Planning Calendar

Trek Registration Timeline

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

  • Complete online itinerary selection in late January.
  • 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 a reminder for the final fee payment due to Philmont by March 1. (cc, u)


  • 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)


  • Share accident and sickness insurance information, risk advisory statement, expedition number, Philmont address, and emergency telephone number with parents. (cc, u)
  • Continue physical fitness training. (cc, u)


  • 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)
  • Receive access link from to Philmont Roster & Arrival Gateway. Submit crew roster and travel plans information via this online gateway.

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, as well as Wilderness First Aid/CPR verification.
  • Evaluate Philmont trek and preparations. Prepare for next high-adventure experience. (cc, u)

Gear up for Adventure!

Join us for an in-depth seminar on Base Camp Operations. Gain essential knowledge that will set you up for success to start your Philmont adventure! 

Learn all about your first and last day in Base Camp. Engage in a live Q&A session.