All information required for organizing an outing can be
found here. This should act as a guide to help the Scout Coordinator and the adult
Trip Advisor.
The job of an outing coordinator is to coordinate --- not to do everything single-handed. Ask parents and other Scouts for help. Call the troop’s leaders with questions. Work with the Senior Patrol Leader and the Patrol Leaders Council to determine the organization of the patrols on the outing.
Outing requirements vary depending on the outing. Not all of these items will apply to every outing. On some outings the exact destination of the outing is already defined. On others, the destination and the exact nature of the adventure will be based on the research and recommendations of the coordinator. A Canadian Scout Exchange here in Fairport, for example, will not require an Outing Permit. Most outings will involve travel and an Outing Permit will be needed.
The first step, to be done well in advance, is to list destination or outfitter choices if those are not already decided. Bring these alternatives to a committee meeting for final selection at least three months before the outing dates. Use the committee meeting to enlist other volunteers as needed. If funds are needed in advance, coordinate with the Treasurer.
Check the Scout Handbook starting on page 195, and especially page 225. This is an invaluable resource, and it lists several things to think about for a variety to trips. There are checklists for appropriate gear and supplies, as well as descriptions of ways to run campouts smoothly.
Other steps that may apply:
_____ Obtain Outing Permit from the Council office, completing the application for the
permit requires you know who the drivers will
be. The form requests plate numbers, but has
always been approved without them. Determine
if other permits or additional insurance is required.
_____ Prepare a budget
for the trip on a per Scout basis. This should include cost of camp and activities
for the Scouts and adults, as well as for meals if it they are not to be bought by
patrols.
_____ Remember that if the troop trailer is going to be used, one of the vehicles has to have a trailer hitch. If chemical fuel is to be used, an outing leader has to have that training.
_____ Remind Scouts to plan meals and make arrangements to buy food. Scouts should be encouraged to think in terms of thriving, not just surviving, when it comes to both food and gear. “Roughing it” does not mean the food should be unappealing.
_____ Make campsite reservations (or housing reservations). Camp whenever conditions permit.
_____ Make plans for advancement opportunities or other activities, and get volunteers to take responsibility for these activities
_____ Write a description and announcement for the outing --- present the aspects of the outing that will appeal to the Scouts
_____ Provide a list of required clothing and gear, and let participants know whether or not their gear will have to be backpacked even if it’s not a backpack outing. It may be appropriate to keep a Scout home if he shows up for departure without the right items, i.e. appropriate footwear for a backpacking trek. An advance gear inspection is often a good idea.
_____ Begin the sign-up process 3-6 weeks in advance of the outing, including getting drivers.
_____ Set a date in advance of the outing for payments and permission slips to be submitted --- be flexible, but don’t allow anyone to go on the outing without payment, permission slip, and essential equipment.
_____ There is a permission/medical release form that can be downloaded here.
_____ There should be a joint effort between the Scout Outing Coordinator and the Senior Patrol Leader for the trip so that all aspects of the trip run smoothly. Keep each other informed as to when things should happen, how to organize, and what duties the Scouts have.
_____ Hold a brief reflection on each day of the outing to share what went well and what could have been done better.
_____ A key job of the Troop’s Scribe could be to record a written account of each
outing that could be published on the website.
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