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Guide for District Unit Leaders

III.  Encampment logistics

A. Registration.
1. Pre-registration of all participants.
All campers (both youth and adult) and staff members must pre-register with the NCAC. Pre-registration will ensure that facilities and services are available to accommodate all participants. All Scouts and adult leaders participating as campers will be registered through their districts and will camp with provisional units formed by those units. To be considered as registered for the encampment, a camper (whether youth or adult) must provide Jim Fustero at the NCAC (via the district) with the following:
u A completed registration form, which includes a parent or guardian's signature authorizing a minor to participate in the encampment
u A check made payable to the NCAC for $35

Each participant also must provide the District Encampment Coordinator (or the district's senior unit leader) with the following:

u A current and complete Boy Scout medical form (Class 1 and 2 for Scouts; Class 3 for adults aged 40 or older and any others who prefer to submit it)
u A copy of the "Ten Rules of Civility" he has written and his plans for a community event commemorating George Washington (or a description of an event already completed)
2. Check-in at Mount Vernon
a. Group check-in.
Soon after district units have arrived at Mount Vernon, an adult leader associated with that unit should go to the Encampment Administration tent with a roster of all campers (both youth and adult) who are present at the campsite. They should also have a list of any campers who will be arriving late and who will need to depart early (along with estimated times for those arrivals and/or departures). Any additional information for unit leaders will be distributed at that time.
b. Identification badges.
When units check in, their leaders will be given special, color-coded identification badges for all campers (youth and adult) who are reported as being present. These badges will be on lanyards. The badges should be worn by participants at all times Scouts are out of their unit campsites during the duration of the encampment. The badges must be shown in order for campers to pass in and out of the campground, and they will must be shown in order to gain admittance to a number of special program activities on Saturday.
c. Unit leaders meeting.
Each unit should send its senior adult and youth leaders to a special MVE leaders meeting at 10:00 PM on Friday evening. Unless otherwise specified, the meeting will take place beside the Encampment Administration tent.
3. Late arrivals and early departures.
Except when necessary because of religious or health-related reasons, all campers should plan to arrive with their units on Friday evening and depart with their unit on Sunday morning. Youth campers arriving late must go with a parent or guardian to the Encampment Administration tent to check in. Check in will not be completed until an adult leader of their district unit meets them to take them to their campsite. Conversely, youth campers departing early must be taken to the Administration tent by an adult unit leader, where they must be met by a parent or guardian who will take them off the estate. (Adult leaders do not need to be accompanied when visiting the Administration tent, but they still must check in if arriving late or check out if departing early.)
4. Check-out procedures.
After the closing ceremony on Sunday morning, units should pack up all gear and move it to pack lines that will be formed at designated locations in the East public parking lot. All trash should be bagged and taken to designated receptacles/loading areas near the campsite. When units have completely cleared their site, a campsite commissioner will perform an inspection and formally discharge the unit.
5. Encampment patches.
All campers (both youth and adult) will be entitled to receive one special patch commemorating the Mount Vernon Encampment. Those patches will be distributed to unit leaders when the unit has vacated its campsite and been formally discharged on Sunday morning. Unit leaders can determine whether to distribute the patches to campers before they depart from home or at some later time. Additional patches will be available for purchase at the Mount Vernon store during the MVE.

 
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This site is provided as a service to Scouts and Scouters by the Colonial District, NCAC, BSA, which includes George Washington's Mount Vernon.  Although not an official site of the NCAC, BSA, or Mount Vernon, the site is maintained by Tom Baerwald, who has been appointed by the NCAC to direct the Mount Vernon Encampment, so information should be reasonably accurate.