Latest Revision: 01 January 2014 How to Coordinate a Scout Outing for Troop 94 Objective: To guide an adult volunteer in the proper procedures, communications, cost analysis, and paperwork required for adequate coordination and execution of a scouting event. This adult volunteer is hence called the Event Point of Contact (POC). Per Troop 94 Operating Procedures posted on the troop website, the POC may be a scout/assistant scoutmaster, troop committee member, or parent. Troop Outings Coordinator (TOC) will maintain this Checklist. Outing Coordination Procedure/Checklist: 10 Months prior to event: Verify reservations timeline. Some activities (such as a Ski Trip) require reservations more than 8 months in advance to secure the best location and dates. Review the Troop Outings Information Binder (see TOC) for similar activities, lessons learned, and other information from previous years. 3 Months prior to event: o Gather data on location, costs, site availability, options for excursions, and dates. o Check the school and scout calendars with the PLC or TOC. o Prepare registration (ex: for a District or Council event, a participation package) o Verify Assistant POC o Verify SM or ASM for the outing o Verify Scout POC for the outing (assigned by SM) o Create a Preliminary Plan. TOC meets with POC, assistant POC, scout POC, and assigned ASM to review plan o Complete reservations o Review this procedure o Attend Troop committee meeting, provide status of planning 2 Months prior to event: o Ask for assistance from SPL, SM, or previous POC for camping theme ideas. o Verify with SM, the outing SPL (usually the senior scout participating) o Determine the cost of the event, including food and gas. Complete the Outing Worksheet (see below) to calculate the costs for entrance/outing fees, food, fuel, and any rental fees. o Assist the SM, SPL, outing ASM, outing SPL, and scout POC with the program and theme for the outing o Prepare permission slips, flyers, and email announcements. Send email with the 5 W s (who, what, when, why, where), and attach the activity consent form. Send to Communications Liaison adult volunteer, to distribute email notifications using most recent scout contact list. See Notes and Other Information section for a comprehensive list of information to include in emails to the troop. o Set departure and return times
o Post copies of forms and information sheets on the website, through the troop webmaster o Obtain the latest Troop 94 Attendance worksheet and sign-up form from TOC o Coordinate with ASM and SPL, verify scouts and PLC have started planning and preparing for the outing 1 Month prior to event: o POC and Assistant POC: Verify reservations and any new requirements for outing site Hold a planning meeting with participating adults, ASM(s), and instructors Verify all Adults have Youth Protection Training (YPT) Verify all other adult and scout training required for activities is complete. Such as: Swimming certifications, Weather Hazards training, Safe Swim, etc. All outing POCs must complete weather hazard training, this can be taken on-line Complete the BSA tour plan. There are 2 Options, see notes section, below Set deadline(s) for scout/adult participation in the event. No additions after the deadline. Dropouts after the deadline are required to pay, per Troop 94 SOP o Assist the Outing ASM and Scouts (SPL, Scout POC, Outing SPL): Collect permission slips and money at troop meetings Provide the instructors (adults and scouts) the training requirements for the outing 2 weeks prior to event: o POC and Assistant POC: Compile list of adults attending (for enough drivers, trailer hitch, ) Check with Medical forms coordinator, and review health records for scouts who are participating. Verify all forms are updated for participants. o Assist the Outing ASM and Scouts (SPL, Scout POC, Outing SPL): Patrols create menus at Troop meeting Plan the shakedown date/time. (if required) Hold an equipment requirements huddle between the ASM, Quartermaster, and SPL The troop has a Quartermaster s Guide that helps with equipment planning. Troop meeting prior to event, and week of event o POC and Assistant POC: Pick up health forms notebook, to take on outing Print out Tour Plan Check all plans, and send a final round of emails to participants Assign drivers to scouts
Send directions to all drivers Collect phone numbers for all scouts and adults attending. Call any participant if they are not responding to email. o Assist the Outing ASM and Scouts (SPL, Scout POC, Outing SPL): Number of scouts and adults participating Menus checked, patrol Grubmasters buy food this week Check final list of participants against list of scouts by patrol. This is primarily done to check food purchase responsibilities and eating arrangements Conduct shakedown as necessary Issue troop equipment (Quartermaster), if needed. Verify all safety gear is available (ASM and SPL) Complete collection all activity consent forms and money Double verify participation of Grubmaster(s) and outing SPL Day of Departure o Signed activity consent form in hand for all scouts o Seat assignments completed o All drivers have directions and phone numbers exchanged o Medical forms in-hand (suggest using a separate notebook) o First aid kits available with all drivers After event: o Complete Attendance Report and Service Report, if applicable, and email to Advancement Chair within 5 days of return. Both can be found on the Troop 94 website, or available from the TOC o Collect all receipts for gas from drivers and food receipts. Have volunteers and scouts turn in receipts in marked envelopes to Treasurer for reimbursement. o Have SPL and ASPLs conduct Outing Feedback using form on website. Collect and summarize for post-op report. o Survey adults who attended the outing for feedback, include with feedback from scouts to include in post-op report. o Provide Post-Op report to the Troop Outings Coordinator. o Attend the Troop Committee Meeting after event and present the summary of the outing. Notes and other information: From past outings, the areas that require the most attention, and are often the source of problems are: Safety (ensure all training is completed), Food (A comprehensive meal plan that ensures each patrol brings and cooks food will ensure no scout goes hungry), Communications (early and frequent emails to the troop and participating adults prevents
confusion), and last minute dropouts of senior scouts (if the outing SPL or Grubmaster(s) drop out a week before the outing, there will be a significant impact). Designate Event Senior Patrol Leader, Patrols, Patrol Leaders, and Adult Patrol volunteer duties (Adult Grubmaster, First Aid/Medical Forms Captain, Event Asst. Scout Master and/or Scout Master, Trailer Hauler, and any other specialized roles). Have scouts complete Event Patrol Planning Sheet for Grubmasters (attached). Complete the BSA Tour Plan. There are 2 Options: 1) POCs who are Troop members can use the myscouting.org website to complete this permit electronically. OR 2) Email or hand the Tour Plan Coordinator (TPC) the information for the Tour and Activity Plan, including drivers, adults attending, and event details. Schedule and conduct a shakedown for hikes, camping, and other events requiring specialized equipment. Remind drivers of procedures to follow in travel reimbursement policy. Type a list of drivers, their cell phone#, and include space to write which scouts are riding in which vehicle on the day of departure/return. Give a copy to each driver. Meet at the departure site at least half hour before departure. Have list of scouts and contact numbers in case you need to call them if they are late. Have SPL gather scouts for announcements, roll call, and driving assignments. Note: A Tour Plan may not be required when the outing is within the Colonial Virginia Council. A tour plan must be created for all aquatic and high adventure activities. Check http://www.troop94yorktownva.org/outingseventforms.htm on when a tour plan is required within the Colonial Virginia Council. No animals (pets) are allowed at BSA outings Family Outings : Troop 94 often conducts outings designated as Family Outings. Examples include ski trips and beach trips. All outings must follow BSA regulations, procedures, Troop 94 standard operating procedures, and support scout-focused activity. A Family Outing is no different. The outing must support typical scout tasks and activities such as morning colors, Sunday services, advancement in rank, and scout skills. Family members who are not adult leaders must camp/sleep separately from the troop. Parents will not tent with their scout. All adult family members attending a Family Outing must complete youth protection training. Per Troop Operating Procedures, in August, the scouts and scoutmasters identify the scouting event calendar for September through August of the following year. At the August Troop Committee Meeting (3 rd Tuesday of the month), the adults sign up to be the POC for the event. It is recommended that each event have a main POC and an assistant POC, who may be someone in training. The Troop Outings/Activities Coordinator (TOC) prepares a summary of the outings, the POCs, and training required prior to departure, at Troop committee meetings. Information to include in email announcements to the troop: o The subject line of the email should read like: Troop 94 Cooking Campout: REPLY to firstname lastname myemailname@address (use POC email address,
this prevents the Troop Communications liaison from receiving emails that should be sent to the POC) o Costs, departing and returning date, time, and location (usually CTK church) o Location of outing, phone number, directions, maps. o Equipment, clothing, food, and money required. Attach a packing list and consent form. o Deadline(s) for participation. No additions or dropouts after a certain date. o Names of Outing SPL, Grubmaster, POC, assistant POC, scout POC, ASM(s) o Anything out of the ordinary, such as: No running water at campsite, no bathrooms/outhouses, no tents, hazardous conditions, etc. o Scout uniform: Field Uniform-Class A or Activity Uniform-Class B o Alternative location where paperwork and fees can be provided. e.g.: POC s home. (If scout misses troop meeting)
Definitions: (Also, reference the Troop 94 SOP, for definitions) Activity Consent Form and Approval by Parents/Legal Guardians: the official permission slip where parent(s) give permission for scout to attend event. Copy is on troop website: http://www.troop94yorktownva.org/outingseventforms.htm Advancement Coordinator: registered adult who records and coordinates all scout accomplishments for rank advancement, merit badge completion, service projects, outings, and any other BSA qualifications. Event Senior Patrol Leader, Patrols, and Patrol Leaders: Scout leadership and division of scouts into patrols for this event. Usually done at the scout meeting a couple weeks before event. Also assign patrol grubmasters, chaplain s aide, flags, Leave No Trace scout, and any other pertinent role for this outing. Itinerary & Adult Permission Slip: document completed by POCs to communicate to adults about details of outing. Includes a detachable Adult Participation slip so POCs know who is attending as adult and what role he/she elects to fulfill for the outing in accordance to Guide to Safe Scouting and other required BSA regulations. This form is optional (some POCs find this form useful as a communication tool) Copy is on troop website: http://www.troop94yorktownva.org/outingseventforms.htm Medical forms: BSA forms Parts A and B are to be completed at least annually by participants in all Scouting events. This health history, parental/guardian informed consent and release agreement, and talent release statement are to be completed by the participant and parents/guardians. Part C is required for participants in any event that exceeds 72 consecutive hours, for all high-adventure base participants, or when the nature of the outing is strenuous and demanding. Part D is required to be reviewed by all participants of a high-adventure program at one of the national high-adventure bases. These forms are good for one year from date of physical signed by approved medical professional according to BSA rules. A copy of each Scouts and registered adults forms should be given to Troop Medical Forms Coordinator. Permission slip: see Activity Consent Form. PLC meeting: Patrol Leadership Council, comprised of the senior scout leadership and the Scoutmasters and Training/Advancement coordinator, meet monthly to plan the weekly scout meetings. Point of Contact (POC): Head coordinator of outing; must be a registered adult with the troop with updated required training according to Tour and Activity Plan. Policy on Driver Reimbursement for Transportation Expenses: Policy is in the Troop 94 Operating procedures, and method for calculating transportation costs and fees is provided in the Outing Worksheet, which is provided later in this document. Found on http://www.troop94yorktownva.org/outingseventforms.htm
Post-Op Report: Includes: Suggestions for next outing, Scout PLC hotwash of the outing, Adult leader feedback, and all details of the outing such that a new POC could plan the outing successfully in a following year (e.g. contact information for reservations, how meals were planned, any special equipment required, qualifications for adult leaders, potential costs, etc). Turn in to Troop Outings Coordinator for reference manual stored in scout closet next to Advancement Coordinator s desk. Preliminary Plan: Intermediate outing plan used for Troop Committee review and Tour planning permit. Scout escrow account: scout s funds earned from scout fundraising events. A scout may use his earned credit to pay for outings by submitting a fund request form to the Troop Treasurer. Attendance and Service Reports: POC returns completed attendance record to Advancement Coordinator. Include # nights camped, miles hiked AND elevation, service hours earned, and any other advancement accomplished as a troop. http://www.troop94yorktownva.org/outingseventforms.htm Shakedown: an inspection of scout s equipment and troop equipment needed for the outing. Conducted at least a day before departure, sometimes as part of troop meeting if planned with the PLC Tour and Activity Plan (aka Tour Permit): official BSA document required for approval by Council at least 20 days prior to outing start date. Information to access online and paper copy of Tour Plan may be found: http://www.troop94yorktownva.org/outingseventforms.htm. Submitted by the POC, or Tour Plan Coordinator (TPC) (Currently Sheila Ponthieux). Tour Plan Coordinator (TPC): the trained parent volunteer responsible for completing the Activity Standards and subsequent insurance sections for the outing. This is completed on-line. Outing worksheet: work sheet used to calculate cost per scout and per adult attending the outing. Troop Outing Coordinator (TOC): The registered adult volunteer whose responsibility is to advise the POCs on this procedure and assist with any questions regarding implementation.
Outing Worksheet (Cost Calculator) 1. Using Itinerary, Determine # days, dates, location, departure time, shakedown date. 2. Document suggested cooking method for patrol planning: restaurant, camp fire/stove, no cooking/pre-packaged 3. Calculate total food costs for attendees. (normal budget for a weekend outing is $10 per Scout/adult) Number of Scouts Number of Adults Fri Cracker Barrel $1/scout) Sat Breakfast $1.50/scout) Sat Lunch $2/scout) Sat Dinner $4/scout) Sun Breakfast $1.50) Total food budget $ $ 4. Determine activities and training required on Tour Plan. Training required: Activities: Outing fee:$ Location/venue fee: $ Total outing fee:$ 5. Calculate transportation costs according to the excerpt from transportation policy listed below: The fuel portion of the transportation fee should be based on an estimate of round outing mileage, and assumed 20 miles per gallon and 3 paying passengers per vehicle (plus the non paying driver). The event POC should use an estimate of current fuel costs per gallon. The toll portion of the transportation fee should be calculated assuming 3 paying passengers per vehicle (plus the non paying driver). It is recognized that the mileage and participants per vehicle will vary, and that the fuel cost per gallon may not be correct, but the Troop will use these assumptions for setting fees. It is recognized that this will not provide an exact calculation of transportation costs, but it is expected to average out over time and the troop will absorb or retain the difference. Example calculation: 180 miles one way times 2 (round trip) = 360 miles 360 miles divided by 20 MPG = 18 gallons $3.50 per gal times 18 gallons = $63.00 $63.00 divided by 3 passengers/per vehicle = $21.00 per participant for fuel $12.00 in tolls per vehicle divided by 3 = $4.00 per participant for tolls* Total transportation fee = $25.00 per participant
Calculation Matrix: miles one way times 2 (round trip) = miles miles divided by 20 MPG = gallons $3.50 per gal times 18 gallons = $ $ divided by 3 passengers/per vehicle = $ per participant for fuel $ in tolls per vehicle divided by 3 = $ per participant for tolls* Total transportation fee = $ per participant * If no tolls along travel route skip this line in calculation. 6. Add costs from #3, 4, and 5 to determine Cost per Scout and Cost per Adult. 7. Summarize all costs after outing here and reconcile with funds collected: a. Fees Collected: b. Fees paid out: c. Net profit/loss: d. (If profit is greater than $5/scout, then follow Troop Operating Procedures.)
Event Patrol Planning Sheet For patrols to plan meals # of scouts in event patrol: Event Patrol Leader/phone #: Event Patrol Grubmaster/phone #: Meals Planning: Document suggested cooking method for patrol planning: restaurant, camp fire/stove, no cooking/pre-packaged: Figure which meals and cost/person. (normal budget for a weekend outing is $10 per Scout) Date/Day Cracker Barrel $1/scout) Breakfast $1.50/scout) Lunch $2/scout) Dinner $4/scout) Daily Totals Final Total/scout: # scouts in patrol x $ Final total/scout= $ /scout for food for this outing. Grubmaster budget: