Planning a Camping trip for Troop 23

Troop 23 is always looking for volunteers to help run the troop. Without the parents and other interested adults that participate in fund raisers, troop positions, and counseling activities, just to name a few, Boy Scouts could not function. Sometimes a parent, particularly a new parent, would like to help but does not want to take on a position that requires several hours a week. Planning a Boy Scout camping trip is a simple volunteer activity that requires very little time and that we rotate among adult volunteers. Another nice thing about planning a camping trip is that the planner does not actually have to go on the trip. Do not worry about planning a winter camping trip. The planner may choose not to attend.

While planning a camping trip is simple there are some rules that the planner needs to be aware of that I will cover in the following instructions. These rules include obtaining a tour permit, finding enough adults willing to participate in the trip, and finding a certified first aid attendee.

Before you begin planning a camping trip you will need to know the date of the camping trip. The troop develops a master calendar during August for the following year.

Before you begin planning a camping trip you will need to know the general expectations of the camping trip. Some camping trips prepare scouts for a future activity while others help the scouts with their advancements. 

INSTRUCTIONS

1. Pick the camping trip you would like to plan.
2. Verify the date of the camping trip. 
3. Determine the purpose of the camping trip. 
4. Choose the location appropriate for the purpose and make reservations. Nearby Scout Reservations and State Parks are usually always good choices.
5. Check into required permits or permissions. National forests usually require permits for large groups. County and state facilities almost always require camping permits. 
6. Report progress during a committee meeting. Present trip details and progress 2 months prior to the event.
7. Provide information to the troop. Do this before the first troop meeting of the month.  Include the following:
   1. Costs
   2. Type of camping.
   3. Short description of the trip
   4. Permission slip.
8. Reserve the bus from Discovery if it will be needed (987-4000).  Arrange for a driver for the bus.
9. Determine which adults are attending and which adults are driving. There must be at least three adults attending any event. At least one adult must be certified for first aid by the American Red Cross or a similar organization.
10. Get a Tour permit from the Scout Office or off the internet. There are two different kinds of tour permits. For trips greater than 500 miles, you should use the National Tour Permit. For trips less than 500 miles, you should use the Local Tour Permit. 
11. Complete the tour permit and return it to the scout office. Do this during the week prior to the event you are planning.
    1. Complete the form and be sure to include licensee numbers and insurance policy information of the designated drivers. This information is available from the committee chair.
    2. Get the Troop Committee Chair's signature before submitting to the Scout Office.
12. Contact the medical form coordinator to ensure that copies of health forms for all scouts are available.  These need to go with the trip leader in case of emergency.
13. Determine arrangements for cooking. Cooking options are as follows:
    1. by patrol
    2. by troop
    3. by adult leaders
14. See that the persons selected from the previous instruction make menus.
15. Remind the grub masters to buy food.
16. Gather the following information from each patrol leader. You need this information for each scout in the patrol and should gather it at the last troop meeting, prior to the camping trip.
    1. With whom are you riding?
    2. With whom are you tenting?
    3. Do you have your money for food?
    4. Do you have your money for facility fees?
    5. Do you have your permission slip?
    6. Who is bringing the patrol box?
17. Keep a record of who attends for the Scout Master's records. 
18. Give the permission slips to the Scout Master after the camping trip.  
19. Provide pictures of the camp out to the troop historian.