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Campout Organizational Check-Off List
Event Planning Guide
The following represents the basic "to do" list for a typical weekend camping
event. The schedule represents the ideal, and in reality is usually shorter. It
is assumed that certain aspects of the activity - what we're doing, where we're
doing it, permission and/or reservations, deposit fees, etc., have already been
long accomplished (in many cases, a year in advance!) If not, then these aspects
must be completed first!
3 Weeks Ahead of Time
| _____ |
If not already done, start a Receipts File. |
| _____ |
Local Tour Permit Completed, Signed, and Mailed to Council. |
| _____ |
Troop Permission Slips Generated, Photocopied, and Distributed to
Scouts/Families. |
| _____ |
Fresh Troop "Bare-Bones" Camping Lists Distributed to all First Year
Scouts/Families |
| _____ |
Quick Review of Troop Medical Forms and Emergency Numbers Sheet - Are
All New Scouts (and Adults) Included? |
| _____ |
If specialized gear is required for the activity (e.g., rifle, archery,
caving, rock climbing and repelling, canoeing, biking, etc.), Quick Review
of the Gear. |
| _____ |
Quick Check of Troop Cooking/Cleaning Equipment - Have All Items
Distributed for Cleanup after the last event been Returned to the Troop? |
| _____ |
Complete repairs, if any, on needed Troop Gear damaged during the last
event. |
2 Weeks Ahead of Time
| _____ |
Distribute Troop Campout Planning Guides (SPL/SM to the SPL, Patrol
Leader's and Menu/Duty Rosters to the Patrol Leaders). Initial Planning
Completed; Forms Returned to the SPL/SM for Checks and Approvals. |
| _____ |
SM and SPL Make Initial Determinations on Transportation Requirements,
Adult Support, Senior Scout Support, etc. If problems, Plan of Attack
formulated. |
| _____ |
Initial Weekend Activity Hourly Schedule Planned Out. |
| _____ |
Check Status of Troop Supply Boxes (Troop Fuels, Coleman Lanterns,
Paper, Condiments, Cleaning Supplies, Games); Prepare Restocking List;
Assign Person to Acquire all Needed Items by Following Week. |
| _____ |
Check Status of Troop First Aid Kit(s). Prepare Restocking List; Assign
Person to Acquire all Needed Items by Following Week. |
1 Week Ahead of Time
| _____ |
Confirm Reservations (as required). |
| _____ |
Confirm Return of Signed Tour Permit from Council. |
| _____ |
Confirm Activity Hourly Schedule. |
| _____ |
Collect Permission Slips/Money from Scouts. |
| _____ |
Restock Troop Supply Boxes. |
| _____ |
Restock Troop First Aid Kit(s). |
| _____ |
Reassemble Troop Cook and Utensil Kits, other ancillary cooking
equipment. |
| _____ |
Complete Quartermaster's Check-Off List; Leave in Scout Closet. |
| _____ |
Return Approved Troop Campout Planning Guides to the SPL and Patrol
Leaders. Review Corrections, if Any, with the SPL to discuss with the Patrol
Leaders. |
| _____ |
Confirm Scouts and Adults Attending. Review Transportation Situation; if
problems, attempt to resolve at Troop Meeting. |
| _____ |
Confirm Food-Buying Scouts. Review Troop Food Shelves with Food
Purchasers to Avoid Needless Purchases. Establish exactly when Food will be
Bought and Delivered to the Scout Hall. |
| _____ |
Confirm Service Patrol Scouts. Establish exactly when Service Patrol
will arrive at the Scout Hall. Attempt to have a second Adult Present, if
possible. |
| _____ |
Confirm Troop Ice Jugs in the Troop Refrigerator. |
Prior Week, Early
| _____ |
Draft Up Directions Sheet and Xerox Adequate Copies for All Drivers.
Establish Meal Points and In-Case-Of-Separation Re-Assembly Point(s). |
| _____ |
Determine Local Church(es); Get Directions and Confirm Times of
Services. |
| _____ |
Determine Local Hospital(s); Get Directions. |
| _____ |
Confirm a Tele-tree Contact Parent; Give Emergency Contact Number(s) to
Same. |
| _____ |
Buy Film and Spare Batteries for Troop Cameras. |
Prior Week, Mid-Week
| _____ |
Draft Up an Assembly Check-Off List (Scouts/Adults Present, Permission
Slip(s) In, Money In). |
| _____ |
Check Long-Range Weather Forecast for Area of Activity; If any Potential
Problems, have SPL Establish a Tele-tree to Advise Scouts (especially Newer
Scouts). |
Prior Week, Late
| _____ |
Food Purchased and (if possible) Pre-Packed at Scout Hall. |
| _____ |
Troop Vans Outfitted (Gas, Oil, Air, Spare Tire Pressure, W/W Fluid,
Brake Fluid, Radiator Fluid, Extra Oil, CB Radios, Trash Cans, Spare Trailer
Wheel, Tool Kits, Spotlight, Jumper Cables, Spare Belts, Tire Chains (if
necessary). |
| _____ |
Troop Trailer Outfitted (Air, Gate, Light Check, Bungee Cords, Properly
Attached to Gray Van, License Plate). |
| _____ |
Assemble all Pertinent Troop Paper (Tour Permits, Other Permits or
Reservation Forms, Troop Medical Forms, Troop Emergency Contact Numbers, All
Directions, All Maps, Extra Blank Checks and Cash, Troop Roster, Troop
Advancement Records, etc.) |
| _____ |
If required for the event, Assemble All Specialized Equipment from Bob's
House, Pack in one of the Troop Vans. |
| _____ |
Have SPL Call and Remind Patrol Leaders to Bring their Campout Planning
Guides and Determine if there are any "Last-Minute" Problems. |
| _____ |
Confirmational Calls to Attending and Driving Adults, if and as needed. |
Assembly
| _____ |
Open Scout Hall, Troop Closets |
| _____ |
Supervise Service Patrol in Packing Troop Gear (Using the
Quartermaster's Check-Off List), and all Food. |
| _____ |
Assign Greeter (Give Him/Her the Troop Check-Off List, plus Extra
Permission Slips) |
| _____ |
Assign Packing Coordinators for Packing of Personal Gear in the
Vehicles. |
| _____ |
Distribute Maps and Directions to All Drivers; if we're using the Toll
Road, distribute Cash to all drivers (and remind them to save receipts.) |
| _____ |
Review Directions out of Town and Planned Meal Stopping Point. |
| _____ |
Have SPL Assign Seats for Travel. |
| _____ |
Lock Down the Scout Hall. |
After the Event
| _____ |
Pack all gear away in the Scout Closet, Clean and Dry; Distribute
Leftover Opened Food |
| _____ |
Assign Scouts to Clean Cookware (and if necessary, to dry tents and
tarps) |
| _____ |
Assist Scoutmaster or Troop Accountant in Campout Accounts |
| _____ |
Assist Scoutmaster in Developing or Enhancing "How-To" Guide for Next
Time |
Page Revised
03/27/2010
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