Congratulations!
Camping trips and other outdoor activities are the lifeblood of Scouting, and Troop 10 has always benefited from Scouts and parents who are willing to step up and organize trips.
Planning a troop trip is not difficult, but there are many details to coordinate. This guide is intended to help make the process easier and ensure that nothing important gets overlooked.
Most importantly, remember that Troop 10 is youth-led. The adult trip organizer is not responsible for running the entire trip or taking over the Scouts’ responsibilities. Scouts should continue to plan and lead the activities as much as possible.
Adults are primarily responsible for the logistics that make the trip possible: reservations, permits and permissions, organizing adult leaders, transportation, paperwork, and other safety requirements.
Getting Started
The first step is simple: put the trip date on your family and work calendars!
You should have received information about the particular trip you are organizing, including the date and general plan. Even if the trip is several months away, adding it to your calendar now will help prevent conflicts later.
Once the date is on your calendar, you can begin working through the following areas.
Reservations
Make sure all necessary reservations and arrangements are completed well in advance.
- Reserve the campsite or other facilities.
- Submit any required deposits or site fees.
- Reserve special equipment or transportation, such as trailers, ferries, or other rentals.
- Provide the Outdoor Committee with the necessary roster and trip information so required council paperwork can be completed.
- Confirm reservations and requirements with the destination before the trip.
Communication
Good communication makes a trip much easier for everyone.
- Post trip information on the troop website or other appropriate communication channels.
- Work with the Patrol Leaders’ Council (PLC) in advance of the trip.
- Make announcements at troop meetings.
- Provide Scouts and families with the important details they need to prepare.
- Make sure required forms, permissions, and payments are collected before the trip.
- Keep families informed of any significant changes to the plans.
Remember that the PLC should have an active role in planning the activities. The adult organizer is there to support the Scouts’ plans and make sure the necessary logistics are in place.
Scout and Adult Information, Permissions, and Payments
Prepare the information that Scouts, parents, and adult leaders will need before the trip.
- Create and distribute a trip information sheet.
- Clearly communicate departure and return times and locations.
- Explain what equipment Scouts need to bring.
- Calculate the expected cost of the trip.
- Collect required payments.
- Collect required permission forms and other paperwork.
- Confirm which Scouts and adults are attending.
- Make sure all participating adults meet the current registration and training requirements.
Adult Logistics
Make sure there are enough qualified adult leaders and drivers to support the trip.
- Recruit adult leaders to attend.
- Confirm that participating adults have completed all required training.
- Organize transportation and make sure there are enough vehicles and drivers.
- Provide drivers with departure information, maps, directions, and contact information.
- Make sure everyone knows where and when to meet.
- Confirm emergency contact information.
Before Leaving
Before departure, make sure you have all the paperwork and equipment necessary for the trip.
Bring:
- Current Scout and adult rosters
- Medical information and required medical forms
- Required permission and waiver forms
- Trip paperwork and reservations
- Maps and directions
- Emergency contact information
- Required medications and medication documentation
- Any other paperwork required by the destination or Scouting policies
Confirm that medications have been collected according to troop procedures and that a designated adult is responsible for their proper administration during the trip.
During the Trip
The adult organizer’s primary responsibility during the trip is to make sure the logistical and safety requirements are being handled while allowing the Scouts to lead.
- Provide adults with maps, directions, and important trip information.
- Keep the medical information and required paperwork accessible.
- Check in and out with camp staff, rangers, or other authorities when required.
- Make sure transportation plans are followed.
- Support the Scouts and PLC as they carry out their plans.
- Address safety or logistical issues that require adult attention.
- Follow all applicable Scouting America and troop policies.
Let the Scouts do the Scouting whenever possible. Your job is to provide the structure and support that allows them to succeed.
After the Trip
A little follow-up helps make the next trip easier.
- Return any borrowed or rented equipment.
- Submit receipts and financial paperwork.
- Confirm that troop equipment has been returned and properly stored.
- Report any damaged or missing equipment.
- Follow up on any outstanding paperwork or payments.
- Share useful information with future trip organizers.
- Thank the Scouts and adults who helped make the trip successful.
Remember
Planning a troop trip may seem like a lot at first, but you don’t have to do everything yourself. Ask for help. The Scoutmaster, Committee, Outdoor Committee, PLC, and other experienced parents and leaders can help you navigate the process.
Your role is to make sure the logistics are in place so that the Scouts can have the adventure they planned. With a little preparation and teamwork, organizing a Troop 10 trip can be a rewarding experience for everyone involved.