The troop’s list of venues and locations is kept in this Google Sheets spreadsheet: https://docs.google.com/spreadsheets/d/1mp79JnpPGM9nNV0caAt5bQtcBTkI8LyHmxbHJW2qCUQ/. You should obtain editing access to the document and make any additions/edits as they come up. This document should be kept clean and up-to-date as the central source for the Troop’s knowledge about camping locations and program venues.
Our District maintains two similar lists: one for camping and one for day trips and merit badge programs. They can be found here:
https://docs.google.com/spreadsheets/d/1ttz8Cw1pIIEayX6P_tA8XlpqUCWVwvYGtRP4cYNSrF8/
https://www.ctscouting.org/adventurebeyond
Once a year, the PLC holds their Annual Program Planning Conference (APPC). During this meeting, they will decide on their program objectives for the year. During this meeting, the Activities Coordinator can act as an advisor, offering the PLC info/options on which locations might be best for their program goals.
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, 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. Some things book up earlier than others, for example, state campgrounds, or cabins during the Klondike. 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.
We must ensure that each outing has enough drivers/seats 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-driver 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!
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 few weeks to process this.
