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OUTDOORS. TOGETHER. WITH PURPOSE.168 days until Pow Wow

Get Ready

Get Ready for Pow Wow: The Ultimate Outpost Preparation Guide & Timeline

Pow Wow is the premier event of the Royal Rangers year—a weekend filled with high-energy evening services, intense outpost competitions, camping under the stars, and lifelong memories for the boys.

Whether this is your outpost’s first time attending or your twentieth, seamless preparation is the key to an stress-free, high-impact trip. From fundraising and registration to campsite scoring and special event deadlines, here is your complete step-by-step guide and timeline to get your outpost ready for Pow Wow.

The Master Pow Wow Preparation Timeline

 

Fundraising, Budgeting & Communications

3–5 Months Out

  • Host a Parent Information Night: Outline event dates, total estimated costs per boy, transportation plans, and medical form requirements.
  • Launch Outpost Fundraisers: Organize car washes, pancake breakfasts, or church service workdays to help lower individual costs for families.
  • Kick Off the BGMC Drive: Start collecting for the BGMC "Master's Toolbox" offering early so your outpost can easily reach the $100 threshold for the Pow Wow Pizza Party drawing.
  • Establish Payment Schedules: Allow parents to pay for registration and meals in smaller monthly installments.

 

Outpost Projects & Volunteer Recruitment

4–6 Weeks Out

  • Build Your Patch Display Banner: Gather past Pow Wow patches and sew them onto a cloth flag or banner with your Outpost # clearly displayed at the top for campsite scoring.
  • Push the Canned Food Drive: Set an outpost goal to collect at least 1 lb of canned food per person attending (earning entries for the Strawberry Shortcake dessert drawing).
  • Recruit Staff Volunteers: Coordinate with your Outpost Coordinator to recruit leaders qualified for Security or Medical teams (MD, RN, EMT, CPR/FA certified).
  • Design Campsite Entrance: Plan and practice building your entry for the annual Campsite Entrance Contest.

 

Registration & Documentation Audit

1–2 Weeks Out

  • Finalize Online Registration: Lock in all attendee registrations before the online portal closes.
  • Download Official Resources: Print and review the official Pow Wow Event Guide, Camp Map, and Campsite Coordination Score Sheet.
  • Collect Medical Forms: Ensure every boy and leader has a fully completed and signed Medical Form ready for check-in.
  • Ranger Kids Verification: Verify that all attending Ranger Kids have their required RK camping lanyards and cards.
  • Gear Inspection: Inspect group tents, cooking gear, lanterns, and individual packing lists.

 

Final Packing & Envelope Prep

1 Day Before

  • Stage Food Drive Cans: Box canned food donations separately near the front of your trailer or vehicle so they can be dropped off immediately upon arrival.
  • Prepare Offering Envelopes: Place all collected BGMC funds in a sealed envelope (checks made payable to Royal Rangers).
  • Pack Essential Display Items: Pack your Patch Banner, entrance construction tools, and campsite decoration items.
  • Final Headcount: Confirm all adult-to-boy supervision ratios and emergency contact numbers.

 

On-Site Deadlines & Highlights

Event Weekend

  • Arrival & Check-In: Head straight to Lodge Registration to turn in medical forms, register any late arrivals, and drop off canned food.
  • Friday 4:00 PM Deadline: Turn in your outpost’s BGMC offering at the Concession Stand to enter the Pizza Party drawing.
  • Friday & Saturday Evenings: Drop off Ranger Kids at the Lodge for their dedicated RK Evening Service (lanyard/card required for check-in).
  • Campsite Inspections: Hang your Patch Display Banner at your campsite entrance and set up your entrance structure for scoring.

4 Keys to Winning Outpost Competitions & Rewards

Preparing for Pow Wow isn't just about packing tents—it's also about building outpost camaraderie through friendly competition and service projects.

1. The Patch Display Banner (Campsite Scoring)

This year's Campsite & Coordination Score Sheet includes a designated category for the Pow Wow Patch Display Banner.

  • Requirements: Sew past Pow Wow patches onto a cloth banner or flag.
  • Format: Banners can be any shape or size and can hang from a pole, rod, or grommets.
  • Must Include: Your Outpost Number must be clearly displayed at the top of the banner. Hang it right by your campsite entrance!

2. The Canned Food Drive (Strawberry Shortcake Contest)

Support the local community by bringing canned goods directly to Lodge Registration when you arrive.

  • Goal: Aim for at least 1 lb of food per person in your outpost.
  • Rewards:
    • 1 lb/person = 1 entry into the drawing
    • 2 lbs/person = 2 entries into the drawing
    • Bonus: Winners receive a Strawberry Shortcake dessert served to their outpost!

3. BGMC "Master's Toolbox" Offering (Pizza Party Contest)

Help reach the Pow Wow BGMC goal by collecting mission offerings before leaving home.

  • Goal: Collect at least $100 per outpost.
  • Deadline: Money/checks must be turned in at the Concession Stand by Friday at 4:00 PM.
  • Reward: Outposts giving $100 or more are entered into a drawing for an outpost Pizza Party. (Make all checks payable to "Royal Rangers").

4. Dedicated Ranger Kids Services

If you have Ranger Kids attending and camping with your outpost:

  • Special fun-filled RK services (featuring games, puppets, music, and Bible lessons) take place on Friday and Saturday evenings in the Lodge during the main services.
  • Crucial Step: Every RK boy must have their RK camping lanyard and card on them to check into the service.

Essential Outpost Leader Packing Checklist

Before heading out, make sure your commander's tote contains these non-negotiables:

  • [ ] Printed Medical Forms for every boy and leader (alphabetized in a binder)
  • [ ] Canned Food Drive donations (boxed and weighted)
  • [ ] BGMC Offering check/cash envelope
  • [ ] Patch Display Banner and mounting poles/ropes
  • [ ] RK Lanyards and Cards for all attending Ranger Kids
  • [ ] Campsite entrance construction supplies and tools
  • [ ] Outpost flag and display poles
  • [ ] On-site registration payment/receipt confirmation copies
  • [ ] Spending cash for boys to use at the Ranger Store and Concession Stand

 

168 days until Pow Wow