Troop 824

Scout Coordinator Responsibilities

(A Guide to Event Planning)

Critical Planning Steps 1. Patrol / Troop Approval 2. Schedule on Calendar of Events 3. Planning / Assign Responsibilities 4. Obtain all Permissions/Permits 5. Review Guide to Safe Scouting 6. Ability and Experience Levels 7. Key to Success: Communication

• a. Meetings: Sign Up / Handouts / Training • b. E-Mail: Specific Details / Web Links• c. Phone Calls: Follow-Up / Missing Info

8. Execution• Monitor Progress – Adjust Plan if Necessary• Lessons Learned for Next Time

Calendar of Events

1. Activity 2. Who is Involved 3. Where / When 4. Goal / Purpose

Planning 1. Adult Advisor (Coordinator) 2. Dates / Location

• Primary• Alternate

3. Contact Sponsoring Activity / Outfitters 4. Standard Equipment

• Individual• Troop / Patrol

5. Special Equipment• Outfitters• Troop Supplies

6. Training / Pack Checks 7. Special Needs / Requirements 8. Weather

• Climatology – Expected Weather• Verify Actual Weather Before Departing

9. Maps• Routes• Obstacles / Challenges• Camp / Meal / Pick-Up and Drop-Off Sites

10. Contingencies• Inclement Weather• Travel Delays• Emergency Situations

Permission/Permits 1. Troop Committee 2. Council

• Local BSA Tour Permit• National BSA Tour Permit

3. Site Permission• City/State/National Park Requirements• Base Liaison• Private Property / Private Activity Concurrence

4. Special Forms• Rental Forms• Liability Forms• Danger Awareness Forms

5. Hiking Plan Filed 6. Parental Permission Slips

Safety Requirements 1. Guide to Safe Scouting

• Is the Activity BSA Approved? 2. Adult BSA Safety Training

• National Requirements• Council Requirements• Troop Requirements

3. Weather 4. Contingency Planning (Risk

Management / Mitigation)

Risk Management Risk Management Planning Planning

•Identify Hazards

•Assess Risks

•Make Risk Decisions

•Develop Controls

•Implement Controls

•Monitor

Personal Protective Personal Protective Equipment 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 OutdoorsThe Great Outdoors

BIKE RIDINGBIKE RIDING• Wear your bicycle helmetWear your bicycle helmet

• Stop, look left, right and left Stop, look left, right and left again before riding in traffic again before riding in traffic areasareas

• 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 Wear Reflective Clothing

During Night, Rain Or Snow During Night, Rain Or Snow • Walkman Radios BadWalkman Radios Bad• Watch out for Obstructions Watch out for Obstructions

and Other Pedestriansand Other Pedestrians

1. What can hurt me?1. What can hurt me?

2. What can I do about it?2. What can I do about it?

3. If something goes wrong, 3. If something goes wrong, what do I do and who dowhat do I do and who do I tell?I tell?

REMEMBERREMEMBER!!

                              

Closing 1. Be Proactive, Take Charge and Accept

Responsibility. 2. Proper Planning results in a safe, meaningful, fun,

and successful Venture.

Fail to Plan - Plan to Fail

3. Be persistent, obtain relevant information and ask for help if you don’t know the answer.

4. Plan all aspects of the event from beginning to end. 5. Monitor Progress and adapt, note what works well

and what can be improved next time. 6. Listen to others, consider everyone’s input