2017 Rendezvous Coming October 13-15 at Hidden Valley

Attention Scouts of all ages! A very special weekend camping opportunity is soon approaching.  The council-wide Rendezvous will be held at Hidden Valley Scout Reservation, in Loysville, PA, on October 13-15, 2017.

The event is open to Scouts of all ages, from Cub Scouting through Venturing.  The event is also open to parents and families to attend and we welcome all visitors. Cub Scout and Webelos families wishing to participate for the weekend must family camp; however, Webelos Scouts can also attend camp with a Boy Scout Troop.  Scout Troops and Venturing Crews will be able to camp as a unit.  With adult parents or adult leadership all Scouts can also choose to register as day visitors.  For those camping the Rendezvous program will run Friday night through Sunday morning.

Sign Up for Rendezvous Staff!

Our 2017 STEM Rendezvous event will bridge traditional trades skills with Science, Technology, Engineering and Math or “STEM.” There are new awards and achievements available for Cubs, Scouts, and Venturers in the BSA STEM program, and the camporee aims to give you a sampling of various STEM skills and ideas. Some events will match requirements needed for the STEM award program in Scouting. Others will give Scouts a taste of some of the interesting things that they can do in the STEM program. And other events are pure fun. In addition, the encampment will include a midway with numerous display, demonstration, activities and vendors.   The weekend event will conclude with a closing campfire fireworks show.

There will be a lot of events, stations to see and hands on activities. We’ve broken the program down into areas, each focusing on the different branches of STEM. In each area there will be fun activities for all scouts. Some stations will be just for Cub Scouts and other will only be for Boy Scouts.  Some stations will be high adventure based and only for Venturers.

The registration fee $28.00 per person (youth and adults) camping for the weekend, the fee includes your camping fee, event patch and Rendezvous program. Anyone camping for the weekend will need to bring their own tent, camping gear and food for the weekend.

Cold and hot food and drinks will be available for sale Saturday lunch through Saturday dinner.

Registration Information – Please Read Carefully

All participants should register though their unit. Notify your unit leader that you wish to attend and your unit leaders will make a group reservation.

Note:  Webelos dens have the option to:  1) camp with their pack in the family camping area with parents and leaders or 2) camp with an affiliated Boy Scout Troop.  Webelos dens, leaders and parents camping with a Boy Scout Troop should register through their Boy Scout troop.

Types of Registrations

Weekend Registration:  All weekend participants camping overnight (including Scouts, parents and leaders) will be charged the $28.00 per person registration fee.   Cub Scout siblings may camp only in the Family Camping Area and will not be charged to attend.

Saturday Day Registration:  All registered Scouts, including Cub Scout and Boy Scouts, attending during the day on Saturday will be charged the $28.00 per person registration fee.   All Cub Scouts attending for the day must be in attendance with an adult.   Boy Scouts and Venturers registering for the day must register through their Troop  or Crew.  Parents, leaders and siblings visiting on Saturday (not camping overnight) will not be charged a fee.

Registration is open now at https://nbf.tentaroo.com.  Units should log-in as normal with their Tentaroo username and password.  Select “Rendezvous” and you will be prompted to select if you are registering campers for the entire weekend or day visitors.  Once you make that selection, fill in the required information on screen. You do not need to provide attendee names when registering, but you will be required to submit a Unit Roster when you arrive. Registration will close at the end of the day on Thursday, October 5th.

Staff Registration:  Interested in being a part of this great event as a member of the 2017 Rendezvous Staff?  Register for staff here.

Additional Event Information

Open Fires:  Open fires are permitted unless a burn ban is in effect during the time of the event. Please do NOT bring firewood with you to camp. To avoid the spread of Emerald Ash Borer, we are asking units choosing to use ground fires to only use wood gathered on Hidden Valley Property.  Units should provide their own fire ring.  Note all fires must be within an established fire ring made out of a barrel section or similar material or in a raised fire pit. The sod should be removed from beneath the fire ring and replaced at the end of the Rendezvous.  Fires must be attended at all time.  Units are asked to cook with propane vs liquid fuels.

Health and Safety: Units should bring part A and B medical forms with them for all Rendezvous participants, as they would do for any campout. Medical forms should be kept with the unit.  Units should also bring their own first aid kit and have a small kit for each patrol as they head out to do program on Saturday.  There will be an EMS team on site for serious injuries and police will be on the property directing traffic.

Refunds and Cancellations: The Rendezvous event will be held rain or shine.  In the event of very extreme weather conditions it is possible the event might have to be postponed or cancelled.  If that were to occur the backup dates are October 20-22.   All payments are non refundable. In the event of a family emergency, a refund request must be submitted in writing to the New Birth of Freedom Council Service Center by October 20, 2017.

Campsite Inspections: Units should use good Scout camping practices for marking exposed ropes and ground stakes.  Wood cutting saftey zone areas should be properly roped off and marked. All unit trash must be taken out of camp by the units. Prior to leaving all units must have their campsite inspected by a Camp Commissioner.

Unit Trailers and Gear: Due the the large number of participants, units are encouraged to preset unit trailers with gear from Sunday October 8 to Thursday 12.  This will help units and participants avoid delays on arrival day.  A camp map will be emailed on October 6th showing the location of each units camping location.    

Vehicle Parking: Vehicle parking for weekend campers and staff will be at the camp tree farm with bus service transporting drivers back to the camp entrance.  All camp roads will be closed to vehicle traffic during the event.  Participants leaving prior to Sunday morning check out will need to plan on hand carrying gear to the camp parking lots.  Special needs drivers with an official handicapped marked vehicle will be able to park in camp close to the camping areas. 

Rendezvous Merchandise: A limited amount of Rendezvous merchandise will be available at the event.  Participants are encouraged to visit the Rendezvous store and preorder and ship your orders to your home in advance.  Go to http://nbof.sgtradingpost.online/

Food, Water and Meals: Units are responsible for providing all meals during the event. Units should plan on bringing coolers with ice for the weekend.  All participants should bring a bag lunch meal for Saturday.  Water will be available at a few locations. Units should bring water containers to transport water to their campsite.   A limited selection of food and snack items will be available for purchase during the event.

Hidden Valley Address: 268 Hidden Valley Road Loysville, PA 17047

Venturing Program Participants and Boy Scouts Age 15 and Older Climbing Permission Slip: All Venturers andBoy Scouts age 15 and older  wishing to test their climbing skills must bring a completed parent permission slip.  Permission slips can be downloaded using the following website link. http://newbirthoffreedom.org/wp-content/uploads/2016/03/COPE-and-Climbing-Health-History-and-Consent-Form.pdf

Event Schedule

Friday, October 13

9:00 AM- 3:00 PM
Roads open for Setup and Unit Trailers

4:30-9:00 PM
Participants Check In and Campsite Setup

9:00 PM
Leaders Meeting at Camp Fire circle

10:00 PM

Saturday, October 14

7:00 AM
Reveille and Morning Flag Service in Unit Campsites

7:00-8:30 AM
Breakfast and Meal Clean-Up

9:00 AM- Noon
Program Areas Open

12:00-12:30 PM
Lunch and Free Time

12:30-5:00 PM
Afternoon Program

5:00–7:30 PM
Dinner and Evening Flag Service in Unit Campsites

8:00-9:00 PM
Campfire and Fireworks

10:00 PM

Sunday, October 15

7:00 AM
Reveille and Morning Flag Service in Unit Campsites

7:00-8:30 AM
Breakfast and Meal Clean-Up

8:00-9:00 AM
All Faith and Catholic Church Services

9:00-12:00 AM
Clean up and Tear-Down Campsites

10:00 AM
Road Open for Vehicles going into Hidden Valley

11:00 AM
Roads Open for Vehicles going out of Hidden Valley