Lead ScoutOutdoor 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 22 months prior 31 month prior 42 weeks prior 51 full week prior 6Meeting prior to activity 7Beginning of activity 9End of activity 10After activity 10

Worksheets:Emergency Contacts List 11Budget Worksheet 12Activity Sign-up Sheet 13Activity Roster 14Patrol Menu Planning Sheet 15Patrol Grub Master Shopping List 16Patrol Quartermaster Equipment Checklist17Driver Assignments (going) 18Driver Assignments (returning) 19

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3 to 6+ months prior to the activity

Determine:Lead Scout: _______________________Asst. 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: _____________________________________________________________________________________________________________________________________

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Where to obtain equipment: ____________________________________________________________________________________________________________________________________

Lead ASM Approval: ___________________

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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 eventScout handbook if you are not yet first class. Others as needed.Look at the weather forecast, announce rain, heat, etc.Special equipmentOther: _________________________________________

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, 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: ________________

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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: __________________

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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: ___________________

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1 full week prior to activity

Make maps and written directions for drivers to and from activity. Include:

Estimated drive timeMileage MarkersFamiliar landmarks and other items that will help driversName, 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: __________________

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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.):

___________________________________________________

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[ASM] Submit the Tour and Activity Plan online at https://myscouting.scouting.org (Required)

Make and deliver three (3) copies of roster to the following people:1 for the Lead ASM1 for the Lead Scout1 for the hometown emergency contact person

Lead ASM Approval: _________________

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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 personFor 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: ___________________

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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 slipsEach 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 cardsFinal 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: __________________

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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 activityName: ______________________________Street: _____________________________City/State: __________________________Telephone Number: (____) ____-______Telephone Number: (____) ____-______

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Budget WorksheetCamping Reservation Fee:$ ______

Food CostsTotal # 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 = $______

Equipment RentalsItem: ______________ # participants ______ X $ ______ = $ ______Item: ______________ # participants ______ X $ ______ = $ ______Item: ______________ # participants ______ X $ ______ = $ ______Item: ______________ # participants ______ X $ ______ = $ ______Item: ______________ # participants ______ X $ ______ = $ ______

Total = $ ______

Activity FeesActivity: _____________ # participants ______ X $ ______ = $ ______Activity: _____________ # participants ______ X $ ______ = $ ______Activity: _____________ # participants ______ X $ ______ = $ ______Activity: _____________ # participants ______ X $ ______ = $ ______Activity: _____________ # participants ______ X $ ______ = $ ______

Total = $ ______

Transportation CostsLocal 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

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Troop 84 Activity Sign-up Sheet1.2.3.4.5.6.7.8.9.10.11.12.13.14.15.16.17.18.19.20.21.22.23.24.25.26.

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Troop 84 Activity RosterScout Permissi

on SlipPaid

(Cash, check, PayPal, Scout Acct.)

Medical

Form

Other Actual Attendan

ce 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.

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Troop 84 Patrol Menu Planning SheetPatrol 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

BR

EAK

FAST

Protein Cook 1: _________Cook 2: _________Clean 1: _________Clean 2: ________

Cook 1: _________Cook 2: _________Clean 1: _________Clean 2: ________

Carbohydrate

Fruit

Drink

LUN

CH

Protein Cook 1: _________Cook 2: _________Clean 1: _________Clean 2: ________

Cook 1: _________Cook 2: _________Clean 1: _________Clean 2: ________

Carbohydrate

Fruit or VegetableDrink

DIN

NER

Protein Cook 1: _________Cook 2: _________Clean 1: _________Clean 2: ________

Cook 1: _________Cook 2: _________Clean 1: _________Clean 2: ________

Carbohydrate

Vegetable

Drink

Dessert

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Troop 84 PatrolGrub Master Shopping List

Patrol Name:: _________________________ Total Budget: ______________________Grub Master:: _________________________ Reviewed By: ______________________

Item Day 1 Menu Amount Day 2 Menu Amount

BR

EAK

FAST

Protein

Carbohydrate

Fruit

Drink

LUN

CH

Protein

Carbohydrate

Fruit or VegetableDrink

DIN

NER

Protein

Carbohydrate

Vegetable

Drink

Dessert

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Troop 84 PatrolQuartermaster 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

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Troop 84 Driver Assignments (Going To Activity)

Driver Scouts Driver Scouts#1Name:

Cell #:

1: #5Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:7: 7:

#2Name:

Cell #:

1: #6Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:7: 7:

#3Name:

Cell #:

1: #7Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:7: 7:

#4Name:

Cell #:

1: #8Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:

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7: 7:

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Troop 84 Driver Assignments (Returning From Activity)

Driver Scouts Driver Scouts#1Name:

Cell #:

1: #5Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:7: 7:

#2Name:

Cell #:

1: #6Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:7: 7:

#3Name:

Cell #:

1: #7Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:7: 7:

#4Name:

Cell #:

1: #8Name:

Cell #:

1:2: 2:3: 3:4: 4:5: 5:6: 6:

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7: 7:

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