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Gateway Reservation Contact and Lead Advisor Instructions

These instructions are for a Reservation Contact who is ALSO a Lead Advisor

  1. Received access link: On August 15, 2019, you received an email from rosters@registerphilmont.org with a link providing access to the Philmont Camping Gateway.
  2. Enter Password: For security purposes, we’ve saved the login password that you created during the initial Philmont registration process. If you can’t remember this password when you reach the Philmont Camping Gateway login screen, please reset your password by clicking “Forgot Your Password?”.
  3. Create Password: The first time you click the link to enter the Philmont Camping Gateway, you will be asked to create a password. You will use this password to access the Philmont Camping Gateway until the day your crew arrives.
  4. Your Contact Information: Enter your contact information.
  5. Identify yourself as a Lead Advisor:
    1. Reservations with only 1 crew: Click “Yes” on the screen that asks if you are the Lead Advisor.
    2. Reservations with multiple crews: Choose the crew with the correct expedition number and itinerary number and then click “Yes” confirming that you will be the Lead Advisor for this crew.
  6. Identify remaining Lead Advisor(s) for reservations with multiple crews: On the following page(s), match the first name, last name, and email address of your Lead Advisor(s) to their correct expedition and itinerary number.
    • Once a Lead Advisor’s information has been submitted, they will receive an email from rosters@registerphilmont.org with a link providing them access to the Camping Gateway.
  7. Enter additional information about yourself: This information is required for all backcountry participants.
  8. Sister Crews (12-Day treks ONLY): Establishing a Sister Crew arrangement.
    1. Click the purple “Itinerary Selection” button near the top of your Crew Roster page.
    2. Click the “Choose Sister Crew” button.
    3. Select your desired Sister Crew from the drop-down list of available crews.
    4. NOTE: The Lead Advisor of your desired Sister Crew will be prompted to accept this Sister Crew arrangement the next time they access their crew roster page.
    5. Working with the Lead Advisor of your desired Sister Crew, finish confirming your Sister Crew arrangement BEFORE Itinerary Selection opens at 9am MST on January 14. Failure to accept/confirm a Sister Crew arrangement will result in delays in being able to select your top itinerary choices.
    6. Any Sister Crew arrangement may be canceled when either crew clicks the “Cancel” link in the blue Sister Crew bar that appears at the top of their roster.
  9. Itinerary Preferences: YOU MUST ACCESS THE CAMPING GATEWAY AND SUBMIT ALL OF YOUR OWN PERSONAL INFORMATION BEFORE YOU WILL BE ABLE TO SUBMIT YOUR CREW’S ITINERARY PREFERENCES. Starting at 9am MST on January 14, 2020, you will be asked to log in to the Philmont Camping Gateway and choose your top itinerary preferences. On February 13th at 9am MST, an automated fair process will be run to assign itineraries. If you do not submit your itinerary preferences prior to February 13th at 9am MST, you will be able to enter them after the automated process runs—your itinerary will be assigned immediately from the still available itineraries.
  10. Arrival/Departure Information: You will be asked to verify and update your arrival and departure travel information. If you don’t know the details yet, skip this step for now.
  11. Participant Information: Click on the “Modify” button in the row that corresponds to the crew you wish to begin adding participants to.
    1. You’re in the roster: As the Lead Advisor, you will see your information has already populated in the first row of the roster.
    2. Roster information: Collect a completed copy of the Roster Information Worksheet from each participant.
    3. Add adults: Click on the green “Add Adults” button in the top section of the blue roster. Complete all required fields and click “Save”.
    4. Add youth: Click the green “Add Youth” button in the bottom section of the blue roster. Complete all required fields and click “Save”.
  12. Get Started Early: The Philmont Camping Gateway is a planning tool.
    1. See which CPR & Wilderness First Aid requirements have been met/need to be met.
    2. Understand if any youth/adult requirements have not been met.
    3. Quickly remove, restore, or add participant information as roster changes occur.
    4. See any weight/BMI issues for participants on the roster.
    5. Easily print your crew’s Philmont roster.