CAMPOUT PLANNING

This Page Last Updated on 03/10/2006

Main Menu

Purpose and Leadership

The following are instructions on how to organize and run a Troop Campout

WHO IS IN CHARGE: The ASPL – Campouts and Outings plans the campout program and the SPL runs the program at the campout.

JUNIOR LEADERS INVOLVED: SPL, ASPLs, Patrol Leaders, Troop Instructors, Troop Quartermasters, Troop Scribe, Troop Historian, Troop Fire Warden, Chaplain's Aide

Planning the Campout

The following steps should be done when planning a Troop campout:

1. TWO MONTHS PRIOR TO THE CAMPOUT: The ASPL – Campouts and Outings should meet with the SPL and Scoutmaster to plan the Program for the campout and recruit any Troop Instructors, Adults, or outside presenters needed to run the proposed campout Program.
2. FOUR WEEKS PRIOR TO THE CAMPOUT: The ASPL – Campouts and Outings should check with the Camping Chair to confirm that the campsite arrangements have been made and discuss any facilities and restrictions at the campsite. This information should be presented to the SPL and Scoutmaster. Presenters should be given specific assignments and ask to develop outlines for their presentations if needed.
3. THREE WEEKS PRIOR TO THE CAMPOUT: The ASPL – Campouts and Outings should meet with the SPL and ASPL – Troop Competition to integrate the campout Program with the Troop Patrol Competition. The campout Program Plan should also be reviewed.
4. TWO WEEKS PRIOR TO THE CAMPOUT: The Presenters should give their outlines to the ASPL – Campouts and Outings for review. The ASPL – Campouts and Outings needs to make sure that plans are being made and executed to obtain the needed materials for the planned Program.
5. SECOND FRIDAY PRIOR TO THE CAMPOUT: The SPL should call the Patrol Leaders and give them any information needed for the campout. They should be reminded that a PLC member may be eating with them and to turn in their Menus and Duty Rosters at the Troop Meeting.
6. SUNDAY PRIOR TO THE CAMPOUT: The ASPL – Campouts and Outings should determine which PLC members, Troop Instructors, and Troop Guides are attending the campout and make Patrol assignments for eating with the Patrols. The Scoutmaster should also be assigned to eat with a Patrol. Troop Instructors and Troop Guides should be assigned to eat with their assigned Patrols only if the Senior Patrol is not attending the campout. The ASPL – Campouts and Outings should contact the Patrol Leaders, PLC Members, Scoutmaster, Troop Guides, and Troop Instructors if needed with these eating assignments.
7. TUESDAY PRIOR TO THE CAMPOUT: The ASPL – Campouts and Outings will collect and approve each Patrol’s Menu and Duty Roster. He will make sure that all materials needed for the campout Program are at the Scout Shack. Patrol Leaders will collect camp fees and $15 for food from Patrol members that are going on the campout. The campout fees will be given to the Campout Money Collector at the end of the meeting. The approved Menu and food money should be given to the Grubmaster. The Scoutmaster, SPL, or ASPL – Campouts and Outings will make an announcement and briefing about the campout at the end of the Troop Meeting. Patrol Leaders should make sure that their Patrol Boxes are ready to go and that they have all materials beside food ready to go.

Back to Top

Preparing to Leave from the Scout Shack

The following steps should be followed when the Troop is preparing to leave from the Scout Shack on a campout:

1. All PLC members should arrive early to prepare for the arrival of the Scouts.
2. The SPL organizes the Patrols and works with the Patrol Leaders to make sure that everything is loaded in a timely manner.
3. The ASPL – Campouts and Outings makes sure Program materials for Campouts and Outings are taken to event location.
4. The ASPL – Program assist with loading trailer.
5. The ASPL – Personnel supervises inside of Scout Shack making sure that Patrols get needed gear out of equipment room. Supervise Troop Quartermasters with issuing tents and equipment. Also makes sure Troop Fire Wardens are prepared.
6. The ASPL – Training and Discipline is the Loadmaster for Troop Trailer. Makes sure trailer is properly loaded.
7. The ASPL – Troop Competition supervise Scouts outside of Scout Shack, making sure gear is being loaded and that Scouts know which car they are going in. Makes sure each Scout has a tent.
8. The Scoutmaster or Outing Leader will hold a driver’s meeting prior to leaving.

Back to Top

Trailer Loading Procedure

The following procedure should be followed when loading the Troop Trailer:

1. One PLC member, Troop Quartermaster, or Senior Scout will be appointed Loadmaster and will supervise the loading of the Troop Trailer.
2. The Loadmaster will make sure that the trailer is in a safe location for loading. If the trailer is un-hitched, then the support leg at the rear of the trailer should be put in the down position prior to loading.
3. All items that are not needed for the trip or that will hinder proper loading of the trailer should be removed. These items should be moved well away from the door of the trailer so as to not impede the loading of the trailer.
4. The first priority is the loading of all Patrol Boxes. Patrol Boxes should be secured using the tie downs provided.
5. Any Ice Chests or other large items should be loaded next with as much of the heaviest weight as possible placed at the front of the trailer.
6. Any poles or like items should be loaded under the left bench.
7. All personal gear and backpacks should be loaded last starting at the front of the trailer and working towards the back.
8. Make sure that the trailer loading is complete and make sure to properly secure the trailer door and lock it.

Back to Top

Trailer Hitching Procedure

The following procedure should be followed when hitching the Troop Trailer to a vehicle:

1. Whenever possible, the Troop Trailer should be hitched prior to loading.
2. At least five adults and Senior Scouts are recommended to move and hitch the trailer. More may be needed if the trailer is loaded or on a hill.
3. The hitch must be placed and secured with the provided bolt on the vehicle prior to moving the trailer.
4. At least two people should be on each side of the tongue of the trailer to move the trailer. A fifth person should act as a spotter to direct the others as to where to move the trailer and to make sure that no obstacles are hit during trailer movement. Additional people may push the trailer from the rear of the trailer if needed.
5. The tongue of the trailer needs to be raised sufficiently to rise above the level of the ball of the hitch.
6. The socket of the trailer needs to be positioned directly over the ball of the hitch. The lock directly above the socket should be lifted up all the way before the tongue is lowered down onto the hitch. The tongue should be lowered until the ball is completely seated in the socket and the trailer wheel lifts off of the ground.
7. The ball lock should be replaced in the down position, locking the socket onto the ball of the trailer.
8. The trailer tongue wheel should be removed and stored and the wheel post should be completely raised before lowering the crank handle.
9. The two stabilizer bars should be locked in position on the trailer hitch and tested to make sure they are secured. The stabilizer bars should then be secured to the trailer tongue using the small metal bar located in the rear right trailer compartment.
10. The two chains on the tongue of the trailer should be secured to the steel ears or steel frame on the vehicle.
11. The lights should be connected and tested prior to trailer movement.

Back to Top

Arriving at Camp

The following procedure should be followed when arriving at the campsite:

1. Scouts can exit vehicles, but should not start to set up camp until the SPL arrives to organize the set up of camp.
2. Each Patrol will be assigned an area to set up their Patrol campsite. Patrol campsites should be set up in an organized fashion. Care should be taken to provide a buffer from tents and vehicles or roads. Campsites should also not block any trails or pedestrian paths. Tents should be set up at least 20 feet away from tables and fire rings.
3. The ASPL – Training and Discipline, or designee will be the Loadmaster and will supervise the unloading of the Troop Trailer. If the trailer is unhitched from the tow vehicle, the rear support leg is locked into position prior to unloading the trailer. Items removed from the trailer should be moved a sufficient distance from the door of the trailer as to not impede the removal of additional items from the trailer. Items removed should also be placed in a safe area away from roads, trails, and pedestrian paths.
4. The Quartermasters and ASPL – Personnel should check each tent to make sure they are properly set up in a safe location and verify which Scouts are in each tent on the Tent Check Out Form.  Any problems with tents should also be noted. Quartermasters and the ASPL – Personnel should make sure that all tent bags and parts are properly stored and not left out.
5. The SPL or Scoutmaster should hold a briefing after camp is set up as to any safety concerns and to discuss the campout’s Program.

 Back to Top

During the Campout

The following Junior Leaders will have the following responsibilities on a campout:

• Scoutmaster or Outing Leader: Responsible for overall Troop operations on a campout. Specific Responsibilities include safety of Scouts, Adult Leaders, and guests, ensuring proper Adult supervision, ensuring adequate return transportation, communication with parents back home, revising campout plans if needed, and dealing with any major problems.
• Patrol Advisors: Responsible for safety of Scouts, supervising their Patrol, and providing Program support as requested.
• Senior Patrol Leader: Runs and coordinates all aspects of the campout Program.
• ASPL – Campouts and Outings: Runs and coordinates the Program for the campout. Supervises Troop Instructors on the campout who are supporting the campout Program.
• ASPL – Personnel: Supervises Troop Quartermasters with tent and equipment issues. Supervises Fire Warden with building of Troop campfire. Other assignments given by SPL.
• ASPL – Troop Competition: Works with SPL and ASPL – Campouts and Outings with integrating Troop Patrol Competition with the campout’s Program.  Supervises campsite trash pick up on Sunday.
• ASPL – Program: Assists with campout Program as needed. Plans Troop campfire Saturday night with SPL and Scout’s Own on Sunday with Chaplain’s Aides.
• ASPL – Training and Discipline: Assists Patrol Leaders with any behavior issues. Supervises Troop Guides and assists with any special needs Scouts. Provides training to Patrol Leaders as needed. Checks Patrol campsites for cleanliness after each meal and conducts final Patrol campsite checks on Sunday prior to leaving.
• Patrol Leaders: Supervise Patrol on campout. Make sure Patrol campsite is properly set up. Make sure Patrol is on time and participates in campout Program. Supervises meal preparation and clean up. Supervise Patrol campsite clean up on Sunday.
• Troop Guides: Assist assigned Patrol Leaders. Assist with special needs Scouts. Assist with campout Program as needed.
• Troop Instructors: Provide campout Program support as needed.
• Troop Quartermasters: Check tents to make sure they are properly set up in a safe location and that tent bags are properly stored. Keeps accurate log of Scouts in each tent. Makes sure all Troop gear is properly stored at night. Check tents prior to them being taken down.
• Troop Scribe: Take accurate attendance of Scouts on campout and number of nights camped by each.
• Troop Historian: Take photos of campout and make a log entry in Troop’s Log.
• Troop Librarian: Place copies of any Program materials in Troop Library.
• Chaplain’s Aides: Conduct Scouts Own on Sunday. Say grace before meals.
• Troop Fire Wardens: Build Troop campfire. Make sure that proper clearance around fire ring is maintained and provide a water source for Troop and Patrol campfires. Remind Scouts to keep flames out of and away from tents.

 Back to Top

Cooking, Eating, and Cleaning Procedure

1. The Patrol Leader should follow the Duty Roster that was prepared for the campout.
2. The Patrol Leader should make sure that the cooking area is safe and free from hazards.
3. Anyone handling food should wash their hands prior to handling food.
4. Stoves should be lit properly.
5. Patrol Leader should contact PLC members eating with their Patrol to coordinate serving time.
6. While the Patrol eats, water should be heated for cleaning.
7. Cleaning should be done in the Patrol’s wash basin with soap and not in bathrooms or at water spigots.
8. All cooking utensils should be stored properly in the Patrol Box and food should be stored properly in ice chests or in a vehicle.
9. The cooking area should be policed for trash.

 Back to Top

Campfire Procedure

1. The ASPL – Personnel with consultation of the SPL and ASPL – Program will decide on a safe and appropriate location for the Troop campfire.
2. The ASPL – Program will arrange the Program for the Troop campfire and will designate the MC for the campfire.
3. The ASPL – Personnel will arrange for sufficient wood for the campfire to be collected by Patrols.
4. The ASPL – Personnel will supervise the Fire Warden and other Scouts with the building of the Troop campfire.
5. A proper campfire ring must be constructed for the fire if no pre-existing ring exists.
6. The Troop Fire Warden will ensure that at least 10 feet around the campfire is clear of any burnable materials.
7. The Troop Fire Warden will ensure that there is at least one #10 can full of water and / or a hose at the campfire in case of emergency.
8. The Scoutmaster or Outing Leader will approve the set up of the campfire prior to lighting.
9. At the pre-determined time, the Fire Warden or designated Scout will light the fire in a safe manner.
10. The Fire Warden or designee will be responsible for tending the fire.
11. AT NO TIME ARE ANY BURNING ITEMS TO BE REMOVED FROM THE FIRE UNLESS AN IMMEDIATE DANGER EXISTS.
12. PLASTIC, METAL, AND OTHER HAZARDOUS OR NON-BURNABLE MATERIALS ARE NOT TO BE PLACED IN THE FIRE.
13. FLAMABLE LIQUIDS ARE NOT TO BE ADDED TO THE FIRE ONCE IT HAS BEEN LIT.
14. The Fire Warden will put out the campfire when the campfire is over and make sure that the fire is dead out.
15. On Sunday morning, the Fire Warden will check the fire site for trash or other debris in the fire ring and properly dispose of it if needed.

 Back to Top

Sunday Morning Procedures

1. Patrols will awake and prepare breakfast at the designated time.
2. Patrols will clean up from breakfast and secure their Patrol Boxes first.
3. Patrols will pack their personal belongings.
4. Scouts will ask the Troop Quartermaster or ASPL – Personnel to inspect their tent prior to taking down their tent and report any problems or concerns about their tent.
5. The Quartermaster or ASPL – Personnel will document the condition of all tents and Troop equipment.
6. The ASPL – Training and Discipline and ASPL – Program will be the Loadmaster for the trailer.
7. At the designated time, the Patrols will bring their Patrol Boxes and ice chests for loading.
8. After the Patrol Boxes and ice chests are loaded, the Patrol will load tents and personal gear.
9. Patrols will police their Patrol campsite and have their campsite inspected by the ASPL – Troop Competition.
10. The ASPL – Campouts and Outings will ensure that all Program materials are loaded.
11. When all gear is loaded, Patrols will line up and the ASPL - Troop Competition will organize the campsite policing by the Troop.
12. After the campsite has been policed, the ASPL – Program and Chaplain’s Aides will conduct the Scouts Own.
13. After the Scouts Own, Patrols will return to the cars and depart.

 Back to Top

Scout’s Own Procedure

1. The ASPL – Program should supervise the Chaplain’s Aides with planning the Scout’s Own.
2. A quiet, appropriate location should be chosen for the Scout’s Own.
3. The SPL should have Patrols line up at the designated time for the Scout’s Own and have the Patrols walk in silent to the location.
4. The Chaplain’s Aide or designee will lead the Scout’s Own.
5. The following format should be followed:

·        Welcoming

·        Scout Oath

·        Scout Law

·        Moment of Silence

·        Discussion on one part of the Scout Law

·        Scouts given opportunity to make comments

·        Adults given opportunity to make comments

·        Scoutmaster or Outing Leader’s comments

·        Closing

 Back to Top

Returning to the Scout Shack

1. All Scouts should wait at the Scout Shack until arrival of the gear.
2. Scouts should form a line to pass gear from the rear of the Scout Shack to the front when the trailer is being used.
3. The ASPL – Training and Discipline will supervise the unloading of the trailer assisted by the ASPL – Program.
4. The ASPL – Personnel will supervise the inside of the Scout Shack and the Quartermasters as they check tents and other equipment back in.
5. The ASPL – Campouts and Outings will supervise the proper storing of Program equipment from the campout.
6. The ASPL – Troop Competition will supervise Scouts on the front lawn and make sure that all Scouts have contacted their parents to be picked up.
7. After the Trailer is unloaded, the ASPL – Training and Discipline and ASPL – Program will supervise the unhitching and storing of the Troop trailer.
8. The trailer needs to be as close to the wall as possible when backing in. The chain needs to be locked and the door needs to be locked.

 Back to Top

After the Campout

1. The Troop Scribe should record the campout attendance including the number of nights each Scout slept on the campout.
2. The Troop Quartermasters should attempt to replace as many missing and damaged tent parts as possible from existing spare parts.
3. The Troop Quartermasters need to contact the Troop Committee with any tent or equipment concerns.
4. The ASPL – Campouts and Outings should give copies of any Program materials to the Troop Librarian for filing.
5. The ASPL – Troop Competition should tabulate the results of competitions from the campout.
6. The PLC should evaluate the campout at the next PLC meeting.

Back to Top

To Download a copy of this How To, right click the link below and use "Save Target As." Download the document and open it on your computer. Directly downloading the document from this link does not work well.

DOWNLOAD THIS HOW TO

[ Home ] [ Up ] [ ANNUAL PLANNING CONFERENCE ] [ MONTHLY PLC MEETING ] [ TROOP MEETING PLANNING ] [ CAMPOUT PLANNING ] [ TROOP OUTING PLANNING ] [ COURT OF HONOR PLANNING ] [ EVALUATING JUNIOR LEADERS ] [ DEALING WITH DISCIPLINE PROBLEMS ] [ PATROL MEETING PLANNING ] [ PATROL CAMPOUT PLANNING ]