Campmaster Guide

Introduction

The Campmaster is responsible for planning, organizing, and executing the monthly campouts and Summer Camp for the troop. This guide outlines the responsibilities and tasks associated with this role for ensuring a positive campout experience for the Troop.

Pre-Campout Responsibilities

1. Campsite Reservations

• Contact the campsite to reserve a spot for the troop on the desired weekend.

  • This should be done weeks in advance of the campout and in some cases, months.

• Determine campsite costs and identify any restrictions.

• Determine whether the campsite provides access to potable water, latrines, and waste disposal services, or if these need to be arranged separately.

• Ensure all necessary permits, reservations, and permissions are obtained.

• Recruit one or multiple Assistant Campmasters to help you.

  • Delegate some of the following Campmaster responsibilities to the assistant(s).

2. Cost Estimation

• Determine the total cost of the campout, including:

  • Campsite fees (reservation, porta-potty rental, etc.)

  • Activity fees (spelunking, etc.)

  • Trailer costs (gas/mileage)

  • Food costs (approximately $25 per person for 5 meals)

  • Patches and awards (if available)

• Estimate the number of attendees and calculate the cost per person (typically $25-$40).

  • Use the following Campout Cost Calculator to estimate the per attendee fee. It is ok to round the result up or down to make the fee a whole number.

3. Permission Slips and Communication

• Create a permission slip for the campout using the template on the troop website.

  • Permission Slip Template

  • Fill in the required details, including pricing, sign-up deadline, and any specific requirements.

• Send an email to the Scoutmaster with the campout details and attach the permission slip and CC the following: Webmaster, Treasurer, Quartermaster, and the Senior Patrol Leader.

• Coordinate with the Webmaster to update the Campouts webpage and the Treasurer to add the campout as an online payment option.

• Email the Campout notice to the Troop at least 4 weeks prior to the campout. Try not to send the permission slip with the email, instead send the link to the Troop website Campouts page. It not only contains the permission slip but many other useful items Scouts and Scouters will need for a successful campout.

• ENFORCE THE SIGNUP DEADLINE! This is usually 2 Troop meetings prior to the campout. This is necessary to allow grubmasters enough time to plan for and purchase food for their patrols.

4. Preparation and Coordination

• Coordinate with the SPL and patrol leaders to designate grubmasters. If some patrols are too small, discuss with the SPL the possibility of merging them for the campout

• Recruit grubmasters for the Adult Patrol. 

  • There are 5 meal grubmaster positions that need to be filled, Cracker Barrel, Saturday & Sunday Breakfast, Saturday lunch and Saturday dinner. 

    • Try to get a different adult to handle each one of these. 

    • Only allow an adult to handle multiple meals as a last resort.

• Obtain the Campout Check-in and Expense spreadsheet from the troop website.

  • Campout Check-in and Expense Form

• Advertise the campout at troop meetings and solicit adult volunteers for trailer pulling and driving.

• Coordinate with the Quartermaster to identify needed equipment for the campout (# tents, chuck boxes, propane, charcoal,etc.) and prepare the trailer.

• Identify the names and number of patrols attending and communicate with the Quartermaster so they can provide the appropriate number of dry goods bins and coolers to the patrols at the Troop meeting.

• Collect permission slips and payments from scouts and adults.

5. Final Preparations

• Verify permission slips are complete and accurate.

• Collect any additional required forms (e.g., Izaak Walton waiver forms, campsite specific forms, etc.).

• Complete the upper portion of the Campout Check-in and Expense spreadsheet.

• Ensure the troop first aid kit is available.

• Work with the Troop Medical Forms Coordinator to ensure all participants attending are up to date. See Troop Contacts for coordinator information. 

  • Obtain the medical binder from the Medical Forms Coordinator.

  • Designate one of the Assistant Campmasters or adults attending the campout to be the camp Medication Coordinator. Their duty is to collect medications from scouts or their parents and is responsible for delivering them to the scouts each day at the campout.

• Ensure all adult attendees are BSA registered and have completed Youth Protection Training.

• Travel Planning. Coordinate transportation to and from the campsite by:

  • Ensuring sufficient vehicles and seating capacity are available for the Troop.

  • Reviewing campout permission slips to determine transportation needs.

• Create a consolidated camper roster (by patrol) and distribute it electronically to SMs, ASMs, and CMs who are attending. Provide printed copies for the SPLs and ASPLs to use during the departure rally, along with an additional copy for campsite administration if needed.

6. Departure, Check-in and Support

• Send a reminder email one day prior to the campout, confirming arrival time at the school for departure.

• Provide check-in support at the school departure point and on-site.

• Assist with campsite setup and ensure a smooth check-in process.

• Distribute a driver contact list with cell phone numbers and directions to the campsite (directions available on the Troop website's Campouts webpage)

• Confirm each vehicle group is adhering to Youth Protection guidelines.

• Upon arrival at camp, assign designated camp areas for each patrol, ensuring separate and well-defined spaces for boys, girls and adult patrols.

7. Additional Responsibilities

• Monitor weather conditions and adjust activities accordingly.

• Address any issues or conflicts that arise and take appropriate action.

• Provide first aid and emergency response as needed.

Post-Campout Responsibilities

1. Financials

• Collect receipts from grubmasters, trailer pullers, and other expense providers.

• Complete the lower portion of the Campout Check-in and Expense spreadsheet.

• Provide the completed spreadsheet and receipts to the Treasurer for expense reporting and reimbursement. See Troop Contacts for Treasurer information.

2. Wrap Up

• Distribute patches and awards (if provided or purchased) to the Troop, either at camp close out or at the next Troop meeting.

• Return the medical binder to the Medical Forms Coordinator.

• Report the following information to the Database Coordinators (contact details available at Contact Troop 1396):

  • Number of nights of outdoor camping for participating Scouts and Scouters.

  • Total service hours earned by Scouts and Scouters.

• Report Campout status at the next Troop Committee meeting.

Requirements

• Be a registered and YPT-trained BSA volunteer.

• Ensure all necessary permits, reservations, and permissions are obtained.

• Maintain active BSA registration and complete Youth Protection Training (YPT) and Hazardous Weather Training. Depending on the activity, complete additional courses such as Safe Swim Defense, Safety Afloat, or Climb On Safely. Refer to the Guide to Safe Scouting for specific requirements.

By following these guidelines, the Campmaster can ensure a successful and enjoyable campout experience for the troop.