How to Plan a Successful Campout


Steps to a successful campout:

 

 

 

1)  Be Prepared.

 

 

 

2)  Cheerfully take the blame for the inevitable problems.

 

 

3)  Always have enough drivers, and be sure to keep a couple of spare seats in reserve.

 

4)  The camping coordinator is NOT responsible for the weather.  The weather is the responsibility of the Scoutmaster.

 

 

 

 

Task

Done by

Done when

Comments

Determine the event: what, when and where

PLC

Troop planning weekend and PLC meetings

The boys run the troop, and the Scoutmaster assists

 

 

 

 

Research the event (where to stay, etc.)

Planner

10 weeks before

This will vary depending upon the event.

Estimate the cost

Planner

10 weeks before

 

Make reservations

Planner

10 weeks before

This will vary depending upon the event.

 

 

 

 

Prepare a flyer and signup sheet

Planner

4-8 weeks before

Earlier is better

 

 

 

 

At troop meeting: announce event, route signup sheet, and hand out flyers

Planner

Each meeting leading up to campout

Encourage parents to attend

Recruit scouts to attend

Planner

Each meeting leading up to campout

 

 

 

 

 

Begin recruiting adults and drivers if necessary

Planner

4 weeks before

 

 

 

 

 

Fill out and submit a tour permit

Planner

2 weeks before

The tour leader and a member of the troop committee need to sign the form.  Typically we have used the Committee Chair as the committee signer.  The form is then faxed in to the Scout office.

 

 

 

 

At troop meeting: announce event, route signup sheet, and hand out flyers

Planner

Meeting before campout

Encourage parents to attend

Recruit scouts to attend

Planner

Meeting before campout

Last chance to sign up

Get the necessary health forms

Planner

Meeting before campout

Rick Rausch is the keeper of the health forms

Talk to quartermaster about any special equipment needs

Planner

Meeting before campout

Quartermaster is Rick Rausch.  Generally always the same needs.

 

 

 

 

Scouts plan the campout:

 

 

 

Select a cook and food buyer for the weekend

Scouts

Meeting before campout

Scout who needs for rank advancement

Plan menus:  budget is $10 per person, (we have been running closer to $15)

Scouts

Meeting before campout

 

Divide into patrols, prepare duty roster

Scouts

Meeting before campout

 

 

 

 

 

Check driving arrangements (enough seats for Scouts and gear?) SEE NOTES BELOW

Planner

Days before campout

 

Recruit adults and drivers if necessary

Planner

Days before campout

 

Ensure someone can pull the trailer

Planner

Days before campout

See Towing Requirements below

Check certifications (Safe Swim, CPR, Safety afloat, Youth protection, etc.)

Planner

Days before campout

Depends on the nature of the campout

Roster, duty roster, schedule, directions, etc., printed and copied for each adult

Planner

Evening before campout

Do the night before and hand out at departure point

 

 

 

 

Go Camping.  Have fun.

Planner

Weekend

Meet at departure point.  Take roll.  Let the boys run the campout, but oversee them.

 

 

 

 

Turn in one copy of final roster to recordkeeper

Planner

Next troop meeting

John DeMay

Turn in another copy of final roster to Treasurer

Planner

Next troop meeting

Ken Rowe -- advise on who to charge

Ensure all parents know how to get reimbursed for any campout expenses

Planner

Next troop meeting

Receipts go to Treasurer (Ken Rowe)

Authorize driving reimbursement, if appropriate.  SEE NOTES

Planner

Next troop meeting

Tell Treasurer (Ken Rowe)

Return health forms to keeper

Planner

Next troop meeting

Rick Rausch is the keeper of the forms

 

 

 

 

 

 

 

 

DRIVERS GENERAL GUIDELINES

 

 

Towing requirements

   Suburban/Yukon  5 people (including driver) with gear, 6 if you squeeze.

It is best if the driver has some trailering

   Mini-van  4 people with gear, 5 is tight.

 

 

experience, the tow package on the

   Mid-size SUV (explorer, Durango )  4 people with gear, 5 is a squeeze.

vehicle needs to be in good condition

   BIG Sedan :  4 with gear, 3 would be better.

 

 

(hitch, tranny cooler, oil cooler, etc).

   Standard sedan: 3 with gear.

 

 

White trailer is best towed by a full size

   Little car:  Why bother?

 

 

truck or SUV.  Gray trailer can be pulled

   Who tows trailer? SEE NOTE AT RIGHT

 

 

by a mini-van in a pinch, but otherwise at

 

 

 

least a mid-size SUV or a rear-wheel

MILEAGE REIMBURSEMENT GUIDELINES

 

 

drive mini-van.

Mileage reimbursement:  at the option of the coordinator.

 

 

Define rules.  (based upon number of scouts carried?)

 

 

If there is any official reimbursement, the mileage cannot be claimed on a tax

 

return (for some trips, it may be better to just waive the camp fee for certain drivers).

 

Do not reimburse for someone who only hauls his/her son up.

 

Consider special reimbursement for hauling trailer.

 

 

Generally, the mileage reimbursement only creates headaches and

 

does not adequately compensate the driver anyway.