INFORMATION FOR CONTINGENT LEADERS
High Sierra International Rendezvous '98

Our goal is to give you all the information necessary to ensure a memorable Rendezvous '98! Some information may seem extremely basic and repetitive, but we have tried to answer the questions most frequently presented in the past. Please feel free to contact us at any time for any reason.
How to contact us:
For an immediate answer, please FAX us at +1-408-280-5162 or E-mail to [email protected].

You may write by airmail to the following address:

Remember that airmail often requires 7 - 10 days for delivery.

You may telephone our Rendezvous Voice Mail at +1-408-280-5088, extension 918. If you must telephone, remember the time difference; our office hours are 0900 - 1700 Pacific Time.

Fax and E-mail are the best methods of communication. We attempt to return all Fax, E-mail and phone messages within 48 hours.

REGISTRATION FORMS:
We have posted various forms on this website for you to complete and return at your earliest convenience. Please print out and photocopy the forms as needed. You will find that most necessary information is mentioned on these forms. Also, we have learned this is the easiest way to collect and distribute information to our various committees. Please return each of the forms as soon as the information is available; do not wait to send the entire packet at one time.

ELIGIBILITY:
Yes, we accept both male and female members! Youth members must be at least 14 years old by 15 July 1998 and currently registered with your Scout Association. For every Rendezvous, there are many questions regarding the definition of "Scout" (youth members) and "Adult Leader". In accordance with Boy Scouts of America policy, we consider any person age 21 or older to be an "Adult Leader". We request that each contingent be primarily "Scouts" within our definition (ages 14 through 20 inclusive). Our capacity for "adult only" contingents is very limited.

AIR TRAVEL and TRANSPORTATION:
IMPORTANT: Many flights, particularly at the lower fares and preferred dates, are booked well in advance! Please make your airline reservations as soon as possible! Also, apply for United States entry Visa (next section) as soon as possible. Every year, a few contingents are unable to attend because they applied too late and did not obtain US entry Visas! Early acquisition of Visas will facilitate early airline reservations and the availability of lower fares.

We request that you arrive on Saturday, 25 July prior to 1:00 PM (Pacific Daylight Time). The Air Travel and Transportation form will help us understand your travel plans, and arrange for appropriate ground transportation. If flight schedules require arrival on Friday, 24 July, we may be able to provide accommodations for one evening. Please contact us for details. Availability of accommodations before 25 July is extremely limited; it is critical that you notify us as soon as possible.

If you will be in the San Francisco/San Jose area before 25 July, or are arriving by other than scheduled airline, we will make special arrangements to ensure that you are met and arrive at Santa Clara University at the proper time.

Do not attempt to make your own travel arrangements within the San Francisco/San Jose area, or plan to arrive at Camp Hi Sierra (the encampment site) by private transportation! We will meet you at your arrival point and provide all ground transportation. This probably will be San Francisco International Airport (SFO) for most international flights. If possible, we strongly recommend the more convenient San Jose International Airport (SJC).

We will confirm all ground transportation arrangements no later than 01 July 1998.

UNITED STATES ENTRY VISA:
We are often asked to provide assistance in obtaining United States entry Visas. Upon written request, we will provide a formal letter of invitation that may be presented to any United States Embassy or Consulate. This letter will include all pertinent information required. However, we cannot act as a guarantor for any individual or group, nor can we contact the Embassy or Consulate directly (they receive huge quantities of paperwork and do not retain letters of recommendation regarding entry Visas). The acquisition of Visas is the sole responsibility of each individual, and often is a lengthy process. We recommend that you apply for Visas as soon as possible.

SATURDAY, 25 JULY:
All overseas contingents must register at Santa Clara University between 12:00 noon and 3:00 PM (Pacific Daylight Time). We have exclusive use of one dormitory and will provide a "western style barbecue" dinner and entertainment that evening. This procedure gives everyone an opportunity to meet each other, adjust to local time, and rest before departing on Sunday for Camp Hi Sierra. Additionally, due to Camp regulations and safety considerations, everyone will have a chance to demonstrate their swimming skills. We have use of an Olympic size pool for the afternoon. This is also the time to review Scout and Leader assignments.

SUNDAY, 26 JULY:
After an early breakfast, we depart for Camp Hi Sierra by chartered bus. This is a pleasant 3-hour trip that crosses the Central Valley of California, an important agricultural area, before entering the Sierra Nevada Mountains. Camp Hi Sierra is located in a forested valley at 5200 feet (1600 meters) elevation. The Santa Clara County Council Scouts already will be at Camp making final preparations to receive their international guests. You will receive a very enthusiastic welcome! After lunch and the Opening Ceremony, we begin the normal activity of Rendezvous '98. All overseas Scouts will be assigned to one of our established patrols. Please refer to the Scout Patrol Registration form for more information. Actual assignment will have been made prior to your arrival, and will be reviewed with each contingent Leader on Saturday at Santa Clara University.

Rendezvous '98 will operate with 3 Sub Camps of 4 - 5 patrols each. Typically, each patrol will have 2 different nations represented, and each Sub Camp will have 3 - 5 nations represented. We expect a total of 300 participants.

Adult Leaders will join the Rendezvous '98 Staff; refer to the Adult Leader Registration form for more information. We encourage full participation in order to receive maximum enjoyment from Rendezvous ’98. We also plan a one-day trip to Yosemite National Park for all Adult Leaders.

MONDAY, 27 JULY through FRIDAY, 30 JULY:
Rendezvous '98 activity will be conducted throughout the week. Most activity will be by patrol units, and we will make certain that everyone has the opportunity to participate in all activities.

Thursday afternoon will feature the Country Fair and we hope that all contingents will participate. Please complete the Country Fair Information form as soon as possible.

Thursday evening will be a camp-wide talent show, and everyone is invited to audition.

The week-long Rendezvous '98 activity at Camp Hi Sierra will conclude Friday evening with an International Campfire at which each contingent is encouraged to perform something unique to their nation and Scouting program. This is always the highlight of the week at Camp!

Adult Leaders will have the opportunity for an all-day trip to dramatic Yosemite National Park. There will be a slight additional fee to defray the costs of this trip. We will give you more information as soon as final arrangements are completed.

SATURDAY, 01 AUGUST:
After breakfast, and the Closing Ceremony, we all break Camp and depart by charter bus for San Jose. Upon arrival, we will be met by our Scout families and begin Home Hospitality.

HOME HOSPITALITY:
Home Hospitality is available for a maximum of six (6) days after encampment. Please refer to the Home Hospitality form for additional information, and our policy regarding possible hospitality before encampment.

We do not pre-assign the matches for Home Hospitality. Many friendships are made during encampment, and we believe it better for “new friends” to make their own pairings.

In addition to normal family activities, each host tries to make certain that their guests have ample opportunity for sightseeing. Please advise if your Scouts and Leaders have any special requests for sightseeing or other activity during Home Hospitality. We will try to accommodate, but cannot guarantee, all requests. We believe the best activities are those shared by new friends who met during the week at Camp Hi Sierra. The activities may be different with each family, but all promise a warm welcome and a memorable experience.

A typical, but often difficult, question is "what about money during Home Hospitality?" Our Scout families expect to cover all basic expenses during Home Hospitality. However, we recommend that overseas Scouts and Leaders have their own spending money for souvenirs, gifts, and extraordinary sightseeing or unexpected situations. A basic guideline might be, "what would you normally take on a holiday with friends?"

Before departing Camp Hi Sierra, each Scout and Adult Leader will receive a complete list of their contingent's hosts, addresses and phone numbers.

EQUIPMENT:
We provide all basic equipment; you need only your personal kit and a good sleeping bag! Nighttime temperatures at Camp Hi Sierra range from 40 – 50 degrees Fahrenheit (approximately 7 degrees Celsius). We recommend a sleeping bag rated to 20 degrees Fahrenheit! At Camp Hi Sierra, sleeping accommodations for both Scouts and Leaders will be in large tents with wooden floors. Cots/beds are not available and we recommend a good sleeping pad or air mattress, and pillow if desired. You do not need cooking gear; all meals will be served in a common dining hall. Each person must have a sleeping bag and sleeping pad; WE CANNOT PROVIDE THIS EQUIPMENT!

All Scouts, and willing Adult Leaders, will spend one night at an Outpost Camp. This will be by patrol and requires an easy 1-3 mile hike from Camp. We recommend a basic pack arrangement sufficient to carry a change of clothing, a sleeping bag and pad, and your share of food for dinner and breakfast. We provide all cooking and eating equipment.

Camp safety regulations require that we remind you not to bring "sheath knives (knives without folding blades) or knives with blades longer than three inches, fireworks, firearms, ammunition, and expensive or delicate items". Exceptions may be possible, with prior approval, for such items if part of your official uniform.

CLOTHING:
We suggest that you have both "Class A" and "Class B" uniforms. "Class A" is the full uniform that will be worn for travel, daily morning and evening Flag Ceremony, and other special occasions. "Class B" is an "Activity Uniform" which typically is Uniform Shorts and a "Scout type tee shirt". [For Leaders information only: -- while we encourage good appearance at all times, the "Activity Uniform" tends to become more casual as the week at Camp progresses]. If in doubt, follow your normal pattern and your National Association's guidelines for international events.

At Camp Hi Sierra: Temperatures at Camp Hi Sierra normally range from a daytime high of 80 degrees Fahrenheit (27o Celsius) to an evening low of 45 degrees Fahrenheit (7o Celsius). Shorts and tee shirts are recommended daytime attire, and a light jacket or sweater, and perhaps long pants are recommended in the evening. Rain showers are rare, and only last for a short time. Many contingents are not accustomed to the lower temperatures and are advised to bring enough warm clothing!

In addition to the Scout Uniforms, we recommend appropriate clothing for swimming and other aquatic activities, rock climbing and rappelling, and mountain biking and similar activities. We suggest at least one pair each of "rough and tough" shorts and long pants.

While casual sport shoes (Adidas, Nike, etc) are acceptable for most activities, we also recommend medium weight hiking boots. Open-toe sandals or shoes are not recommended.

Laundry facilities are not available at Camp. Be certain to bring sufficient changes of clothing. A complete wash is normally the first activity at Home Hospitality.

During Home Hospitality: Temperatures in the San Jose area will be slightly higher than at Camp. Daytime high may be 90 degrees Fahrenheit (32o Celsius) with evening lows about 60 degrees Fahrenheit (16o Celsius). Rain is unlikely. Clothing is very casual. We recommend the typical "teen-age apparel" of shorts, tee shirts and the like. San Francisco and the Monterey area may be much cooler, and the long pants and sweater or jacket used at Camp Hi Sierra should be sufficient.

Adult attire is basically the same, although you may wish to "upgrade" your attire. Sport jackets and ties, or equivalent ladies attire, are neither required nor expected. If you have any questions or special plans, please contact us at your convenience.

CURRENCY EXCHANGE:
Currency exchange is not available at Camp Hi Sierra. Exchange is available elsewhere, but normally involves a substantial surcharge. We suggest that you consult your local bank and follow their suggestions for Travelers' Checks in $US and the use of VISA or other charge cards. Charge cards cannot be accepted at Camp Hi Sierra.

MEDICAL INFORMATION and EMERGENCY CONSENT:
We ask that each Scout and Adult Leader complete the enclosed Personal Health and Medical Record Form - Class 3 (available only by mail) which requires a recent examination by a licensed medical practitioner. We also request an Emergency Consent form be completed for each participant. There are two forms, one for participants less than 18 years old and another for adults. Please note the section on Firearm Consent.

The Medical form will provide basic information in the event of an emergency, and assist attending physicians in proper treatment. The Emergency Consent form authorizes the Contingent Leaders, or officials of Santa Clara County Council, to approve necessary medical care. This type of authorization is often required by attending medical professionals and facilitates receipt of proper care.

In order to ensure that all participants have access to proper medical care, if required, we ask that you provide us with a copy of both the Medical Form and Emergency Consent Form, and retain the original in your records. If possible, please mail these forms no later than 01 June.

Limited medical facilities (advanced First Aid) are available at Camp Hi Sierra, and full medical services are available within a short distance and time. Severe emergencies can be answered by Air Evacuation, if necessary. During Home Hospitality, our area offers the finest medical facilities in the world.

EMERGENCY CONTACT:
If necessitated by emergency, your families may contact you through our Council Headquarters (phone: +1-408-280-5088, extension 918; or by Fax: +1-408-280-5162), or at Camp Hi Sierra (phone: +1-209-965-3432 or Fax: +1-209-965-4029). These are emergency numbers only and not to be used for other purposes. Please avoid arranging regular calls. We have learned that the Rendezvous experience is better without use of a telephone.

CAMP HI SIERRA TRADING POST:
This is a small store at Camp that offers Scout gear such as canteens, compasses, flashlights and the like. It also carries soda, candy, other snack food items, and various "I left it at home" items. The trading post also has Camp tee shirts, souvenirs and Scouting literature. For your reference, during a normal week, our average Scout spends approximately $30 at the trading post.

Rendezvous '98 will also have special commemorative tee shirts for purchase at an expected price of $10 each, as well as badges, pins and other small memorabilia.

HEALTH and DIET CONSIDERATIONS:
Please advise if any member of your contingent has special requests or considerations for reasons of health, religion, or personal preference. Please detail this information on either the Adult Leader Registration form or the Scout Patrol Registration form. We will make every effort to honor all requests.

INDEPENDENT TOURING:
Many contingents undertake independent tours before Rendezvous. While we are not professional travel advisors, we want to make your visit to the United States a truly enjoyable experience. If requested, the volunteer staff of Rendezvous '98 will review your proposed itinerary and offer comments and basic recommendations. The most common fault we have witnessed is underestimating distance and time requirements. For example, Disneyland is located in Anaheim (Los Angeles area) and may appear close on a map. Actually, it is more than 400 miles. Round trip requirements are 14 hours by automobile or 6 hours by a combination of airplane and public transportation (and approximately US$ 200 round trip).

SWAPPING (Exchange of badges, neckerchiefs and other items):
Yes, our Scouts and Leaders enjoy exchanging badges and other Scouting memorabilia. We are particularly interested in badges, pins and neckerchiefs, and suggest that you bring ample supplies. It is a Rendezvous tradition that full or partial uniforms are often exchanged.

FINANCIAL ARRANGEMENTS:
The fee for overseas contingents will be approximately $US 300 per person. We request that each Contingent provide a deposit equivalent to $US 100 per person to confirm your reservation; we cannot guarantee reservations until the deposit is received. The balance may be paid upon arrival at Santa Clara University on 27 July, or at any time prior. Many contingents find it more convenient to execute a Wire Transfer, and we will provide detailed instructions upon request.

PROTECTION OF VALUABLE ITEMS:
The San Francisco/San Jose area is relatively safe and secure. However, we cannot guarantee the security of any item and recommend that you not bring small, high valued items, or large amounts of currency. Please consult your local bank regarding the use Traveler's Checks in $US and of VISA or other charge cards. Our personal experience recommends that each Contingent Leader have photocopies of the Identification Page (normally the first page) of all passports, and of all airline tickets and other travel documents.

At Camp Hi Sierra, we will try to provide the best possible security for passports and other documents. Each contingent will receive a large envelope for important documents and it will be held in the Camp office with access permitted only to that Contingent's Leader.

SUMMARY OF REQUESTED FORMS
(for Contingent Leader's reference)

                                |DATE FAXED  |
FORM DESCRIPTION                |or MAILED   |      LEADER'S NOTES
--------------------------------|------------|-------------------------------
Reservation Form                |            |
  (one per contingent)          |            |
--------------------------------|------------|-------------------------------
Deposit, to guarantee           |            |
 Reservation (US$100 per person)|            |
--------------------------------|------------|-------------------------------
Adult Leader Registration       |            |
  (One for each Adult)          |            |
--------------------------------|------------|-------------------------------
Scout Patrol Registration       |            |
  (One for each Patrol)         |            |
--------------------------------|------------|-------------------------------
Personal Health Form            |            |
  (One for each person)         |            |
--------------------------------|------------|-------------------------------
Emergency Consent for Minors    |            |
  (Each person under 18 years)  |            |
--------------------------------|------------|-------------------------------
Emergency Consent - Adult form  |            |
 (Each person 18 years or older)|            |
--------------------------------|------------|-------------------------------
Air Travel and Transportation   |            |
  (One per contingent)          |            |
--------------------------------|------------|-------------------------------
Home Hospitality Request        |            |
  (One per contingent)          |            |
--------------------------------|------------|-------------------------------
Country Fair Information        |            |
  (One per contingent)          |            |
--------------------------------|------------|-------------------------------
Balance of Rendezvous'98 Fee    |            |
  (US$200 per person)           |            |
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We hope this information has been helpful. Please contact us if you have any questions.

Revised January 26, 1998 || Posted by the Rendezvous'98 Web Crew