Activities Coordinator
The Activities Coordinator is responsible for helping to organize outings for the troop or individual patrols by interacting with camping / activity venues. They make it possible for the troop to have a wide variety of outings on a stable and consistent schedule.
Reports To
Section titled “Reports To”Committee Chair
Requirements
Section titled “Requirements”- Be appointed by the Committee Chair
- Be at least 21 years old
Responsibilities
Section titled “Responsibilities”- Work with the PLC to make the necessary arrangements for campsites, activities/tickets, and equipment rentals.
- Maintain a reference list of the locations and venues used by the troop.
- Locate new locations and venues for the troop to use.
- Ensure adequate transportation to and from each event location.
- Keep the troop informed of scouting events outside the troop, such as district/council events and cross-council camporees.
- When needed, contact the Council to get the necessary proof of insurance for venues.
Venues and Locations List
Section titled “Venues and Locations List”The troop’s list of venues and locations is kept in this Google Doc: https://docs.google.com/document/d/1TPeCxu49figtriMVjGluPJe-YXIHc4RTl5pM6gdM5-w/. You should obtain editing access to the document and make any additions/edits as they come up. Each new place the troop goes to should be added.
Our District also maintains a list, which can be found here: https://docs.google.com/spreadsheets/d/1ttz8Cw1pIIEayX6P_tA8XlpqUCWVwvYGtRP4cYNSrF8/
Booking the Events
Section titled “Booking the Events”After the PLC completes its annual calendar planning, a spreadsheet will be made that lists all the arrangements needed for the year and their statuses. All information related to bookings flows through this spreadsheet.
As the bookings are completed, you should update the spreadsheet to reflect the current status, and share any important post-booking details such as site numbers, reservation numbers, rules, key codes, the campmaster’s contact info, etc.
Events should be booked as far in advance as possible, with at least 3 months lead time. For summer camp, the deposit usually must be made several months before camp (often in November).
You can obtain the troop’s debit card information from the Treasurer. Each time you charge something to the card, provide a receipt to the Treasurer and indicate which event it’s for.
Transportation
Section titled “Transportation”We must ensure that each outing has enough drivers to transport everyone. When signing up for events on the troop website, adults can indicate whether they’ll be a driver and how many seats they have. Before each event, check to make sure we have enough drivers and seats to accomodate everyone. If we need more drivers, you can reach out to the non-drivers adults attending or the parents of other scouts who are attending.
To comply with the Safeguarding rules, there must never be one-on-one contact between a scout and an adult, including in vehicles!
Certificates of Insurance
Section titled “Certificates of Insurance”Some venues may require proof of insurance. You can request a Certificate of Insurance from the Council using this form: https://www.cognitoforms.com/ConnecticutRiversCouncil/CertificateOfInsurance. They take a fews weeks to process this.