Troop 414 Event Planning Guide

4/6/08

Purpose – The purpose of this document is to provide our Scout and Adult leaders the best practices for getting the troop ready for fun, safe events. These steps have been evolving for many years. If you have any questions, please contact the SPL or SM.

NOTE – On the Troop’s web site, under information, operations, Troop Operations Planning is a web page that will list the planning tasks, coordination and communication supporting each event.

Listed below are the 4 main roles and their key responsibilities for event planning

1) Event Adult Leader

· For District/Council events, be the Troop’s point of contact. Engage with District/Council event coordinators a month ahead of the event and work with Treasure, SM and SPL for event requirments, support and contributions the Troop needs to sign up for

· Tour Permit - For cars / caravans - Council drives this

· Parent Drivers

· Vehicle, passenger, gear logistics by car

· Oversee the Date Deadlines

· Fees/Costs/Regestration associated with Campout

· Reserving Camp Sites

· Ensure we have the proper Adult to Scout ratio to meet policy

· Work with Webmaster to ensure information is posted start at least 1 month in advance

· Have a copy of the Health/Insurance forms binder

2) Event Scout Leader

· Announcements & Signup Sheets

· Create the roster from sign-up sheets and permission slips

· Provide Adult leader a DRAFT duty roster 3 Troop Meetings before an event

· Provide Adult leader the FINAL duty roster 2 Troop Meeting before an event

· Permission Slips

· Work with SPL to get the Roster & Schedule & Duty Schedule given to the campout leader responsible for putting together the "Campout Binder", and ensuring web site is up to date

3) Patrol Leadership and Adult Advisor

· Duty Roster DRAFTED 3 Troop Meetings before an event

· Duty Roster FINALIZED 2 Troop Meetings before an event

· Grub-master assigned 2 Troop Meetings before an event

· Patrol Boxes (their own equipment)

4) Troop QM Peter Brigham & Patrol QMs

· Leading the QM process

· Gear distribution and return

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Listed below are the steps starting 4 Troop Meetings before the event.

Notice we did not say 4 weeks. Our lesson learned is that we need 4 weeks for the communication and coordination to occur. Reminder, for non camping events, use what is relevant to the event. Any questions, please contact the SPL or SM

4 troop meetings prior

· Adult Leader - Provide Webmaster event information and permission slip to be posted on the web site 4 troop meetings prior to the event

· Scout Leader - Coordinate with Adult Leader to have sign ups, permission slips ready be end of meeting and make an announcement

· Adult & Scout Leader - Communicate to Scoutmaster dates for planning tasks to be posted on the Troop Ops Planning page on the web site

· Adult & Scout Leader - Communicate to Webmaster updated information to be posted on the Troop's web site; Event Info & Parents Page

3 Troop meetings prior

· SM and Adult Leader – Contact health form person and give notice you will need the health from binder by _XX__ Troop Meeting.

· Adult leader - Provide draft campout schedule

· Scout Campout Leader - Post signup sheets at Troop Meeting, start collecting permission slips and announce the event

· Patrols - Work completing campout planning form (duty roster, menus, tent assignments and advancement needs)

· Adult & Scout Leader - Communicate to Scoutmaster updated dates for planning tasks to be posted on the Troop Ops Planning page on the web site

· Adult & Scout Leader - Communicate to Webmaster updated information to be posted on the Troop's web site

· Scouts - Those not going work on advancement

2 Troop meetings prior

· PL Weekly Call – Finalize which Scouts are going and not going on the outing

· SPL – At the start of the Troop Meetting, ask the PL’s how many are going from each patrol. Righ there on the spot, combine the patrols that have 3 or less scouts going. Send them into patrol corners as a combined patorl.

· **COMBINE PATROLS!!!!!! “BEFORE” Patrol Corners, that is key so that they patrols “plan” and finalize the duty roster as a combined patrol with a grubmaster.

· Permission Slips – Due at the end of the meeting

· Adult Leader - Provide Scout Leader final schedule

· Scout Leader - Collect permission slips, compare sign up list to collected permission slips

· Scout Leader - Prepare Campout Binder (Roster of who is going, copy of patrol Duty rosters, copy of TQM master sign out sheet, Campout Plan, Event Maps, Event information, **Permission Slips)

· Scout Leader - Prepare campout packets for the PLs (Campout Plan, Event maps, Event information, copy of duty roster)

· Patrol - Complete campout planning form (duty roster, menus, tent assignments and advancement needs. Turn into SPL.

· Grubmasters - Ensure they understand who they are buying for if we combined patrols

o Assign & Train Grubmaster

· Troop QMs - ensure patrol equipment sign out sheets and tent inspection forms are ready

· Adult & Scout Leader - Communicate to Scoutmaster updated dates for planning tasks to be posted on the Troop Ops Planning page on the web site

· Adult & Scout Leader - Communicate to Webmaster updated information to be posted on the Troop's web site

Troop Meeting prior

· Adult Leader - Get the Health/Insurance form binder from previous Adult Campout Leader or Scoutmaster

· Adult Leader & Scout Leader - Check with one another to brainstorm and coordinate for the event. Think if anything was overlooked

· Scout Leader - Finalize & print Campout Binder (Roster of who is going, copy of patrol Duty rosters, copy of TQM master sign out sheet, Campout Plan, Event Maps, Event information, **Permission Slips). Use Church copier during the meeting.

· Scout Leader - Print & Hand out to PLs campout packets (Campout Plan, Event maps, Event information, copy of duty roster) Use Church copier during the meeting.

· Patrols - Final preparations. Review Duty Roster and Campout plan. Discuss how your going to execute for arrival and campsite setup

· PQMs – Check out gear from TQM

· Troop QM - Gear Distribution to Patrol QMs. Put a copy of the master distribution list in "Campout Binder

· Adult & Scout Leader - Communicate to Scoutmaster updated dates for planning tasks to be posted on the Troop Ops Planning page on the web site

· Adult & Scout Leader - Communicate to Webmaster updated information to be posted on the Troop's web site

Campout

· Arrival - Scouts - check in with Scout Leader upon arrival at carpool site or camp site

· Before Scouts Depart on last day - Troop & Patrol QMs - Review with Scouts who brought what gear and ensure we have everything be brought, ensure all gear is going home with the Scouts who brought it and will be responsible for cleaning and drying equipment.

· Adult Leader - If possible, for the Fri to Sun campouts, have a simple e-mail sent to the Troop about the status of the campout Sat evening providing parents a brief snapshot and status for how things are going so far

o This becomes more critical based upon the weather conditions

· Departure - Scouts - check out with "Campout SPL" when leaving from carpool site or camp site

Troop Meeting After Campout

· Adult Leader – Hand health form binder to SM or Adult on the next campout

· Adult/Scout Leader – Hand Advancement Chair a copy of the roster so that the campers get entered into Troop Master

· Patrols – Return Gear using QM Process

· Troop QM – Ensure gear is returned in a clean, dry, safe and working condition, ready to go for the future

· Patrol QMs check in gear with Troop QMs

Boy Led Troop Initiative @ www.boyledtroop.org