17 – Leaders’ Guides & Destination Websites
Leaders carefully review the websites for the destination and stops along the way, leaders’ guides where applicable, and other documents to ensure no critical details have been overlooked such as hours of operation, hours border crossing is open etc.
18 – Obtain Participant Commitments
Collect the Activity Consent Form and Approval By Parents or Legal Guardian from the parents or legal guardians for each youth participant.
Obtain commitments from adult leaders.
Determine if there are sufficient youth and registered adult leader commitments to make the Adventure possible.
Consider inviting youth and leaders from other units if there are not enough trip participants in your unit.
If the Adventure transportation plan includes private vehicles, obtain commitments and insurance information from drivers.
Email all drivers of private vehicles links to the BSA private vehicles safety policies: Transportation Policy, Guide to Safe Scouting, Insurance Coverage, Driver’s Pledge, The Risk Zone
Drivers must submit the required information to the Adventure Records Manager.
19 – Adventure Planning Timetable
Prepare a twelve month planning calendar prior to the Adventure start date.
As more itinerary details are finalized, to ensure no details have been overlooked, to ensure no details, such as medical requirements, reservation deadlines, possible transportation discounts, etc. have been overlooked, and to make certain the planning process is progressing on schedule, review and update the Adventure Planning Timetable on a regular basis.
Note: Not all Adventures require a full twelve month planning cycle, but the unit should review the planned Adventure at least twelve months in advance and then prepare a planning timetable that realistically fits the scope of the Adventure. (Bottom Line: Do not wait until the last minute to start making plans.)