BSA Sea Base Forms and tips to organizing them for a speedy check-in

 

Sea Base, being BSA, has forms. And more forms. And guides and other resources ! Below are links to many of the forms you will need if you are attending Sea Base. Of course, be sure to see the current guide to you specific adventure for details (see the Sea Base adventure guides and packing lists ).

Contents

1. Required forms
2. How to organize your forms for a fast check-in
3. Important forms and restrictions for every participant
4. Informational guides and checklists, cost calculators

 

Sea Base has 18 different adventures at 4 different locations (Isalmorada, Brinton Center on Big Pine Key, Bahama and St. Thomas) many of which have different activities and just to make things confusing, very similar names. The paperwork and travel information can vary widely between some adventures, so it’s important to know which program your unit is registered for.

Required Forms

You must have these current, completed and organized, if you want things to go smooth during check-in!

Here's what you need (as of 2026) with links to the official Sea Base website - ALWAYS get your forms there, as they may change.

All of these links take you to the most current Sea Base official forms page:

• Pre-Event Medical Screening Checklist
• Medical ABC Form - Scouting America Annual Health & Medical Record (AHMR)
• Dietary Notification Form
• Exemption from Immunizations (adult)
• Exemption from Immunizations (youth)
• Sea Base Risk Advisory
• Sea Base Participant Health and Safety Advisory

Sea Base also has program-specific forms, which you may - or may not - need:

• Florida Keys/ St. Thomas Vessel Liability Waiver (for overnight sailing crews only)
• Bahamas Vessel Liability Waiver (for 6-8 & 10-12 sized vessels)
• Bahamas Vessel Liability Waiver (for the 18-20 sized vessel) 
• Bahamas Consent Form
• Scuba Adventure
• Scuba Live Aboard
• Scuba Certification
• Scuba Advanced Marine

• Reef Trek

How to organize your forms for a fast check-in

Former Sea Base participants say organization is key! Many people recommend the following:
Make a copy of everything and leave the original copies with one adult who is not on the trip. That adult is someone who can be on standby during check in. That prevents you needing to track down individual parents, if there is a problem. Sea Base does give you back all documents.

I use an accordian-style inexpensive file folder with a handle like this one shown in these two photos, shown both closed and open, (this one has 25 pockets with tabs for each pocket).

1. Organize by form type - put all forms of ONE type in a pocket or folder or large envelope or organizer and label each, so you have one pocket or envelope for each of the following. Next, within each of THOSE folders, organize it by sub-folders for each crew-boat or roster order. Just print the info below, and tape the folder info below on to the folder for easy identification of the contents: 
    
   
   1. Folder 1 - Rosters, Membership ID's, etc:
      1. Membership cards - You need these right at check in.  Best to have printed membership cards. You can have each scout/parent pull up Scoutbook+ and verify by showing ID on the phone, but that will be more time-consuming. To get your Scouting America (BSA) membership card, log in to my.scouting.org  go to the menu, select "My Profile," and click the membership card icon to download or print your card, it's a PDF
      2. Pre-Event Medical Screening Checklist (prefill the basic info)
         Vessel waivers,
      3. Swim records.  Note: Regarding who can administer and signoff on swim test certifications, the conscientious leader referred to in Chap 5 of Aquatics Supervision is for swim tests for UNIT activities. Swim tests for Sea Base, Philont, District/Council/HA must conducted and signed by someone with the qualifications listed on the form, typically that's a Red Cross certified lifeguard. .
          
   2. Folder 2 - Training forms and individual waivers
      Training: Tell participants not to wait until the last minute to do this; most training is about 30 minutes each:
      1. Individual waivers,
      2. Safeguarding Youth Training Certificate
      3. Safe Swim Defense Training Certificate
      4. Safety Afloat Training Certificate
      5. Hazardous Weather Training Certificate
      6. Plus one Adult per boat/crew must ghave completed these two:
         - Wilderness First Aid (2 to 5 day course!) and
         - CPR Training Cards, Front and Back (CPR is a one-day class, typically)
          
         
   3. Folder 3 - Medical forms -
      Each participant's signed and current
      1. Scouting America Annual Health & Medical Record (AHMR) forms
      2. Health Insurance Card Copy - Front and Back, per participant, and
      3. Sea Base medical forms (there are a bunch of these), that may or may not apply:
         Dietary Notification Form
         Exemption from Immunizations (adult)
         Exemption from Immunizations (youth)
         Sea Base Risk Advisory
         Sea Base Participant Health and Safety Advisory
          
   4. Folder 4: Miscellaneous travel documents and receipts
      You'll want this for reimbursements.
       
      
   5. Folder 5: Crew Folder
      Contains duty rosters (such as anchor watches - see Sample Anchor Watch Schedule. ), plus feedback forms that you’ll receive during check-in.
      Crew names
      Unit Roster
      Unit Swim Classification Record
      Letter from Council stating that mixed troop crew is approved, if it is a mixed crew
      
      
2. Pro-tip, Put adult trainings in each folder first, followed by minors/scouts.
    
3. SCUBA trips: Remember, there are additional forms for SCUBA adventures, on the forms page.
    
   
4. Trips outside of the U.S. will require passports and possibly other documents, especially for minor children of divorced parents!
    

Sea Base’s business hours are 9:00am-5:00pm ET, Monday-Friday. If you need to get in touch with someone immediately, use the Sea Base contact list.

Important forms and restrictions for every participant:

Not an all-inclusive list, just some that stand out!

1. Adults: Without exception every adult leader and all individuals over 18 participating in a Sea Base program must
   • be registered with Scouting America - Adults may be registered in any unit position that requires a background check and volunteer database screening. Attending adults may not be registered solely outside of a unit: Example: Merit Badge Counselor with no unit registration.
   • complete Youth Protection Training, Scouting America Safe Swim, Scouting America Safety Afloat, and Hazardous Weather Training Certificate.
   • Per boat,
     One adult age 21 or older must complete Wilderness First Aid Training and
     one adult age 21 or older must complete CPR/AED Training.
2. Every participant, youth and adult, must complete Scouting America Swim Test as a Swimmer passed on a date within a year of the start of their adventure. The Scouting America Swim Test should be documented on the Unit Swim Classification Record and submitted during check in.
3. Sea Base participants must be in good health. All participants must provide a current and complete the 2019 version of the Scouting America Annual Health and Medical Record (AHMR). AHMR’s are current for 12 months from the end of the month in which they are completed. For example, if the medical form is signed and dated on June 2, 2024, it is valid until June 30, 2025. No other medical form will be accepted.
4. No participant can exceed 295lbs as evidenced by the medical form. No exceptions will be
   made, as this is the weight limit for safety equipment aboard our US Coastguard inspected vessels. Participants exceeding 295lbs will be sent home at their own expense. No refund will be given.

See these pages for more information, photos, tips and first hand accounts!

• Packing lists - what you NEED and where to get it!
• All about snorkels, masks, what to get and where
• Official Sea Base FAQs page
• All official Sea Base forms
• Recording equipment for underwater and above water!
• Unofficial Big Munson Island Facebook page.