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Age
Appropriate Activities top
Check
to make sure that the activities planned are age appropriate. The Guide
to Safe Scouting has information about what activities are suitable.
For example, scouts can snorkel, but not scuba ,while venturers can
scuba. http://www.scouting.org/filestore/ageguides.pdf
Calendar
The
most important part of planning. Be sure that outing dates are correct
on the troop calendar, as people (parents) typically plan over a month
ahead. Some campsites are in high demand and may require reservations
made six months in advance.
Climbing Trips
Climb-on Safely guidelines must be followed for climbing trips. Rock
climbing requires a trained climbing instructor, not just climb-on safely
trained leaders.
Commercial Trip with Exact Head Count
Moaning Caverns or sailing are examples of a commercial trip since fees
must be paid ahead of time. This type of trip requires reservation and
prepayment based on number of participants - very important to get head
count and drivers well in advance - without enough drivers T494 may
wind up paying for wasted reservations! The is best is to require a
deposit and then payment in full before the trip.
Commercial Trip with Approximate Head Count
E.G. the submarine USS Pampanito or aircraft carrier USS Hornet. The
fee is based upon actual attendees, but there is a minimum required
and final payment is due when you check in.
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Commercial Trips
Make sure you contact the company and ask them for ALL instruction-related
materials to be sent way ahead of time, and find out exactly what they
provide (e.g., Moaning Caverns provides coveralls) - so you can distribute
this important info. in a timely manner. Also determine group rate structure.
Deposits
Make appropriate deposit and submit receipt for reimbursement. A check
request can also be made from the Troop Treasurer.
Distant Overnight Trips
For example, ski trips and snow camping should be planned further ahead
since drivers (dads) need to commit to staying overnight (especially
if a Friday night is involved).
Instructions, especially concerning bringing money, food, clothes (warm,
grubby etc.) and Descriptions (let the scouts and parents know what
the trip entails, and approximate departure and return times) are important.
Descriptions helps scouts/parents decide if the scout wants to go on
a trip, and reduces some of the yes/no/maybe hassle involved in establishing
the roster for the trip. Instructions ensure the scout arrives prepared
and has a good time, and reduces the hassle of last-minute phoned instructions.
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Drivers
For critical trips, it is worthwhile writing down the reasons a dad
can't drive. Then, if the trip appears to be short of drivers, the planner
knows who not to call again (i.e., those with serious commitments) and
what the odds are of finding enough drivers (based on the reasons given).
For example, a 1998 Moaning Caverns trip came up short by three scout
spaces (i.e. one driver/car) and all "excuses" were firm and
very reasonable. This gave the trip planner the best possible information
to act on (first, beg, then consider dropping scouts). Remember, our
insurance requires that scouts do NOT drive scouts, and ALL scouts wear
seat belts.
E-groups
The troop uses Yahoo! egroups to communicate via email as well as a
troop calendar, files for download and sign-up sheets for drivers and
scouts attending outings. Only registered members can access the site.
Medical Forms
There is a new medical form that consists of sections A, B & C which is only valid for one-year.
Parts A and C are to be completed annually by all BSA unit members. Both parts are required for all events that do not exceed 72 consecutive hours, where the level of activity is similar to that normally expended at home or at school, such as day camp, day hikes, swimming parties, or an overnight camp, and where medical care is readily available.
Part B is signed by a physician after a physical exam. Part B is required with parts A and C for any event that exceeds 72 consecutive hours, or when the nature of the activity is strenuous and demanding, such as a high-adventure trek. Service projects or work weekends may also fit this description. It is to be completed and signed by a certified and licensed health-care provider—physician (MD, DO), nurse practitioner, or physician’s assistant as appropriate for your state.
Link: Medical Form
Money
Probably the easiest way to collect money is have each scout bring the
correct cash or check in a small lunch bag with his name in/on it. Then
the trip leader can, later, at his leisure, check of the payees with
no errors. This is even more useful on rainy trips, where paperwork
is more of a problem. We have a 10X10 policy where we ask the scouts
to bring money for purchasing food to a meeting 10 days before the outing.
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Prior Experience
It is much better if one adult in the planning process has complete
prior experience of a location, activity, etc., although not essential
if all the right questions are asked and one can talk to others who
have done the same outing. We like to keep a folder on each trip we
take as a resource for future outings.
Trained Leaders
At least one trained and registered scout leader with at least one adult
parent is required for an outing. At least one adult must have received
Youth Protection Program Training. Depending on the type of outing,
leaders may need additional training. For example, climbing outings
require a certified climbing instructor.
Trip or Tour Permits
You need the completed permit (signed by Unit Committee member), the
tour leaders Youth Protection Training Card (unless you know for sure
it is on file), and the driver info. For trips over 500 miles, you will
need a National Tour Permit. A general guide is that if the unit is
traveling to a place that is not troop or alternative meeting location,
a tour permit should be applied for.
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Trip Report
It is strongly recommended that the trip leader prepare a written one-page
report, and submit copies to the Scoutmaster, and to the Unit Chairman,
who will then present it at the Troop Parents Meeting. The process of
preparing the report allows for a calm and critical review of the prior
outing, noting successes and failures, etc., and thus also provides
a useful tool for future planning. We ask that the scouts submit trip
reports and publish it in our newsletter. Parents love to get the scouts
perspective on these trips.
Trip Data
Irrespective of the activity, a trip binder or folder should be kept,
to include trip instruction sheets, maps and trip reports. This provides
a simple documentation of what the troop has done each year and a resource
for planning similar outings.
Water Trips
Swimming trips must follow Safe Swim Defense guidelines while boating
trips must follow Safety Afloat guidelines. Starting in 2010, units going on swimming or water activities must also have a leader that has taken Swimming and Water Rescue, an 8-hour course, while for boating activities, there is a new course called Paddlecraft Safety. Both are valid for 3 years and fulfills the leader to be a qualified supervisor for the outing.
Weather
The National Weather Service (NWS) issues weather forecasts that the
local station use. One of the more confusing terms is probability of
precipitation (PoP). What does PoP mean? The official definition is
the probability of measurable precipitation over a time period at any
point in a specific forecast area. Clear now? No? Some things that you
need to know to understand- What is measurable precipitation? (1/100
or .01 inches) What is the time period? (Today- 6 AM to 6 PM), tonight
- 6 PM to 6 AM) What is the forecast area? Check out this website to
get a handle on the terms: http://pajk.arh.noaa.gov/wxterms.php
The local weather service is based in Monterey. Here is the link to
their site: http://www.wrh.noaa.gov/mtr/
Tour Permit Forms
and Procedure
Making
Reservations
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