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Disclaimer & Policy

EVENT PLANNING

(For Event Coordinators)

Planning Events and Outings are an important task at Troop 494. Events are chosen during an annual planning meeting of the Patrol Leader Council. Parents are asked to volunteer to assist in the planning and logistics of the event including:

Making campsite reservations
Checking to ensure that dates work
Arranging car pools including driver and auto information
Creating sign-up table at the e-groups site
Preparing and submitting Local or National Tour Permit
Getting special permits, if required (e.g. Wilderness permit, campfire permit)
Preparing directions for the event
Obtaining maps of the area
Coordinating with the Troop Quartermaster for equipment
Coordinating that certified leadership is available (Youth Protection, Climb on Safely, Lifeguard, etc. as the trip may require.)
Submitting all information for future coordinators after completion.

The Troop Event Planning Form is available at the Troop's e-group site under files.

Scouts will be responsible for:

The outing agenda
Planning, purchasing and preparing food for the Scouts
Safety check of equipment (if required such as bicycles)
Backpack check
Duty rosters

There are information packets of past events with the Troop Librarian. The packets contain maps, itinerary, tour permit and other information that may be helpful in planning future events. Event Coordinators are asked to assemble and save information from the outing for filing.

Resources

Troop 494 Planning Check list

Local Permit

National Permit (for trips greater than 500 miles from home)

Reservations:

Reservations for state campsites are made through Reserve America. Reservations are made six months in advance either by phone or by the Internet. For example, if a reservation is to be made for October 17, reservations can be made starting from April 1. The first day of each month is very busy since all dates for the month that is six months out are available. Reservations by phone can reserve up to two campsites while the Internet system allows only one campsite per transaction.

http://www.reserveamerica.com/index.jsp Click logo for website

Telephone: Reservations 1-800-444-7275

National Park Service

http://www.nps.gov/parks.html