Waypoint #2
Plan Adventure
Waypoint
noun /ˈwāˌpoint/
A stopping place on a journey. In modern terms, it most often refers to coordinates which specify one’s location at each stage along the way. Here we will use Waypoints to identify the stages of The Adventure Plan.
The key to a successful adventure is proper planning and preparation. In the beginning there are many administrative tasks to complete. The Planning Waypoint focuses on all those written planning steps.
Planning and executing an Adventure is a team effort, and this step involves the formation of a unit Adventure planning and support team.
As a prerequisite to beginning the Adventure planning process the Unit Committee and adult leaders discuss Adventure options including adult leaders availability, financial implications and resource limitations to ensure the unit has sufficient resources to undertake an Adventure.
The unit committee ensures there are sufficient adult leaders committed to the Adventure to form a safe, capable and trained leadership team.
One of the Adult Leaders participating on the Adventure accepts the assignment as Records Manager.
Depending on the number of participants on an Adventure, your unit leadership may decide to divide your contingent into two or more “sub-groups.” These groups are typically known as dens, patrols, teams or crews.
Administrative
Budget – A proper budget will give the Adventure value.
- Work out details – consider everything that has a financial cost
- TAP Expense/Income Record – Here is a excel form to track income and expenses.
Reservations / Permits – Determine what permits may be required
- Advanced reservations
- parking / trailhead permits
- fire permits
- fishing licenses
Other Permits:
Consider these additional permit and authorization types when planning your multi-day adventure:
- Wilderness or backcountry permits – Required in many parks and protected areas for overnight travel or camping
- Overnight camping permits – Separate from day-use permits in some regions
- Quota or lottery permits – Used in high-use areas to limit daily or seasonal access
- Group size permits – Required when traveling with large groups or organized outings
- Special use permits – Needed for guided trips, educational groups, or non-commercial organized activities
- Bear canister or food-storage permits – Some areas require proof of approved food storage
- Watercraft permits – If packrafting, canoeing, or crossing lakes/rivers
- Border or international travel permits – If the route crosses national boundaries
- Leave No Trace / wilderness education certification – Mandatory in some regions before permit issuance
- Drone permits – Often restricted or prohibited without special authorization
- Hunting permits – If traveling during hunting season or participating in hunting
- Trail or access permits from private landowners – Required when routes cross private or tribal lands
- Emergency or satellite communication registration – Some parks require registration of PLBs or satellite devices
- Seasonal access permits – For snow travel, winter routes, or restricted seasonal zones
NOTE: If you are planning a backcountry trek, review the hunting season dates for all areas through which the Adventure participants will hike.
Travel Plans – How are you going to get to the Adventure? Air travel, bus, train, or private car?
Itinerary – create an itinerary for your Adventure. Include details for the following considerations.
- advance reservation requirements
- stops along-the- way
- side trips
- tours
- final destination
Considerations
Skills and Qualification – Activities need to be with skill range of the participant. Identify what needs to be learned in preparation.
Coed Consideration review Coed Overnight Outing and Privacy on Outings sections in Youth Protection
Parent Meeting – Schedule a youth, leaders, unit committee members, and parents’ meeting as soon as possible after the Adventure has been chosen.
