Troop Committee

Event Planning

All events have a minimum of a Chairman and Co-Chair who is someone other than the Scoutmaster. The Chairman for the event will handle all activities associated with that event including money collections, proper accounting of funds and proper distribution of funds to Scout accounts.

Event Proposal

Anyone can come up with an idea for a campout or daytrip â€” whether they are a Scout, Leader or Parent. However, the Patrol Leader Council needs to agree to participate in that event, and then the Scoutmaster must communicate their interest to the Troop Committee.

The Troop Committee will review the proposal, seeking answers to such questions as:

Where and when will the event be held? Does the event sponsor or location need to be further investigated? Does the timing conflict with other Troop events, school schedules, or family vacations? What are the typical weather conditions at the location for that date?
What will the Scouts do at the event? Are our Scouts and Leaders properly prepared to participate in those activities?
How much will it cost for each participant? What is the funding source (e.g., participant fees, fundraising, general fund)?

The criteria for determining whether an activity is appropriate for a Troop activity are:

Activities are led by youth and approved and supervised by adults.
Activities are Patrol- or Troop-oriented.
Activities meet standards and advancement requirements.
Activities are experience-based.

The criteria for determioning whether an activity is appropriate for the age-level of the Scout participants are:

The group-based activity matches the training and experience of participants. The group has the ability to successfully complete the activity.
The activity complies with the policies and procedures in the Guide to Safe Scouting.
The activity supports or is in harmony with Scouting values.
The activity adds to the life experiences, knowledge, or abilities of participants.
The unit or group receives training appropriate to the activity.

If the Committee approves the event, it will assign an Event Chair to begin planning the event.

Initial Planning

As soon as the event is approved, the Event Chair should begin some preparations immediately:

Work with the Committee Chairman to determine an exact date for the event that does not conflict with other Troop activities.
Verify that event date is listed on Troop Calendar.
Once a date has been determined, prepare a flyer for the Communications Chair to distribute to the Troop.
Announce event at several Troop Meetings.
Work with the Committee Chairman to determine that activities are consistent with Troop 3:16 and BSA policies.
Work with the Training Chair to determine what training Adult Leaders need to have for the event ((e.g., Outdoor Training, CPR certification, Safe Swim, Safety Afloat)., and the Scoutmaster about what training or preparation Scouts needs to participate.
Determine event site location, fees, permits and facilities (e.g., parking, camping, shelter, cooking, toilets, showers, tables, activity equipment, etc.)
Secure event site: reservations, fees, permits, etc. (Use Check Request Forms to request money from Troop Treasurer.)
Start a receipts file.
If fundraising is required, create a fundraising plan with Fundraising Coordinator, Scoutmaster and SPL.
Plan with Training Coordinator, Scoutmaster, and SPL any training to be conducted at Troop Meetings prior to participating in event.
Provide Troop Committee with regular updates of event preparation progress.

One Month Prior

Prepare a final budget for the event, for approval by the Committee Chairman. The objective should be to keep the fee as low as possible for all participants (all Adults, except the Scoutmaster, pay their own way), while still covering all required expenses.
Work with Scoutmaster and/or SPL on determining Advancement opportunities, Patrol planning needs, or rainy-day activities for the event.
Ensure that a minimum number of appropriately trained Adult Leadership â€“ consistent with Youth Protection Guidelines, type of activitity, and expected number of Scouts participating -- will commit to leading the event. All events require at least one trained Leader and one Parent who is not married to that Leader. On campouts and high adventure activities, we recommend having one Adult for every five Scouts attending.

Three Weeks Prior

Determine with Scoutmaster and SPL any required and/or recommended items needed to be brought by Scout participants (e.g., Ten Essentials, weather-appropriate clothing, footwear, personal food and water, etc.) as well as uniform required.
Create itinerary with departure and arrival times for all planned location changes. Factor in times needed for clean-up, packing, equipment return, etc.
Create transportation plan. Determine travel route and time (including meeting points and any stops for meals). Begin recruiting drivers.
Prepare a flyer with final Scout/Adult participation fee and cost breakdown, location map and information, trip itinerary, description of activities, Scout required/suggested packing list, medical examination requirements, and permission slip. Once approved by the Committee Chairman, it should be distributed at a Troop Meeting and given to the Communications Chair for email distribution.

Two Weeks Prior

Obtain final number of participants (Scouts and Adults). Verify that all Scouts planning to particpate meet any age, training, or physical requirements.
Work with Troop Scribe to collect final permission slips and payments. Track all money received accurately and in wrting. Checks are made payable to Troop 316, not to individuals.
Give all money collected for deposit to Troop Treasurer with documentation of the deposit and all money transactions.
Submit Tour Permit to Council office.
Have Scoutmaster or other Leader in charge of the event determine if the SPL or ASPL will attend. If not, he should select an event SPL. He should also assign Patrols for the event.
Work with event Leader and SPL on contingency plan for inclement weather, unavailabilty or change of venue, Scout injury or exhaustion, delays in returning, etc. â€œBe Prepared.â€
Ensure that Patrols meet and decide upon duty rosters and meal planning.

One Week Prior

Confirm reservations.
Confirm Scouts, Leaders and Adults attending.
Provide roster of all signed up Scout and Adult participants (including drivers) to Communications Coordinator to email to Troop.
Determine with Event Leader, SPL and Quartermaster any Troop equipment needed (e.g., tents).
Review transportation plan and finish driver recruitment.
Confirm with Scoutmaster and SPL that Scouts have been assigned to purchase any food needed and that Patrol grocery lists have been prepared.
Determine local hospitals and get directions and phone numbers.
Confirm Contact Parent to notify Scoutâ€™s Parents about about change of plans, venue, or times during trip. Contact Parent should have participant roster, mobile numbers for participants, emergency numbers.
Confirm that SPL has contacted Patrol Leaders about any final preparations and determine if there are any last-minute problems.
Prepare final event information flyer to be distributed to all participants at Troop Meeting immediately prior to event.
Send final information flyer to Communications Coodinator for Troop distribution.

Several Days Prior

Verify that the driverâ€™s vehicle information has been recorded.
Write and photocopy directions for all drivers.
Draft Check-Off List for departure day (Scouts/Adults present, permission slips, medical forms, money paid, required equipment).
Check long-range weather forcast for area of event. If there are any potential problems, notify participants about potential cancellation or new clothing/equipment needs.
Confirm attending Leaders, Adults, Drivers.
Confirm that Equipment Coordinator, Quartermaster or Event Leader is bringing any needed Troop equipment.
Gather all paperwork (e.g., departure check-off list, participant list, permits, blank medical forms and permission slips, emergency contact numbers, directions to local hospitals, directions and maps, blank checks and money, )

Departure

Confirm that event Leader has Guide to Safe Scouting and Troop first aid kit. (The Scoutmaster maintains this kit).
Confirm that all Troop equipment has arrived.
Confirm that each Scout has any items required to particpate in event. Scouts without required items will not be permitted to participate.
Sign Scouts in and complete check-off list.
Collect additional signed Medical Consent Forms, Permission Slips, money.
Distribute maps/directions to all drivers.
Review directions and any stopping points with drivers.
Have SPL assign seats for travel.

After Return

Confirm that Troop gear has been returned to Equipment Coordinator.
Present receipts for all expenses to Troop Treasurer, and inform him of any outstanding bills to expect.
Work with Scoutmaster and SPL on having Troop Historian write up event report for Troop distribution.
Present event post-mortem to Troop Committee.