Roster & Arrival Gateway

A timer on your roster page will begin counting down
2 hours before itinerary selection opens. When the countdown
reaches zero, you will be automatically redirected to the
itinerary selection page. ( Click to Enlarge. )

The Roster & Arrival Gateway allows the Reservation Contact to establish Lead Advisors, who may in turn enter participant information, certifications, and important travel information. The Roster Gateway is accessible by email invitation link only. If you are a Lead Advisor or Reservation Contact, look for an email from in the spring (typically March) before your trek and you’ll find a link to access the Roster Gateway.

Later in the spring (typically late April), Lead Advisors will submit itinerary preferences within the Gateway. 12-day crews will receive itinerary assignments immediately. 7-day crews and cavalcade crews will receive itinerary assignments about 3 weeks before they arrive at Philmont.

Key Terms

Crew Roster: Every crew hiking in the Philmont backcountry must submit important participant information online prior to arriving at the Ranch. Philmont logistical and medical staff utilize the information found in each roster to ensure the safety of every backcountry participant should an emergency arise.

Reservation Contact: This person created the initial Philmont reservation and has been the primary contact for payments and planning. Sometimes, the Reservation Contact also plays the role of Lead Advisor. Once inside the Roster & Arrival Gateway, Reservation Contacts have the option to view and modify information for every crew roster in their reservation.

Lead Advisor: Each Philmont crew has one designated Lead Advisor. This adult organizes their crew and enters information for each crew member into the Roster & Arrival Gateway prior to arriving at Philmont. In addition to participant information, the Lead Advisor also submits their planned Philmont arrival and departure travel information online.

Sister Crew: 12-day crews will have the option to request to hike with another 12-day crew arriving on the same day. 12-day trek Lead Advisors may select a Sister Crew as soon as they access their crew roster. Once a sister crew arrangement has been confirmed by both crews, either crew’s Lead Advisor may submit itinerary preferences for both crews when the Itinerary Selection process launches on April 4th or 5th. (See your roster page in the gate way for your crew’s itinerary selection time.)

Choose Your Role Below

Reservation Contact who is also a Lead Advisor

If you coordinated your unit’s reservation (one or more crews) and you plan to hike with one of the crews, this is you! Click here to learn more.

Lead Advisor Only

If you are serving as a Lead Advisor hiking with a crew at Philmont, but did not coordinate your reservation, this is you! Click here to learn more.

Reservation Contact Only

If you coordinated your unit’s reservation but don’t plan to hike at Philmont, this is you! Click here to learn more.