The "Tour Plan" replaces the "Local Tour Permit" and is actually more user friendly than it might appear at first glance.

Instructions for the filling out a Tour Plan

Entering information in the body of the document:

Information entered on pages 1 and 2 (Tour Planning Worksheet) will automatically fill in on pages 3 and 4 (Tour Plan).

Top toolbar shows:

• Icons for moving backwards and forwards, stop, refresh, search, favorites, history, mail, print, edit.
• Click on “Edit” and you can revise information (date, destination, adults, vehicle information) saved from a previous Tour Plan.
• Click on “Mail” and you can email the completed document to Council. Council’s preferred method of submission is via email although you still have the option to fax, mail or submit in person.

Second toolbar (located immediately above the document) shows:

• Icons for print, save, select pages, zoom in or out, sign.
• Click on “Sign” and this will start you on the path to create a digital signature to digitally sign a PDF file. The Adult Leader can digitally sign and then email (see “Mail” instructions above) the document to the Committee Chair or Chartered Organization Representative to add his digital signature. The final, completed document can then be emailed to Council
• Click on “Save” and you can retain this document in your computer for future editing (see “Edit” option on top toolbar). You could enter driver information and have the information for those drivers already in the document for the next trip. Any additional driver information may be submitted as an email attachment to the completed document.

Tour Plan FAQs

Q. Why should I complete a tour plan?
A. The tour plan is a checklist for best practices to be prepared for safe and fun adventure. Completing the tour plan may not address all possible challenges but can helpensure 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 driver qualifications and minimum limits of insurance coverage for drivers and vehicles used to transport participants.

Please complete and submit this plan at least 21 days in advance to ensure your council has enough time to review the plan and assist you in updating the plan if it is found defective. When the review is complete, the second half of the plan is returned to you to carry on your travels.

Q. When do I need to complete a tour plan?
A. Times when a tour plan must be submitted for council review include:

• Trips of 500 miles or more
• Trips outside of council borders not to a council-owned property
• Trips to any national high-adventure base, national Scout jamboree, National Order of the Arrow Conference, or regionally sponsored event/li>
• When conducting the following activities outside of council or district events:
  • Aquatics activities (swimming, boating, floating, scuba, etc.)
  • Climbing and rappelling
  • Orientation flights (process flying plan)
  • Shooting sports
• Any activities involving motorized vehicles as part of the program (snowmobiles, boating, etc.)
• At a council's request
  • Required for all trips out of District or including overnight stays or involving caving, horseback riding, firearms or other hazardous activities
  • Tour Plans maybe required for Council and District Events at the request of the Council Risk Management Committee.

Regardless, the tour plan is an excellent tool that should be included in preparation for all activities,even those not requiring it. It guides a tour leader through itineraries, travel arrangement, two-deep leadership, qualifications of supervision, and transportation.

Q. What is different on the tour plan vs. the tour permit?
A. Several items:

• The council is the reviewer of all tour plans; no regional review is required.
• The tour plan consists of a tour planning worksheet that is completed by the unit/contingent. After processing, the council retains the tour planning worksheet and returns the tour plan to the unit.
• The plan can be printed on standard 8 ½-by-11-inch paper!
• 21- vs. 14-day advance notice requested for units to submit the plan for your review.
• A single point of contact (not on the tour) for council use included.
• Defined reasons/times when a tour plan must be submitted for council review.
• Updated Pledge of Performance.

Q. My council is telling me my plan is defective; what does that mean?
A. It would be best to address that with the reviewer directly so that defects can be removed. In many cases, it may just be that part of your plan was incomplete. Common reasons could include lack of two-deep leadership; training not completed, documented, or expired; excessive daily travel;and not including vehicles with the capacity to carry the tour.

Q. Is planning and preparing for Hazardous Weather Training required for all tours?
A. Yes, it has been required for all tours, including local and national, Cub Scout, Boy Scout, and Venturing, since January 1, 2009. It should be repeated every two years and is appropriate for not only adults, but Boy Scout-aged youth as well. A CD is available for use at your unit, district, and council events where Internet access is not available. Search www.scoutstuff.orgfor Item 610642.

Q. What should we use for permission from parents?
A. TheActivity Consent Form and Approval by Parents or Guardian is an appropriate resource.

Q. Do I need anything else if we are going on a discovery flight?
A. Yes, please complete the Flying Plan Application along with an Activity Consent Form and Approval by Parents or Guardian (for each participant).