Updated: May 6, 2008

Camp Joy
     Camp Joy is 165 acres named after Verne Joy of Centralia in January 1946 and has been operated continually as a scout camp since then. The camp has Eagle Lake, climbing tower and COPE course.

Registration
     Each lodge is requested to submit the Conclave Registration form to the Teleka Lodge by September 11, 2008 to insure the proper amount of food, patches, and program supplies can be obtained. Each lodge is asked to adhere to the deadline of the Registration Form. The cost of the conclave is $30.00 if paid by September 11, after September 11 the cost is $37.00.

     Each Arrowman is asked to register with his or her own lodge

Check-in
     Check-in will be open on Friday night beginning at 6:00 p.m. All arrivals will be greeted near the entrance of the property and will receive a weekend program containing a schedule, map, camping and parking information. The Lodge Contingent Leaders upon arrival should check-in at the Conclave Headquarters located in the computer room of the Trading Post. The Contingent Leaders should bring the Lodge Registration Form and any payment due to the Okaw Valley Council. It will be necessary to provide the final count of your delegation to the host lodge at this time. The final count would include any late arrivals you are expecting.

     During the check-in process the Contingent Leader will be given the patches, meal passes, and conclave flyers for each member of their delegation.

Tour Permit
     Please submit your lodge tour permit during the check-in process. Tour permits can be found on the section website and in the Guide to Safe Scouting.

Participant Award
     Each Arrowmen will be given a participation award card as they arrive at the conclave. They should keep this with them the entire weekend and get each requirement signed off as they complete them. An individual may only initial the participation card once. Once the Arrowmen has the card completely filled out, they can turn it in to the trading post for their participation award.

Camping
     Camp Joy offers a wide variety of campsites and camporee areas. Each lodge will be assigned a campsite. Camping areas will be assigned based on the expected delegation size of each lodge. Campsites and camporee areas that will be used for the section conclave include:

     A Campsite Host will be assigned to each lodge to assist them with the check-in process, parking, and/or any other issues that may arrive during the conclave.

Parking
     Parking is limited so please carpool as much as possible.

     You are requested to park in designated areas only. Personal vehicles will not be permitted on the campsites. If necessary the host lodge will assist members in moving gear to their campsites. Weather will determine whether on-site parking can be use or equipment will be dropped at camp and vehicle moved to an off-site secured area.

Training
     Training sessions will take place on Saturday morning at 9:00 a.m., 10:00 a.m., and 11:00 a.m. Approximately 25 different training sessions will be conducted with topics such as Chapter Administration, Dancing Styles, Regalia, Beadwork, Bone Work, Characterization, Finger Weaving, Chapter Program Development, O. A. High Adventure Programs, Varsity Scouting, Extended Elangomat Program, Backpacking Stoves, Cooking with Spam, and Arrowman Recognition.

     Each training session will last 50 minutes and will be offered multiple times.

     Training locations will be provided in the weekend program that will be distributed upon arrival. Please bring a lawn chair or camping stool for use during the sessions.

     Click here to find out more about the training sessions.

Activities
     Frisbee golf, patch trading, climbing tower, shooting sports, and trivia are just some of the activities that will be conducted during the conclave.

     Click here to find out more about activities.

Competitions
     Dance and ceremonial competitions will be held on Saturday afternoon.
Dance – traditional, straight, and fancy
Ceremonial – Pre-Ordeal, Ordeal, Brotherhood, and Vigil

     Contact your lodge chief for additional information concerning your participation in the ceremonial competitions.

Trading Post
     The Trading Post will be easy to find because it is located in the center of the activities. A wide variety of items will be available including t-shirts, hats, National OA supplies, general camp merchandise, snacks, and soda.

Trading Post Pre-orders
     Individuals who submitted pre-orders may pick up their merchandise at the trading post anytime during the trading post hours. Please bring a copy of your pre-order with you in case there is a discrepancy.

Trading Post Consignment
     Lodges are invited to bring trading post items from your lodge to sell on a consignment basis at the trading post. A form is attached to this document. Items should be brought to the Trading Post Manager on Friday evening. Lodges return to the trading post on Sunday morning to retrieve the remaining inventory and income. Items are sold and reimbursed at the rate you set.

Patch Trading
     Patch trading will be available from on Friday and on Saturday nights at the down under on the backside of the trading post. Adults may only trade will adults and youth may only trade patches with youth. If you have displays please bring them for all to enjoy.

Meals
     Each paid participant will receive a colored coded meal pass for the weekend. The color coding will allow individuals to enter the serving area after specific times. All meals will be served from the dining hall and/or dining tent. Meals will be scheduled as Breakfast 7:00 – 8:30 a.m., Lunch 12:00 -1:30 p.m., Supper 5:30 -7:00 p.m.

     A cracker barrel will be served on Friday and Saturday evenings. The weekend program that will be distributed at the section conclave will have more information about the cracker barrels and evening activities.

What To Bring
     Each individual is responsible for bringing their own personal gear and camping equipment to the conclave. The Scout uniform will be the attire except when participating in sporting, dance, or ceremonial activities. Important: Each person is asked to bring a folding chair or camp stool to sit on for the training sessions and Saturday evening campfire.

Religious Services
     Services will be held at 7:30 p.m. on Saturday evening. Locations will be posted at camp and in the conclave weekend program.

Homecoming Parade
     In the theme of the weekend we are asking each lodge to plan to prepare a Homecoming float while you are attending the Section Conclave. See attached document for more details

Closing Campfire
     Please meet at 8:30 p.m. on Saturday at the stage area in the parade field for the closing campfire. Each person should bring a lawn chair, stool, or blanket to sit on. Awards and recognitions - dance competitions, ceremonial competitions, and afternoon activities - will be presented at the campfire.

Health and Safety Guidelines
     The buddy system should be used at all times.

     Pets, fireworks, alcoholic beverages, non-prescription drugs, and personal firearms are not permitted in camp.

     Fires should be put out when leaving your campsite. No fire should be left unattended. Fire Orders and Severe Weather Procedures will be posted in each campsite and should be reviewed with the entire membership of the lodge. Contingent Leaders need to appoint a fire marshal for their lodge and review the responsibilities of that position with the selected Scout.

     Scouts or adults are not to be transported in the cargo section of pickups or trucks.

     All buildings are smoke free. Smokers, please smoke outside in a safe manner away from Scouts. It is unacceptable for anyone under the age of 18 to use tobacco products of any type at anytime during the Conclave.

     Shoes, boots, sandals, or appropriate footwear should be worn at all times while walking around camp.

     Upon departure from camp, all Scouts will leave with their lodge contingent or unit leadership, parent, guardian, or an individual approved by the parent or guardian. When a Scout leaves camp with someone other than the above individual, written permission needs to be provided by the legal parent or guardian to the contingent leadership. The Contingent Leader should have prior knowledge of anyone leaving camp – youth or adult. This process is intended to maintain accountability of all Scouts and adults and provide for their safety.

     All accidents and illnesses should be reported to the Conclave Health Officer in the Health Lodge.

Shower Houses
     The shower houses are located at the east end of the parking area. The shower houses are divided into three areas: youth, adult male, and adult female.

Medical and Insurance Information
     Every Scout and leader attending the conclave must, upon arrival, present a completed health history record to his Contingent Leader. A Health History is available on the downloads page, by clicking here.

     In accordance with the Safe Guide to Scouting no doctor signature is required since the conclave is less than 72 hours.

     All medications for youth members should locked up by and dispensed by the Contingent Leader or unit leader.

     Breeze Memorial Hospital will accommodate cases needing attention beyond the scope of the Camp Medical Staff. However, the Conclave Headquarters must be notified if a Scout or leader is being taken to a hospital, so that arrangements can be made for his admission. Parents of Scout or the leader himself are responsible for the cost of any treatment that cannot be done in camp. Non emergency transportation of a Scout or adult to a hospital is the responsibility of each individual lodge. In case of an emergency, transportation will be provided by the local emergency authorities. The adult or the parents of the Scout are responsible for any costs incurred for emergency transportation.

     Each person’s (Scout or leader) medical insurance is the prime coverage for all medical emergencies. The insurance provider should be noted on the health history form. Ask if there are any special requirements if an HMO or similar plan covers the insured.

Check-out Procedure
     You should talk to your Campsite Host to schedule a time to have a truck at your campsite to assist you in moving personal gear to your vehicle. Please police your campsite before your departure.