Lead Scout Outdoor Activity Planning Guide Troop 84 This guide provides a relatively complete, chronological reference for lead Scouts who are planning a troop activity with the guidance of a lead ASM. Depending upon the type of activity, some of these steps may not apply or you may need to perform additional planning. Work with the lead ASM to decide which steps are appropriate. Review each planning stage with your lead ASM. Upon approval, obtain the lead ASM s signature. Keep this document as a record. Place a checkmark by completed steps, and an by steps which are not appropriate. Lead Scouts will be responsible for all planning except as noted by [ASM]. Planning Guide Time Line: 3 to 6+ months prior 2 2 months prior 3 1 month prior 4 2 weeks prior 5 1 full week prior 6 Meeting prior to activity 7 Beginning of activity 9 End of activity 10 After activity 10 Worksheets: Permission Slip 11 Emergency Contacts List 12 Budget Worksheet 13 Activity Sign-up Sheet 14 Activity Roster 15 Patrol Menu Planning Sheet 16 Patrol Grub Master Shopping List 17 Patrol Quartermaster Equipment Checklist 18 Driver Assignments (going) 19 Driver Assignments (returning) 20 Version 3 Page 1
3 to 6+ months prior to the activity Determine: Lead Scout: Asst. Lead Scout: Lead Parent (parent of Lead Scout): Lead ASM: If activity involves hiking/backpacking, work closely with the lead ASM to develop a detailed route plan that includes identifying trails to be used, elevation changes, water sources, and prominent landmarks. Identify additional equipment and logistics requirements. Confirm reservations were made by the troop s reservation coordinator. Obtain reservation details such as location, check-in and check-out times, maximum group size, etc. [ASM] Request reimbursement from the Troop Treasurer for any reservation or permit fees obtained. The Troop84 Reimbursement Template can be found under the Finance heading at http://www.troop84bsa.org/forms.aspx Determine if any additional permits other than the BSA LOCAL TOUR PERMIT (Required) are needed, and if so, apply for, and obtain as quickly as possible. These could include Wilderness Areas, U. S. Forestry Fire Permit, etc. Addl. permits required: Send activity information to the troop webmaster to update the troop s activity calendar. The current webmaster(s) can be found here: http://www.troop84bsa.org/contacts.aspx. Provide high level info such as: name of activity, dates, description, location, and estimated cost. For activities > 72 hours, Medical Forms part A, B & C are required. Send an email to the Troop 84 Yahoo email list that Medical Form part C in particular (part filled out by a Doctor) will be required for participants of this activity and must be current. A copy must be turned in 1 month in advance of the activity. Determine if any special equipment is needed for the activity such as canoes, dry bags, bear cans, etc.; find out who can supply the equipment and what the lead time is to get this equipment. If necessary, reserve the necessary equipment. Special equipment needed: Where to obtain equipment: Lead ASM Approval: Version 3 Page 2
2 months prior to activity Make an announcement at all troop meetings prior to the activity: Event: Who should attend: Where: When: What we will be doing: What you should bring (as the event nears): Class A Uniform worn to and from event Scout handbook if you are not yet first class. Others as needed. Look at the weather forecast; announce rain, heat, etc. Special equipment Other: Use the signup sheet on page 13 to find out who will attend the activity. If the activity involves High Adventure, make sure a properly trained trip leader is signed up for the activity, if not, and recruit one. (Note: Troop 84 policy prohibits non-registered, untrained adults from leading High Adventure troop activities). Make final arrangements/payments [ASM] for obtaining any special equipment needed for activity. Confirm all reservations Consider a pre-planning trip if route or activity area is unfamiliar or new. Work with the Patrol Leader s Council to develop an activity program / schedule. Planned activities: Lead ASM Approval: Version 3 Page 3
1 month prior to activity In conjunction with the lead ASM, finalize itinerary, meeting place, times, return time/date, transportation logistics, and costs. Send details to troop webmaster and ask that they post this on the troop website. Ask webmaster to enable payment for the activity on the troop website at http://www.troop84bsa.org/generic.aspx?pagetype=payments. Create an emergency evacuation plan with the lead ASM. Find and record point of contact for activity area (park ranger or sheriff), nearest medical facility and the Troop 84 Emergency Contact Person. Record on the Activity Emergency Contact Sheet on page 11. Create a permission slip and email describing the activity and itinerary in detail. Review this with the lead ASM, modify as necessary, and send to the Troop 84 Yahoo group (mailto:troop84srv@yahoogroups.com). Make sure all other permits and reservations are obtained or will be shortly. Lead ASM Approval: Version 3 Page 4
2 weeks prior to activity Collect permission slips and payments and hand them over to the lead ASM. [ASM] Any money received should be collected by the Lead ASM and recorded on the Deposit Form which can be found on the Troop 84 website under Forms (sub-category Finance ). [ASM] Review the permission slips and make yourself aware of any participant medical issues. Have individual patrols plan meals, including a shopping list. A patrol grub master should also be selected to purchase the food. Give those Scouts working on Second Class, First Class and Cooking MB the opportunity to fulfill their requirements. Have an ASM review & sign-off on proposed menu, ensure menus are appropriate for the activity, and adhere to the troop guidelines. Have individual patrols choose a patrol quartermaster and prepare an equipment list. Charge patrol quartermaster to coordinate with the troop quartermaster to obtain the equipment well in advance of the outing. Final submission for all paperwork and fees from activity participants. Note: This week is the deadline to be able to sign up for participation in the activity. Make a master roster list of participants (see page 14). Have space for fees, permission slips, special documentation (such as shooting release), and actual attendance or service hours earned. Lead ASM Approval: Version 3 Page 5
1 full week prior to activity Make maps and written directions for drivers to and from activity. Include: Estimated drive time Mileage Markers Familiar landmarks and other items that will help drivers Name, address and telephone number of destination Perform gear inspection (pack check), with scout trip leader, if warranted. Verify and update as necessary all cell phone numbers of individuals on the Driver s Information List all drivers who are transporting scouts to and from the activity. Contact all drivers to ensure they are still intending to transport to/from on this activity, know how to get to starting point, have current Youth Protection Training, and meet all driver qualification requirements. Contact and document the Emergency Contact Person in town for the duration of the activity. Make sure this individual is aware of all logistics and contingency plans. Record their contact information on the Activity Emergency Contacts List on page 11. Confirm with each patrol quartermaster that all patrol and troop gear has been picked up. Lead ASM Approval: Version 3 Page 6
Meeting Prior to Activity During the activity planning meeting, assign activity program responsibilities to individual patrols. Patrol Responsibility Finalize activity roster with names and telephone numbers of all scouts and adults participating in the activity. Assign Scouts to vehicles and ensure enough additional transportation is available for troop equipment and personal gear. Beware all drivers may not be available to drive both directions. Use the worksheets on pages 18 & 19. Provide the lead ASM the following information required to submit the Tour and Activity Plan Emergency Contact: Name: Phone: Email: Number of adults: Number of youth: Driver, make/model/year: 1. 2. 3. 4. 5. List the adult attending how has completed the following training: CPR: First Aid: Hazardous Weather List the adult attending who has the necessary high-adventure training (HAT) or other safety training appropriate for the activity (safe swim defense, safety afloat, backpacking, climbing, cycling, cold weather camping, etc.): [ASM] Submit the Tour and Activity Plan online at https://myscouting.scouting.org (Required) Version 3 Page 7
Make and deliver three (3) copies of roster to the following people: 1 for the Lead ASM 1 for the Lead Scout 1 for the hometown emergency contact person Lead ASM Approval: Version 3 Page 8
Beginning of Activity Use final roster to check-off participant s attendance. Make sure all required paperwork for each scout and adult is available and complete. Each Scout and Adult has Medical Forms A & B on their person For activities > 72 hours, each Scout & Adult has Medical Forms A, B & C [ASM] Medications should be turned in to the lead adult. Each in a re-sealable bag labeled with the Scout s name, dosage, time taken and any special instructions. Make sure all participants (scouts and adults) are adequately prepared for the activity, both physically and materially. Note: If an individual is not prepared for the activity, do not compromise the individual s or group s safety by allowing them to go on the trip. Make sure drivers have a list for all passengers traveling in their vehicles. Pass out a copy of the Driver s Information Sheet to every driver driving to and from the activity. Pass out a copy of the activity map and written directions to every driver. Make sure the troop s first aid kit is on trip. Notify Emergency Contact of safe arrival if possible Lead ASM Approval: Version 3 Page 9
End of Activity Complete all requirement and attendance handbook sign-offs before leaving the activity. Collect any blue cards or service hour information. Ensure that each driver has a map and directions for the return trip home. Make sure drivers have a phone list with the scout s parents home and cell phone numbers to arrange for the scout s pickup at the return point if scouts will not be dropped off at their home. For the return trip, make sure: The Lead ASM has all permission slips Each Scout and Adult has their Medical Forms on their person Notify Emergency Contact of safe return Lead ASM Approval: After Activity Submit the following to the Troop Advancement Chairman: Blue cards Final roster of attendees (with service hours) Submit the following to the Troop Scribe for Troop attendance records: Final roster of attendees Gather feedback about the activity using the start, stop, continue method. Report this feedback to the PLC and adult leadership. Lead ASM Approval: Version 3 Page 10
Troop 84 Event Communication Checklist Event Details: Name of the Event: Start Date / Time of the Event: End Date / Time of the Event: Event Location / Address: Transportation Callouts: Overview of the Event: Food Arrangements: Fees for the Outing: Eg: Drive time to location What would be done at the event Eg: Ski, rock climbing, etc. Eg. Bring a packed lunch & money for lunch during return Eg. Scout and Parent fee (ASMs usually free) Type of Outing: Car camping Day trip <Car camping list link from the troop webpage> <Day trip packing list link from troop webpage> What to NOT Forget: Eg. Ski jacket, a pair of dry clothes, good warm beanie Rank Requirements Completion Scout Rank: Tenderfoot Rank: 2 nd Class Rank: 1 st Class Rank: Star Rank: Life Rank: (Callout requirements that can be completed) Merit Badge Requirement Completion (Callout Merit badge requirements that can be completed) Cooking: Hiking: Service Hours Earned: (Callout the number of service hours that can be earned) Version 3 Page 11
Troop 84 Permission Slip <Name of Outing> Destination: Dates: Check in: COV at 8:00 AM Return: Dropped off at home around 5PM Adult Leader Contacts: <ASM Name(s) and Phone Number(s)> Special Notes: ------------------------------------------------------------------------------------------------------------ DO NOT LEAVE ANY SPACES BLANK! My son has my permission to participate in the Boy Scout activity on <Date>, to <Destination> for a <Short Outing Description> as a member of Troop 84. I will not hold the Boy Scouts of America, Troop 84 or any of its leaders or assistants liable for accidents or illness that may occur to my son while participating in or traveling to and from the outing. In case of accident or illness I authorize first aid and/or professional medical treatment for my son, as deemed necessary by the adult leaders or assistants, and I further assume full financial responsibility for such treatment. Parent/Guardian Signature Print Parent/Guardian Name and Date Weekend Phone Number Additional Phone Number Parent can drive going? coming home? How many scouts? Parent can stay? CDL# # of seat belts + driver Vehicle Year/Make/Model (Min. Auto Ins: Bodily Injury $15K/Prop Damage $5K/Accident $30K) Yes? YPT? Method of Payment? Cash Check PayPal Scout Account Medical Conditions? Dietary Restrictions? Allergies (Medications, Insects, Food, Other)? Medications? Version 3 Page 12
Activity Emergency Contacts List Emergency Contact Person in Hometown Area Name: Telephone Numbers: Cell ( ) - Home ( ) - Other ( ) - Nearest Medical Facility to activity / Directions Name: Street: City/State: Telephone Number: ( ) - Telephone Number: ( ) - Ranger / Police / Sheriff Contact near the activity Name: Street: City/State: Telephone Number: ( ) - Telephone Number: ( ) - Version 3 Page 13
Budget Worksheet Camping Reservation Fee: Food Costs Equipment Rentals $ Total # of Breakfasts X $2.00 = $ Total # of Lunches X $3.00 = $ Total # of Dinners X $4.00 = $ Total # of Snacks X $1.00 = $ Total Cost per Scout = $ Item: # participants X $ = $ Item: # participants X $ = $ Item: # participants X $ = $ Item: # participants X $ = $ Item: # participants X $ = $ Total = $ Activity Fees Activity: Activity: Activity: Activity: Activity: # participants X $ = $ # participants X $ = $ # participants X $ = $ # participants X $ = $ # participants X $ = $ Total = $ Transportation Costs Local activities: note on permission slip that each Scout should bring $2 cash to give to their driver. Summer camp and 50 milers: include $40 in cost of activity per driver Version 3 Page 14
Troop 84 Activity Sign-up Sheet 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. Version 3 Page 15
Troop 84 Activity Roster Scout Permission Slip Paid (Cash, check, PayPal, Scout Acct.) Medical Form Other Actual Attendance or Service Hours Earned 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. Version 3 Page 16
Troop 84 Patrol Menu Planning Sheet Patrol Name: Patrol Leader: Outing Name: Asst. Patrol Leader: Budget: # days X $10 per Scout = Quarter Master: Reviewed By: Grub Master: Item Day 1 Menu Day 1 Duty Roster Day 2 Menu Day 2 Duty Roster BREAKFAST Protein Carbohydrate Fruit Cook 1: Cook 2: Clean 1: Clean 2: Drink Cook 1: Cook 2: Clean 1: Clean 2: LUNCH Protein Cook 1: Carbohydrate Cook 2: Clean 1: Fruit or Vegetable Clean 2: Cook 1: Cook 2: Clean 1: Clean 2: Drink DINNER Protein Carbohydrate Vegetable Cook 1: Cook 2: Clean 1: Clean 2: Drink Cook 1: Cook 2: Clean 1: Clean 2: Dessert Page 17
Troop 84 Patrol Grub Master Shopping List Patrol Name:: Total Budget: Grub Master:: Reviewed By: Protein Item Day 1 Menu Amount Day 2 Menu Amount BREAKFAST Carbohydrate Fruit Drink Protein LUNCH Carbohydrate Fruit or Vegetable Drink Protein Carbohydrate DINNER Vegetable Drink Dessert Page 18
Troop 84 Patrol Quartermaster Equipment Checklist Patrol Name:: Patrol Quartermaster: Patrol Quartermaster:: Reviewed By: X Patrol Equipment Checklist Patrol Box Stove Dutch Oven Dutch Oven Accessories: (Charcoal, Chimney, Pan, Tongs, Lid Lifter) Tents: # Ground Tarps: # Lantern Green Collapsible Water Bucket Water Jug (5 gal.) Other: List items Page 19
Troop 84 Driver Assignments (Going To Activity) Driver Scouts Driver Scouts #1 1: #5 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: #2 1: #6 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: #3 1: #7 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: #4 1: #8 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: Page 20
Troop 84 Driver Assignments (Returning From Activity) Driver Scouts Driver Scouts #1 1: #5 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: #2 1: #6 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: #3 1: #7 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: #4 1: #8 1: Name: 2: Name: 2: 3: 3: Cell #: 4: 4: 5: Cell #: 5: 6: 6: 7: 7: Page 21