625-Q-01 through 625-Q-16             June 24, 2018 -- July 7, 2018

Contingent/Crew Planning Timeline

Several of the key activities and dates that should be used to prepare for the 2018 Contingent trek are shown below:

Subject

Due Date

Responsibility

Contingent Crews selected/notified

May 2017

Contingent Advisor

First Contingent Organizational Meeting

~August 2017

Contingent Advisor
Crew Advisor
Any others

Crews begin recruiting members, shakedown activities, etc.

April 2017

Crew Advisor

Contingent Payment 1 due

July 2017

Crew Advisor

Contingent Payment 2 due

October 2017

Crew Advisor

Second Contingent Organizational Meeting
   Distribute:   Crew Binders
                        Philmont 2018 Medical forms
                       
Philmont Planning Guide

December 2017

Contingent Advisor
Crew Advisor
Any others

Distribute Philmont Medical forms to crewmembers - download from here

Fall 2017

Crew Advisor

Crews have all members selected

Send Crew Emergency Contact list to Contingent Advisor

12/1/2017

Crew Advisor

Contingent Payment 3 due

December 2017

Crew Advisor

Final Contingent Payment Due

February 2018

Crew Advisor

Philmont mailing received, Crews pick-up:
         TREKS 2018 Itinerary Guide book
         2018 Guidebook to Adventure
         Crew Leader/Advisor Information
         Contingent Council Shoulder Patches
         Itinerary Selection Instructions/Qorksheet

Crews enter Itinerary selection information on itinerary selection website, receive itinerary assignment

~Spring 2018
  
  
  
  
  

~April 2018

Contingent Advisor
Crew Advisor

Crew Tee-Shirt design complete, order tee-shirts

4/1/2018

Crew Advisor

Complete/verify Wilderness First Aid & CPR training
  Verify adult leader registration & Youth Protection training

April 2018

Crew Advisor

Collect all Medical forms & Insurance Cards from crewmembers.
Scan medical forms in PDF format and upload to website 

Do not send them via email

4/15/2018

Crew Advisor

All Crew paperwork must be turned into Contingent Advisor No Later Than 4/15/2018

Final Contingent Organizational Meeting
   Distribute:   Contingent Duffle bags
                        Family Information sheets

Spring 2018

Contingent Advisor
Crew Advisor
Any others

Crew Tee-Shirts complete, distribute to crewmembers

May/June 2018

Crew Advisor

Depart for Philmont

6/24/2018

Contingent Advisor
Bus Leaders
Crew Advisor

Return to Austin

7/7/2018

Contact the Contingent Advisor at any time if there are questions or issues that need to be resolved.