Guides about choosing a destination, getting the word out, collecting responses, determining what you will need, food, supplies, money, packing lists, submitting paperwork, covering costs, activities at various places, what to do (itineraries) and historical data (lessons learned)

What are the steps for planning a weekend event?

Each weekend event that the Troop sponsors should be headed by at least two Adult leaders. Usually, ASM’s lead these events; however, any adult can take the lead on an event, as long as one leader is a registered ASM with current Youth Protection certification, at minimum. Additionally, once the event has been “approved” by the Scoutmaster and the PLC, a Scout will also be assigned as the event SPL. Because the Troop is boy run, the Adult should have the event SPL lead most of the activities. However, only an Adult can make reservations and fill out tour permits for Troop events. Below is a comprehensive list of the planning activities that should be addressed when planning a trip.

1. Volunteer to be the Adult leader for an activity, and recruit your adult co-leader.

2. Schedule the specific dates of the event and call to make reservations.

3. Get an estimated cost for the activity. This is the estimated cost for the reservations, troop provided food, and any other troop provided costs.

4. If this is a repeat event, use past years information to help formulate cost.

5. Talk to the scoutmaster or committee chair and find out the Troop budget for the trip. The estimated cost of the Trip minus the Troop budget, divided by the number of scouts, will be the cost for individual scouts.

6. Fill out the tour permit for the event.

   1. The tour permit can be filled out online. A copy is available on this site: Local Tour Permit

   2. You can create a PDF and e-mail it to scout headquarters. Talk to Jim Fraser or Dave Tabor for more information and contacts.

   3. Get names, addresses, ages and signatures of tour leaders

      1. get driver info: name, DL#, and insurance coverage info

      2. get signature of Troop committee person (Light, Wrona, Dollar, Pederson, Fraser)

      3. Get training certifications as needed (eg. no one swims at Klondike but a heart attack is a possibility, so get a tour leader who is CPR certified.

7. Make a flyer, Announce the trip via web site and at Troop meetings.

8. Start a sign-up list.

9. For a scout to participate he will need a filled out permission slip and provide payment for the trip.

10. Provide permission slip for scouts

11. Work with the event SPL to discuss plans and details for the trip

    1. Patrol or event cooking

    2. Other activities – working on requirements, games, expectation for the boys

12. Collect permission slips and money (week before event).

13. Line up transportation plan

14. Before the trip the event SPL should lead the following activities:

    1. Have the boys develop menu plans, duty rosters, and shopping list

    2. Assign who is responsible for purchasing food

    3. Gather the troop gear needed for the event

    4. Tents, coolers, water jugs, stoves, utensils, foil…

15. Set departure plan and meeting time.  Car assignments, maps of the route and a list of drivers cell phone numbers are good to have.

16. ENJOY THE EVENT

17. Ensure all Troop equipment is properly cleaned and returned to the Quartermaster.

18. Assign tents to be brought home by a scout to be cleaned and dried (if required)

19. Collect all receipts for reimbursement by treasurer.

20. Provide pictures to Garrett Smith for inclusion in the next COH slide show.