The senior patrol figured out how they could lead the planning of a troop’s outing. They learned that it takes four troop meetings. Notice we are not saying four weeks but four troop meetings. There are times where troop meetings will not occur due to winter or spring breaks and you loose those weeks. We use the Outing Plan during our Half Year Planning Meetings to figure out what we have to do during the troop meetings to properly plan for an event.
For each outing we assigned a scout leader and an adult leader. The scout leader is responsible for creating the Permission Slip, Outing Binder, keeping the permission slips, getting the information to the webmaster to post on the website, gathering the permission slips, creating the outing roster and working with the patrol leadership to organize and plan the outing event. The adult leader is responsible for the tour permit, health/inusrance forms, scout medications, drivers, logistics of gear, adult gear, adult meals, ensure Adult Scout Ratio Policy is met, organizing adults or JASMs to support the outing, working with the scout leader on the roster and work with the scout leader and Patrol Adult Advisors to ensure the patrol leadership has what they need to be successful and have fun on the outing.
The scout and adult leader are responsible to define, plan, prepare and lead the campout. For each campout we choose a different adult and scout leader. We have found that a parent and son team work well working together for the campouts. This makes the permission slip and outing roster easy to keep sychronized. We also include committee members and parents as adult leaders for outings. We have found that this builds up a greater amount of trained adult leaders and increases adult participation and volunteerism for the Troop’s program.
Why four troop meetings?
Our senior scouts learned that that it took four communication steps to get the information out to the patrols and provide the patrols an adequate amount of time to communicate and organize itself. After the first few attempts, the senior scouts realized that they could plan and lead outings as long as they gave themselves enough lead time to allow for communication break downs. By following the four communcation steps below, they were able to provide themselves enough lead time that the senior scouts could back up the patrol leadership and ensure everyone was prepared for a fun time.
What about permission to treat for medical services?
The scout leader is responsible to create, distribute, collect and hold onto the permission slips which have a signature and provide permissionto treat. The adult leader has a copy of everyone’s health/insurance forms with signatures and permission to treat. Between the scout and adult leader, we have two sets of signatures for permission to treat. This provides a check and balance to ensure we are preparred in case of an emergency. One lesson learned is to have the health/insurance forms and permission slips stored in two different locations or vehicles during the outing. This will prevent an accident or someone driving home unexpectedly from taking away both copies at the same time.
Four communication steps:
Troop Meeting 1) introduce the event information
Troop Meeting 2) draft duty roster and figure out who is going
Troop Meeting 3) finalize duty roster, meal planning and assign gear and food responsibilities
Troop Meeting 4) final preperation