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Age Appropriate Activities
Check to make sure that the activities planned are age appropriate. The Guide to Safe Scouting has information about what activities are suitable. For example, boy scouts can snorkel, but not scuba, while venturers can scuba. Some other differences between venturing and boy scouts: Venturers can shoot any caliber of legal rifle and also can shoot hand guns, but need to take a certified class per the guide to safe scouting. They can go hunting, provided they have valid hunting permits. They can particpate in activities with motor vehicles providing they are licensed and follow BSA regulations, and they can lead climb. http://www.scouting.org/scoutsource/HealthandSafety/GSS.aspx
Guide to Safe Scouting PDF Version
Calendar
The most important part of planning. Be sure that outing dates are correct on the troop calendar, as people (parents) typically plan over a month ahead. Some campsites are in high demand and may require reservations made six months in advance.|
Climbing Trips
Climb-on Safely guidelines must be followed for climbing trips. Unit Rock Climbing events require two trained climbing instructors, not just climb-on safely trained leaders.
Commercial Trip with Exact Head Count
Moaning Caverns or sailing are examples of a commercial trip since fees must be paid ahead of time. This type of trip requires reservation and prepayment based on number of participants - very important to get head count and drivers well in advance - without enough drivers, your unit may wind up paying for wasted reservations! The is best is to require a deposit and then payment in full before the trip.
Commercial Trip with Approximate Head Count
E.G. the submarine USS Pampanito or aircraft carrier USS Hornet. The fee is based upon actual attendees, but there is a minimum required and final payment is due when you check in.
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Commercial Trips
Make sure you contact the company and ask them for ALL instruction-related materials to be sent way ahead of time, and find out exactly what they provide (e.g., Moaning Caverns provides coveralls) - so you can distribute this important info. in a timely manner. Also determine group rate structure.
Deposits
Make appropriate deposit and submit receipt for reimbursement. A check request can also be made from the Troop Treasurer.
Distant Overnight Trips
For example, ski trips and snow camping should be planned further ahead since drivers (dads) need to commit to staying overnight (especially if a Friday night is involved).
Instructions, especially concerning bringing money, food, clothes (warm, grubby etc.) and Descriptions (let the scouts and parents know what the trip entails, and approximate departure and return times) are important. Descriptions helps scouts/parents decide if the scout wants to go on a trip, and reduces some of the yes/no/maybe hassle involved in establishing the roster for the trip. Instructions ensure the scout arrives prepared and has a good time, and reduces the hassle of last-minute phoned instructions.
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Drivers
For critical trips, it is worthwhile writing down the reasons a dad can't drive. Then, if the trip appears to be short of drivers, the planner knows who not to call again (i.e., those with serious commitments) and what the odds are of finding enough drivers (based on the reasons given). For example, a 1998 Moaning Caverns trip came up short by three scout spaces (i.e. one driver/car) and all "excuses" were firm and very reasonable. This gave the trip planner the best possible information to act on (first, beg, then consider dropping scouts). Remember, our insurance requires that scouts do NOT drive scouts, and ALL scouts wear seat belts.
Medical Forms
There is a new medical form that consists of sections A, B, C & D. Parts A and B are to be completed annually by all BSA unit members. Both parts are required for all events that do not exceed 72 consecutive hours, where the level of activity is similar to that normally expended at home or at school, such as day camp, day hikes, swimming parties, or an overnight camp, and where medical care is readily available.
Part C is signed by a physician after a physical exam. Parts A-C are required for any event that exceeds 72 consecutive hours; or when the nature of the activity is strenuous or involves high adventure activities, such as a high-adventure trek, boating, aquatics, climbing or shooting; or takes place outside of the council boundaries (except when travelling to council properties located outside of the boundaries). Service projects or work weekends may also fit this description. It is to be completed and signed by a certified and licensed health-care provider—physician (MD, DO), nurse practitioner, or physician’s assistant as appropriate for your state.
Link to medical forms Part A-C: Medical Form
Additionally, Part D is an informational bulletin for trips taking place at any of the four BSA High Adventure camps: Philmont, Northern Tier, Florida Sea Base or the Summit. Link to Part D: Medical Form Part D
Money
Probably the easiest way to collect money is have each scout bring the correct cash or check in a small lunch bag with his name in/on it. Then the trip leader can, later, at his leisure, check of the payees with no errors. This is even more useful on rainy trips, where paperwork is more of a problem. We have a 10X10 policy where we ask the scouts to bring money for purchasing food to a meeting 10 days before the outing.
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Prior Experience
It is much better if one adult in the planning process has complete prior experience of a location, activity, etc., although not essential if all the right questions are asked and one can talk to others who have done the same outing. We like to keep a folder on each trip we take as a resource for future outings.
Trained Leaders
At least one trained and registered scout leader with at least one adult parent is required for an outing. At least one adult must have received Youth Protection Program Training. Depending on the type of outing, leaders may need additional training. For example, climbing outings require a certified climbing instructor.
Trip or Tour Plan Permits
It's more than easy to fill out the online tour plan permit. Any registered unit leader can fill out the form, but it's easier if the adult leader overseeing an outing fills it out. To access the tour plan permit, go to MyScouting and log in. http://www.myscouting.org/
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Trip Report
It is strongly recommended that the trip leader prepare a written one-page report, and submit copies to the Scoutmaster, and to the Unit Chairman, who will then present it at the Troop Parents Meeting. The process of preparing the report allows for a calm and critical review of the prior outing, noting successes and failures, etc., and thus also provides a useful tool for future planning. We ask that the scouts submit trip reports and publish it in our newsletter. Parents love to get the scouts perspective on these trips.
Trip Data
Irrespective of the activity, a trip binder or folder should be kept, to include trip instruction sheets, maps and trip reports. This provides a simple documentation of what the troop has done each year and a resource for planning similar outings.
Water Trips
Swimming trips must follow Safe Swim Defense guidelines while boating trips must follow Safety Afloat guidelines. Starting in 2010, units going on swimming or water activities must also have a leader that has taken Swimming and Water Rescue, an 8-hour course, while for boating activities, there is a new course called Paddlecraft Safety. Both are valid for 3 years and fulfills the leader to be a qualified supervisor for the outing.
Weather
The National Weather Service (NWS) issues weather forecasts that the local station use. One of the more confusing terms is probability of precipitation (PoP). What does PoP mean? The official definition is the probability of measurable precipitation over a time period at any point in a specific forecast area. Clear now? No? Some things that you need to know to understand- What is measurable precipitation? (1/100 or .01 inches) What is the time period? (Today- 6 AM to 6 PM), tonight - 6 PM to 6 AM) What is the forecast area? Check out this website to get a handle on the terms: http://www.srh.noaa.gov/jax/?n=probability_of_precipitation
The local weather service is based in Monterey. Here is the link to their site: http://www.wrh.noaa.gov/mtr/
Camp Safety Checkout Forms and Procedure
Making Reservations
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