July 30, 2012
ARRIVAL AND CHECK-IN PROCEDURE
Before the Encampment Begins
Preparing paperwork before arriving at the encampment will shorten the check-in process. Before leaving for camp, ward and stake leaders should do the following:
Departing for the Encampment
Each stake has been assigned a 30-minute arrival “window.” Plan to leave home allowing plenty of travel time so that you can arrive at your assigned time. Wards or stakes that arrive outside their designated arrival window may have to wait at check in while those stakes scheduled for that arrival time are checked in.
The vehicle traffic generated by the encampment will double the amount of traffic on Highway 2 during the Monday arrival and Saturday departure times. We have been working with the Washington Department of Transportation to develop a traffic control plan to manage this additional traffic. Arriving outside your designated time window will affect the number of vehicles on the road, which could create additional congestion. Please don't assume that it will be OK to decide to arrive at a different time because it is only a few cars.
We strongly encourage you to consolidate equipment into as few vehicles as possible. This will reduce the number of vehicles that need to be in Camp Sunrise and Monday and Saturday and will also reduce the number of vehicles that need to be parked in the Finch Lodge parking lot, which is a smaller lot.
Arriving at the Encampment
All vehicles arriving on Monday morning should drive directly to the check-in site, which is located on Highway 2. Do NOT drive directly to Camp Cowles or Camp Sunrise.
The encampment check-in site is located on Highway 2 approximately 1¾ miles east of the intersection of Highway 2 and North Shore Road. This location is approximately 4¼ miles west of the intersection of Highway 2 and South Shore Road. Vehicles arriving from either direction will see orange road signs that say “Turning Traffic Ahead” approximately 800 feet before the entrance.
We have been granted a variance by the Washington Department of Transportation to allow left turns across the painted median during the scheduled arrival times on Monday and scheduled departure times on Saturday. This variance does not apply outside these time frames.
There will be heavy vehicle traffic during these times. Please slow down and be cautious in this area. Although we have been granted a variance to make left turns across the median, all other traffic laws apply.
The stake leader carrying registration materials should arrive before other stake members. If the medical records carried by this leader have not arrived, other stake members cannot check in.
Checking In with Registration
Everyone arriving will check in with registration at the check-in site. The registration staff will check to make sure that medical records for each participant are in the stake binder. Each attendee will be issued their passport and other items at check-in. After checking in, participants will board waiting school buses for the trip to Camp Sunrise, which will take just under ten minutes.
Vehicles staying the entire week will be parked at the check-in site. This area will be staffed by security 24 hours a day during the encampment. There will not be bus service to this parking area during the week. Please take everything you need from your vehicle with you to Camp Sunrise.
Vehicles carrying camp equipment will leave the check-in area as soon as those in the vehicle have been through registration. These vehicles will turn right out of the check-in area and travel 1¾ miles to North Shore Road. They should then make a right turn on North Shore Road and follow North Shore Road to Camp Sunrise. Parking staff at the Camp Sunrise gate will direct them into camp. Once equipment is unloaded, these vehicles will leave camp and proceed north to the parking area near Finch Lodge.
Leaders who are not staying for the entire week will be able to park their vehicles at Finch Lodge. These leaders should let the parking staff know they will not be staying the entire week when they arrive at the check-in site. They will follow the same route as equipment vehicles but will continue past Camp Sunrise to the Finch Lodge parking area.
Mid-Week Arrivals and Departures
Leaders arriving during the week should proceed directly to the Camp Sunrise gate, where they will be met by security staff. The security staff will provide additional instructions.
Leaders departing during the week should take the camp bus to the Finch Lodge parking area.
Each stake has an assigned departure time on Saturday, similar to the arrival slots on Monday. Leaders driving vehicles that need to be loaded with equipment should take the camp bus to Finch Lodge early enough to pick up their vehicles, drive to Camp Sunrise, load equipment, and be prepared to leave within your stake's departure window.
We are subject to the same constraints on traffic density during departure as we are during arrival. We recognize that you will be anxious to load up and head home, but we need to manage the departure process to avoid congestion on Highway 2. If we find that departure is proceeding better than expected, we will attempt to accelerate the process so that you can get out earlier.
Leaders will not be able to pick up vehicles at long-term parking or the Finch Lodge parking lot and then go to Camp Sunrise to load their passengers. All passenger loading will happen at the long-term parking area. Under no circumstances should anyone attempt to load passengers by stopping on North Shore Road and having passengers walk out from Camp Sunrise to the road.
After taking the bus to the long-term parking area, load your vehicle and then carefully exit the parking area and have a safe trip home!
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