Troop 824 Scout Coordinator Responsibilities (A Guide to Event Planning)

Critical Planning Steps l 1. Patrol / Troop Approval l 2. Schedule on Calendar of Events l 3. Planning / Assign Responsibilities l 4. Obtain all Permissions/Permits l 5. Review Guide to Safe Scouting l 6. Ability and Experience Levels l 7. Key to Success: Communication a. Meetings: Sign Up / Handouts / Training b. Specific Details / Web Links c. Phone Calls: Follow-Up / Missing Info l 8. Execution Monitor Progress – Adjust Plan if Necessary Lessons Learned for Next Time

Calendar of Events l 1. Activity l 2. Who is Involved l 3. Where / When l 4. Goal / Purpose

Planning l 1. Adult Advisor (Coordinator) l 2. Dates / Location Primary Alternate l 3. Contact Sponsoring Activity / Outfitters l 4. Standard Equipment Individual Troop / Patrol l 5. Special Equipment Outfitters Troop Supplies l 6. Training / Pack Checks l 7. Special Needs / Requirements l 8. Weather Climatology – Expected Weather Verify Actual Weather Before Departing l 9. Maps Routes Obstacles / Challenges Camp / Meal / Pick-Up and Drop-Off Sites l 10. Contingencies Inclement Weather Travel Delays Emergency Situations

Permission/Permits l 1. Troop Committee l 2.Council Local BSA Tour Permit National BSA Tour Permit l 3. Site Permission City/State/National Park Requirements Base Liaison Private Property / Private Activity Concurrence l 4. Special Forms Rental Forms Liability Forms Danger Awareness Forms l 5. Hiking Plan Filed l 6. Parental Permission Slips

Safety Requirements l 1. Guide to Safe Scouting Is the Activity BSA Approved? l 2. Adult BSA Safety Training National Requirements Council Requirements Troop Requirements l 3. Weather l 4. Contingency Planning (Risk Management / Mitigation)

Risk Management Planning Identify Hazards Assess Risks Make Risk Decisions Develop Controls Implement Controls Monitor

Personal Protective Equipment

Check Weather Forecasts Before You Leave Water-repellant And Wind- resistant Material For Tents And Sleeping Bags Wear Proper Fitting Layer Clothing, Boots & Cap Insect Repellant And Mosquito Netting Cooler For Perishable Foods No Combustible Materials Within 10 Feet Of Campfire Stay On Marked Trails Avoid Poisonous Snakes And Plants The Great Outdoors

BIKE RIDING Wear your bicycle helmetWear your bicycle helmet Stop, look left, right and left again before riding in traffic areasStop, look left, right and left again before riding in traffic areas Ride on the right with trafficRide on the right with traffic Obey stop signs and red lightsObey stop signs and red lights Wear Reflective Clothing During Night, Rain Or SnowWear Reflective Clothing During Night, Rain Or Snow Walkman Radios BadWalkman Radios Bad Watch out for Obstructions and Other PedestriansWatch out for Obstructions and Other Pedestrians

1. What can hurt me? 2. What can I do about it? 3. If something goes wrong, what do I do and who do what do I do and who do I tell? I tell? REMEMBER!

Closing l 1. Be Proactive, Take Charge and Accept Responsibility. l 2. Proper Planning results in a safe, meaningful, fun, and successful Venture. Fail to Plan - Plan to Fail l 3. Be persistent, obtain relevant information and ask for help if you don’t know the answer. l 4. Plan all aspects of the event from beginning to end. l 5. Monitor Progress and adapt, note what works well and what can be improved next time. l 6. Listen to others, consider everyone’s input