Planning Calendar

Scouts learning map skills.

Many things must be done in order to be prepared for a Philmont excursion. Planning and preparation should commence almost a year in advance. Here is a calendar that should be helpful in keeping your crew organized and on track. The notation (cc) means "council contingent," while (u) means "unit."

WINTER/SPRING BEFORE YOUR TREK

• Conduct critique with a previous year's expedition advisers. (cc)
• Council Philmont kickoff. (cc)
• Determine attendance objective for council and districts. (cc)
• Establish schedules for mailings, meeting, promotion. (cc, u)
• Confirm two-deep leadership per crew with at least one alternate. (cc, u)
• Announce details in council bulletin. (cc)
• Share Philmont plans with promotion camping committee. (cc)
• Share Philmont plans with promotion unit committee. (u)
• Promote Philmont at roundtables. (cc)
• Collect first payment from each participant. (cc)
• Collect reservation fee payment from each participant. (cc, u)
• Transmit reservation fee payment to Philmont. (cc May 1; u January 31)
• Collect advance fee payment from each participant. (u)
• Philmont committee meets with all selected expedition leaders and reviews plans. (cc)
• Conduct Philmont parents rally. (cc, u)
• Sign up 100 percent of quota by end of month. (cc)
• Share risk advisory statement with parents. (cc, u)
• Arrange transportation and overnight accommodations to and from Philmont. (cc, u)
• Make plans for training and the second parents meeting. (cc)
• Receive health and medical records from Philmont. (cc, u)

DECEMBER/JANUARY THE YEAR OF YOUR TREK

• Each participant schedule medical exam; review completed medical forms prior to shakedown activities. (cc, u)
• Continue updating Philmont news in council bulletin. (cc)
• Begin physical fitness training plan. (cc, u)
• Each crew conducts a series of training experiences prior to arrival at Philmont (two or three are recommended); start easy and increase the difficulty, with several days of camping and hiking with full packs. (cc, u)
• Send reminder for the final fee payment due to Philmont by March 1. (cc, u)

March

• Transmit the final fee payment to Philmont by March 1. (cc, u)
• Receive Advisor's Kit (mid-March), including Treks - Itinerary Guide, Guidebook to Adventure, and map from Philmont. (cc, u)
• Continue physical fitness training. (cc, u)

April

• Complete online itinerary selection in April.
• Share accident and sickness insurance information, risk advisory statement, expedition number, Philmont address, and emergency telephone number with parents. (cc, u)
• Submit Tour Plan application through council. (cc, u)
• Continue physical fitness training. (cc, u)

May

• Complete details; confirm travel plans in writing. (cc, u)
• Return Arrival Plans card. (cc, u)
• Prepare and release story about your trek to local news media. (cc, u)
• Continue physical fitness training. (cc, u)

June, July, August

• This year's expedition is all set to go! (cc, u)
• Bring to Philmont: Completed health and medical records with proper signatures and copy of insurance card, first aid/CPR verification, approved Tour Plan, itinerary confirmation card, crew roster, and talent release form. (cc, u)
• Evaluate Philmont trek and preparations. Prepare for next high-adventure experience. (cc, u)