Event Costs

Troop 3:16 is a ministry for the benefit of all the Scouts, so everyone pays their share for an event, whether they are a Scout, Parent or Adult Leader. The only exception is the Scoutmaster; his cost is kept as low as possible since he attends so many things at his own expense.

Generally, there are distinct and separate costs go into a trip: the cost of the event itself, travel and meals. Calculate them separately and then add them together.

Event Cost

The cost for the event itself includes site fees, permits, rentals, and so on. This should be evenly divided among all attendees. If possible, add a little for each person to help reduce the cost for the Scoutmaster.

If some costs are optional — such as an activity with a separate cost — keep that out of the main calculation so that people have a choice about paying for participate in it or not.

Travel Cost

For events in which travel is by car, the Troop pays for gas only — no wear or tear.

To estimate gas costs, first determine how many vehicles you will need for the trip at 4 or 5 people per vehicle. You generally won't get more per vehicle than that with gear.

Next, choose who the drivers will be for the number of vehicles you determined you will need. Don't pay gas for anyone else. If someone drives their own car at their own expense, don't ask them to pay for gas to the Troop. If you end up having less people participating, cancel vehicles accordingly.

For long trips, one approach is to request that drivers fill their tanks before leaving and again upon return, turn in receipt for gas used, and reimburse them. If your estimate was correct, you'll have enough money. An alternative is to pay a flat fee per person. If you collect $5.00 per person for gas, give each driver $5.00 per person that they transport in their vehicle. It's critical that you don't pay gas for people who choose to drive on their own and weren't selected as official drivers for the trip.

To calculate gas for a trip, estimate the mileage, divide by 15 miles per gallon, multiply by current cost of gas, divide by 4 people per vehicle. Example: Trip to Big Bear. 150 miles each way x 2 = 300 miles ÷ 15 miles per gallon = 20 gallons x $3.00 per gallon = $60 per vehicle ÷ 4 people = $15.00 per person. Estimate mileage higher, not lower. Allow miles for any extra driving around in the area of the event; out to dinner, lodging to ski resort, etc.

Meal Cost

There are several ways to plan meal costs, depending upon the trip itinerary and event facilities.

• Participants bring their own food. Patrols should plan meals together for Patrol Members, with the Patrol Leader determining the cost per Patrol Member or the items each Scout would bring (Patrol Advisors should review the grocery costs and shopping lists, to ensure that the Patrol does not go hungry due to lack of shopping experience). All Adults participating are responsible for buying, bringing and preparing their own meals. When participants do bring their own food, this cost is not factored in to the total event cost.

• Collect a specific amount per meal for eating out during trips with long travel times, or events in which meals may be purchased. Do not have Scouts bring their own money; otherwise the Adults in attendance will be pressured into buying meals for Scouts who didn't bring their own money like they were supposed to, or spent their money on candy and Red Bull.
  Example: collect an additional $20 per person for lunch stops during travel, give each driver $10 per person (in $10 bills) that traveled in their vehicle on the way up. At lunch, the driver gives each Scout a $10 bill, with which the Scout buys his own lunch and gets to keep the change. Do the same thing on the way home.

• Plan meals for the entire Troop. This is option is not recommended because of the difficulty in accurately estimating how much food to buy for a large group of people. But if there are legitimate reasons for doing so, the event planner needs to come up with specific amount per person per meal and charge accordingly.

  In addition to all the above, Parents should send Scouts with extra money for unanticipated expenses and personal snacks. These are not built into the cost and are not covered by the Troop.

  After the event planner completes the cost estimate, the Troop Committee will review the estimate and make any necessary changes before the details of the event are distributed to the Troop. If there are any uncertainties, it is better to err by overestimating a little than to fall short, so long as the overall goal is to keep the cost of the event as low as possible without depleting Troop funds to make up shortfalls — remember, “A Scout Is Thrifty”.

  When the final cost is determined and distributed to the Troop, potential attendees should be informed about what the cost covers and what it doesn’t, as well as there being any additional required expenses (such as groceries for Patrol prepared meals) and optional expenses (such as gear rental for participants who are not bringing their own.)

  
  

  See Also

  • Committee Responsibilities
  • Committee Meetings
  • Committee Positions
  • Finances
  • Fundraising
  • Event Planning
  • Parents on Campouts