Tour Plan Information and Guidelines
Tour and Activity Plan Guidelines Effective May 10, 2012
By National BSA directive, what were formerly known as local and national tour permits have been superseded by what is now called the Tour and Activity Plan. The plan helps ensure that your unit is properly prepared, that qualified and trained leadership is in place, and that the right equipment is available for the adventure.
For those who do not have internet access or simply prefer paper over an electronic version, The Tour and Activity Plan is a fillable PDF and will auto fill all information as it is added. It can be submitted via fax, 303.455.4689 or sent by email. If you choose to submit a paper version of the Tour and Activity Plan to the Denver Area Council for review the same guidelines will apply with the ONLY exception that signatures are required by the Adult Tour Leader (mandatory) and by either the Committee Chair or Charter Representative. Due to the time required to review the paper version of the Tour and Activity Plan, and the time necessary for the Unit to correct any deficiencies (training required for planned activity, registration issues, driver information, etc.) we recommend you submit the Plan a MINIMUM of five (5) working days for review. If your reason for delaying filing the Plan because of the number of participants, leadership or driver determinations, etc. DO file your Plan early. You can always send updated information to be attached to your original Plan. Every effort will be made to return your Tour and Activity Plan but please keep in mind that Plans submitted the day before OR the day of departure may not always be returned. The Tour and Activity Plans will be kept on file at the Council office.
Beginning May 10, 2012, a registered unit leader can opt to file a Tour and Activity Plan online by establishing an account and logging on to MyScouting at https://myscouting.scouting.org/. We recommend that you view the video tutorial of this new online system, as well as BSA's FAQ page, before using it the first time to file a tour plan.
Details For Online Filing
Some of the tour and activity plan enhancements include the following:
- An email notification will be sent to your council, chartered organization, committee chair, unit leader and emergency contact to let them know that a plan has been submitted. (It is important to maintain current leadership information in the system to receive notification.)
- There are links to current program-required training and education.
- System prompts and warnings are included.
- You will be able to review and fix any deficiencies flagged by the system prior to submitting the plan.
- You can store, retrieve, copy and reuse completed Tour and Activity Plans.
- Unit volunteers who currently have access to the Tour and Activity Plan will be able to view and update all plans submitted for their unit up to the day before the scheduled plan date.
- There will be leader certification of the plan prior to submission.
- A 21-day advance notice is requested for units to submit the Plan for review.
Why should I complete a Tour and Activity Plan?
The Tour Plan is a checklist of best practices to be prepared for safe and fun adventure. Completing the Tour and Activity Plan may not address all possible challenges but can help ensure that appropriate planning has been conducted, that qualified and trained leadership is in place, and that the right equipment is available for the adventure.
In addition, the plan helps to organize safe and appropriate transportation to and from an event, and defines drive qualifications and minimum limits of insurance coverage for drivers and vehicles used to transport participants.
The Tour Plan should be included in preparation for all activities, even those not requiring it. It guides a tour leader through itineraries, travel arrangements, two-deep leadership, qualifications for supervision of activities, and transportation. In short, it helps a unit to protect both the youth members and adult leaders from unnecessary risk, injury, and liability.
When do I need to complete a Tour Plan?
Your unit (Pack, Troop, Team or Crew) must file a Tour and Activity Plan anytime it engages in the following types of activities:
- Travel to events, including local events, that involve youth members riding with drivers who are not their own parents
- Trips of 500 miles or more from your traditional meeting place
- Trips outside Denver Area Council geographic borders
- Trips to any National High Adventure Base, National Scout Jamboree, National Order of the Arrow Conference or national service project or regionally sponsored event
- The following high risk unit activities not associated with a council or district event:
- Aquatics activities (swimming, boating, floating, scuba, etc.)
- Climbing, bouldering, or rappelling
- Flight orientation events (must also file a flight plan)
- Shooting sports
- Any activity involving motorized vehicles as part of the program (snowmobiles, boating, etc.)
- Trips to locations or facilities that require a Tour and Activity Plan, such as military bases, state parks, etc.
What you need to know...
Before you get started, here are some details you will need to have ready:
NOTE: Some documents require you to have the latest version of Adobe Acrobat Reader, a free software available from Adobe. Download a free copy of the current version.
- Do you have 2 adult leaders ready for this trip who are over 21 years old, or an assistant adult leader whose minimum age is 18 (or 21 if a Venturing crew)?
- Has at least one adult on trip completed Youth Protection Training in the last 2 years?
- Is the ratio of adults to youth at 1 adult per 10 or fewer youth?
- If this tour includes a Co-ed Venturing Crew, is there at least one adult female?
- If traveling by car, do you know the make/model/year and have insurance information for the vehicles to be used?
- Do you have a signed Activity Consent and Approval form for each youth on trip?
Guide to Safe Scouting
The purpose of the Guide to Safe Scouting is to prepare members of the Boy Scouts of America to conduct Scouting activities in a safe and prudent manner. The policies and guidelines have been established because of the real need to protect members from known hazards that have been identified through 100 years of experience. Limitations on certain activities should not be viewed as stumbling blocks; rather, policies and guidelines are best described as stepping-stones toward safe and enjoyable adventures. All participants in official Scouting activities should become familiar with the Guide to Safe Scouting and be aware of state and local government regulations that supersede Boy Scouts of America policies and guidelines. The Guide to Safe Scouting provides an over view of Scouting policies and procedures rather than comprehensive, standalone documentation. For some items, the policy statements are complete. Unit leaders are expected to review the additional reference material cited prior to conducing such activities.
In situations not specifically covered in this guide, activity planners should evaluate the risk or potential risk of harm, and respond with action plans based on common sense, community standards, the Boy Scout motto, and safety policies and practices commonly prescribed for the activity by experienced providers and practitioners.
Viewing the online Guide to Safe Scouting
The Guide to Safe Scouting is available here.