will be held at.
For example, for DTP, the book contained all the duty rosters, menus, shopping lists, phone numbers, area maps, locations for Wal-Mart and grocery stores, hospitals, home improvement centers, propane, etc.
Medical forms are in the book in a sealed envelope. The book was organized into sections using tabs.
A book should be in each vehicle so the medical forms were available in case a vehicle gets separated from the main group or has to go on a hospital run.
Most of the information for locations was downloaded from the maps and driving directions on the internet. When we needed something, we knew where to go and how to get there.

After the first book, the books have been very easy to update. Most of the information for FOF had not changed since DTP. Conference and Union Camporees are smaller books because the menu and shopping sections are smaller because these Camporees are shorter and closer. Knowing the driving directions to hospitals and stores is very useful and in the case of medical emergencies maybe even be life saving.

I would think this type of information book would be a great help to a club director that is short on staff or has new staff helping them. They can be put together as soon as the location of a Camporee is known. The menu sections are built on the meals that are known to be liked by the Pathfinders and don't change much from outing to outing.

Hope this suggestion is useful.

Mr. Mike

Author:  fish [ Fri Jan 14, 2005 10:29 am ]
Post subject: 

Mike, you are posotively right. The use of information books for the staff is crucial in making things smooth. We travel together but a car may get separated and then have an emergency. Each driver must be equipped with at least the following things:

The Med conscent and history of the passangers
This includes adult med histories - an unconcious person can not answer questions. THEY SHOULD BE SEALED FOR PRIVACY in individual envelopes with the name, age, sex and basic description of the individual on the outside. All of this because a car accident with multiple unidentified unconsious patiants and confusion is not a time for gues work.

Driving route
Meeting points and fueling stations
Ploice and fire locations & numbers along the way - especially in thos remaining rural areas without 911
Hospitals and urgent care centers along the way
Coordinator or director number
A few NAD or Union insurance accident/incident forms
Permission slips for all present minors
phone numbers for home church, conference, camp ground, and
a church member or pastor phone number who will act as the "Group Contact" incase of serious incident or separation.
That is just in case you end up in the disaster instead of
missing it - God Forbid

Also consider FRS or GMRS radios for your group. These are not for the Pathfinders to use as toys, this are for coordinating and contact.

God Bless,

Chris Fishell
Xtreme Youth Resources International

Author:  dreamcatcher224 [ Fri Jan 14, 2005 9:34 pm ]
Post subject: 

We were so needing a cook for FOF that we actually gave away an extra ticket just to have the help. It was well worth it - because we were able to participate more with the camporee and have all the prep cooking done before we needed to actually cook. We had our teams, but it's much easier when all the prepping is done in advance :D

Author:  Mr Mike [ Mon Jan 17, 2005 10:21 am ]
Post subject: 

I think the best practice would be to have medical forms for every person on the trip in every vehicle on the trip. People move from vehicle to vehicle and you don't want to have to worry about whether the right paperwork is a given vehicle.

Mr. Mike

Author:  fish [ Mon Jan 17, 2005 5:43 pm ]
Post subject: 

I will not disagree with that. I have developed a policy over time of making strict vehicle assignments before hand and not changing them at all. Only changes on return trip are a result of loss of transportation or approved by me so I know and can adjust. Not all groups are of this practice, it does require a certian sternness that not every is willing to put forth so keeping all records in all vehicles is fair.

DO remeber leaders, that such information is confidential. Not for Pathfinders to browse during the trip because they are bored. If you intend to have many copies of such confidential information moving about you will want to consider making sure that in any membership agreement or paper work signed by parents/guardians that such practices are mentioned. This is to avoid liability incase the holder becomes separated from such information. People can be touchy about their medical records.

God Bless,

Chris Fishell
Xtreme Youth Resources International

Author:  bluescifiworm [ Tue Jan 18, 2005 7:42 am ]
Post subject: 

I had to fill out a med info form for my club again this year. There are some things that I don't want people to know about my medical history... My director assured me that the only people who would see it were the club/conference directors. :)

Author:  Mr Mike [ Tue Jan 18, 2005 8:15 am ]
Post subject: 

The new federal HIPAA rules require that medical information not be public.
Our club keeps the medical information in sealed envelopes that are not to be opened unless the medical form is required for a medical emergency.
Then only the required form is removed.
While we have several copies of the information, it is not "open" for inspection by anyone who comes across one of our information books.
The medical information needs to be complete enough that correct treatment is provided in the event of an emergency, but it must be kept confidential.

Mr. Mike

Author:  dreamcatcher224 [ Tue Jan 18, 2005 1:48 pm ]
Post subject: 

That's a good idea on the medical envelopes - I'll bring it up to my director.

Author:  gore-tex [ Sun Apr 09, 2006 10:11 pm ]
Post subject: 

Excuse me everyone, Im just a new person here. May I know more about quarter masters? their duties or details? these people seem to me to be busier than camp directors am i right? ive directed many campings here but we dont seem to be privileged having qm's. thanks!

Author:  fish [ Wed Apr 12, 2006 10:44 am ]
Post subject: 


These are inventory specialists. A QM is responsible for the inventory and tracking of most of the club's property. They will not usually manage the parishable Arts and Craft material that is about the only catagory not often managed by QM. On a weekly basis the QM will be busier than most other director level person although this is a job that can be done by a third or fourth year TLT if gifted to it.

This person will know where the hard (non-parishable) equipment belonging to your club is at all times, it will be inspected regularly, checked in and out by and cleaned by the QM and any TLT assigned to the QM. This group will help to keep equipment in good condition and ready to use for years, they will keep your Director in the know about condition so that the Director can plan funds to replace items that need to be replaced.

That is the short version but you can imagine that it is harder than it sounds.

God Bless,

Chris Fishell
Xtreme Youth Resources International

Author:  emibug [ Sat May 10, 2008 3:57 pm ]
Post subject:  Re: Organizing set up

It might be a good idea to have a qm. Also, our club always has medical slips and permission slips.

Author:  jomegat [ Sat May 10, 2008 6:15 pm ]
Post subject:  Re: Organizing set up

We tried something new (and in hindsight, kind of obvious) at our last camporee. First we bought all new storage tubs for our camping equipment. Then all the TLTs and staff went through everything. We numbered the tubs and then used a label maker to label what was inside each one. The last thing we did was, I think, the secret ingredient that made it all work. I made out an alphabetic list of everything we had and what tub number it was in. I put down every synonym I could think of on that list too (plastic baggies, baggies, ziplocks) so that you didn't have to know exactly which name we used for anything. Then I made eight or nine copies of the list and posted it all over our campsite: a couple in the kitchen, one in the trailer, etc).

It was fabulous. I think the reason we couldn't keep things organized in the past is because there was no easy way to know which tub something was supposed to go in. After looking in the sixth tub, and after a loooong, tiring weekend of camping, the temptation to just stuff it in the next tub was too overwhelming. Having the list readily available made it a snap. I never had to look in a second tub for ANYTHING. It was great.

Next time we'll also arrange the tubs in numeric order. I will also make labels for the OTHER side of every tub. We'll camp again in three weeks, so we'll certainly get the opportunity to refine this soon!

Author:  emibug [ Sun May 11, 2008 10:18 am ]
Post subject:  Re: Organizing set up

Intrasting... :D
Our club is pretty organized. That is, when we go on hikes we all know where the water is! :D :mrgreen: ;2) :wink: :p :|>

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