Campout Planning

View Tour and Activity Plan FAQs

Campout Procedure

Duties of Campout Leader

Before the camp-out: know when you are scheduled to organize the camp-out. Check the webpage calendar or attend parent/leader meeting.

  1. If the date of the camp-out is governed by available reservation dates, inform the scout leadership and update the planning white board and send webmaster an update so web info is current.
  2. Review this camp-out tip sheet and the website It will contain permission slips, tour permits and a scout roster.
  3. Call for permission slips 3 weeks before the camp-out. Both email and website post as well as paper are options
  4. Calculate cost for the permission slip as follows:
    • $x/scout/meal if troop or patrol cooking.
    • $x-x/scout for gas and parking fees. Subject to change depending how far away the camp-out is.
    • Estimate camping fees per scout based on reservation costs and number of scouts attending.
    • List supplies needed by scouts. Old permission slips are handy for this.
    • Don’t forget to list a sack lunch if needed.
    • Decide whether adults charges are the same as scout charges. For example, adults may want to supply their own food and not pool food money.
  5. Recruit drivers by sending email or talking to parents of scouts. Scout parents: please volunteer to drive to camp-outs several weeks in advance of the camp-out. It really is a lot of fun to go on the camp-outs!
  6. Use driver information (Vehicle license, ODL, Insurance carrier and policy amounts) to fill out the tour permit. The gas money collected for the camp-out will be distributed to drivers via scout accounts.
  7. Collect permission slips and cash/checks and put into the collection envelope and submit to treasurer.
  8. Make a list of scouts who will be attending for ease of checking attendance on the departure date. You can use the trip planning doc.
  9. Get treasurer to write a check for food supplies if troop or patrol cooking.
  10. Fill propane tanks if necessary. Purchase ice for coolers if needed.
  11. Fax or email the tour permit to the scout office at least 10 days prior to departure date.
Portland Office
2145 SW Naito Parkway,
Portland, OR 97201
Tel. (503) 226-3423 Fax (503) 225-5733
Vancouver, WA – Tel. (360) 693-1741
Tours Permits & camping Fax: (503) 225-5733 Office Hours: Monday – Friday 8:30 a.m. – 5:00 p.m.
Volunteer Service Desk: Monday – Friday 8:30 a.m. – 5:30 p.m.
Saturday 10:00 a.m. – 4:00 p.m.
Closed Sunday

On the departure date:

  1. Collect permission slips and checks that have not already been collected.
  2. Match up scouts with drivers to ensure that every scout has a ride to the camp-out.
  3. Help scouts make sure they have needed supplies such as camp boxes with appropriate cooking equipment and camp stoves.
  4. Send medical notebook, permission slips, tour permit (after faxing or sending into council offices) with the campers.

After the camp-out:

  1. Turn in the following paperwork to the troop treasurer: permission slips, tour permit, checks and receipts for food and supplies.
  2. Then pat yourself on the back! Mission accomplished. Report to committee your experiences. And don’t forget it may qualify you for the national camping award see: