FAQ
May 20, 2011
ATTN: World Jamboree Scouts, leaders, and International Service Team: We have now reached “the point of no return” when it comes to refunds for those canceling as a participant in the WSJ. This means there is no longer a refund available… jamboree fees have been paid, airline tickets purchased and seats assigned, and tents purchased. All are non-returnable, our sea container is filled and ready to ship, etc… and all things paid are no longer refundable to BSA. This applies to contingent members as well as IST.
If someone in the contingent cancels at this point, there will be no refund unless they recruit someone to take their place, and there is time to make those changes (passport being the biggest issue). In this case, they would receive a refund less the $10 non-refundable application fee and any applicable airline fees charged to make a name change on the ticket.
If someone in IST cancels at this point, there is no refund.
When are fees due?
The $10 nonrefundable fee is due at the time of registration. No other fees are expected until the application is accepted as part of the BSA’s contingent. At that time, the applicant will be expected to catch up with the payment schedule.
When will contingent selections be made?
Regions will be selecting Scouts in the fall of 2009 or early 2010. They will make adult leader and staff assignments after applicants are interviewed in the spring of 2010.
Can Scouts do fund-raisers for jamboree fees?
Scouts should check with their local councils to see what their policies are. We strongly suggest that a Scout applicant try to earn some of the jamboree fee. In past world jamborees, some Scouts have worked with civic organizations for financial assistance. As always, any fund-raising must be done following BSA and local council policies.
I can’t log into MyScouting.
Be sure to use your current log-in name. On June 1, 2009, MyScouting changed the requirements for the log-on names from e-mail addresses to non-e-mail addresses. If you still can’t log in, contact the BSA’s national service desk at 1-800-627-3025 or send an e-mail to myscouting@scouting.org.
What are the gateway cities?
Gateway cities have not been determined yet.
My daughter isn't old enough yet to register, but she will be old enough to go. How do I register her?
If by July 1, 2010, you will meet all qualifications (including age) to attend the jamboree, contact the world Scout jamboree registrar at worldscoutjamboree@scouting.org.
I can’t register as a crew advisor.
World jamboree adult leader positions are Scoutmaster, first assistant Scoutmaster, second assistant Scoutmaster, or third assistant Scoutmaster.
Can I pay for my son’s airline tickets with frequent-flyer miles?
Scouts and leaders attending the jamboree with the BSA’s contingent must travel with the contingent. Because the airline tickets are purchased as a block, frequent-flyer miles cannot be used. Since the International Service Team must arrange for its own transportation, it is welcome to use frequent-flyer miles.
What is the International Service Team?
Members of the International Service Team are actually jamboree staff. Jobs vary by each world jamboree. To learn more, visit the World Scout Jamboree Sweden 2011 site for the latest information.
When will I know if I am approved to be on the International Service Team and what my job will be?
Each region will set up interview dates for International Service Team applicants. Based on the results of their interviews, approved applications will be forwarded to Sweden for consideration. If accepted, it should be noted that exact staff assignments may not be known until arrival at the jamboree site.
I received an HTTP 403 error. What does that mean?
You received the 403 Forbidden message because you have Microsoft Office Live Add-in installed on your computer. If you uninstall this, you will have no problem registering. To do so, go to your computer’s control panel and, if you have Windows XP, select “Add or Remove Programs,” then select “MS Office Live Add-in,” and uninstall it. If you have Windows Vista, you can uninstall it from “Programs and Features.”
Can the age be waived to allow younger Scouts to attend the World Scout Jamboree?
No. Since the age requirements are set by the jamboree's host Scouting association, they cannot be waived.
What is the approval process for applications?
All youth and adult applications must be approved at the council, region and national levels. Region approvals require that all adults must be interviewed. Staff applications must be approved by council, region, national and The Swedish Guide and Scout Council. All staff must be interviewed and approved by the region. There may be some time between the council and region approvals for adults and staff while interviews are scheduled. There may also be some time between national interviews and The Swedish Guide and Scout Council selection for staff positions.
What is the process to apply for a scholarship?
At this time it is uncertain whether or not scholarship funds will be available for this jamboree. If funds become available, we will post the information and application on this Website.
When will my region be holding interviews for adult applicants?
Northeast Region will conduct interviews in April 2010; Western Region has two dates set─October 10, 2009, in Denver, Colorado, and November 21, 2009, in Portland, Oregon. Dates for the Southern Region and Central Region are not scheduled.
How will I know when my son’s application has been approved to be part of the world jamboree contingent?
Boy Scout or Venturer applications for the 2011 World Scout Jamboree must be electronically approved by their local council and region. Once approved, the applicant will receive an e-mail from the region informing them that they have been accepted. At that time, the applicant must start making fee payments and will be expected to bring them current to the posted fee payment schedule.
BSA WSJ Questions Part 2
Does our travel agent, Fusion, know whether units will have to clear customs at each of the international transfer cities?
There is enough time to do that if necessary in all locations except Oslo, particularly if they have to get bags to clear customs. We understand that units will have to go through security but not customs at international transfer cities.
Since airlines have cut back on food service, will money be made available for the units to buy something to eat between flights with long layovers?
This will not be a problem because international flights have not cut back on meal service. We will investigate further, but we believe there is no need to buy food in airports.
Will the world Scout jamboree team/Supply Group provide the extra neckerchief to all participants?
Yes.
When can participants expect to get their numeral patches? Will the numeral patches and the neckerchiefs be sent simultaneously?
Once produced, our plan is to ship unit numerals directly to each troop/crew member.
When do participants get their second BSA world jamboree pocket patch?
Some participants have not received theirs even though their payments are above the $2,000 level. Contingent members receive their first patch upon receipt of their first $500 payment. A second will be mailed out once their jamboree fee is paid in full. Currently, patches are being sent out as records are updated with payments.
When will participants receive world Scout jamboree luggage?
Before July 1.
Will adult leaders get two duffel bags each, as has been previous practice? Or will they have to bring their own bag for extra gear?
Adult leaders will receive one duffle bag and one day pack.
How will BSA headquarters communicate with troop/crew leadership?
Each Scoutmaster and Advisor will receive a cell phone for communications within Sweden.
When will unit flags and American flags be provided to the units?
U.S. and troop flags will be distributed to leaders at the jamboree.
Will units (troops/crews) be permitted to ship materials in BSA contingent Conex containers?
If so, when and where must stuff be shipped? Currently, there are no plans allow this.
What programs (mountain boarding, swimming, Leave No Trace) is the U.S. supposed to provide?
That will be decided by the BSA and Sweden.
Reminder—Since everyone must bring their own bowl, plate, cup, and eating utensils, there will not be extra sets to accommodate guests at mealtime. We are working on a solution.
There seems to be a lack of communication from Sweden. Sweden’s website was updated recently. Visit
www.worldscoutjamboree.se
.
We’d like to ask that our leadership team revisit the decision of no unit-specific wear like T-shirts or hats. There has been no change in policy.
What is the status of scholarship fund requests that have been submitted?
Scholarship requests are being reviewed now. Approved applicants will be notified by mail or email.
What supplies are in the first aid kits?
We are checking to see whether first aid kits can be purchased from Sweden. If not, we will provide a basic first aid kit. Nothing more will be needed since troops will not be touring.
Cultural day food—What are the plans?
We will discuss and finalize this at our next phone conference. At this time, we would like regions to canvass their leaders for suggestions. One already given would include dutch oven cooking.
Flags—Will the poles and flags (U.S. and troop) be provided with ground stakes?
Since we cannot ship wood into Sweden, we are discussing our options with Sweden. More information is to follow.
Gateway materials? What do we expect to have available to us?
We believe that specific gateways will not be used at this jamboree. They will be using troop and patrol flags, though. Both would be designed by troops and patrols onsite using specific materials. We will try to get more specific information next week when we travel to Sweden.
What is the best way to send express mail, overnight mail, or other items to the jamboree?
We are not sure whether the world Scout jamboree is set up for incoming mail. We will confirm this with Sweden.
The hats in the BSA catalog are too expensive. Can the units have their own hat?
Any BSA cap will be acceptable.
Will the BSA provide a youth release form for parents picking up youth at the jamboree, or shall the leaders make their own?
Only Scouts who live outside the U.S. will be allowed to depart with parents. Pickup will be outside security at Copenhagen’s airport. All others must travel with their contingent to and from the jamboree. A release form will me emailed to parents of the Scouts this applies to.
Passports: A few parents have asked why the BSA is requesting that passports expire six months beyond our anticipated stay when the website for Denmark requires just three months. Here is the explanation we received:
According to the Denmark Ministry of Affairs and the Danish embassy in New York City, people traveling on an American passport may enter Denmark and the other Schengen countries without a visa and stay as a tourist for up to three months. The passport must be valid three months beyond the last day of stay in the Schengen countries.
Because a person can stay in Denmark for up to 90 days without a visa as long as they have three months of validity PAST the last day of their stay, they technically should have six months’ validity remaining on their passports—meaning three months beyond the 90 days they are allowed to stay.
The Boy Scouts of America asks that all passports for our 2011 World Scout Jamboree contingent have an expiration date of no less than six months after the date of the contingent’s departure from Copenhagen. A passport expiring less than six months from August 7, 2011, could result in the traveler being refused boarding for the flight going to or returning from Copenhagen.
When you obtain your boarding pass from your airline, that agent determines whether the “letter of the law” requires three months beyond your stay or three months beyond the 90 days you are allowed to stay without a visa. Refusal to allow you on board the aircraft is their decision, and that decision is final.
If a participant’s passport expires before February 7, 2012, and they are refused boarding for their outbound or inbound flight, the individual would need to deal with the State Department and/or airline on their own. The BSA would not be able to intervene. In addition, if the individual is refused boarding to Copenhagen and misses the jamboree, there would be no refund of their jamboree fees.
The BSA strongly suggests that those parents arguing about the six-month request by the BSA reconsider their stance.
When must the copy of the passport be received by the BSA?
April 15 or earlier.
Will the BSA accept a copy of a passport for the purpose of ticketing, etc., that is valid through August 7, 2011, and then later accept a newer passport for travel that is valid well beyond the 90- or 180-day limit?
Yes, even though the renewed passport will have a new number, we believe the airlines will allow the change.
At what point will a participant be told it is too late to submit a copy of their passport, and hence their participation has been canceled?
If there is a passport emergency, we will work with the individual and the airline to try to resolve the issue
By when must all medical forms have been screened for completeness by the troops?
The procedure for handling medical forms will be posted at a later date.
How late will the BSA world jamboree medical officer accept medical forms for review?
The procedure for handling medical forms will be posted at a later date.
Most parents and physicians fail to complete all the questions on the medical form. Must we refuse these medical forms until the questions have been answered, or do we simply forward these incomplete medical forms to the BSA world jamboree medical officer for review?
The Scoutmaster/Advisor should return incomplete forms to parents for missing information.
Should we expect Swedish medical personnel to be able to read poor handwriting with U.S.-specific medical abbreviations?
At what point do we ask for the medical form to be redone? In the past, we never encountered a need to have forms redone. If questions arise onsite, we can contact parents for needed information.
At what point will a participant be told it is too late to submit their medical form, and hence their participation has been canceled?
This information will be posted at a later date.
What are the BSA’s standard operating procedures or guidelines for participants on connecting flights that are delayed getting to the gateway departure flights?
Our travel agency, Fusion, will have representatives at each gateway airport to deal with these issues should they arise. In addition, the letter accompanying each member’s ticket will include an emergency phone number for participants to use in the event of problems on travel days.
What are the BSA’s standard operating procedures or guidelines for participants that miss connecting flights going to or returning from the jamboree?
See answer above.