Planning a Philmont Expedition

1
Planning a Philmont Expedition

• Getting from Reservations to
• Day 2 at Philmont
• (At least 20 months of planning
• and preparation)

2
Getting the Philmont Reservation
This is why

• Plan ahead. Reservations are made 18 to 20
  months before participation.

3
The Philmont Reservation Process

• For the 2005 season, Philmont changed their
  reservation process to an internet based lottery
  system.
• New for 2008 season, weighted entries for units
  that have wait-listed for 4 consecutive years.
• Units cannot attend Philmont in consecutive years
  (max allowed is every other year).

4
The Expedition Coordinator

• YIPPEE!!!
• Youve got the reservation!
• Now what?

This is why
5
The Expedition Coordinator

• This should be a person dedicated to making the
  Philmont experience as ideal as possible for all
  participants involved. 
• This position will require a huge amount of
  TIME.  Responsibility begins with making the
  Philmont reservation request and ends with the
  successful return home and any post-Philmont
  activities 22 to 24 months later.

6
The Expedition Coordinator

• Responsible for ALL contact with Philmont
• Correspondence
• Payments
• Base Camp administrative matters
• Responsible for ALL individual, crew, and
  contingent paperwork
• Final responsibility for all logistical aspects
  of getting to, attending, and getting home from
  Philmont

7
Required Paperwork

• Individual Paperwork we require
• Participant Application
• Participant Medical Release
• Participant Physical Exam/Insurance Card copy
• Proof of YPT (all participants over 18) IN THE
  YEAR OF THE EXPEDITION
• Drivers License/Insurance for drivers
• unit specific

8
Required Paperwork

• Crew paperwork required
• Completed crew roster for check-in
• Completed talent release for check-in
• CPR First Aid certifications (at least 1 per
  crew) for check-in
• Proof of YPT may or may not ask for these at
  check-in
• Contingent paperwork required
• APPROVED National Tour Permit

9
Filling the Reservation

• I Want to Go Back to Philmont Where the Old
  Rayado Flows

This is why
10
Monetary Considerations

• The Philmont expedition fee
• Contingency/transportation fee
• Personal gear purchases
• Shakedown expenses
• Contingent/crew t-shirts, hats, patches
• Tooth of Time Traders
• Other spending money

11
Payment Schedule(for 2008 season)

• Philmont Expedition Fee (560.00 per person)
• 50.00 deposit due January 31, 2007
• 255.00 first payment due October 1, 2007
• 255.00 final payment due March 1, 2008

• 445 Contingency Fee (275.00 per person)
• 138.00 first half due January 15, 2008
• 137.00 second half due March 15, 2008

12
Participant Application/Agreement

• A signed participant agreement is advised for
  both youth and adult participants.
• It should clearly state
• Monetary commitment
• Shakedown commitment
• Any other commitments or requirements deemed
  necessary by the unit
• Conduct expectations
• See handout

13
Philmont Age Requirements

• Scouts/Venturers
• Scouts/Venturers MUST EITHER be 14 by January 1
  of year of expedition, OR be 13 and finish the
  Eighth Grade prior to the expedition.
• Participants between the age of 18 to 20 years
  old (on expedition day 1) can be classified
  either as youth participants or advisors.

14
When is a Scout ready for Philmont?

• Physically, the Scout must be capable of
  accomplishing the trek and he must be the one who
  wants to go.
• The Scout must have demonstrated an ability of
  being able to take care of his personal affairs
  (maturity).
• The Scout must have demonstrated the ability to
  work within a patrol or crew environment either
  as a leader or follower.
• The Scout's parents must have a willingness to
  cooperate with the advisors for the high
  adventure trip.

15
Crew Building
This is why

• Turning the list of youth and adult participants
  into viable teams that wont kill each other on
  the trail.

16
The Philmont Crew

• Minimum 7 people maximum 12 people
• Majority must be youth participants no more
  than 4 adults (over 21) per crew
• Must have at least one advisor over 21 per crew
• Crew is led by the youth Crew Leader with the
  backing of the lead advisor

17
The Philmont Crew Leader

• The Crew Leader is the youth leader of the trail
  crew.
• All Philmont staff will work with the crew
  through the Crew Leader.
• Staff will generally only approach advisors in
  front of the crew if there are problems.
• Responsible for the day to day operation of the
  crew.

18
The Lead Advisor

• Each crew needs a lead advisor
• this is the advisor that the Crew Leader and
  Philmont staff will approach with problems or
  questions
• The lead advisor should include ALL advisors in
  making any needed decisions concerning the crew

19
Role of Advisors

• The 1 responsibility of the advisors is to build
  and train crews that will work together
  successfully at Philmont.
• Train the Crew Leaders in what is expected from
  them.
• Train the crews in the techniques needed for
  Philmont success.
• Get out of the way! Philmont is the ultimate
  youth-led Scouting experience.

20
Crew Itinerary Planning Worksheet

• Ask each youth participant their preferred
• Type of trek
• Program features
• Crewmates
• Prioritize crew placement based on
• Willingness to participate in a coed crew
• Parent on trip
• Crewmate requests
• Program features
• Knowledge of participants ability level
• See Handout

21
Gearing the Crews

• What are you going to provide and what are you
  going to borrow from Philmont?

This is why
22
Crew Gear Thoughts

• Philmont provides a long list of gear crews can
  borrow if they do not own needed gear.
• 445 uses almost all of our own crew gear.
• In 2005, my crew only checked out a bear rope and
  Micro-Pure tablets.
• Our gear is lighter than Philmonts gear.
• Our crews train using our gear.

23
Crew Gear Thoughts

• We have many items on our crew gear list that
  other groups and Philmont list as personal gear.
• Allows for overall weight savings
• We use some gear and techniques that other units
  do not use that allow additional weight or time
  savings.
• Pot cozies
• Turkey bag cooking (becoming more popular)
• See our crew gear list handout

24
Crew Gear Inventory Assignment

• Inventory and acquire needed crew gear before
  shakedowns begin.
• Put together crew gear kits for each crew. Each
  crew uses the same gear from shakedowns through
  Philmont.
• Once gear is assigned, each crew is responsible
  for maintaining or replacing gear lost or damaged
  on shakedowns or at Philmont.

25
Training the Crews
This is why

• Work time at Philmont can either be 2 hours a
  day or 8 hours a day you decide

26
Personal Backpacking Discipline

• Proper care of personal equipment
• Proper packing of equipment
• Personal neatness and cleanliness
• Understanding of the mental and physical
  requirements of long-distance backpacking.
• Willingness to work as part of a team see duty
  roster handout.

27
Personal Backpacking Gear

• We require fairly strict adherence to our
  personal gear list.
• Our average pack weight in 2005 was 42 pounds.
  The overall average Philmont pack is 52 pounds.
• We have personal gear check-outs on every
  shakedown campout.
• See personal gear list handout

28
Physical Preparation

• High altitude backpacking simulation stuff a
  wool sock in mouth, duct tape mouth shut,
  clothespin on nose, run 5 miles
• Need aerobic training, strength training, and
  MILES in a pack to prepare for Philmont. 
• Each participant needs to begin a SERIOUS
  training regimen by January of the expedition
  year.
• Participants AND advisors that do not prepare
  physically should be left at home.

29
The Philmont Weight Chart
Height Weight Recommendation Maximum Allowance
50 97-138 166
51 101-143 172
52 104-148 178
53 107-152 183
54 111-157 189
55 114-162 195
56 118-167 201
57 121-172 207
58 125-178 214
59 129-185 220
Height Weight Recommendation Maximum Allowance
510 132-188 226
511 136-194 233
60 140-199 239
61 144-205 246
62 148-210 252
63 152-216 260
64 156-222 267
65 160-228 274
66 164-234 281
67 over 170-240 295
30
Personal Hiking Techniques

• Posture and stride
• The Lock Step
• Strong exhalation breathing

31
Advisors Only Shakedown

• New process for our 2008 expedition.
• Hold in the fall the year before the expedition.
• Train all Philmont advisors the methods and
  techniques that will be used at Philmont.
• Explain personal and crew conduct expectations so
  the advisors can clearly communicate to their
  crews.

32
Philmont Shakedowns

• For 2008, we will hold five monthly shakedown
  campouts.
• Participants will be expected to participate in a
  minimum of four of these shakedowns.
• March and April shakedowns are mandatory.
• Monthly shakedown planning meetings are held
  outside of regular Troop/Crew meetings.
• Work in at least 7 hours of conservation for each
  participant, so each will earn the 50 Miler award
  upon completing their trek.

33
Philmont Shakedowns

• Train specific skills
• Camp set up "Philmont style" bear-muda
  triangle, smellables and bear bagging 20
  minutes
• Camp tear down 45 minutes
• Cooking, KP, and sumping Turkey bag cooking
• Map and compass (GPSr and UTM if using a GPSr at
  Philmont)
• Crew and individual hiking techniques
• Water purification

34
Our Philmont Duty Roster

• We build a duty roster that includes a morning
  and afternoon responsibility for each participant
  each day
• Train the crews that the duty roster is LAW
• Lists all daily crew duties
• See handout

• Morning responsibilities
• Navigator
• Weatherman
• Dweebe
• Trashman
• Bear Bag Team (4)
• Afternoon responsibilities
• Waterman (2)
• Fireman (2)
• Cook (2)
• KP(2)

35
2008 Philmont Shakedowns

• January Cross Timbers Trail
• February Worth Ranch
• March Ouachita Trail
• April CCCC Trail
• May Cross Timbers Trail

36
Itinerary Selection
This is why

• You are in and you are getting ready. What are
  you going to do when you get there?

37
The Philmont Itinerary

• The ITINERARY is the roadmap you will follow on
  your 12 days at the ranch includes camps,
  programs, food pick-ups, etc.
• Philmont offers a wide range of experiences
  from typical to super strenuous 35
  different itineraries for 2006
• Maximum of 2 crews can start each itinerary each
  day

38
Itinerary Selection Meeting

• A mandatory crew meeting is needed in February of
  the expedition year to select each crews top 5
  itinerary selections
• Find a TREKS itinerary book from the previous
  season if possible use internet sources if not
• Use a worksheet to list camps/programs for each
  itinerary selected
• See handout

39
Turning in Itinerary Requests

• Final Advisors Packets arrive in March of
  expedition year containing
• 2008 TREKS books
• 2008 Philmont Guidebook to Adventure (1 per
  participant)
• Other paperwork rosters, publicity release,
  etc.
• Check for any itinerary changes, make changes to
  crews choices as needed, and OVERNIGHT MAIL top
  5 crew itinerary choices to Philmont AS SOON AS
  POSSIBLE
• Itineraries are assigned on first come first
  served basis

40
The Crew T-shirtand other stuff
This is why

• Show off your expedition!

41
2005 Contingent T-shirts
Front
Back

• Design your own unique crew/contingent shirts
• We offered short sleeve cotton, short sleeve
  CoolMax, and long sleeve cotton shirts in 2005

42
Crew 4s Bucket Hats

• Crew 4 found custom tie-dyed bucket hats that we
  had embroidered with our names and crew slogan
  Watch your top knot.

43
Expedition Add-Ons

• Pre-Philmont or Post-Philmont activities can add
  to the fun.

This is why
44
Pre- or Post-Philmont Activities

• Decide early (August or September of year before
  trek) if your contingent will go directly to and
  return directly from Philmont or participate in
  alternate activities.
• There are a few tour companies in New Mexico and
  Colorado that specialize in activities for
  contingents on the way to or from Philmont.
• Design your own tour.

45
Pre- or Post- Logistics

• Be sure to include the logistical needs and costs
  of your pre- or post-Philmont activities in your
  initial planning.
• We include the costs associated with our
  pre-Philmont activities in our Contingency Fee.

46
445s Pre-Philmont Activities

• For our 2002 and 2005 expeditions (both treks
  began on a Wednesday)
• Sunday pre-trek Palo Duro Canyon State Park
  BBQ dinner and Texas play
• Monday pre-trek Taos, NM via Philmont (tour
  Villa Philmonte and Tooth of Time Traders saves
  valuable time on Day 1!)

47
445s Pre-Philmont Activities

• Tuesday pre-trek Acclimation hike with full
  packs in the Taos Ski Area to either Williams
  Lake or Wheeler Peak (depending on weather,
  wilderness area openings, etc.)
• Wednesday Arrive at Philmont for breakfast at
  7am - PHILMONT DAY 1

48
445s Pre-Philmont Activities

• The main reason we set up our pre-Philmont
  activities as they are is to allow a full 3 days
  of acclimation (including Philmont Day 1) to
  higher and higher elevations before beginning to
  carry a full pack at Philmont. We have not had
  any participants complain or show signs of
  altitude sickness at Philmont.

49
Philmont Day 1

• The dreaded
• Base Camp Marathon
• GET THERE EARLY!

This is why
50
The Base Camp Marathon

• Tent City tent assignments
• Tour director/advisors to registrar
• Crew Leader/advisor to logistics
• Crew/contingent photos
• Medical rechecks

• Trail gear food checkout
• Shakedown
• Trading post
• Tour Villa Philmonte
• Dining Hall lunch dinner
• Chapel services
• Opening campfire

51
Contingent Coordinator Check-In

• Build Coordinator Kit for base camp check in
• All crew rosters (computerized)
• All crew talent release rosters (computerized)
• Any final payments
• Money for extra base camp contingent photos
• Proof of CPR/First Aid for each crew
• Proof of YPT for each adult participant
• Philmont does not accept credit cards for
  check-in. Cash or check only personal checks
  accepted.

52
Crew Leader Kits for Day 1

• Build Crew Leaders Kits for base camp
  marathon
• Crews physical forms and insurance card copies
  for medical rechecks
• Set of sectional maps and complete wall map for
  logistics
• Bear bags to carry food from food/gear check out
  (if you use your own bear bags)
• 1 gallon Zip-Lock bag for the Crew Leaders Life

53
Philmont Day 2

• Your first day on the trail.
• This is where your vacation begins.
• How well did you do?

This is why
54
Typical 445 Trail Day at Philmont

• 5am Rise and Shine
• 6am On the trail
• 7am Breakfast
• 11am Arrive at next camp
• 1130 Lunch
• 1pm Program

• 430pm Watermen, firemen, and cooks begin work
• 530pm Dinner
• 630pm KP done
• 730pm Thorns, buds, and roses
• 9pm - Taps

55
Philmont Day 12
This is why

• Pizza, Ice Cream,
• and that coveted arrowhead patch.

56
Day 12 Must Dos

• Check in to tent city
• Clean and check in any gear checked-out from
  Philmont
• Mail pick up
• Check out at the administration office
  arrowhead patch pick up

• Crew Leader check list
• SHOWER
• FEAST
• SHOWER
• Chapel
• Closing Campfire
• SHOWER

57
The Feast

• For 2005, we ordered 21 large pizzas from Simple
  Simons Pizza in Cimarron. They delivered the
  pizzas to our contingent at Philmont.
• The Philmont Welcome Center is deserted around
  dinner time, so we feasted there.
• Sodas, water, ice, plates, and paper towels
  purchased in Cimarron.

58
Presenting the Patch

• Put some thought into your patch presentation.
• Have an advisor prepared with some words to say
  to the group.
• There will be hugs and tears.
• Present the crews patches to the Crew Leader.
  Allow the Crew Leader to present the patch to
  each individual.

59
Keys to Success
This is why

• Call it a review
• These are my observations on the factors that
  make a great trip to Philmont

60
Keys to Crew Success

• A strong Crew Leader (youth leader of the crew)
• A crew that understands each other's strengths
  and weaknesses
• A crew that makes a good team
• Advisors that stay out of the way
• Understanding what is expected and what is to
  come
• Teaching, preparation, and practice
• Day to day discipline

61
Keys to Youth Participant Success

• The DESIRE to go to Philmont
• A personal understanding of the day to day
  demands and expectations at Philmont
• Personal backpacking discipline
• Dedication to physical and mental preparation
  before the trek

62
Keys to Adult Advisor Success

• PHYSICAL PREPARATION - if you are not willing to
  get into the proper shape for this type of
  experience, do the crew a favor and stay home
• Take care of the "little things" - trip related
  logistics and requirements
• Take care of the "big things" - build the best
  crews possible, then train those crews to be
  self-sufficient

63
Other helpful? information
This is why
2002 - Mount Phillips 11,700 feet yes, that
is Elmer!
64
All Hands Meetings

• We hold at least 1 all hands meeting
• September of pre-trek year
• First Philmont payment due
• Participants fill out Itinerary Crew worksheets
• Full personal gear presentation
• April pre-trek (if needed)
• Final details

65
Asthmatics

• Before we will take an asthmatic youth or adult
  to Philmont, we require
• A written release from that participants
  physician.
• TWO brand new FULL inhalers for each type used by
  the participant one carried by the participant
  and one carried by the lead advisor or his
  designee
• Require 2 Epi-Pens for participants allergic to
  bee stings, etc.

66
Mail

• Philmont runs a full service post office.
• It is VERY SAD to see an individual in your crews
  to come in off of the trail and not have a single
  letter or package waiting for them.
• Encourage parents, siblings, and friends to send
  many cards, letters, and goodies to your crew
  while they are on the trail.

67
Advisor hints

• Take advantage of the Advisors Lounge at base
  camp phones, electrical outlets, refrigerators,
  bathrooms, and padded seats
• The BEST showers in base camp are in the
  Advisors Lounge might look old, but sure hot
  water every time
• Be prepared for the Day 3 syndrome
• Carry a stash of MMs to break out when needed
• Allow failure

68
Crew hints

• Hold daily devotions from Eagles Soaring High in
  the mornings and daily Thorns, Buds, and Roses
  in the evenings
• Learn to break camp quickly 45 minutes from
  wake-up to hiking
• Learn to make camp quickly 20 minutes from
  reaching camp to tents up
• Begin hiking at sunrise

69
Crew hints

• Utilize the caterpillar hiking technique
• Ask commissaries to switch lunch for dinner for
  each dinner at a dry camp
• Count and strip food bags at commissaries
• Ask for apples, oranges, or peaches as
  commissaries

70
Questions and comments
This is why

• Remember, I pay a lot of money to do this