Troop 606 Outdoor Planning Guide

Troop 606

Guidelines for Organizing Outdoor Activities

Last modified, October 24, 2005

Introduction: The first item mentioned on page 1 of the Boy Scout Handbook says:

SCOUTING promises you the great outdoors. As a Scout, you can learn how to camp and hike without leaving a trace and how to take care of the land. You’ll study wildlife up close and learn about nature all around you . There are plenty of skills for you to master, and you can teach others what you have learned. Everyone helping everyone else – that’s part of Scouting, too.

Adult volunteers in the Troop are essential to Scouting keeping this promise.

Identify Trip:

· Trip planning takes place each spring for the ensuing year. The Outdoor Chair and Scoutmaster are primarily responsible with input from the PLC and interested Scouts. The planning culminates with a planning meeting with all Scouts and interested adults invited and able to participate.

· In the course of planning, school district calendars, the BSAOC RDM District and Council calendars are consulted.

· Once identified, the adult trip leader should promptly confirm that there are no scheduling conflicts.

Identify Adult Trip Leaders: Identify an adult volunteer to lead the trip.

· Typically this is a person who is interested in the particular activity.

· Identify co-leader for two-deep leadership. At least two adults must be on all events. One must be a registered adult and the other must be either a registered adult or a parent of a participating scout. One must be at least 21-years old

· Confirm that leaders are appropriately trained for the activity (see BSA Permits below)

· The registered adults must also have current YPT (Youth Protection Training). It is recommended that both adults have YPT.

· Confirm that someone has appropriate First Aid & CPR training. Refer to A Guide to Safe Scouting for specific requirements.

Reservations and facility permits: The adult trip leader should make reservations and obtain permits

· Reservations (e.g., campgrounds) and permits (e.g., for wilderness areas) are often required. Often, these must be obtained months in advance and should be made ASAP after the trip is added to the troop calendar

· Do not forget to take any proof of reservations and permits on trip.

· Remember that camp managers and local rangers can be a good source of information about a destination. Often it makes sense to talk with them by telephone in advance of a trip to learn as much as possible about a destination.

BSA Permits: The adult trip leader should obtain a BSA Local (less than 500 miles one way travel) or National (greater than 500 miles one way travel) Tour Permit

Important: General information is provided below, but please refer to the Tour Permit and A Guide to Safe Scouting for more detailed information.

· Form is available on Troop website as well as Council website

· Form must be completed and submitted to the Council office (it reviews the form for completeness, logs it in and returns a “stamped” portion which must be taken on the trip)[Note: The form says it must be submitted two weeks before the trip – they can act faster though it is good practice to submit the Tour Permit early.]

· The form must be signed by the tour leader and a committee member. Two separate signatures are required (even if you are both the trip leader and a committee member).

· Personal information must be provided regarding the assistant tour leader (name, age address & phone number).

· Tour leader must certify that he has read A Guide to Safe Scouting. [Available online at Council website.]

· If swimming, boating or climbing is involved, then Safe Swim Defense, Safety Afloat, Climb On Safely and CPR training is required.

· Information must be provided for each driver (name, driver’s license number, and vehicle and insurance information)

Financial Aspects The adult trip leader is responsible for the financial aspects the trip subject to the following.

· Trips must be self-supporting (i.e., participants must pay all of the expenses of the trip). The Treasurer will not make outlays or reimbursements for a trip in excess of the amount collected.

· Prepare a budget so that the cost can be estimated. Build in a contingency amount (over-collections can be refunded or credited to Scout Banks). [Typical budget items and considerations are included in Appendix A.]

· Collect in advance (this assures the money will be collected and acts to commit participation). Checks are preferable.

· Prepare a list of participants and submit it, with a copy of the budget and the checks, to the Troop Treasurer.

· The Troop will not make any outlays for a trip until checks have been submitted to the Treasurer and deposited in the Troop’s bank account. The Committee may make exceptions to this rule in special circumstances upon a request directed to the Committee Chair.

· Collect receipts for trip expenses, summarize in a Trip Trip Form (http://troop606.ocbsa.org/Forms.htm) and submit to the Troop Treasurer. The report should indicate actual trip expenditures relative to the budget and provide reimbursement information.

· Take into account any deposits or advance payments that must be made (e.g., to camps, river rafting companies, third-parties providing special instruction). Especially where costs are significant, make sure that participants are committed and that they pay before significant outlays must be made.

Identify Trip SPL: The adult trip leader, working with the Scoutmaster, should identify an older Scout to act as trip SPL at the appropriate time prior to the event. The SPL can work with the adult trip leader to start promoting the trip among the boys (see Promotion of trips and sign-ups, below)

· It is important to remember that Scouts should be given as much responsibility as possible. While there are aspects of trip planning and execution that must be handled by adults, the goal is for Scout leadership – not adult leadership.

· Involve Scouts as much as possible in the planning and preparation for the trip. Let them take the lead as much as possible. For example, they usually can:

- Promote the trip.

- Plan meals and shop for food (including staying within budget).

- Be responsible for group gear (most of it is in the Patrol Boxes).

- Make tent sharing arrangements.

- Make duty rosters and be responsible for making sure the duties are performed.

· Do not be afraid that Scouts will fail. They will and will learn from their failures.

Plan Trip Activities: Plan in advance (often by consulting with the Scoutmaster and Scouts) for trip activities, including opportunities for rank advancement and merit badge work.

Trip Plan: Prepare and circulate trip plan about one month prior to trip

· Plan should include list of participating adult leaders, Scout participants, contact information, transportation information, destination information, and summary of itinerary (including return day and time).

· Trips often commence with drivers and participants meeting at Carl’s Jr. at the corner of Culver & Michelson. Drivers often return Scouts to their homes.

· Consider specifying someone who does not go on the trip to be the principal contact person. This person could be contacted by the tour leader if necessary and could initiate a phone tree.

· Plan should be circulated to participating Scouts and their parents.

· In cases where the trip places the participants out of communication (e.g., backcountry trips), the trip plan should include an itinerary of the trip.

Promotion of trips and sign-ups:

· The date for beginning trip promotion and sign-ups varies with activity. For example, Florida Sea Base, Philmont, etc can be promoted more than a year in advance, while a local campout should be promoted about two months in advance. At the appropriate time, the adult leader and the trip SPL make the first announcement for the trip and begin sign-ups.

· The adult leader should always get the sign-up sheet back at the end of the meeting.

· The trip should be announced at every troop meeting leading up to he trip at a frequency that is appropriate given the date of the trip.

· Collect trip fees during the sign-up period. Adult leader should keep spreadsheet of sign-ups and payments.

· Identify volunteer drivers (remember that driver information is needed for the Tour Permit)

Permission Slips: Obtain permission slips for all participants during the sign-up period.

· Take on the trip as they include permission for emergency medical treatment.

· The Troop has a generic form (Troop Permission Slip http://troop606.ocbsa.org/Forms.htm). A more comprehensive form is required for high adventure trips (an example is in the Backpacking merit badge book).

Medical Forms: Confirm adults and Scouts have necessary Medical Form (Class 1, Class 2 or Class 3). The following is excerpted from A Guide to Safe Scouting. Please refer to it for complete information.

· Class 1: Includes any event that does not exceed 72 consecutive hours, where the level of activity is similar to that normally expended at home or at school, and where medical care is readily available. Examples: day camp, day hike, swimming party, or an overnight camp.

· Class 2: Includes any event that exceeds 72 consecutive hours, where the level of activity is similar to that normally expended at home or at school, and where medical care is readily available. Examples: resident camping, tour camping, and hiking in relatively populated areas.

· Class 3: Includes any event involving strenuous activity such as backpacking, high altitude, extreme weather conditions, cold water, exposure, fatigue, athletic competition, adventure challenge, or remote conditions where readily available medical care cannot be assured. Examples: high-adventure activities, jamborees, Wood Badge, and extended backpacking trips in remote areas.

· Adults age 40 or older will use [the Class 3 form] for Class 2 and Class 3 activities.

· Note: Scout camps often have their own medical form requirements.

Trip Meeting: If appropriate to the activity, hold a trip meeting, before, after or during the troop meeting to organize patrols and meal assignments

· If a Patrol Method campout, then have Patrol Leaders download Patrol Trip Form (http://troop606.ocbsa.org/Forms.htm) . This form is completed by the Patrol Leader as record of planning and expenses.

· Boys/families who are responsible for the food usually buy it all up front

Gear List: Prepare and circulate a clothing/equipment list about two weeks before trip.

· Class B uniforms are appropriate dress for most trips

· Give specific instructions if these or other clothing is required for travel

Departure and Return:

· Traditional departure location is the Carl’s Jr. at Culver and Michelson

· Collect and trip fees due

· Collect remaining permission slips

· Make final car pool assignments

· Make sure parents have appropriate contact and destination information including site telephone if applicable, and leaders cell phones

· Boys are typically dropped at their homes by returning drivers

· Adult trip leader must take the Guide to Safe Scouting on the trip

Trip Report:

· File a Troop Trip Form (see Financial Aspects above) with the treasurer and advancement chair (for entering in TroopMaster) after the trip

· Please discuss any issues regarding any adult participants with the Committee Chair and regarding any Scouts with the Scoutmaster.

Keep in mind:

· Each trip is different so the outdoor coordinator and the trip leader need to be creative to make it happen. Stay flexible and remember this: It’s all for the boys

Appendix A: Common Budget Items and Considerations

ITEM	COMMENTS
Camping Fees	Many campgrounds require camping fees.
Permits	Some trips require permits with associated costs (e.g., Wilderness Permits for backcountry trips).
Group Gear	Some trips involve the purchase of supplies for the group (e.g., first aid items, fuel, firewood, insect repellant, sunscreen).
Food	This involves true budgeting (i.e., estimating the cost and making sure that actual spending stays within the budget). A typical guideline is $10/day ($3/breakfast, $3/lunch and $4 dinner).
Transportation	This most commonly involves reimbursing drivers for gas costs, but may involve public transportation (planes, trains or buses). As far as reimbursing drivers is concerned, different practices have evolved within the Troop. Drivers generally are not reimbursed for driving Scouts to nearby destinations. Drivers generally are reimbursed for estimated gas costs for driving to far away destinations when driving a number of Scouts or transporting gear. A word of advice: keep it simple (e.g., reimburse a specific amount per mile without regard to vehicle type or the number Scouts or amount of gear transported).
Other Expenses	Some trips involve other costs (e.g., fishing trips, river rafting, motel or house rentals, hiring instructors for activities such as rock climbing or fly fishing)
Awards	Some trips offer the opportunity for special awards or patches.
Contingency	Build in a reasonable “cushion” remembering that it’s difficult to collect later for unanticipated expenses. If an over-collection turns out to be significant, it can be credited to Scout banks or reimbursed.
Overriding Principle: Participants should pay the cost of their trip. They should not be subsidized by everyone else Special Note for High Adventure Camps: A number of the national High Adventure Camps (e.g., Philmont Scout Ranch) require substantial payments well in advance of the trip. Commit to the minimum number of spots possible because (a) many payments are not reimbursable and (2) it is often possible to add additional participants later.
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