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Outing Planning Worksheet

Troop 72 Outing
Planning Worksheet
Outing Name:Date:
Outing Leader:
Adult Outing Guide:
Long-Range Planning (as early as possible)
TaskResponsibilityDate
Due
Date Done
Check the availability of the venue.Outing Leader
Make all necessary reservations.
   Phone Number:_______________________________
   Point of Contact:_______________________________
   Confirmation Number:_______________________________
Outing Leader
Week 9 (9 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Schedule a Preliminary Outing Planning Meeting with the Adult Outing Guide and the Outing Coordinator.Outing Leader
Start to complete the Outing Survey form. Outing Leader
Create an Outing Planning Worksheet.Outing Leader
Assign dates to the Outing Planning Worksheet.Outing Leader
Print an Agenda for Preliminary Outing Planning Meeting.Outing Leader
Print an Outing Planning Notice.Outing Leader
Bring these planning tools to the Preliminary Outing Planning Meeting:
  • Agenda for Preliminary Outing Planning Meeting
  • Outing Survey
  • Outing Planning Worksheet
  • Outing Planning Notice
Outing Leader
Attend a Preliminary Outing Planning Meeting with the Outing Leader, the Adult Outing Guide and the Outing Coordinator.participants
Week 8 (8 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Give a completed copy of the Outing Planning Notice to the SPL and SM.Outing Leader
Assign leadership roles.
  • Program Leader:_______________________________
  • Safety Leader:_______________________________
  • Navigation Leader:_______________________________
  • Leave No Trace Leader:_______________________________
  • Outing Historian:_______________________________
Outing Leader
Organize an Outing Leaders Meeting.Outing Leader
Invite outing leaders to the Outing Leaders Meeting.Outing Leader
Send an email to outing leaders announcing/confirming the Outing Leaders Meeting. Click here to see a sample email.Outing Leader
Create an Outing Participation Slip.Outing Leader
Ask the webmaster to post the Outing Participation Slip at the troop website.Outing Leader
Create an outing page at the troop website. Outing Leader
Week 7 (7 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Create an electronic invitation.Outing Leader
Prepare an outing announcement.Outing Leader
Ask the SPL if you can make an announcement at the next troop meetingOuting Leader
Ask the SM to email Outing Participation Slips for the outing.Outing Leader
Print Outing Participation Slips to hand out at the troop meeting. Bring them to the meeting.Outing Leader
Week 6 (6 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Make an announcement at the troop meeting. Pass out Outing Participation Slips.Outing Leader
Confirm that outing leaders are planning to attend the Leader Kick-Off Meeting.
  • Program Leader
  • Safety Leader
  • Navigation Leader
  • Leave No Trace Leader
Outing Leader
Print an Agenda for the Outing Leaders Meeting.Outing Leader
Print a Minutes from Outing Leaders Meeting form.Outing Leader
Bring these planning tools to the Outing Leaders Meeting:
  • Agenda for Leader Kick-Off Meeting
  • Outing Survey
  • Outing Planning Worksheet
  • Minutes from Outing Leaders Meeting form
Outing Leader
Think about possible activities for the outing.Program Leader
Think about possible advancement opportunities for the outing.Program Leader
Get topographic maps for the outing.Navigation Leader
Get supplementary maps for the outing.Navigation Leader
Get driving directions for the outing.Navigation Leader
Think about different routes.Navigation Leader
Find out about meal/rest stops that are on the way to and from the trailhead.Navigation Leader
Make a rough draft of the time control plan for the outingNavigation Leader
Think about recommended departure/return times.Navigation Leader
Bring maps and driving directions to the Outing Leaders Meeting.Navigation Leader
Review and understand the Principles of Leave No Trace.Leave No Trace Leader
Find out if a conservation project can be conducted at the outing venue.Leave No Trace Leader
Print enough copies of the Outing Safety Plan for everyone at the Outing Leaders Meeting.Safety Leader
Print copies of the Outing Safety Plan to the Outing Leaders Meeting.Safety Leader
Outing Leaders Meeting (5 weeks out)
TaskResponsibilityDate
Due
Date Done
Discuss different routes.Navigation Leader
Determine optimum route.Navigation Leader
Determine contingency route.Navigation Leader
Discuss methods of transportation.Navigation Leader
Discuss meal/rest stops that are on the way to and from the trailhead.Navigation Leader
Determine recommended departure/return times.Navigation Leader
Discuss possible activities for the outing.Program Leader
Discuss advancement opportunities for the outing.Program Leader
Discuss how the principles of Leave No Trace are related to this outing.Leave No Trace Leader
Discuss the possibility of doing a conservation project on the outing.Leave No Trace Leader
Discuss how the Sweet Sixteen of Outing Safety are related to this outing.Safety Leader
Discuss whether there are any safety risks that are unique to this outing.Safety Leader
Week 5 (5 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Write Minutes from Outing Leaders Kick-Off Meeting.Outing Leader
Send Minutes from Outing Leaders Kick-Off Meeting to participantsOuting Leader
Make an announcement at the troop meetingOuting Leader
Create an Outing Roster.Outing Leader
Ask the SPL to remind the troop about the sign-up deadlineOuting Leader
Research permits/parking fees/seasonal closures.Outing Leader
Ask patrol leaders to discuss possible activities for the outing with their patrols.Program Leader
Think about what activity suggestions the troop can really do.Program Leader
Talk to the Navigation Leader about how much time will be available for activities.Program Leader
Determine advancement opportunities for the outing.Program Leader
Create a list of advancement opportunities.Program Leader
Post the list of advancement opportunities at the troop website.Program Leader
Make a written description of the planned routes and camping locations.Navigation Leader
Write a time control plan.Navigation Leader
Post the written description of the planned routes and camping locations at the troop website.Navigation Leader
Post the time control plan at the troop website.Navigation Leader
Post driving directions for the outing at the troop website.Navigation Leader
Write a plan for implementing Leave No Trace principles on the outing.Leave No Trace Leader
Post the plan for implementing Leave No Trace principles at the troop website.Leave No Trace Leader
If possible, plan a conservation project for the outing.Leave No Trace Leader
Make a written safety plan for the outing.Safety Leader
Post the safety plan at the troop website.Safety Leader
Create an emergency preparedness form.Safety Leader
Identify adults who are certified in first aid.Safety Leader
Identify adults who are certified in CPR.Safety Leader
Sign-Up Deadline (4 weeks out)
TaskResponsibilityDate
Due
Date Done
Collect permission slips and money.Senior Patrol Leader
Week 4 (4 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Remind outing leaders of the Outing Leaders Follow-Up Meeting.Outing Leader
Fill out the Outing Roster.Outing Leader
Recruit adult outing participants. Outing Leader
Recruit drivers for outing.Outing Leader
Identify drivers and passenger capacity.Outing Leader
Create a driver list.Outing Leader
Create driver/passenger assignment plan.Outing Leader
Create a personal gear list.Outing Leader
Fill out application for Tour Permit.Outing Leader
Submit application for Tour Permit.Outings Coordinator
Confirm that outing leaders are planning to attend the Outing Leaders Follow-Up Meeting.Outing Leader
Print an agenda for the Leader Follow-Up Meeting.Outing Leader
Outing Leaders Follow-Up Meeting (3 weeks out)
TaskResponsibilityDate
Due
Date Done
Present written description of the planned routes and camping locations.Navigation Leader
Present time control plan.Navigation Leader
Present the Outing ProgramProgram Leader
Present the Leave No Trace PlanLeave No Trace Leader
Present the Safety PlanSafety Leader
Week 3 (3 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Crew Meeting (2 weeks out)
TaskResponsibilityDate
Due
Date Done
Week 2 (2 weeks before the outing)
TaskResponsibilityDate
Due
Date Done
Prep Meeting (1 week out)
TaskResponsibilityDate
Due
Date Done
Week 1 (last week before the outing)
TaskResponsibilityDate
Due
Date Done

One week before the outing

TaskResponsibilityDate
Due
Date Done

One week before the outing

TaskResponsibilityDate
Due
Date Done

One week before the outing

TaskResponsibilityDate
Due
Date Done

One week before the outing

TaskResponsibilityDate
Due
Date Done

One week before the outing

TaskResponsibilityDate
Due
Date Done
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