Arrival and Check-In
Check-In Procedures
Check-in will begin at 6:00 PM on Friday. Please do not arrive sooner than this time (unless on staff or have permission) as our registration team will not be ready for your arrival. Check-in will take place from 6:00-11:00 PM on Friday and 6:00-10:00 AM on Saturday outside of the Camp Meriwether dining hall.
When you arrive at Camp Meriwether, you will be directed by signs and/or our service team to enter camp and follow the camp loop road counterclockwise to the registration tent outside the dining hall.
When you get to registration, a member of our registration team will greet you. We will collect your medical forms from, and any medications from youth under 18 (see our medication policy) and exchange them for your registration packets.
Your registration packet will include your conclave name badge and lanyard (conclave credentials), a printed participant guide with map and schedule, training and activity handouts, and other information for the weekend. Participants must have their conclave credentials to receive conclave meals and participate in program. If you don’t have your conclave name badge, you are not checked in!
You will also receive your conclave housing assignment and be given a map that indicates unloading zones. Once you are released from check-in, you may drive to the unloading zone nearest your assigned campsite, pull off the road, quickly drop gear at your campsite, and move your vehicle to the main parking lot. In order to keep traffic in camp moving, please drop your gear and move your vehicle BEFORE setting up your sleeping quarters for the weekend.
*Do not block the road when stopping at unloading zones. Unloading zones have a maximum of 10 minutes for parking to unload gear only.
Once your vehicle is parked, backed in, in the main parking lot, you are free to finish setting up your camp and enjoy conclave.
Shuttles
There will be shuttles running regularly from the main parking lot back to the dining hall and campsites on Friday evening.
Those who need shuttle service to and from program on Saturday may request a shuttle at Conclave HQ.
Parking & Carpooling
Camp Baker has a limited space for parking. We ask Arrowmen to carpool to conclave if possible to help reduce the number of vehicles in camp.
Because of the limited parking available at camp, RVs and camp trailers are not allowed at conclave. Additionally, understand that we may not be able to accommodate special parking needs.
Please park backed in.
How to Speed Up Your Check-In
Checking in 450 Arrowmen in just a few hours is no easy task. Our registration staff will be ready and waiting excitedly to check you in at conclave, but we need your help to make things go smoothly.
Be Prepared with everything you need to check in at conclave.
- REGISTER: Make sure that you registered before the event. It is REQUIRED and walk-ins will not be accepted. We don’t want to turn anyone away, especially if you traveled several hours to Camp Meriwether.
- BE SYT / YPT COMPLIANT: If you are 18 or older, make sure your Safeguarding Youth Training (or Youth Protection Training) is current. If your SYT date is incorrect in your registration (NOAERS) profile or you have been contacted by the registration staff, please bring a copy of your SYT certificate.
- BE SCOUTING REGISTERED: All participants staying overnight in connection with a Scouting activity must be currently registered with Scouting America. Scouting registration is checked by our registration team and those found to not be in compliance will be notified to correct the issue or prior to checking in at conclave.
- BE DUES PAID: Make sure you are current dues-paid with your lodge.
- MEDICAL FORM: Have a printed copy of your complete and signed Scouting Annual Health and Medical Record Part A & B (2019 version) ready when you arrive.
- MEDICATIONS:
- Adults (18+) shall secure and dispense their own medications.
- All youth under the age of 18 must turn in all prescription and OTC (over the counter) medications to the Health Officer during check-in (except emergency use medications such as an inhaler or epi-pen).
- All medications must be in original containers and should be placed in a quart or gallon sized Ziploc bag labeled with the participant’s first and last name. Please send only enough medications that will be needed for the weekend.
- Please fill out this form and place it in the Ziploc bag.
- Youth will be responsible for seeing the Health Officer, to obtain their medications at mealtimes, and at the start of the cracker barrel in the dining hall.
- Please speak with the Health Officer at check-in if you have any questions regarding medications.
Having these things ready when you arrive will significantly speed up your check-in, meaning you spend less time in line and more time meeting new friends and having fun.