2016 Outing Planning Guide Template
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TROOP 234 OUTING PLANNING GUIDE
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Outing Name:
SL = Scout Lead
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Scheduled Dates:
AG = Adult Guide
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Scout Lead:
AC = Activity Chair
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Adult Guide:
SPL = Senior Patrol leader
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Lead TimeAction Item
Responsibility
Target DateDate CompleteCompleted By (Initials)
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2-6 monthsReserve facility and submit registration/deposits as necessary
Confirmation Number: _________________
Point of Contact: ____________________
AC
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Do Adults need specific training for this outing (Wilderness First Aid, etc.)?AC
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Do participants need medical forms or special medical clearance for this outing? AC
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Listed below are the steps starting about 4 weeks before the outing. For non-camping events (such as day trips), use only what is relevant to the outing.
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STEP ONE: PLAN IT
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4 weeksStart planning - what do you want to do?
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Gather information from previous outing. Contact prior year SL and AGSL & AG
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Get specific details about the campsite, hiking route, etc.SL & AG
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Decide on a basic plan (activities and timeline) for the outingSL
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Plan for advancement opportunities for scouts SL
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Estimate the number of scouts expected to participate SL
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Determine how much to charge for the outing SL & AG
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Determine deadline for outing signupsSL & AG
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Fill in target dates on this planning guide SL
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STEP TWO: ADVERTISE IT
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3 weeksGetting the word out - announcements, flyers, signup sheets, etc.
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Create a flyer which describes the outing, including the timeline and costSL
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Create a signup sheet (use the online template, or just a piece of paper)SL
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Create an Outing Consent Form (using the standard template)SL, AG or AC
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Make an announcement at a Troop meeting, distribute flyer, and take signupsSL
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Direct patrol leaders to make outing announcement at patrol meetings SPL
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Send out Constant Contact to announce outing with copy of flyer and Consent Form, including basic facts and deadline for sign up.SL, AG or AC
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2 weeksMore announcements, flyers, signup sheets, etc.
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Make second announcement at troop meeting, distribute flyer & sign up sheet again. SL
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Create (or update) an outing roster to keep track of sign-upsSL
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Collect payments based on outing rosterAG
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Recruit adults to go (especially drivers)SL & AG
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Reconfirm campsite/facility reservations and campground specifics.AG or AC
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Send out Constant Contact reminder about the outing and the deadline for sign up.SL, AG or AC
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STEP THREE: LEAD IT
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1 weekFinal preparations and patrol arrangements
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Combine patrols (if needed, based on signups)SL
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Patrols plan menus, duty roster, tent assignments (at troop or patrol meeting)PL's
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Help patrols organize campfire program SL, SPL
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Speak with Chaplain’s Aide to plan programSL
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Consult w/Adult Guide to ensure sufficient adults participatingSL
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Consult w/ SPL and Quartermaster about troop gear needed for the outing (first aid kit, patrol boxes, propane, pop up shades, troop flag, etc.) SL
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Arrange for pick-up and transport of troop gear to outingAG or AC
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Prepare driving directions for drivers. Google Maps work well. SL or AG
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Send out final Constant Contact about departure place/time, packing list, etc. SL, AG or AC
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Arrange meals for Greybeard PatrolAG
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Departure DayGo!
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Take roll using your Outing Roster and make sure all scouts and drivers are present or accounted for (some may have arranged to come later).SL
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Collect remaining Consent Forms, Medical Forms, and final payments AG
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Look over your checklist of troop gear – is everything ready to go?SL
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Speak with each patrol leader and ensure they have patrol gear and food packed. SL
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Use Patrol Leaders to help organize scouts by patrol, and assign scouts to cars. SL
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Consult with AL to determine any final issues that need attention. SL
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Provide drivers with written directions. SL or AG
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Bring medical forms, consent forms, and Guide to Safe Scouting. (AL)AG
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On the TripScouts are in charge!
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Work with SPL, Sr. Scouts, and Patrol Leaders to run the outing.SL
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STEP FOUR: REPORT IT
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Upon ReturnCleanup and Reporting
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Return Troop gear and patrol boxes properly cleaned and dried out. Advise QM of any equipment problems. PL's
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Re-stow troop equipment and patrol boxes in troop storage locker. QM
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Prepare Outing Report and forward to SPL for outing evaluation, and Advancement Chair for recording in Troopmaster. SL
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Review Outing Report at next PLC to evaluate success of outing (including attendance, activities, organization, etc.) SPL
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Collect receipts and submit Income/Expense report and reimbursement requests to troop Treasurer.AG
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Prepare and send any necessary Thank You notes to individuals outside the troop that helped with outing. (w/ help from Troop Scribe)SL
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