1. Planning Supplemental 1
Jeremy J. Kuhar

2. Program Planning Considerations
Date(s)
Location
Adults
Equipment
Male vs. Female
Food
Itinerary
Lodging
Budget
Insurance
Tour Permit
Publicity & Marketing
Communication
Contingency Plans

3. Date(s) How long will your trip be?
Daytime
Overnight
Weekend
Week-long
What day of the week (for daytime activities)?
Weekday (after school, summertime, etc)
Weekends
Holidays

4. Date(s) - Considerations
Venturer Schedules
Sports, School, Family, Other Responsibilites
Advisor Schedules
Work, Family, Packed Schedules
Consultant Schedules
Work, Trade Show, Other Consulting, etc.

5. Date(s) - Considerations
Holidays make longer school-year trips possible.
Summertime offers many long-term trip possibilities
Keep an eye out for Council/Regional/ Nationally-sponsored events
e.g, Venturing Rendezvous & Insomniacs Revenge in NEPA Council…wink…wink…

6. Location For Campouts For Other Activities Scout Camps
County/State/National Parks
Private Land
For Other Activities
…well, there’s a nearly infinite variety, so I obviously can’t list everything here.

7. Adults Two-Deep Leadership
For co-ed events, 2 adults (21 or older), one male, one female
One of these two must be registered with the BSA
See the Guide to Safe Scouting for full details and nuances.

8. Equipment If you have access already…
…hey, no problems here…you’ve already got what you need.
If you don’t have access to equipment…
Check with your Crew members
Fundraising to buy new equipment?
Borrow from Troops, other Crews, or Council
Rent from local business

9. Male vs. Female
All co-ed programs require separate male & female facilities
Bathroom, shower, sleeping quarters
If your Crew bylaws do not contain provisions for male/female conflicts or reporting, consider adding such provisions

10. Food
You must of course consider meals for all events, even the short ones
Cooking your own food
Cheaper option, but requires cooking gear
Eating out
More expensive, but easier to schedule and accomplish

11. Itinerary Could be highly structured or general
Should minimally include a few “checkpoints”
Arrival & Departure
Meal Times
Should be given to all participants, adults, and parents, and the Crew Committee

12. Lodging For overnight activities, where will you sleep? At campgrounds
Cabins & Campsites
Schools or churches
Hostels (especially in Europe)
Hotels or motels (expensive)

13. Budget You may want to include estimates for the following: Travel
Lodging
Food
Tickets & Attendance Fees
Programming Supplies
Patches & Other Trinkets
“Padding” (often 5-10%) in case expected participants drop out.

14. Insurance Check with your home Council
Accident insurance included by BSA National with every member’s registration fee
Supplemental insurance?

15. Tour Permits Complete one for every trip
Local or National Tour Permit?
Use NTP for >500 miles
Follow all regulations mentioned in TP
Guide to Safe Scouting in posession
At least one adult has completed YPT
Float Plan for aquatics activities
Vehicle insurance information
Itinerary (for NTP)
CPR Certification

16. Publicity & Marketing Intra-Crew Publicity
Crew communications via Crew Secretary
Make sure all parents, Advisors, & Venturers know all program plans
Using Events for Crew Marketing
BSA insurance policy allows prospective Venturers the opportunity to attend non-high adventure activities for one-time only while covered by the BSA’s insurance policy.

17. Contingency Plans Considerations Event Planning Weather
Travel Problems
Medical Facilities
Emergency Contact Information
Parental Contact Information
Event Planning
Are you ready for participant number drops?