Troop 399 — Pre-departure task timeline
South Dakota trip — departs May 29, 2026 | 45 tasks across 6 phases
Now through April55 days out21 tasks
T-shirt leadDesign trip shirt & provide artwork to manufacturer — Sermersheim
T-shirtCollect t-shirt sizes from all scouts & adults — Norman
Cook leadPrepare menu; coordinate with Trip Lead for schedules & meal locations — Griese
Cook leadObtain food budget from Trip Lead — Griese
Navigator leadPlan all routes, stops, fuel locations; verify using Google Earth or imagery — Sermersheim
Navigator leadEstablish database of legs, stops, destinations for each travel day — Sermersheim
Driver scheduleEstablish driver & navigator schedule for all travel days — Sermersheim
Education leadResearch points of interest & trip route for on-bus presentations — Hahn
CDL driversVerify valid CDL w/ endorsements; obtain medical form valid thru end of trip; Diocese requirements — Decamps, Griese, Haller, Schenk, Sermersheim
Waterfront leadComplete required SA online training for waterfront activities — Stratman
Waterfront leadDevelop plan to BSA Swim Test all scouts prior to trip — Stratman
Waterfront leadConfirm condition of buddy board & make any necessary repairs — Stratman
Waterfront leadMake buddy board tags — Stratman
LodgingObtain adult & scout roster; begin developing lodging assignments (G2SS compliant) — Riordan
Banker leadDevelop plan & acquire resources for managing scout money (envelopes, bags, etc.) — Stratman
Medicine manDevelop plan to obtain prescriptions & medical info from parents — Bonham, Weil
Drinks/snacksSolicit donations for adult beverages & snacks (Red Bull, Coke, etc.) — Norman, Brenner, Gibson
H2O & sunscreenPurchase bulk sunscreen (check stock & expiration); order water bottle lanyards & bottles (2 per attendee) — Brenner, Gibson
Laundry leadCoordinate laundry day, time, and location with Trip Lead — Brown
Souvenir boxAcquire box(es), packing supplies, and Sharpies — Baker
Radios leadVerify quantity of radios & battery needs; develop charging/replacement plan — Decamps
1 month before~April 293 tasks
Cook leadProvide list of mobile/rat park meals & locations to Rat Park coordinator — Griese → Johnson/Wargel
Rat parkCoordinate with Head Cook; finalize meal plans & identify fast food options — Johnson, Wargel
Kitchen whipCreate KP schedule; coordinate with SPL for duty assignments — Norman
2 weeks before~May 153 tasks
Banker leadDistribute list of assigned scouts to all bankers — Stratman → Johnson, Weil, Wargel
LodgingDistribute lodging assignments to adults; create door signage — Riordan
PhysicianReview all BSA medical forms; familiarize with conditions & treatments — Bonham
Week before~May 226 tasks
Navigator leadReview entire plan with Asst Navigator (Mabrey); print all backup hard copies — Sermersheim
Navigator leadGet stop locations/addresses distributed to all drivers — Sermersheim
T-shirt leadCollect finished shirt orders from manufacturer — Sermersheim
PhysicianCompile & pack troop first-aid kit / "ouch pouch" — Bonham
Laundry leadPurchase detergent, fabric softener, & laundry supplies; ensure packed — Brown
Headcount leadPractice headcount procedures with scouts; coordinate with Venture — Goebel
Final 2–3 daysMay 26–289 tasks
LoadmasterSetup vehicle hitch size & height; ensure trailers sit level when coupled & loaded — Brown
LoadmasterOversee trailer loading with older scouts / Venture crew — Brown
Cook leadLoad small trailer with all kitchen gear & supplies — Griese
Laundry leadLocate & load laundry bags into gear trailer — Brown
Drinks/snacksStock coolers with ice & beverages; place one cooler in each vehicle — Norman, Brenner, Gibson
H2O & sunscreenFill water buffalo coolers; distribute water bottles & lanyards — Brenner, Gibson
Headcount leadEnsure 4 chickens (min) and clickers in each vehicle — Goebel
Waterfront leadEnsure all waterfront supplies are located & packed — Stratman
Rat parkPrep to receive & load lunch supplies from kitchen on Day 1 — Johnson, Wargel
Departure morningMay 293 tasks
LoadmasterCheck all trailer tire pressures (max load PSI), lights, and brakes — Brown
Pit crew bossFinal vehicle & trailer safety inspection — Decamps
Headcount leadConfirm full headcount before any vehicle departs — Goebel