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Planning Troop Outings
Many details must be considered when planning troop outings. Where to go and what to do may be decided by the PLC, but adults are needed to help with equipment, logistics, permits, and finances. Here is an overview of the items that need to be planned for each outing.
- Decide if the outing will have any specific focus or skills learning. Maybe invite experts or merit badge counselors to participate.
- Determine a date for the outing and put it on the troop calendar. If required, make campground reservations or obtain wilderness or backcountry permits.
- Determine the cost per scout for the outing, including travel, food, and camping fees.
- Communicate with scouts and parents about the outing. A flyer or web page that contains all necessary information is the best way to avoid confusion. The SPL should also announce the outing and create enthusiasm for it at troop meetings. Provide plenty of notice — at least several weeks in advance.
- Sign up scouts in advance to determine an exact head count. Obtain a signed permission slip from the parent or guardian of each scout who will be attending. Any important medical information should be included on the permission slip and discussed with adult leaders who will be attending.
- Once a headcount is known, find adult leaders and drivers. A minimum of two adult leaders, one of whom has complete BSA training, should attend. A good rule of thumb is one adult per patrol, which typically is about eight scouts. Maybe discourage too many adult leaders from attending.
- Obtain insurance coverage information from drivers. (Many troops keep this information on file.)
- Prepare and file a Council tour permit.
- The Scoutmaster and SPL should work with patrol leaders on meal and activity planning.
- An Assistant Scoutmaster or committee member in charge of equipment should work with the youth Quartermaster to make sure all equipment is ready to go.
- Parents should be provided with an emergency contact number.
- Before departure, make sure scouts have packed the right equipment and have their Basic Essentials. Remind them that the buddy system will be in effect during the outing.
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