Attend two Committee Meetings prior to the event:
O First Meeting - Outline the general plan for the event to Committee
Members.
O Second Meeting - Go over plans in more detail for the event.
Review Troop Files: (This information is
in the file in the Adult Leader room.)
O Points of Contact
O Lessons Learned
Make reservations: (Numbers of Scouts and
Adults)
O Campsite/ Lodging
O Special Activities! Events (tours, rides, shows, etc.)
O Meals
Tour Permits:
O Less than 500 miles - Local Permit, Submit request to Council two weeks
prior to event.
O More than 500 miles - National Permit, Submit request to Council a month
prior to event.
Information Flyer: (Available at Troop meetings
two to three weeks prior to the event, announce one month ahead.)
O Stuff mail boxes with flyers including the following information.
O Location of Event - Include phone numbers or other emergency contact
method.
O Schedule - Where and When (itinerary), are Scouts returned to Scout Hut
or delivered home?
O Costs - How much, When, and How Paid (Trips over 50 miles, drivers are
paid actual gas costs, or $.20 per mile for very long trips.)
O Activities - List the planned activities.
O Requirements - List any special (out of ordinary) equipment or clothing
needed.
O Home Point of contact - This person at home is in contact with the group
and call act as an information source or can contact the group in an emergency.
Financial Records:
O Keep a current record of expenses, fees collected, and transactions with
Troop Treasurer.
Planning Activities:
O Quarters- Tents, lodging, etc.
O Menus & Food - By Patrols or Troop, remember cracker barrels and
Jurassic Patrol.
O Transportation - People and gear, including patrol boxes and any special
equipment.
O Maps and Directions - Adequate maps & directions for each driver,
"Rally Plan" for lost drivers
O SPL assigned - Coordinate with Scoutmaster.
O Chaplain's Aide - Notify. Schedule Chapel services. SM / SPL assign substitute
if needed.
O Patrol Planning - Duty rosters (written), menus, food, tenting, special
tasks or equipment
O Adult Supervision - Need to cover activities. " Two Deep Policy"
( At lest 4 if remote or high adventure)
One week prior: (or last meeting before event)
O Medical / Permission Forms - Check for accuracy and medication requirements.
O Dues & Event Fees - Check for currency, are Scouts paid up? Payments
are due at Troop Meeting. (Make provisions for collecting on day of departure
if required.)
O Patrol Boxes - Double check for completeness and cleanliness.
O Coleman Fuel - Check supply and for extra stove tank.
O Do Not Forget the Jurassic Patrol!
Day Prior and / or Day of Departure:
O Transportation Plan: - Assign riders to vehicles. Review and secure equipment
transportation.
Pack and Take:
O Tour Permit (returned from Council)
O Reservation Paperwork
O Medical / Permission Forms
O First Aid Kit
O Medicines and Instructions
O Patrol Boxes (with keys, Duty Rosters)
O Food
O Water Jugs
O Lanterns
O Stoves
O Coleman Fuel
O Troop & Patrol Flags
O Special Event EquipmentResponsible Person(s):
Activity Leader
Activity Leader
Activity Leader
Activity Leader
Each Scout / Parents / Activity Leader
Patrol Leaders
Patrol Leaders
Patrol Leaders
Patrol Leaders
Patrol Leaders
Activity Leader
SPL/Patrol Leaders
SPL/Patrol Leaders
O Re-check Dues and Fees Paid. (Collect if not paid.)
O Do not forget the Jurassic Patrol!
Day of Return:
O See that Patrol and Troop Equipment is cleaned, stored, and returned.
After Returning:
O Inspect equipment - for cleanliness, needed repairs, proper storage (dry
items if wet). Report discrepancies to Quartermaster and adult Equipment
Manager.
O See that every Scout is picked up by a parent or is delivered home (with
supervision)
O Document Trip / Activity:
O Camping Nights (Scouts and Adults) - Report to Scoutmaster and/or Advancement Coordinator.
O Summary Report - Any Records / information for Troop files and Historian. Place an Event Report in the file in the Leaders room with lessons learned and ideas for the next similar event.
O Financial Report - Settle with Troop, Scouts, and drivers. Review with Treasurer.
O Review Trip - At next Committee Meeting, Maybe at PLC. Address lesson learned. Write-up for web page!