Prep Notes for Scouters
Safety and Preparation Notes for Sections
from the Event Safety Team
from the Event Safety Team
Prior to the Event
Know which parking lot your section is assigned to: Red Square, Orange Circle, Blue Diamond. (not updated for 2024)
Review the FAQs page, arrival information, what to expect, and schedule on the event website.
Review the suggested kit list provided on the website, supplement with any desired additional items, distribute to attending families. Emphasize the need to bring:
a water bottle
sunscreen
their necker (this identifies your Group, helps with reunification)
extra mitts and socks
Educate your youth about:
how to properly layer for cold weather and avoid getting wet. See tip sheet.
what to do if they get lost at the event (look for someone they know, or an Event Team member, wearing a safety jacket). Beavers: not to leave the activity ring.
safe conduct around fire (for when/if they are at the warming fire)
Review your youth's food allergies and (if any, and individual lunches are being brought) remind families not to include allergens in packed lunches
Complete your section's Emergency Plan, and get an Adventure Application Form (AAF) approved by your Group Commissioner.
If your section has a youth with special needs or mobility constraints that would prevent their attendance, please let the Registrar know during registration, so the Event Team can explore accommodations.
Bring
Extra youth-sized mitts, gloves, toques, hats, neck warmers.
Extra water bottle. Someone will misplace one...
Extra snack (optional - event supplies 1 snack, but sometimes you need an extra or two)
a method for transporting youths' personal gear around the site (e.g. a sled)
Forms
Member Detail Forms for each member with emergency contact, medical and dietary information. Have on paper or in local digital form - do not depend upon network access during an emergency.
Physical Fitness Form for each non-member
Scouts Canada Individual Release and Hold Harmless Agreement for each non-member youth attending, except trial youth.
A copy of your section's approved Adventure Application Form (AAF) to hand over to the Event Registrar at check-in
Cooking equipment (if preparing hot drinks or hot meal for lunch).
A means to pack out your section's waste. To help meet Scouts Canada's zero landfill goal for large events, there is no waste disposal.
Equipment Arrival
Cooking equipment can be dropped off at the north end of Agricultural Hall before 9am.
If game setup time is negligible and equipment can be carried, it can be brought in hand to Opening Ceremony. Otherwise, equipment for your game station can be dropped off via the Agricultural Hall (Red Square) parking lot. Game equipment should be in place before 9am, and the Red Square parking lot vacated (unless your section is assigned to the Red Square parking lot.
Section Arrival
Scouters and other adults attending the event park in the Day Parking lot assigned to your section. Other families park temporarily in the nearby "Drop off Parking" lot. Be considerate, do not park on the street.
Scouters arrive at least 5 minutes early, so that they will be able to greet their youth members upon arrival.
Proceed to the parking lot's nearby Muster Area, to find the other members of your section
Once all the members of your section have arrived at the Muster Area, proceed to the location for the Opening Ceremony. For the Blue Diamond parking lot, reserve 10-12 minutes to walk to the site (800m). Scouters are now responsible for their sections' youth for the remainder of the event.
Upon reaching the location for Opening Ceremonies, one adult or Youth Scouter from the section can check-in with the Registrar at the Agricultural Hall building.
The Opening Ceremony will take place at 9:45am.
During the Event
Inspect youth upon arrival for the wearing of required clothing. If you can't make them safe with extras on hand, contact parents.
Potable water is available at the Agricultural Hall, remember to refill when inside for lunch
Periodically advise participants to drink.
Periodically advise participants to apply sunscreen.
Section head counts should be taken at the beginning of each activity
Have your section members wash/sanitize their hands before lunch and after going to the bathroom (sanitizer is provided on site)
Monitor youth for signs of hypothermia and frostbite and exhaustion.
Contact a member of the Event Team (wearing a safety vest) if:
your section lacks enough Scouters (or Venturers) to get a youth to the warming fire or the bathroom.
a member of your section has an injury requiring dedicated First Aiders and/or an Emergency Medical Response
your section loses a youth (see Lost Youth Emergency Response).
a member of your section sees a dangerous animal (other than Scouters without sufficient coffee)
a member of your section encounters an intruder
your section decides to depart the event early
your section has a family that requires an emergency pickup of their child
a member of your section has dialed 911 for an emergency service
Section Departure
Upon the conclusion of the Closing Ceremony (circa 3:30pm), sections depart and walk back together to the Muster Area nearby their assigned parking lot.
Parents picking up child(ren) proceed to the same "Drop-off Parking" lot they used in the morning, and proceed to the lot's Muster Area.
Sections meet parents in the Muster Area.
If a youth is not picked up within 15 minutes after the section arrives at the Muster Area, activate the "Abandoned Youth" Emergency Response.
In the case of emergency evacuation, the Scouter-in-Charge of the section notifies the Event Leads when their last member is departing the event.
Always
Remember that this is a new, exciting, and very busy event for everyone. Keep an open mind and a positive attitude. Together we all aim to make this a comfortable and FUN event for everyone!