Arrival and Check-In
Check-In Procedures
Check-in will begin at 6:00 PM on Friday near the football field. When you arrive at RCC, enter campus from the West Entrance off of US-199. Keep right at the fork and follow the road around where you will be greeted by our registration team near the football field. Please review the attached arrival map for reference.
There is a limited amount of parking near the football field. These parking spaces have a 15 minute time limit. Please park, quickly unload your gear to the camping field, and check-in. If possible, the driver should move their vehicle to the main parking lots while the rest of the vehicle’s participants are checking in and come back to check themselves in. This will help to open up the limited parking spaces faster for other people arriving.
All participants will be checked in individually. During check-in, we will confirm your CampDoc (medical form) was completed and you will receive your registration packet. You registration packet will include your conclave name badge and lanyard (conclave credentials), a schedule and map, and other important 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!
IMPORTANT: Your CampDoc health profile (Scouting medical form) must be completed online through your NOAERS (online registration) profile.
Late Arrivals: Check-in will be open from 6-11pm on Friday at the football field.
If you arrive after 11pm on Friday night, set up your tent and check in on Saturday morning.
If you arrive on Saturday, please check in at the table outside of the J Building.
Camping will take place on a field. Participants will need to bring their own tent.
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 300 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 Grants Pass.
- BE SYT COMPLIANT: If you are 18 or older, make sure your Safeguarding Youth 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.
- CampDoc Profile Complete: Medical forms are completed online through CampDoc using the secure, unique link in your NOAERS registration. Make sure your CampDoc profile is 100% complete.
- 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.