Troop 1 Richmond
Richmond, Rhode Island, United States of America

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Camping Trip Planning Guide

Our goal is for every camping trip to have two adult coordinators—ideally, one who is more experienced, and one who is learning, but we’ll take what we can get! In order to help make this process run more smoothly, what follows is information that outlines what this task may entail. Because every trip is different, this won’t necessarily cover all the bases, but should be a solid start.

Please be sure to review our troop’s policies and procedures for camping at. This provides the “big picture.” The web site has most of the forms you and the Patrol leaders will need to plan the trip. In general, you will need the following:

1. Local Tour Permit
2. Driver’s Forms
3. Activity Roster
4. Menu Plan (1/patrol)
5. Shopping List (1/patrol)
6. Duty Roster (1/patrol)

Copies of these forms are included in the red book and on the troop website.

Advanced Planning:
Beginning as early as possible, but certainly within a month or so of the trip, we should know the following information: coordinators, date, location, and estimated per scout cost.

Promotion:
Start getting the word out about the trip and its details to the troop at meetings and on the website. We require advance sign-up and advance payment. Be sure to specify this with potential participants.

Adult Support:
We must have at least 2 adults from the troop attending each trip, and all adults should have gone through on-line Youth Protection Training at a minimum. Start lining up your key adults as soon as possible. Some activities require particular training to be in compliance with regulations, for instance: shooting sports; rappelling; water activities; etc.  See the Local Tour Permit for essential personnel requirements. Further details on essential needs can be found in the “Guide to Safe Scouting,” found online at www.scouting.org/Healthandsafety/GSS/toc.aspx.

Budgeting:
Setting the Budget is one of the more challenging parts for these trips.

If we are camping at a paid campsite, determine the expense. Is it by the person, by the campsite, or by the tent?

You should estimate $3.00 per meal per person. For trips that go out of state or more than a couple hours from Richmond, we recommend including a fuel budget. Typically this subsidizes the drivers but does not fully reimburse them, so be sure to let drivers know in advance what your plan is.

Other costs:
Don’t forget entrance fees, parking fees, and etc. Are there any costs for what you plan to do such as rentals, activity fees or on-road dinners. Do we need to purchase any equipment?

Determine a total Cost Per Person
It is better to estimate a little high for unforeseen expenses. Unused money can always be returned to the participants. You should be sure to publicize the cost in advance and let participants know when the payment is due!

Two Tuesdays before the Trip:
At least two Tuesdays before the trip, including the adults, should be present for this meeting. You may be competing with other activities that night, but trip preparation should be the priority for all attending Scouts. Be sure to coordinate with the SPL for the time you will need to plan.

Final details for that night include:

  • Check the red book and get a list and final count of Scouts and adults attending.
  • Collect money and provide. Give each patrol the money they need for shopping.
  • Confirm which adults are driving—Use the “Tour Permit.”  You will need their driver license number, vehicle information, and insurance coverage levels. Be sure to be explicit so people know if they are driving or not, and if they will receive a fuel stipend.
  • If we are going to need to take the Trailer, confirm which driver will be able to haul it and how we will get the trailer.
  • Any new adults going on this trip should be asked to complete Youth Protection Training prior to the trip.
  • Confirm with the Senior Patrol Leader, Chaplain’s Aides, Bugler, and Quartermaster that they are prepared to cover their duties for the trip, or that they will delegate them. If one or more is missing then you should appoint one older scout for each position.
  • Make sure to schedule sufficient time (30 minutes minimum) for the Menu Planning, Duty Roster Planning, and Food Shopping List creation. 1-2 Scouts will be designated as food shoppers.  It is recommended that new Scouts be assisted in first time shopping by an older Scout. Be sure they, and the lead Scouts on the trip, know the budget for the meals, any constraints or recommendations re food preparation time or facilities (e.g., do we need a mid-morning snack? Can we build fires?), and are aware of our food shopping policies. Food shoppers typically provide the ice as well. Use the Meal Planning, Menu and Duty Roster Forms in the red book and on the website.
  • Make sure everyone knows what gear to bring, and has tents and tent buddies if needed. Provide a packing list if necessary.
  • Meet with the participants to cover details like leaving and returning time/location, packing lists, plus any instructional time necessary on skills. Confirm whether there are particular activities that Scouts need for rank advancement on the trip.
  • Remind Scouts if they will need to bring a boxed dinner or have eatten. Remind them they must wear their Class-B uniforms for travel.

More Hints and Generalizations:

  • You may wish to formalize a communications plan of cell phone #’s; remind drivers to bring walkie-talkie radios for the drive if they have them. Make sure there is a Home contact person that knows the plans and who is on the trip.
  • Have maps and/or driving directions to and from campsite and trek.
  • Take along Medical forms and Permission Sheets for each Scout/adult.
  • If we go outside the Narragansett Council you need to file (by fax, usually) a Tour Permit with the Council office (available on Troop or District’s website). Fax this in on Wednesday if possible. This may involve getting information on adults’ First Aid/CPR certification, Safe Swim/Safety Afloat certification, as well as driver information, depending on the activity. It needs to be signed by the trip leader as well as one other troop adult.
  • If the trip is inside the District, the form need not be filed with the Council, but it is a good tool for planning and insuring that the appropriately trained adults are included in your trip.

Upon Departure for the Trip:

  • Confirm that everyone is present
  • Make sure all Scouts are in Class B uniform, have eaten dinner or have a boxed meal, tenting arrangements, etc.
  • Any Scout attending his first camping trip will need a “gear check” with the Scout Master or Assistant Scout Master.
  • Be sure the SPL/PLs have Menu and Duty Roster
  • Each patrol should pack a patrol boxes and food
  • Bring cleanup buckets and supplies
  • Carry an American flag if possible
  • If needed, bring carport, table, Dutch ovens, shovel, axe, propane, etc.
  • Double-check any special gear (like bikes, ropes, etc.)

After the Trip:

  • Someone should post a summary of the trip and photos to the website and troop historian so those who didn’t attend see what a great trip it was!
  • Submit to the Troop Treasurer any receipts for the trip, as well as any money collected, so he can balance the budget for the trip.
  • File your copies of planning forms in the red book. Who cares if they are messy, and they will be! The information on these forms will make the next leader’s job much easier.