Unless the elected Senior Patrol Leader (SPL) of the Troop is attending a Merit Badge camp, the Scoutmaster ordinarily will appoint a Scout to serve as SPL for that camp, and with his assistance, select ASPL’s and Patrol Leaders. For virtually all High Adventure Camps, the Scouts attending must elect their SPL and/or crew leaders, preferably long before they depart for the camp. Quartermaster – Responsible for the Troop-supplied gear for a camp. Historian/Scribe – Responsible for assisting adult in preparing promotional materials, accumulating photographs, preparing a report to the Troop after the camp is completed. Chaplain’s Aide – Successful summer camps, especially High Adventure Programs, always have an active and engaged Chaplain’s Aide to organize prayers, services, and thorns and roses. There are many other roles that may need to be filled, depending on the nature of the program, including wilderness first aid, instructors, and the like. Adult Duty Roster The following are typical roles for adults at summer camp programs. Scoutmaster – The adult in charge of the Scouts and the adults. If the Troop 55 Scoutmaster will not be in attendance, he or the Troop Committee Chair will appoint an acting Scoutmaster for the particular summer camp. Campmaster – The adult in charge of logistics and registration, assisted by many others. Patrol Assistant Scoutmasters – Where there are two or more patrols or crews organized for the summer camp program, at least one PASM per patrol. More may be necessary to maintain two-deep leadership. Medical Officer – In charge of the medical records for all participants Merit Badge Registrar/Advisor/Fixer – At merit badge camps, particularly where there are a large number of Troop 55 Scouts attending, it is essential to have an adult in charge of assisting Scouts in getting registered for merit badge classes, following up on the completion of tasks for those merit badges, and working with the camp staff to get an accurate record of completions and partials. This person should not be the Scoutmaster or Campmaster at any camp attended by more than 15 Troop 55 Scouts. Quartermaster – Assisted by Scout Quartermaster(s), tending to the Troop-supplied gear for a camp. Transportation Coordinator(s) – An adult must be in charge of executing the travel arrangements, which vary a lot depending on the distance and mode of travel.
1.5 ASAP Confirm camp arrival/departure dates and times Camp staff Usually published in the camp literature, but sometimes adjusted to meet Troop 55 needs. 1.6 ASAP Get intelligence on the camp Don’t rely exclusively on the published camp literature. Talk to adults other troops who have attended recently, if Troop 55 has not. 1.7 ASAP Confirm hired transportation (e.g. bus or plane) reservation made Troop Transportation Coordinator Key questions: When must airline commitment be made? When must final names of participants be submitted to airline? 1.8 ASAP and at least 5 weeks prior to departure Confirm Activities planned to take place on the way to or after departure from camp Sometimes Troop 55 organizes a museum visit, a raft trip, or other activities not part of the Council-sponsored camp program. 1.9 ASAP Understand the food at the camp. All meals provided in dining hall? Cooking permitted or required in campsite? 1.10 ASAP Understand the equipment the camp expects Troop to supply. Tents? Cooking gear? 1.11 ASAP Understand the logistics of gear. Is Troop 55 taking the Troop’s trailer to the camp? Can you get all the gear on the bus or the plane? Do you need to ship it ahead of camp?
2.6 2 weeks before Establish registration and payment deadline SM and TCC and Summer Camp Coordinator Needed deadlines vary a lot depending on, for example, airline commitments and camp requirements. Deadlines are typically no later than May 1, and may be much earlier. Phase 3 – Completing Sign-Ups and Preparing for Departure to Camp There is a lot of variation among camps in the tasks after the Summer Camp Information Session and before departure. What they have in common are registration, collection of fees, identification of Scouts in leadership positions, collection of required medical forms, identification of medical needs of participants, communication with the camp, and confirmation of all travel arrangements. The checklist below is not a comprehensive list of all tasks. For example, foreign travel has many requirements not covered below. # Target Date before Departure Task Whom to ask Comments 3.1 ASAP, preferably at Summer Camp Info Session Schedule date(s) for meeting(s) and shakedowns of all Scouts and adults registered for particular camp. SM and TCC Establish date(s) for the meeting(s), and communicate schedule to all participants. High Adventure Programs often need shakedowns, e.g. weekend backpacking or canoeing training trips, which may be at regular Troop 55 campouts, or separately.
3.2 ASAP Identify adults assisting with merit badge registration, transportation coordination, medical, and quartermaster duties. Identify Scouts appointed by SM or acting SM for leadership roles at merit badge camps. Every adult registered for camp Every adult needs an important job. 3.3 ASAP Assure that Quartermasters circulate list of required personal clothing and gear for camp program SM and Quartermasters. Use Troop 55 Handbook and Campmaster Handbook, and Camp Leader’s Guide 3.4 ASAP following closing of registration Send reminders to all Scouts and adults registered of camp essentials and scheduled meeting(s) Troop News Publisher -Social Media coordinator, emails/texts to registered Scouts and their parents, and adults registered Doubleknot Coordinator provides contact data. 3.5 ASAP following closing of registration Send Camp’s “Leader’s Guide” to Scouts registered, their parents, and adults registered 3.6 ASAP following closing of registration Merit Badge Camps: Identify Scouts appointed by SM or acting SM for leadership roles. SM or acting SM for the Camp SM, acting SM, and Campmaster should give these Scouts as much (or more) responsibility than they can handle.
3.7 ASAP following closing of registration Mid-Adventure Programs: Identify Scouts appointed by SM or acting SM for leadership roles or elected by Scouts SM or acting SM for the Camp Most Mid-Adventure Camps have Scouts appointed to leadership positions by SM or acting SM, but some may be elected by Scouts. 3.8 At scheduled meeting(s), at least several weeks before departure High Adventure Programs: Identify SPL, Crew Leaders, Quartermasters, Scribe/Historian, and Chaplain Aide elected by Scouts registered for program SM or acting SM for the Camp and elected SPL for program 3.9 ASAP following closing of registration Check with Transportation Coordinators to make sure airline, chartered bus, and rented vehicle requirements are met. Troop Transportation Coordinator and Camp adult assigned to assist with transportation. It is especially a good idea to reconfirm arrangements for chartered buses again two weeks before departure. Phase 4 - Departure for Camp, Activities at Camp, and Return Below is a list of checklists of general applicability to all summer camps. Not comprehensive. # Task Leaders Responsible Timing Comments 4.1 Transportation – prepare list of participants traveling Transportation Coordinator At least one week before departure Don’t forget to include all adults traveling. Historically, adults have been harder to keep track of than the Scouts!
4.2 Camp on-site registration Campmaster, Medical officer, and Merit Badge Coordinator On arrival at camp Camps typically require immediate meetings for supply of medical forms, assignment of campsites, etc. 4.3 Post duty rosters and schedules conspicuously Campmaster or Asst. Campmaster On arrival at camp Make sure you have the materials needed to post the rosters and schedules. 4.4 Record the number of nights of outdoor camping for each Scout and adult attending Campmaster or Asst. Campmaster Before departure from Camp 4.5 Make sure Scouts have executed complete clean sweep, and all trash removed from campsite SM, Campmaster, or Asst. Campmaster Before departure from Camp Phase 5 – Post-Camp Wrap-Up # Task Person Comments 5.1 Return health & safety forms 5.2 Return Board of Review Box to Advancement. 5.3 Preserve your file for future Campmasters Campmaster File in Dropbox “Troop 55 Campmaster”. Consult Troop Committee Chair for password. 5.4 Turn in receipts to Troop Treasurer within 1 week Treasurer 5.5 Report nights of outdoor camping for Scouts and adults attending Nights Camping Recorder