Trip Planning Basics

How do you know you are ready for a trip?  Things to consider:

** Does the group want to go?

** Can ALL who are going function as positive members of the team?

** Are all members willing and strong enough to handle their personal gear?

** Can members use the necessary tools and equipment safely?

** Are members able to understand and follow chain of command?

** Are members willing to follow directions?

** Do all members have the necessary skills to succeed?

** Does the scouting program support this type of activity?

** Are you following the program and heeding BSA standards?

** Did you check to Guide to Safe Scouting?

Remember, not all members will be ready for the same activity at the same time.  Be sure there is a plan to educate all members and allow their skills to mature before taking on a big challenge.  The goal is for each of the members to participate to her/his fullest potential, be safe and enjoy the experience.

As leaders we want to empower and encourage the youth to do what they want to do.  So that means the planning should fall to the youth, with the adult involvement kept to a minimum.  This allows the youth to get the most out of the experience, but also gives them the support they need to plan a successful activity.  Skills and leadership will grow and mature with each activity planned. 

 You all should be able and wanting to take control of your activities.  You should be able to come up with trip ideas and then research them, plan well balances meals, know what to pack, know what members cannot eat what foods, help with the shopping, decide on sleeping arrangements, work out a job chart and squad assignments, plan a budget, make phone calls, fill out the necessary paperwork and any other aspects that may be involved in the planning.

 If the group is not taking part in the type of activities you want to do, then it is up to you (not the adults) to try to make it happen.  You are responsible for your own journey in Venturing, the adults are responsible for the safety and well-being of the whole group, and their job is to ensure that everyone is safe and comfortable in that journey.  This is the foundation for the teamwork necessary to ensure success.  Remember, what you say and how you conduct yourself will have a direct impact on how healthy moral is and how successful the activities will be.

Have an idea for an activity?  How do you go about making it a reality?

Do some research; come up with a proposal.  At a Crew meeting (not an Officer meeting) during the open discussion, present the idea to the group.  Have an outline of the basics.  Keep it simple, the plan will evolve as the details are figured out.  There will be a discussion of whether it’s a viable activity.  Then the youth members will vote to determine whether there is an interest by the group to take part in the activity.  Be prepared to field questions and concerns that the youth and adults may have.  If the majority of the group does not show an interest, move on.  There may be suggestions to take on the activity at a later date.  If only a small amount of members are interested, have a discussion at an appropriate time with the Advisor as to the feasibility of support for a small group to take part in the activity.  The adults will support any and all activities that they feel the group can handle.

Once the activity is accepted, be prepared to put the time in to make it happen.  You will need to have planning meetings.  The more involved the activity, the more meetings you will need to have.  You may need to allow time for members to develop the necessary skills.  Be patient.  We have a very diverse group, with many different levels of experience.

Consider these points when you plan:

            **Where does the group want to go?

            **What do they want to accomplish when they are there?

            **Will the activity involve advancement or service?

            **What gear will be needed?  Do we have it, need to borrow it or purchase it?

            **What are the guidelines for the activity?

            **Are there any special circumstances to be concerned with? (Weather, wildlife, etc)

            **Will there be any issues for any members? (Environment, sharing space, health)

            **Do we need to cover any health or safety factors?

            **Plan simple meals everyone can eat

            **Have a back up plan; be aware of factors that could impact your trip.

            **Review health and safety procedures.

            **Include some free time whenever possible.

            **Create a job chart to minimize chaos.

            **Hold as many planning meetings necessary to ensure a successful activity.

After the activity, evaluate:

            **What went well?

            **What could have been done better?

            **Should we do this again?  Where and when? (Same location and season next time?)

 Then come up with a plan to implement any changes that will improve future activities.  Each activity should grow and evolve from the success and challenges of the previous trip

Sample Timeline for Planning

2-6 months prior to activity

• Select the place and date
• Reserve the site, if necessary, and determine deposit
• Read Guide for Safe Scouting and discuss any issues
• Who will be the first-aid person?
• Get an idea of how many youth and adults are interested and needed to participate
• Decide on tentative program ideas
• Determine how much time is needed to file Tour Permit
• Who will be the tour leader?
• Who will be the activity advisor?
• Provide Webmaster with info for Crew website, include directions
• Notify Treasurer and Committee Chair about payment schedule
• Discuss skills needed for the activity, plan some learning sessions, if necessary
• Begin to plan menu, develop budget to determine activity cost
• Need for a certificate of insurance?

1-2 months before the activity

• Hand out flier with specifics

• Arrange transportation
• Develop a supply list, arrange to borrow or purchase necessary equipment
• Begin to develop job charts
• Update program ideas
• Try to visit the site, if new to the group
• Determine a need for a Plan B (weather or other variables)
• Determine if members participating have necessary personal gear
• Tour permit signed and turned in?

2 weeks before the activity

• Permission slips turned in, fees collected
• Determine how many adults and youth are going, create roster
• Develop sleeping assignments
• Develop squad assignments
• Fine tune job charts
• Develop shopping list
• Double check that all necessary gear is available, arrange to pack it
• Address transportation issues for members and gear
• Discuss expectations with those going
• Final review of all paperwork and lists
• Create a file of all paperwork

The week of the activity

• Purchase food, consider perishable foods and storage
• Make sure tour permit, confirmation paperwork, roster, itinerary is in your file
• Review everything with activity advisor

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