Guide and Checklist for Planning a Troop 264 Outing

GUIDE AND CHECKLIST FOR PLANNING A TROOP 264 OUTING — Updated July 2013

Scout or Suggested Scouter Step Timeframe Completed Responsible Task Weblink or other resource

A list of outings Troop 264 has done and links to Identify outing (hike, campout, visit to additional information is available at historic site, etc.) and dates of outing. http://www.troop264olney.net/outings.html 3+ months 1 before outing Also look in past issues of the Signaler for ideas.

Obtain approval for outing from Troop 3+ months Leadership Council, Scoutmaster, and/or 2 before outing Troop Committee.

Senior Patrol Leader assigns responsibility for planning and conducting outing to a host patrol. Host patrol parents serve as outing leaders. Two- Youth Protection Training information available deep adult leadership required. At least at http://www.boyscouts- 3+ months one adult must have current Youth ncac.org/openrosters/ViewOrgPageLink.asp? 3 before outing Protection Training certification. LinkKey=15972&orgkey=1934

1 GUIDE AND CHECKLIST FOR PLANNING A TROOP 264 OUTING — Updated July 2013

As soon as possible after The troop calendar is available at approval by List outing on troop calendar. Begin http://www.troop264olney.net/documents/calend TLC, promoting event at troop meetings and in ar.pdf Scoutmaster, the Signaler, even if all details are not yet or Troop arranged. Early promotion enhances Send updates to the calendar at 4 Committee attendance and increases anticipation. [email protected]

If outing requires overnight stay, identify campground or other overnight facility A troop check can be obtained for any 2+ months and make necessary reservation. necessary deposit by contacting the Troop 5 before outing Calculate cost per person. Treasurer.

Adults with an account at http://myscouting.scouting.org can take a number of training courses on-line Identify principal activities for outing (e.g., (recommended), or Safety Afloat and Safe Swim hike, battle reenactment, museum tour, Defense at the NCAC website. etc.). Determine if any special training (e.g. Safe Swim Defense, Safety Afloat, At least one adult on the outing must have: Wilderness First Aid, CPR, etc.) is Youth Protection Training, Weather Hazards, required for adult outing leaders. and CPR certification. These training 2+ months Calculate cost per person of any requirements need not be completed by the 6 before outing admission fees or other charges. same adult.

Determine if any Scout awards (patch, medal, merit badge or rank advancement requirements) can be earned on the outing and identify the requirements for 2+ months doing so. Calculate cost per person for 7 before outing any patches or medals.

Identify whether any special accommodations are needed for Scouts or Scouters with special needs (e.g. physical limitations, food allergies) and 2+ months what facilities are available to 8 before outing accommodate those needs.

If outing requires meal preparation, specify patrol cooking or troop cooking. Troop cooking means Scouts prepare meals for all under Scoutmaster's direction. Develop menu for meals and list of food to be purchased. Calculate cost for meals (rule of thumb is $5 per 2+ months person for breakfast, $5 per person for 9 before outing lunch, $10 per person for dinner).

Scout or Suggested Scouter Step Timeframe Completed Responsible Task Weblink or other resource Calculate cost per person for trip, including food, camping fees, activity and 2+ months admission fees, patches or medals, plus 10 before outing 10 percent for troop overhead.

Develop individual, troop, and patrol gear lists for outing and publish in The Links to guides for cold weather camping are 2+ months Signaler and/or announce at troop available at 11 before outing meeting. http://www.troop264olney.net/links.html

Host patrol member should write a compelling description of the outing for publication in The Signaler, with gear lists, cooking information, and cost per person, and make announcement of outing at troop meeting. You do not have to have all the details to announce the event in the Signaler. Include a name, 2+ months phone number, and email address for Information for The Signaler should be sent to 12 before outing more information. [email protected]

Publish in The Signaler a permission slip for the outing to be signed by a parent or A template for a permission slip is available at 2+ months guardian and provided to the outing http://www.troop264olney.net/documents/permis 13 before outing leader. sionslip.doc

Through the SPL and Troop Leadership Council, get list of names of Scouts and Scouters who plan to attend outing. Remind Scouts and Scouters that once they commit to going on outing, they are 1 – 2 months responsible for their share of the costs, See Troop Activity Policy in each month's 14 before outing even if they later decide not to attend. Signaler

Identify number of adult drivers needed for outing and obtain insurance information from Troop Advancement Chairman. Make sure each vehicle has sufficient seat belts for all passengers. Auto insurance information form available at 1 month Driver information is necessary for http://www.troop264olney.net/documents/troop- 15 before outing obtaining a tour plan. auto-form.pdf

A tour plan is required for ALL outings taking place beyond the boundaries of NCAC Council Map NCAC (except Goshen Scout Camp), and for any activity involving aquatics, Information about a Tour and Activity Plan are climbing, boating, shooting, or flying. available at http://www.scouting.org/scoutsource/HealthandS Driver information is needed for a tour afety/TourPlanFAQ.aspx plan. Required: names of drivers; make, At least 21 model, year of vehicles; number of Tour plans must be requested online: for further days before seatbelts, and verify that the driver(s) information, contact Mr. Bickel at 16 outing have insurance. [email protected].

Prepare maps and driving directions to Driving directions and maps can be generated at 2 weeks outing. No outing may involve more than www.mapquest.com or 17 before outing 10 hours per day of driving. maps.google.com/maps?hl=en&tab=ll

Identify meeting time and location for trip departure and return time and drop-off point for Scouts on return. Ask SPL to communicate this information to patrols through Troop Leadership Committee, make announcement at troop meeting, 2 weeks and send email with this information to 18 before outing troop members.

Collect money for trip and permission slips at departure. Hand out maps and driving directions to drivers and provide At or before permission slips for Scouts in each 19 departure vehicle to the appropriate driver.

Provide cell phone numbers for outing At or before leaders to parents. Exchange cell phone 20 departure numbers among all drivers.

Upon return, calculate total cost of trip A spreadsheet template for accounting for outing Within 2 and provide accounting to Troop costs and receipts is available at weeks after Treasurer. Collect any monies still owed http://www.troop264olney.net/documents/Troop 21 outing by participants. OutingExpenseAccounting.xlt

Patrol leader of the host patrol should Within 2 assign responsibility to one or more weeks after Scouts to write account of outing for The 22 outing Signaler. Include photos when possible.

Adult outing leaders should conduct a review with the responsible patrol and the Within 1 Troop Leadership Committee of what month after went right, what went wrong, and what 23 the outing could be improved for the next outing.

The Troop 264 website is located at http://www.troop264olney.net/ Adult outing leaders and the host patrol should provide information about the Draft a Historic and Camping Info Summary and Within 2 outing that would be useful in planning a forward it to [email protected] for months after similar outing in the future for inclusion on inclusion with other summaries, for future 24 the outing the troop website. reference.