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Winterfest 2015
Leaders’ Guide
February 6 - 8, 2015
Gatlinburg, Tennessee
We’re back with another fun-filled weekend. Winterfest 2015 will be the biggest, most
exciting event in its 41 year history! Included in this packet is much of the information
you will need for your unit to have a great experience at the largest Venturing/Exploring
event in the United States. In addition to this material, you will want to reference two
other guides:
1. 2015 Hotel Guide
2. 2015 Competitive Events Guide
The most current versions of these documents are available at www.bsawinterfest.org. If
you are unable to download a copy, feel free to give us a call and we’ll mail one directly
to you.
We’re looking forward to seeing you in Gatlinburg and celebrating our 41th year!
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Table of Contents
Key Winterfest Information ............................................................................................... 3
Highlights for 2015? ........................................................................................................... 3
Where Does Winterfest Take Place? .................................................................................. 4
Pocket Guide ....................................................................................................................... 5
Sponsors ............................................................................................................................. 5
Where Can We Park? .......................................................................................................... 5
Staying in Gatlinburg ......................................................................................................... 6
Check-in - “When you get to Gatlinburg” .......................................................................... 6
Register for the Conference ................................................................................................ 7
Traveling to Gatlinburg ...................................................................................................... 7
Skiing Information ............................................................................................................. 8
Ripley’s Late Night Registration Form .............................................................................. 9
Late Night Zip Gatlinburg Release and Waiver ................................................................ 11
Items of Note .................................................................................................................... 13
Vendor Space Available .................................................................................................... 14
Vendor Registration Form ............................................................................................... 15
Box Lunch Program .......................................................................................................... 16
Concessions Stand ............................................................................................................ 16
Develop a Budget .............................................................................................................. 16
Sunday Services .................................................................................................................17
Winterfest Registration Form .......................................................................................... 18
Winterfest Code of Conduct ............................................................................................. 19
Winterfest Draft Agenda .................................................................................................. 20
Winterfest Parent/Guardian Release ............................................................................... 21
Emergency Contact Information...................................................................................... 22
I Want To Help! ................................................................................................................ 23
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Key Winterfest Information
Date:
February 6-8, 2015
Location:
Gatlinburg, Tennessee
 Most events take place at the Gatlinburg Convention Center, with a few held
at the Gatlinburg Sportsman Club, and Gatlinburg Recreation Center/
Gatlinburg Pittman High School Gym.
 There are a variety of hotels located near the Convention Center which we
have negotiated special rates; be sure to check the 2015 Hotel Guide to get the
best rates.
Who Can Attend?
 Winterfest is open to all currently registered Venturers, Explorers, Sea Scouts,
and Boy Scouts of Venturing age (14 or completed the eighth grade) coming as
a unit or with a Troop, Crew, Ship, or Post, and registered adults working with
a Troop, Crew, Ship, or Post. Youth not meeting the aforementioned age
requirement will be registered as a visitor and NOT allowed to participate.
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All youth and adults are issued wristbands which are required for entry to all
events and activities or to ride the shuttle.
What is Winterfest?
 Winterfest is an exciting, fun-filled, and competitive event that has taken
place for 41 years, and is the largest national event for Explorers and
Venturers.
 Events cover a wide area of interests and all youth are sure to find multiple
activities they will enjoy.
 In a word, FUN. Because there is so much to do at Winterfest, no youth can
possibly participate in everything. There are competitive team events like
volleyball, Ultimate Frisbee, and 4X4 basketball. There are competitions
related to various career fields, like fire service, law enforcement, and
emergency medical services. There will be climbing, an engineering event,
talent competitions, and a dance. There are region-wide Roundtable meetings
for Venturing, and Exploring - a great time to share ideas and make new
friends. And there is Gatlinburg, a great Smoky Mountain destination in itself.
 Additionally, participants enjoy snow skiing, ziplining, shopping, and site
seeing in the beautiful Great Smoky Mountains of eastern Tennessee.
Where can I get more information?
 All information is posted at www.bsawinterfest.org as it becomes available.
 Susie Ryan, Admin Executive Chief: susie.ryan@scouting.org or 770.962.2105
 Amy Garrett, Registration: agarrett@bsamail.org 706.693.2446
Highlights for 2015?
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Please use our on-line registration for units and events; if you have difficulty
accessing www.bsawinterfest.org we can send you all the forms via US mail.
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If you are paying your registration fee with a credit card please note there will be
a convenience fee of $2 per transaction.
According to BSA and Learning for Life National Guidelines anyone participating
in Winterfest OVER THE AGE 18 MUST HAVE COMPLETED YOUTH
PROTECTION WITHIN THE PAST 24 MONTHS
A $5 activity fee will be assessed for shooting sports, excluding
archery and air rifle, participants to help off-set the cost of
ammunition.
Activities include buckskin games, cardboard boat regatta, shotgun, rifle and
pistol shooting, and a variety of other events. Be sure to download the 2015
Competitive Events Guide to see all the information on events offered this year.
This guide has been updated and improved as well. You can search by individual
event at the table of contents, click on it and you will go to that specific event or
you can pull up events by category; i.e. Law Enforcement, Fire Service, EMS,
Aquatics, etc.
Law Enforcement added 3 new events, Fire Service added 2, EMS is offering the
Patient Team Challenge, and Venturing is adding the Ranger Challenge.
Shuttle Service - busses provide transportation for Winterfest youth and adults
throughout Saturday (7:30AM-5:30PM). It will stop at all Winterfest site
locations, including the Convention Center, Gatlinburg Recreation
Center/Gatlinburg Pittman High School, and Gatlinburg Sportsman Club. With
direct routes to the Gatlinburg Recreation Center/Gatlinburg Pittman High
School and Gatlinburg Sportsman Club, where there is no parking available and
only accessible via shuttle.
A fire fighting and a law enforcement event will be open to all participants.
Parking passes are available on a limited basis. The parking lot is located
approximately 200 yards from the Convention Center. Passes are good for Friday
through Sunday and cost $15 each. They are available through pre-order ONLY
(no passes are sold on-site). Vehicles with more than 15 person capacity will not
be allowed in the parking lot (no school buses, charter buses, etc.).
Dodge Ball, 4x4 Basketball, Ultimate Frisbee tournaments will have pick-up
teams so smaller units or individuals can participant!
Talent Show tryouts are open to the public - come watch your friends perform!
Winterfest has an active Facebook page. Make sure you and everyone in your unit
“likes” bsawinterfest. We use Facebook as our primary communication to update
attendees prior to and during the event.
Where Does Winterfest Take Place?
Most events will take place in the Gatlinburg Convention Center. Like previous years
some activities will take place at the Gatlinburg Recreation Center/Gatlinburg Pittman
High School Gym as well as activities at the Gatlinburg Sportsman Club.
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Shuttle Service
 3 shuttles run direct routes to the Gatlinburg Recreation Center and
Gatlinburg Sportsman Club from 7:30 AM - 5:30 PM Saturday. Each location,
if used, will have a “bus stop.” Riders will be required to show their
wristbands to gain entry.
Gatlinburg Convention Center - 234 Historic Nature Trail, Gatlinburg, TN
 Check-in
 Opening Program
 Closing Program
 Dance
 Most competitive events
Gatlinburg Sportsman Club - 649 King Branch Rd, Gatlinburg, TN
 From Convention Center, follow US-441 north (away from the park) 4.6 miles.
Turn right on Gnatty Branch Rd; travel 0.2 miles. Gnatty Branch becomes
King Branch Rd; travel 1.0 mile. Gatlinburg Sportsman Club will be on your
left.
 A variety of shooting sports and buckskin games will take place here.
 There is no parking available at the Gatlinburg Sportsman Club and is only
accessible via shuttle.
Gatlinburg Recreation Center/Gatlinburg Pittman High School - 159 Proffitt
Rd, Gatlinburg, TN 37738
 From Convention Center, follow US-441 north (away from the park). While in
downtown Gatlinburg, turn right US-321 north. Travel 4.2 miles. Turn left
onto Proffitt Rd. The Recreation Center is to the right of the high school.
 Bowling, volleyball. Basketball Ultimate Frisbee, Disc Golf, Dodge Ball and
water-based activities will take place here.
Pocket Guide
The Winterfest Pocket Guide contains all the information you need to enjoy Winterfest.
A detailed schedule of events, map of Gatlinburg, and other pertinent information are
included and will be handed out during check-in. We will also post the pocket guide at
www.bsawinterfest.org by February 1, 2015. Feel free to print as many copies as you like.
Sponsors
Winterfest 2015 is again sponsored by Trails End Popcorn. We appreciate Trails End
helping to make this Winterfest the best ever! Be sure to visit www.trails-end.com for
information on how your Crew, Ship, or Post can fund its ideal year of program.
Where Can We Park?
Parking is always a challenge in Gatlinburg. Parking near the Convention Center is
severely limited.
We have also reserved a parking lot that is just a short walk from the Convention Center.
Parking passes to this lot are available for $15 and are good for the entire weekend. Be
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sure to order your parking pass when you register for Winterfest! A limited number of
passes are available (no buses allowed), so be sure to order yours soon. (See Online registration Form for how to order)
Staying in Gatlinburg
It is each unit’s responsibility to make their own hotel reservations. With more than
3,600 participants expected, hotels will fill up fast. Winterfest does not make lodging
arrangements for any unit. Be sure to download the 2015 Hotel Guide to assist you in
making your plans.
Check-in - “When you get to Gatlinburg”
Once you arrive in Gatlinburg you will need to check-in to receive your materials,
wristbands, schedules, Zip Gatlinburg and/or Ripley’s tickets, etc.
Friday
2:00 PM - 10:00 PM
Saturday
8:00 AM – 9:00 AM
List of items to bring to Check-in:
 Your copy of Registration Materials
 Emergency Contact Information (form included in this packet and on-line)
Check-in takes place in the Gatlinburg Convention Center. Use the newer entrance on
Airport Road/Historic Nature Trail which leads you into the area near the Tennessee
Ballroom.
You will receive a packet of information containing:
 Wristbands for all pre-registered youth and adults
 Pocket schedules
 Maps of Gatlinburg
 Parking Passes (if pre-ordered)
 Ripley’s and/or Zip Gatlinburg tickets (if pre-ordered)
 Other miscellaneous helpful information
There is limited space in the registration area, please send ONLY the Advisor and Youth
President to check your unit in. There is very limited parking at the Convention Center.
Additional wristbands will be available for sale (along with any available t-shirts), but
note that they will be at the higher walk-up price. Wristbands are required for all youth,
adults, and visitors to obtain entry into all events and areas and to use the shuttle
service.
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Register for the Conference
Venturers/Explorers/Troops
(all persons 14-20)
Adults & Visitors
(Age 14 and above)
Visitors
(Age 8-13)
Visitors
(Age 7- Under)
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Before
1/09/15
$45
After
1/09/15
$55
At
Winterfest
$60
$10
$15
$20
$10
$10
$10
FREE
FREE
FREE
Registration for the conference is now on-line at www.bsawinterfest.org under
the registration tab. You must register your unit before you can sign-up for any
competitive, individual or team events.
If individuals or teams from our unit are also participating in any event(s) you
need to register on-line using the form under the appropriate tab for those
events.
All Adults and Youth must register for the conference. To avoid late registration
fees, payment must be received by Friday, January 9, 2015.
Payment may be made via Visa, MasterCard, or Discover, or check made payable
to “Northeast Georgia Council.” If you are paying your registration fee with a
credit card please note there will be a convenience fee of $2 per transaction.
Keep in mind that pre-registering for competitive events does not register you
for Winterfest. You must register for the conference separate from the
competitive events registration.
A $5 activity fee will be assessed for shooting sports, excluding archery and air
rifle, participants to help off-set the cost of ammunition.
According to BSA and Learning for Life National Guidelines anyone participating
in Winterfest OVER THE AGE 18 MUST HAVE COMPLETED YOUTH
PROTECTION WITHIN THE PAST 24 MONTHS. If you need to update or
complete the course click on the links below:
Troop, Crew, or Ship Youth Protection
http://www.scouting.org/Training/YouthProtection.aspx
Explorer Youth Protection
http://learning.learningforlife.org/wpcontent/documents/Youth%20Protection%20Training%20PreK12%20feb%202011.pdf
Traveling to Gatlinburg
Gatlinburg is a great town to visit – your youth will have a blast! Most units will travel
by personal vehicle to Winterfest, but be sure to check into alternative means of
transportation. You may be able to save money by working with other units in your area
to charter a bus. Several units fly to Gatlinburg every year too.
Regardless of your method of transportation, you will want to be sure that you file a Trip
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Plan with your BSA Council Office. If you will be traveling more than 500 miles you will
need a Tour and Activity Permit which must be approved by your local BSA Council
Office - allow plenty of time!
Troop, Crew, or Ship forms:
Internet link to download a Tour and Activity Permit:
http://www.scouting.org/filestore/pdf/680-014.pdf
Explorer forms:
Internet link to download the Local Outing Permit Application:
http://www.learningforlife.org/lfl/resources/guidesafe/localouting.pdf
Internet link to download the National Outing Permit Application:
http://www.learningforlife.org/lfl/resources/guidesafe/natlouting.pdf
Skiing Information
Skiing is offered through Ober Gatlinburg, which is independent of Winterfest. Ober
Gatlinburg offers Winterfest participants a variety of special ski packages on Friday,
Saturday, and Sunday. Please direct all ski questions to Ober Gatlinburg at
800.251.9202.
If you plan to ski on Friday, be sure to send someone to check-in and the Winterfest
Leaders Meetings.
Each Post/Crew/Ship/Troop is responsible for making their own ski package
reservations.
Important Safety Information! BSA now requires the use of helmets for downhill
skiing and snowboarding. Helmets are encouraged for tubing and sledding. Because
Ober Gatlinburg does not require helmet use, they have a limited supply available for
check-out. You are encouraged to bring helmets with you if you will be skiing or
snowboarding.
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Ripley’s Late Night Registration Form
Ripley’s Believe It or Night has partnered with Winterfest to provide late night fun to
your youth and leaders this year! For Friday night only, from 7 PM to 12 AM (midnight).
Ripley’s will keep 3 attractions open solely for Winterfest participants. For just $12 your
youth and adults can go through the Ripley’s Haunted House, Believe It or Not, and/or
Aquarium! Tickets must be ordered in advance (and must be received by the Northeast
Georgia Council by Friday, January 23, 2015)
Use this order form to order your tickets to Late Night Ripley’s Fun or go to
bsawinterfest.org to order on-line:
Name of Unit Leader:
_________________________________
Daytime Phone:
_________________________________
Cell Phone:
_________________________________
Evening Phone:
_________________________________
Unit:
Crew:
Ship:
Post:
Troop
_____
_____
_____
_____
Number of Tickets for Ripley’s Late Night:
_____ x $12.00 = _____
Payment by: Check (Number: ______) check must be attached to this form
Credit Card: _____ Visa
_____ MasterCard
_____ Discover
A convenience fee of $2 per transaction is added to credit card payments.
Please print clearly:
Name on Card:
_________________________________
Account Number:
_________________________________
Expiration Date:
_________________________________
3 digit Security Code: ______
Signature of Card Holder:
_________________________________
If you did not register on-line mail this form (with check enclosed) to
Winterfest/Late Night Ripley’s Event, PO Box 399, Jefferson, GA 30549.
OR fax this form (credit card information must be included and legible) to Amy
Garrett (706-693-4849).
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Late Night Zip Gatlinburg Adventure Registration Form
Zip Gatlinburg is partnering with Winterfest to provide some exciting late night fun to
your youth and leaders! For Friday night only, from 8 PM to 12 AM (midnight). Zip
Gatlinburg will open their 9 line course which overlooks downtown Gatlinburg solely for
Winterfest participants. For just $26 your youth and adults get to experience a 1 hour
treetop aerial experience! Tickets must be ordered in advance (and must be received by
the Northeast Georgia Council by Friday, January 23, 2015).
A wavier is required; see attached and must be signed by a parent if under 18.
Use this order form to order your tickets to Gatlinburg Zip line Adventure or go to
bsawinterfest.org to order on-line:
Name of Unit Leader:
_________________________________
Daytime Phone:
_________________________________
Cell Phone:
_________________________________
Evening Phone:
_________________________________
Unit:
Crew: _____
Ship: _____
Post: _____
Troop _____
Number of Tickets for Zip Gatlinburg Adventure:
_____ x $26
_____
Payment by: Check (Number: ______) check must be attached to this form
Credit Card: _____ Visa
_____ MasterCard
_____ Discover
A convenience fee of $2 per transaction is added to credit card payments.
Please print clearly:
Name on Card:
_________________________________
Account Number:
_________________________________
Expiration Date:
_________________________________
3 digit Security Code: ______
Signature of Card Holder:
_________________________________
If you did not register on-line mail this form (with check enclosed) to Winterfest/Late
Night Zip Gatlinburg Adventure, PO Box 399, Jefferson, GA 30549.
OR fax this form (credit card information must be included and legible) to Amy
Garrett (706-693-4849).
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Late Night Zip Gatlinburg Release and Waiver
GATLINBURG ZIPLINES TREETOP AERIAL ADVENTURES, LLC
125 Historic Nature Trail (main office); 222 Savage Garden (zipline/ropes course)
Gatlinburg, Tennessee 37738
CUSTOMER NAME: __________________________________________________________
DATE OF BIRTH _____________
NAME OF GUARDIAN (IF CUSTOMER IS UNDER 18)
________________________________________________________________________
ADDRESS:
________________________________________________________________________
________________________________________________________________________
TELEPHONE: (_______) ____________ WEIGHT (lbs.): ______ ARE YOU PREGNANT? _____
DO YOU HAVE ANY MEDICAL CONDITIONS WE SHOULD BE AWARE OF (IF SO, WHAT ARE
THEY?)
________________________________________________________________________
NOTICE: THIS RELEASE AND WAIVER AFFECTS YOUR LEGAL RIGHTS.
PLEASE READ IT VERY CAREFULLY AND UNDERSTAND IT BEFORE YOU SIGN.
Gatlinburg Ziplines Treetop Aerial Adventures, LLC is referred to herein as “COMPANY”. In
consideration of the services that Company will provide to me, I hereby promise and agree on
behalf of myself (and, if I am signing this document on behalf of a person who is under the age
of eighteen, on their behalf as Legal Guardian), and my heirs, assigns, personal representatives
and estate (or those of the minor if I am Legal Guardian) as follows:
1. I recognize and acknowledge that there are risks inherent in any activity. The same factors
that contribute to enjoying an activity may also result in damages, injury, and illness or, in
certain cases, serious injury or death. Having acknowledged that these risks, while
extremely rare, do exist in these activities, I hereby specifically accept and assume
all risks, including the following specific risks, that may possibly arise by
participating in the Gatlinburg Ziplines Treetop Aerial Adventures, LLC zipline or
ropes tour or ride (the “Activity”) and including any transportation to and from
the course: (a) my participation in the Activity may result in accidents, injury, serious injury
and/or death; (b) such injuries or accidents, though rare, may occur where there are no
immediately available medical facilities; (c) during the Activity, I may experience fatigue,
extreme heat, chill and/or dizziness which may diminish my reaction time and that of others
and may therefore increase the risk of accident; (d) changing weather, fog, rain, sleet, snow,
lightning, falling branches, wild animals, and/or other conditions, slippery trails and/or roads
,including course terrain, conditions of the treetop platforms, falling rocks, falling limbs or
debris from trees and erosive cliff edges through or near which I will be walking and/or
traveling, my own inability to properly participate in the Activity or to follow rules and
directions concerning the Activity and unforeseeable events may all contribute to the chances of
accident and/or injury including negligence, actions or errors by guides and/or staff members.
INITIAL (________)
2. I hereby confirm that I am at least eighteen years of age or my legal guardian has read this
Release and has taken all responsibility for my participation in the Activity, that I am physically
and mentally capable of participating in the Activity, that I will comply with all of the
instructions and safety requirements for participating in the Activity, that I am capable of using
the equipment provided to me by the Company, and that I am participating in the Activity
voluntarily and of my own free will. I acknowledge that I will be required to listen to
and follow rules and guidelines for participating in the Activity, including but not
limited to the following:
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I will abide by all instructions provided to me by the Company, and the
Company’s designated guides
I will not make any adjustments to my equipment and I agree that all adjustments will
be made only by or with the assistance of a Company tour guide; I will notify a guide of
any concerns about fit or adjustment of equipment.
I will not intentionally flip myself over or invert myself while on the zipline or Activity. I
will hold on with at least one hand at all times while zipping or involved in the Activity.
INITIAL (________)
3. I understand and agree that Company reserves the right to refuse to permit me to participate
in the Activity, and that the Company may terminate my participation in the Activity if it
believes me to be incapable of following the instructions or meeting the safety requirements or
the rigors of participating in the Activity. I hereby release Company, its members, and its
employees from any liability if I am prevented from participating in the Activity for any reason.
INITIAL (________)
4. I agree that if anything in this Release cannot be enforced, then whatever is found to be
unenforceable shall be severed from the Release and the rest of the Release shall be enforced
without the severed section. I release Company from any liability, to the full extent allowed by
law. INITIAL (________)
5. RELEASE OF LIABILITY AND ASSUMPTION OF RISK: I hereby agree to assume
full responsibility for myself and anyone else over whom I am legal guardian, for
bodily injury, death, or damages incurred as a result of my participation in the
Activity including transportation to and from the course. I further agree to defend,
indemnify, release, and hold harmless Gatlinburg Ziplines Treetop Aerial
Adventures, LLC and their affiliates, agents, employees, officers, members, and
owners from any liability WHATSOEVER, including injury, death, loss of property,
expenses, Company’s costs of defense and Company’s attorney fees, resulting from
my participation in the Activity including transportation to and from the course or
resulting from any negligence committed by the Company, any employee or agent
of the Company, or any customers of the Company and/or any lawsuit or litigation
resulting from my participation in the Activity including transportation to and
from the course. INITIAL (________)
6. I hereby agree and confirm that the venue of any claim, action, or dispute arising under this
agreement and Release, or as a result of my participation in the Activity, shall be Sevier County,
Tennessee. INITIAL (________)
7. I further agree to allow Gatlinburg Ziplines Treetop Aerial Adventures, LLC to use any photos
or videos for marketing purposes. INITIAL (________)
Tours cancelled by the operator due to weather will be given a voucher up to a
year. I acknowledge I must reschedule or cancel exceeding 72 hours of my
scheduled tour or I am responsible for payment in full.
I READ, I UNDERSTAND AND I ACCEPT THE TERMS AND CONDITIONS OF THIS
RELEASE AND WAIVER.
Customer Signature: _______________________________________________
Print Name: ________________________________________ Date: _________
Legal Guardian Signature if Customer under 18____________________________
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Items of Note
1. Two-deep adult leadership is required. Co-ed leadership is required if you have a coed group. Adult leadership is responsible for the conduct of their youth during the
conference, including, compliance with the designated curfews.
2. According to BSA and Learning for Life National Guidelines anyone participating in
Winterfest OVER THE AGE 18 MUST HAVE COMPLETED YOUTH
PROTECTION WITHIN THE PAST 24 MONTHS. If you need to update or
complete the course click on the links below:
Troop, Crew, or Ship Youth Protection
http://www.scouting.org/Training/YouthProtection.aspx
Explorer Youth Protection
http://learning.learningforlife.org/wpcontent/documents/Youth%20Protection%20Training%20PreK12%20feb%202011.pdf
3. Transportation, meals, hotels, and the ski package are your responsibility.
4. Your conference fee includes all competitive events, shuttle transportation, dance,
and the opening and closing shows.
5. The payment due dates for fees are strictly enforced. All payments can be made online by using the Registration Tab at bsawinterest.org, via US mail or fax we accept
Visa, MasterCard, and Discover.
6. If you are not registering on-line remember, do not send anything to your local BSA
Council Service Center. All registration information, forms, payments, etc., should be
sent directly to the Northeast Georgia Council, BSA, and P.O. Box 399, Jefferson, GA
30549 or faxed to 706.693.4849attention Amy Garrett.
7. It is important to note that adults and visitors will not be allowed to participate in
any events. Their conference fee allows entry only to watch events.
8. Backdate your participants’ payment schedule to ensure your success. For example,
If registrations are due to Northeast Georgia Council by 1/09/15 (for the early-bird
rate), set your unit’s payment date 10 days prior to that to give you time to collect
stragglers’ fees and have it sent to Northeast Georgia Council on-time.
9. The conference is staffed with trained medical personnel to assist your unit as
needed. If medical assistance is needed, please ask for assistance from any
Conference Staff member with a walkie-talkie and help will be summoned. Our
medical personnel are first responders and coordinate with Gatlinburg EMS as
needed. If you need immediate assistance, dial 911.
10. Please be sure all your youth review and sign the “Code of Conduct” form. Behavior
and discipline are the responsibilities of the Unit Leaders. Serious discipline
breaches are subject to review by the Winterfest Executive Staff, and in appropriate
cases, the youth involved may be asked to leave the conference.
11. Damages to hotel rooms or any conference facilities are the responsibility of the
Explorer/Venturer/Sea Scout/Scout and their Post/Crew/Ship/Troop.
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12. Winterfest has an active Facebook page. Make sure you “like” bsawinterfest. We will
be using Facebook as our primary communication to update attendees prior to and
during the event.
13. If you need to get a Tennessee Tax-Exempt Status Certificate to avoid the State Sales
Tax go to bsawinterfest.org or see the 2015 Hotel Guide for the form and
instructions.
14. The Winterfest conference fee is non-refundable.
15. Due to past issues, the judging panel for the Talent Competition will be asked to
work with all involved youth and adults to ensure that each act is conducted with
appropriate taste.
16. Contingent leaders for each Unit are responsible for checking in their units into the
selected hotel.
17. Please make sure that the Conference Staff knows the location of the hotel your Unit
is staying at. In the event of emergency, it is necessary to be able to track down your
unit. An emergency contact card should be filled out by each adult in a contingent
with hotel and cell number contact information.
Vendor Space Available
If your company or organization is interested in having a vendor booth at Winterfest,
please contact Susie Ryan:
Spaces this year are in the Convention Center and are approximately 10 ft. X 10 ft. The
cost per vendor space is $250, which includes 1 table and 2 chairs if requested. No
Electricity will be available. We will issue three passes for each vendor. Also, a parking
pass is provided to each vendor.
Please return the attached form with your payment by January 31, 2015 to:
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All vendor applications will be accepted on a first come, first served basis and
must be accompanied by check, money order or credit card information (Visa,
MasterCard or Discover).
No open flame, heat source or similar items may be brought into the Convention
Center.
All setup can be done Friday between 8:00 AM and 2:00 PM or Saturday between
7:30 AM and 8:30 PM. Vehicles will be allowed in the Convention Center during
these times to allow for loading/unloading.
All booths must remain setup through 5:00 PM Saturday afternoon. Tear down
will take place from 5:00 to 6:00 PM on Saturday.
The Convention Center will be secure overnight Friday.
No T-shirts may be sold during Winterfest.
Items for sale must be appropriate to Scouting functions. Inappropriate items
will be removed from the Convention Center. Contact Susie Ryan
(Susie.ryan@scouting.org) or Tom French (tafrench@windstream.net) for more
information on this.
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Vendor Registration Form
The following information is needed to ensure no details are overlooked during
planning Winterfest 2015.
Name: __________________________________________________
Address: _________________________________________________
City __________________________ State: ______ Zip: ____________
Daytime Phone: ___/_____________ Cell Phone: ___/______________
Email: _________________________________________
Name of Organization/Company purchasing vendor space:
_______________________________________________________
Amount Enclosed:
$250
Payment by:
Check (check #____________)
Visa
MasterCard
Discover
Credit Card Number: _________________________________________
Expiration Date: __________________ Security Code: _____________
Authorizing Signature to charge above card $250
_______________________________________________________
I have read, understand and agree to the information on the attached Vendor
Information Sheet.
____________________________ ______________________________
(Signature)
Name (Print)
Northeast Georgia Council, BSA
Attn: Susie Ryan/Winterfest Vendor
P.O. Box 399
Jefferson, GA 30549
Alternatively, you may FAX (with credit card payment information) this form to Amy
Garrett at (706) 693-4849 or email: Susie Ryan at: Susie.ryan@scouting.org
Make your check payable to “BSA Winterfest”
15
Box Lunch Program
All meals at Winterfest are “on your own.” At the request of many leaders over the years,
several of the hotels, the Convention Center, and Subway offer a Box Lunch Program for
Saturday. Basically you will order lunches through the source of your choice, and be able
to pick them up Saturday morning to distribute to your youth as it suits their needs. This
way they can eat when they get hungry at whichever location they’re at.
Suppliers:
 The Edgewater Hotel (865.436.4151 or 800.423.9582)
 Garden Plaza (800.435.9201)
 Glenstone Lodge (865.436.9361 or 800.362.9522)
 Sidney James Mountain Lodge (865-436-7851)


Subway (865.436.6792)
Convention Center (865.436.0531 or pault@gatlinburgtn.gov)
Concessions Stand
At the request of many leaders and youth, the Convention Center operates a
Concessions Stand Friday evening and throughout the day Saturday. A variety of food
and beverages will be available for purchase. The concessions stand is be located
downstairs in the Exhibit Hall; see the Pocket Guide for exact location.
Develop a Budget
Key items to consider as you budget include:
1. Winterfest Conference fee:

The conference fees can be remitted on-line, mailed in of faxed to Northeast
Georgia Council and can be paid by check, VISA, MasterCard, or Discover.
 Be mindful of the payment due date, as the higher fees are strictly enforced.
 A $5 activity fee will be assessed for shooting sports, excluding archery and air
rifle, participants to help off-set the cost of ammunition.
2. Lodging costs:
 There are several hotels located nearby the Gatlinburg Convention Center. You
will want to reserve your block of rooms soon, as the hotels tend to fill quickly.
Our Winterfest block expires several weeks before Winterfest.
 You can place 4 youth in each hotel room which can help you save money on
lodging.
 Most adults will want to share a room with only one other adult.
 Be mindful of youth protection guidelines as you plan your rooms.
 When you budget for lodging, anticipate having a room or two that are not full
(only 1-3 residents) as you may not have a number of youth boys/youth girls that
is evenly divisible by four.
16

3.
4.
5.
6.
Information on specific hotel amenities and room rates are available in 2015
Hotel Guide
Travel costs (private car, rented van, air, bus, etc.)
Food costs (most units leave this up to the individual)
Parking pass - $15 per vehicle.
You might be able to save money on lodging with a Tennessee Tax Exempt
Certificate if your chartered partner (for Crews, Ships or Troops) or sponsoring
organization (for Explorer Posts) is a registered 501(c)3 nonprofit organization.
Sunday Services
There are a variety of religious options available for you and your youth. Be sure to use
the Gatlinburg Chamber of Commerce to find the church/synagogue of your choice.
17
Winterfest Registration Form
For on-line registration go to bsawinterfest.org
Council Name:
________________________________
Unit Number:
Post: ___ Crew: ___ Ship: ___ Troop: ___
Charter Organization:
________________________________
Unit Special Interest:
________________________________
Group Leader Name:
________________________________
Group Leader Daytime Phone:
______/_________________________
Group Leader Evening Phone:
______/_________________________
Group Leader Cell Phone:
______/_________________________
Group Leader Email:
________________________________
(EMS, High Adventure, Law Enforcement, etc.)
Participant Fees:
_____ youth x $45 (if received by 1/09/15) =
_____
_____ youth x $55 (if received after 1/09/15) =
_____
_____ adults x $10 (if received by 1/09/15) =
_____
_____ adults x $15 (if received after 1/09/15) =
_____
_____ youth Shooting Activity Fee x $5 =
_____
Total Participant Fees Submitted:
_____ Parking Passes x $15 each =
_____
_____
Total Enclosed:
_____
A convenience fee of $2 per transaction is added to credit card payments.
Payment by: ___ Check (Check Number: _____)
___ Visa
Name on Credit Card:
___ MasterCard
___ Discover
__________________________
Account Number:
__________________________
Expiration Date: ________/__________
Registration can be faxed (w/ credit card info) to:
Amy Garrett / Northeast Georgia Council, BSA / 706.693.4849 (fax)
Don’t fax this form unless you are including credit card information.
Otherwise, mail with payment to:
Attn: Amy Garrett / Northeast Georgia Council, BSA
P. O. Box 399 / Jefferson, GA 30549
18
Winterfest Code of Conduct
The general welfare of any group depends on the conduct of its individual members.
This Code of Conduct is designed to ensure the success of the conference and provide
maximum enjoyment and safety of all participants.
1.
The group leader (adult advisor) shall, with the full cooperation of the Explorers,
Venturers, Ship or Troops, be responsible for maintaining discipline, security, and
the standards outlined in this Code of Conduct.
2.
All participants are expected to set a good example by being properly dressed and
presentable at all times.
3.
All Explorers, Venturers, Ship, or Troops are expected to participate in ALL
scheduled sessions and activities.
4.
In consideration of others, all youth are expected to be in their own rooms and
quiet by 1 AM. They are not to leave their rooms again before 6 AM.
5.
Each Unit or Participant is personally responsible for breakage, damage, or loss of
property. Explorer Posts, Venture Crews or Scout Troop will be charged for
damage not covered by individual members. Loss of personal articles is not the
responsibility of the hotel, conference staff, or the Boy Scouts of America, or their
agents or representatives.
6.
Each Explorer, Venturer, Sea Scout or Scout will allow no unregistered person to
occupy their room, or visit in same (including local area residents.)
7.
All participants will respect the rule prohibiting use of private automobiles during
the conference, unless you have permission from an advisor or area adult
leadership.
8.
Each Explorer, Venturer, Sea Scout or Scout understands that the purchase,
possession, or consumption of alcoholic beverages or illegal drugs at the
conference will not be allowed. This standard shall apply to all participants--youth
and adults.
9.
Hotel Bills: Charge of extra meals, TV movies, and phone calls from your room is
not permitted. Use public phones in the hotel lobby.
10. Fireworks of any type are strictly prohibited.
11.
The Gatlinburg Winterfest youth chairs, in conjunction with the Winterfest
Volunteer Chair shall serve as a review panel with regards to any serious violation
of the Code of Conduct. Conference staff reserves the right to send any youth
home for violation of this Code of Conduct. Any decision of the review panel is
final.
12. Everyone is expected to act appropriately at all times, including appropriate dance
behavior during both dances.
I have read the above rules and agree to observe them fully.
Signed __________________________________ Date _________________
Print Name: ______________________________
*Each Post, Crew, Ship, or Troop needs to keep these sheets with them. Don’t submit to
Council Office.
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Winterfest Draft Agenda
(subject to change - the final agenda will be posted on www.bsawinterfest.org prior to
Winterfest. Your Winterfest Pocket Guide will contain locations for all events.)
Friday
PM
2:00 PM - 10:00 PM
Check-in (1 youth/1 adult per unit)
Event Sign-up
3:00 PM - 10:00 PM
Skiing
9:00 PM
Opening Program
9:30 PM
Advisor’s Briefing
9:30 PM – Midnight
Dance
10:00 PM
Law Enforcement Events Briefing (1 adult/1 youth only per
Post)
Fire Service Events Briefing (1 adult/1 youth only per Post)
10:00 PM
Talent Show Qualifying Round
10:00 PM
Late Night Ripley’s Fun
Zip Gatlinburg Adventure
1:00 AM
Everyone in own room - curfew
Saturday
8:00 AM – 9:00 AM
Late Check-in
9:00 AM – 5:00 PM
Winterfest Events
8:00 PM
Venturing Roundtable
Exploring Roundtable
8:15 PM – Midnight
V.I.P. Reception at Convention Center (for adult leaders &
staff)
9:00 PM
Awards Presentations, Talent Show final round, and Closing
Ceremony
1:00 AM
Everyone in own room-Curfew
20
Winterfest Parent/Guardian Release
PARENT PERMISSION
For Explorers, Venturers, Sea Scouts, or Scout, under 21 years of age,
participating in Winterfest.
________________________ has my permission to participate in
(Print Explorer, Venturer, Sea Scout, or Scout Name)
Winterfest on February 6-8, 2015.
I know of no health or fitness restriction(s) that preclude participation. In the
event of illness or injury occurring to my son or daughter while involved in this
activity, I consent to X-ray examination, anesthesia, medical, or surgical
diagnostic procedures or treatment that is considered necessary in the best
judgment of the attending physician and performed by or under the supervision
of a member of the medical staff of the hospital furnishing medical services. (It is
understood that in the event of serious illness or injury, reasonable efforts to
reach me will be attempted.)
Signature _____________________________ Date _______________
Print name: ____________________________
Phone numbers where I can be reached during the time of this activity:
Home (
) _________________ or Work (
) ___________________
*Each Post, Crew, Ship, or Troop needs to keep these sheets with them. Do not
submit to Council Office.
21
Emergency Contact Information
(Please turn this in upon Winterfest Check-in)
Unit Leader #1:
________________________________
Post/Crew/Ship/Troop #: ________________________________
Home Council:
________________________________
Hotel:
________________________________
Hotel Phone:
______/__________________________
Cell Phone:
______/__________________________
Email:
_________________________________
Unit Leader #2:
________________________________
Post/Crew/Ship/Troop #: ________________________________
Home Council:
________________________________
Hotel:
________________________________
Hotel Phone:
______/__________________________
Cell Phone:
______/__________________________
Email:
_________________________________
Unit Leader #3:
________________________________
Post/Crew/Ship/Troop #: ________________________________
Home Council:
________________________________
Hotel:
________________________________
Hotel Phone:
______/__________________________
Cell Phone:
______/__________________________
Email:
_________________________________
22
I Want To Help!
Put me on the Winterfest Staff
Name:
___________________________________
Email:
___________________________________
Daytime Phone:
___________________________________
Evening Phone:
___________________________________
Mailing Address:
___________________________________
City, State Zip:
___________________________________
Council:
___________________________________
Your Home Unit:
___________________________________
I am interested in:
Hosting an event - Description/Idea:
___________________________________
___________________________________
___________________________________
___________________________________
General Help:
___________________________________
Other:
___________________________________
Return this form to:
Amy Garrett
FAX: 706.693.4849
agarrett@nega-bsa.org
Northeast Georgia Council, BSA
PO Box 399, Jefferson, GA 30549
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