Troop 571 Outing Planner

Thank you for signing up as the trip advisor or Adult Outing Advisor (AOA)! Your job is to help facilitate the things the “Scout in Charge” (SIC) cannot do, and to mentor and advise him to help him learn. Here’s a planning template you can use that takes you through the steps to plan an outing. Some outings might need more planning but most simply require you to follow the plan in order to succeed. Please consider this only a guide and tailor it to you and your outing needs! Most of all have fun with it!

Working backwards from the event, make a time line of when each step should occur. The key is to allow adequate time. All of the Scouts at a TLT are provided the spreadsheet that corresponds to this timeline, generated by our own Mr Wisegarver (ASM).

60 - 120 days before event. (9 to 10 months for popular destinations such as a National Park or BSA High Adventure)

Step 1. Contact destination. Check with the destination to see if deposits, special permits or space reservations are required. Are there restrictions near the dates on which you plan to have the event? Make a list of important information about the event including: web site, contact name, address, telephone, fax, dates, costs, special equipment, parent release forms, space reservation dates and deposits.

Step 2. Set the date. If the troop has not assigned a date: e-mail the date(s) you are thinking of using along with the rough plan for the event to the troop adult leaders. (I'll e-mail the troop leader list to you which you may copy and paste.) Some of the leaders may have information about past or similar events that may help you and/or someone may have information that may influence the date selection.

Step 3. Email outing flyer. Create a flyer with all of the event information: name, date, length, special considerations (swimming, cold weather conditions), special equipment, cost (highlight if a non-refundable deposit is required to reserve space), your name and contact information. Do not forget to encourage parent participation. E-mail the flyer to all Scouts and to the adult leaders. This announcement allows families to schedule the time and talk to their scout about the event. Use this flyer at the troop meetings.

20-30 days before event date.

Step 4. Troop meeting announcement.

1. Announcements are made at the beginning of each scout meeting. Tell the Scouts about the event and the date and that you would like them to sign-up if they are interested. The initial sign-up is to get a feeling on troop interest, the scout will be committed to the trip only when they pay for the trip.

2. Use the outing announcement as the troop handout for the scouts to take home. Include a packing list, equipment list, liability release form or whatever else your event requires. Show the handout to the scouts and have a pile of them (40-50) on the table for them to pick-up after or during the meeting.

3. Place the sign-up sheet on the main table and inform the Senior Patrol leader (SPL). Following the announcements, the troop will break and allow interested scouts to sign up for the outing. You might want to stay near the signup sheet to answer questions and make sure the scouts pick up the flyers.

Step 5. Start a Summary. You will be keeping track of the scouts, their payments, which cars they will be riding in, participant counts, number of reservations.

Step 6. Troop meeting announcement #2. Same as Step 4 (have more flyers available). Start collecting money (collected money goes to the troop treasurer. Checks should be made out to “Troop 571”). As part of your announcement, read the names of the scouts who have already signed-up. There will be sign-ups and back outs because the parent will have or have not given permission to the scouts. (Your flyer is important for this communication.)

Step 7. Get Tour Permit and Medical Books. The Chief Seattle Council has changed the Tour Permit policy such that for standard activities within the Council area - No Local Tour Permit is required. Exceptions to this new provision which still require the Local Tour Permits are:

1. All water (swimming, canoe, boating...etc) events. 2. All High Adventure events (all High Adventure Treks/Hikes and training events for such, Iron Scout...etc) 3. All events outside the Council area (Ape Caves, Fire Mountain...etc) 4. Travel greater than 500 miles requires the National Tour Permit. 5. All shooting events.

Check the Chief Seattle website for the latest information.

When applying for a Local Tour Permit, the Council has now changed the lead-time to be a minimum of 20 days for review by the Council. National Tour Permits often take up to a month, so adequate pre-planning is necessary.

Inform the Medical Forms Coordinator with your attendee list and car assignments and they will prepare and make available to you a medical forms book for each driver. As the Outing Adult Advisor, it is your responsibility to ensure that you have in your possession the following:

 Tour Permit is Needed  Medical Forms for each participant  Permission Slips (collected once at camp from drivers) since this is the Medical Waiver for treatment  Med-Log and Medications (may be kept by another adult who is current on CRP/AED and 1st Aid or Wilderness 1st Aid Training)  Verify the additional training is completed such as Hazardous Weather, Safe Swim, Safety Afloat or Climb-On Safely. If this is incomplete the permit shall be rejected.  You must obtain the TCOM CHAIR or the Chartered Org Rep digital signature, along with myself (preferred) or another registered, trained ASM.

Another form required at check-in is the Troop 571 Med Log. This is to be provided, along with all meds in a sealed Zip-lok bag for the Scout. Check that the original prescription container for the medication is within the bag and that the form is filled out with times that match the Rx.

Finally, E-mail the "final list" to the troop leaders. Yes, everyone understands that there maybe a few adjustments after this, but several people need to start their work on your event. Various other Scout leaders will need to keep track of scout participation, scout requirements that might be completed and/or other training requirements that might be accomplished, YOU DON’T HAVE TO DO THIS if you follow this plan!

Two weeks prior to the event:

Step 8. Last sign-up opportunity, final money collection. About 14 days before the event. Read the list of scouts signed-up to the troop, collect the last of the money and finalize the driver list. Any money’s that you personally put out (credit card charges) will be reimbursed by the Troop treasure.

Step 9. One week prior to the event: E-mail each attendee or the Troop of their trip confirmation, equipment/packing list. Provide a separate email or print off sheets to include driver information (cell phone numbers if possible) as well as car assignments (see example emails). This is not required but appreciated by many parents and this will save you a lot of phone calls with questions. An easy way to build your e-mail list is to download it from the private section of the website and create groups in your email client.

Please excuse the following, but ...

1. Plan ahead, Be Prepared.

2. Encourage trained adults to not only attend the event, but to participate! Remember due to the new YPT requirements ALL adults who have any contact with the Scouts now require this. The Troop has asked all parents to take this on-line certification.

3. Collect the money on, or before, the event date. A paid sign-up will be a participant!

4. You cannot have too much communication to the scouts and their parents.

5. Don't assume anything. When in doubt communicate (phone, email, in person)

6. Put your name, telephone number and e-mail address on everything.

7. This should be fun. When it's not, get some help. Event Planning Sheet

Date

______Step 1 Contact destination.

______Step 2 Set the date.

______Step 3 Outing announcement email (sent by “Scout in Charge” if possible)

______Step 4 Troop meeting announcement #1. (by Scout if possible)

______Step 5 Start a summary.

______Step 6 Troop meeting announcement #2. (bu Scout if possible)

______Step 7 Last sign-up opportunity, final money collection.

______Step 8 Two weeks prior to event, Tour Permit, Medical books, summary to the troop leadership.

______Step 9 E-mail trip confirmation to each scout, (equipment/packing list) (you)

Event Name:______

Destination Information

Contact Name: ______Tel:______

Web site: ______Fax:______

Address: ______

Important Dates:______

Costs/Deposits: ______Refundable deposit? Yes No

Group size limitations? Yes No Details:______

Reservations required? Yes No Details:______

Special permit required? Yes No Details:______

Planned date, is it ok? Yes No Details: ______

Date restrictions near event? Yes No Details ______Event Flyer Information - (Have two names and contact information)

Start Date ______Time ____ Location______

End Date ______Time ____ Will the scouts be taken home? Yes No

Destination: ______Emergency Phone #: ______

What to wear? ______

What to bring? (list?) ______Bag lunch? Yes No Costs?

______Refundable? Yes No ______

Special equipment? Yes No (List?) ______

Is Experience Necessary? Yes No ______

Sign-up and other dates: ______

Special Forms? Yes No ______

Web page for more information? Yes No ______Top of Page

Event Name

Name # of Scouts Going # of Adults Going

______

EVENT NAME

Description: Describe event including main event (skills advancement, hiking, kayaking, etc…), difficulty, and who it is targeted at (scouts, new scouts, parents, etc…)

Dates: Start and end dates

Start Time: Indicate start time and place (church parking lot). Be specific on start time (meeting versus leaving time)

Return Time: Indicate approximate return or absolute time

Adult Leaders: Must have at least two adult leaders on an outing. Put name, phone number and email addresses

Cost: Include any fees or costs, indicate if adult and child costs differ.

Goals: Describe goals of outing. You can use descriptions such as:

Younger scouts – Work on tenderfoot, second class and first class skills including hiking, camping, cooking and knots skills! Some pre-trip tasks for cooking/first aid skills may be necessary.

Older scouts – Work on leadership, teaching, and training skills!

Parents – Meet new parents/scouts, learn new skills!

{All of this info makes the generation of the Troop Permission Slip a simple "cut-n-paste". Use the latest one sent from a previous outing and modify accordingly.} Example Outing Flyer – More Details

Hiking: The hike should be around 3-5 miles depending on which trails we take.

Make sure to bring:  Good hiking shoes and socks.  Scouting 10 essentials.  Other items: sun screen, hat, small pack, water bottle, snack, & Scout Handbook.

Camping: This is a car camping trip so plan accordingly. The camp facilities are rustic and include picnic tables, fire rings, running water and central restrooms. Nights may get cool. Bring:

 Your own tents/ground cloth or arrange to share.  Appropriate sleeping bags, clothes, jacket, flash light, personal gear  Scouts, remember to bring your scout knives & mess kits.

Meals: There will be four meals.

 Each person is responsible for a bag lunch on Saturday during the hike.  Dinner, Breakfast and Lunch on Sunday will be done through food groups and planned/executed through scouts working on their cooking requirements.  Everyone will participate in food groups (including adults).  Food groups will bring stoves, cooking pots/utensils, cleanup material

Skills: We will be working on some or all of these skills. Not everyone needs to work on all of these. If there is something a scout needs to work on that is not listed, we will be happy to see if we can work on that requirement as well:

 Tenderfoot requirements #1, 2, 3, 4b, 5, 9, 11  Second Class requirements #2a,b,c,d,e,f,g, 5, 6a,b,c  First Class requirements #1, 2, 4a,b,c,d,e, 6, 7a,b, 8a  Leadership skills will be discussed with older scouts nd  For those doing 2 class #6b prepare a first aid kit, please have the kits completed before the hike. st  For those doing 1 class #1 and #2, please study orienteering material st  For those doing 1 class #6, please study plant identification material  Rope will be provided for knots skills nd  Backpacking stove will be provided for 2 class #2e,f

Make sure to send a Permission Slip and ensure that all Medical Form requirements are met.