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Everything you wanted to know about being a trip leader but were afraid to ask. Please contact Deb Moreash if you have any questions or need help on something that isn't answered here.
3 Weeks before outing
- Pre-trip to area to check out camping spots and water availability (optional)
- Gather maps and information about destination
- Make permission slip and info form - download this blank backpack slip or this blank car camping slip. To estimate cost of trip, include fees for any required permits, camp site fees if applicable, and a gas allowance for the drivers. Money for meals will be collected separately by patrols; each patrol is responsible for planning and budgeting their meals, collecting the money, and grocery shopping (adult patrols too). As a guideline, generally $2.50 per person per meal for food is enough for an overnight car campout. For gas, $10-$20 per person will help our drivers (depending on mileage to destination). Click here for a spreadsheet to help calculate transportation costs. On backpack trips, individual scouts and leaders are responsible for their own food but gas money and camping fees should still be collected.
Two weeks before outing
- Hand out permission slips - also email permission slip to entire troop
One week before outing
- Call quartermaster to remind him to bring tents, patrol boxes, any necessary equipment to the meeting before the outing
- Collect money and permission slips
- Download and fill out trip spreadsheet
- Assign drivers, make sure there are enough vehicles
- Have patrols plan menus and fill out duty roster
- Help patrols select an activity and a service project for the outing - here are some resources for games and activities:
- Hand out grocery money to designated shoppers for each patrol
- Fill out online tour permit, print, and take to Council - download this partially completed Troop 697 tour permit or use this blank pdf file. Our driver list is on file at Council, so write "on file" in the spaces on page two for driver information. The tour permit can be delivered in person to the Grand Canyon Council office at 2969 N. Greenfield Road, Phoenix, or e-mailed to them at TourPermits@grandcanyonbsa.org. If you e-mail it to them, it must be electronically signed. If you take it in person, it can be done up to a day before the trip. Please print two copies of the permit, one for their files and one to be kept by the trip leader.
- Click here for more information on when and how to file a tour permit
- Get health forms notebook from medical records chairperson (Betty Frantz)
Day of outing
- Bring list of attendees and health forms
- Make sure all boys are wearing Class C uniforms for traveling
- Make sure all drivers have maps or directions; exchange cell phone numbers of drivers
- Go on trip and have fun!
After outing
- Return health forms to medical records chairperson
- Send a report to the advancement chairperson of who attended campout and number of nights, and, if applicable, a service project report of what, who, and number of hours.
- Refund any left-over money to drivers and participants
- Troop gear goes back to quartermaster
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