Weekend Campout Planning Guide

One of the best things about Scouting is how families help each other. But sometimes, a few families end up doing most of the work. That’s what happened in our troop a few years back. A small group of Scouts and their parents were planning almost every campout. We had a lot of Scouts show up and participate, but not many families were helping with the planning. It started to get hard for the same parents to keep doing all the prep every month.

We heard about an idea from another troop. They had a “campmaster” for each campout. That’s a Scout who takes charge of the planning. It sounded like a good idea, so we decided to try it. We started asking different Scouts to be the campmaster each month. They could choose an adult to help them. That adult is called the campmaster advisor.

Having a new Scout take the lead each month really helped. The planning work was spread out. More families got involved. The Scouts liked having a bigger role in the process. It made our program more Scout-led, which is what we always want. It also helped our Scouts learn leadership and planning skills in a real way.

The campmaster doesn’t have to figure it all out alone. They have the help of their adult advisor and some guidance from the troop’s Activities Chair. But sometimes none of them have planned a campout before. That’s why we made a simple checklist. It helps them get started and makes sure nothing important is missed.

This kind of guide doesn’t have to be fancy. It just needs to be clear and useful. And it should fit how your troop works. I’ll share what we use in our unit, but I encourage you to make your own version. You know what works best for your Scouts and families. Keep it simple and make it work for you.

The campmaster is the lead planner for the campout. They do the prep work before the weekend. This includes finding and reserving a campsite, checking on activities, and making sure everything is ready. They are not expected to do all the work alone. They are just making sure things get done.

Part of the job is talking to other Scouts and adults to make sure everyone knows the plan. The campmaster promotes the outing at troop meetings. They help get the Scouts excited about the trip. They also make sure everyone knows what to bring and what the schedule looks like.

The campmaster also looks at the program side of things. What rank or merit badge requirements might be covered? Are any special-trained adults needed, like someone certified for climbing or water safety? The campmaster does not have to teach everything, but they do need to find the people who will.

Another important part is planning for religious services. The campmaster works with the troop’s Chaplain’s Aide or an adult to make sure services are available. That might mean going to a nearby church or planning a Scouts’ Own service at camp. Transportation and times should be checked ahead of time.

Lastly, the campmaster handles paperwork. They collect permission slips and check that all medical forms are up to date. They also gather maps, contact info, and emergency numbers. This makes sure the outing is safe and that adults have what they need to handle any situation that comes up.

We made a checklist that walks the campmaster through the whole planning process. It starts with choosing a location and ends with making sure the paperwork is in order. It’s short and easy to follow. You don’t need to cover every detail in one place. Just list the big things that must be done.

We also added a spot for the names of the campmaster and their advisor. That helps keep things organized and lets us know who is in charge. Each section on the checklist has just a few bullet points. It’s not a huge task list, just the key things that need to be done before camp.

There are sections for activities, religious services, emergency info, and drivers. Each one includes questions to guide the Scout in what they need to think about. For example, under “activities,” we ask which requirements will be met and who is teaching them. That helps the Scout take real responsibility.

We give the checklist to the Scout as soon as they agree to be campmaster. They can start planning early. We check in during meetings, but we try not to take over. It’s their job. This guide helps keep them on track without overwhelming them. Most Scouts do a great job when they know what is expected.

You don’t have to use our guide. Your troop might have different needs. You can take our version and change it. Or make your own from scratch. Just keep it clear and simple. The goal is to help Scouts succeed, not to make things harder.

Letting Scouts lead campout planning takes patience. Sometimes things don’t go perfectly. That’s okay. The goal isn’t to have a perfect campout every time. The goal is to help the Scouts grow and learn. Giving them real jobs like this helps them learn leadership skills they can’t get from a book.

Adults still play an important role. The adult advisor supports the Scout. They help when needed but don’t take over. They ask questions, remind the Scout to follow up, and help find resources. It’s a partnership, not a takeover. That part is really important.

It’s also important to give the Scout enough time. Planning a campout takes more than a few days. We give our campmaster about a month. We announce the campout ahead of time, pick the campmaster, and give them the checklist. That gives them time to ask questions and make a plan.

If the Scout struggles, that’s okay too. We help them finish the process and talk about what could be done better next time. This is all part of learning. The goal is not perfection. The goal is growth. Scouts build confidence when they are trusted to lead.

Campmaster planning has made our outings more Scout-led. Scouts are proud of their work. Families feel less burned out. And everyone knows what to expect. It’s been a great change for us.

Every unit is different. What works well in one troop might not be right for another. So don’t feel like you have to copy our planning guide exactly. You can use our version as a base and adjust it to fit your needs. Add or remove sections to match how your unit works.

You might want to include more details about food planning or patrol responsibilities. Or you might want a checklist that goes beyond just the Scout planner and includes things for adult volunteers. That’s fine too. The most important thing is that the guide is useful and easy to follow.

You can also make it part of your leadership training. When you talk about positions of responsibility, show Scouts how planning campouts can be one of those roles. This can help them meet advancement requirements. It also helps newer Scouts see what leadership looks like in action.

Encourage Scouts to make their own version. Maybe after being campmaster once or twice, they’ll want to improve the checklist. Let them. That gives them ownership of the process and helps other Scouts who come after them. Keep the guide simple and Scout-friendly.

Once you’ve tried using a planning guide for a few outings, adjust it based on what worked and what didn’t. Keep improving it as your Scouts grow. The point is to build a process that helps your troop have great campouts and helps your Scouts become better leaders.

Click here for a printable copy of an example of a Weekend Campout Planning Guide

More About Scouts BSA

The Scouts BSA program focuses on leadership, citizenship, personal fitness, and character development. Planning a weekend campout gives Scouts a chance to grow in all of these areas. As campmaster, a Scout takes responsibility, solves problems, and works with others. This supports the program’s goal of helping youth become prepared and capable leaders.

It also helps build habits that last. Scouts learn to think ahead, care for others, and stay organized. They practice communication, teamwork, and decision-making. These are skills that support their growth as good citizens and healthy individuals. A simple campout plan can teach lessons that go far beyond the weekend.

What is a campmaster?

A campmaster is the Scout in charge of planning a weekend campout. They choose the campsite, plan the activities, make sure paperwork is done, and check on religious services. They work with an adult advisor to help them stay on track.

Does the campmaster do everything by themselves?

No. The campmaster is the lead planner, but they work with others. They ask Scouts and adults to help with parts of the planning. The adult advisor is there to support and guide them.

Can a new Scout be a campmaster?

Yes, but it’s best if they have some experience with outings first. It helps if they have seen how a campout is planned. The checklist will help them know what to do.

What does the adult advisor do?

The advisor helps the Scout with the planning. They don’t do the work for them. They answer questions, help solve problems, and make sure nothing important is forgotten.

When should a campmaster start planning?

Start at least a month before the campout. That gives time to reserve a campsite, get permission slips, and check on activities. Starting early helps things run smoothly.

Do we have to use your checklist?

No. You can use our guide as a starting point. Feel free to change it to fit your troop’s needs. Add or take away parts so it works for your Scouts.

What if something is missed during planning?

That happens sometimes. It’s part of learning. Adults can help fix any big issues, especially those related to health and safety. After the outing, talk about what went well and what could be better next time.

Can the campmaster role count for leadership?

Yes. If a Scout plans and leads a campout, that can count toward leadership time for rank advancement. Check your Scout handbook or ask a Scoutmaster to be sure.

Who keeps the planning guide?

We usually print it out and give it to the campmaster. You can also keep a digital copy. Some troops make a binder or online folder with old plans to help new campmasters.

What if no one wants to be campmaster?

Sometimes Scouts are nervous to try something new. Start by asking one who might be ready. Offer lots of support. After a few good experiences, more Scouts will want to try.

Letting Scouts take charge of planning campouts is a great way to teach leadership. It helps them build confidence and learn real skills. When we started using a campmaster system, we saw a big change. More families got involved. More Scouts stepped up. Our outings became more Scout-led, which is what the program is meant to be.

The planning checklist makes it easier for Scouts to know what to do. It gives them a guide to follow, but still lets them make decisions. It also helps adults step back a little while still offering support. Everyone knows what’s expected. Nothing gets forgotten.

You don’t need a fancy form. Just make something that works for your troop. Keep it simple. Let Scouts grow into it. Give them room to make mistakes and learn from them. Planning a campout can be a big job, but with the right tools, your Scouts can do it.

Try it with your unit. Pick a Scout. Hand them the checklist. Support them along the way. You might be surprised how well it works. A little structure and a little trust can go a long way in helping Scouts lead and grow.