Outing Coordination

[Updated October 6, 2010]

This guide describes the steps necessary to plan and execute an outing for BSA Troop 39. 

First off, if you are reading this, we want to Thank You for helping to organize a trip for the scouts!

While we have tried to make this guide complete not all trips are the same.  If you have any questions please feel free to contact the Troop 39 Outing Coordinators.

            Dan O’Hara              (404) 790 0848

            Mark Stevens            (770) 845-8918

 

This guide does not cover all the details for planning a Summer Camp or High Adventure Camp.  For these outings, please see the person that did it last for real world experience.

Forms

The following forms may be needed to execute the outing.

Resources

Process

Annual Outing Planning Process – Occurs around August

  • The PLC and several ASMs will have a meeting each year to set the overall outing agenda for each month in the upcoming year.  The types of outings should be established and initial dates but not specific locations.

 

 

Timeline for each outing

 

6-18 Months before outing

 

  • Make initial reservation or enter lottery - For large outings such as Summer Camp, High Adventure Camps and certain in demand activities (such as COPE course) and Initial reservation may need to be made 6-18 months in advance to get the date.

 

3 months before outing

 

  • Identify the Primary Adult Leader and Youth Leader for the outing
  • Make Advanced Reservations if  required
  • If outing is over 500 miles away than a National Tour permit should be started.

 

6 Weeks before outing

 

  • Recruit Second adult and youth coordinators to help with money collection, announcements and running outing
  • Review the Guide to Safe Scouting
  • Determine what Requirements apply to your outing
    • Youth Protection – Required for all Adults going on Outing
    • Safety Afloat – Required outings going on lakes or Rivers
    • Safety Swim – If Scouts will be swimmming
    • Inclement Weather – One Trained  Adult per outing
    • Wilderness First Aid – Required if outing involves back country
    • Medical Forms with Section B – Required if over 72 hours
    • Trained instructors for Swimming, COPE, Boating
    • Additional Activity Waivers
    • Decide on Schedule, meals,  costs and equipment needs and review with Scout Master and SPL
    • Create Outing Report with initial estimates
    • Review Trip and estimated costs with Troop Committee
    • Get any required reservations – If Deposit required see Treasurer for Troop Check.

 

4 Weeks before outing

 

  • Create Outing Overview word document to be posted in Scout hut, sent via email and posted on website
  • Post signup sheet in scout hut
  • Make General Announcement about upcoming trip at scout meetings
  • Review Merit Badge Requirements if trip involves earning merit badges

 

2-3 Weeks before outing

  • Youth Scout Outing Coordinator  presents trip at Troop meeting
  • Begin Collecting Money, permission slips and waivers (if required)

 

2 Weeks before outing

  • Recruit  Adult leaders including – Drivers, trained (YPF, Hazardous weather, ASM, Wilderness First Aid)
  • Submit Local Tour Permit
  • Collect Money, permission slips and waivers
  • Youth Scout Leader gives reminder message in Troop Announcement and Troop Email
  • Skills building in Troop meeting if appropriate

 

1 week before outing

  • Patrols plan meals and collect money for meals
  • Patrols create Duty Roster
  • Shakedown for outings requiring special equipment (winter camping, biking, …)
  • Collect Money, permission slips and waivers
  • Youth Scout Leader has a reminder message in Troop Announcement and Troop Email

 

Outing

  • Check in all scouts and medical needs
  • Verify Permission slips and waivers
  • Check out equipment to patrols
  • Bring blue cards for merit badges
  • Have a great outing

 

Post Outing

  • Check in all equipment
  • Update Outing Report and Submit with Money and Checks within 2 weeks of the outing
  • Pass lessons learned back to ASM