Tour & Activity Plan

The council is committed to a safe and fun environment for all of our Scouts to enjoy. The council is also concerned about protecting our volunteers from undue risk of litigation. Proper compliance with the Tour & Activity Plan policy assists your unit towards this commitment.

BSA rules and policies identify the need for a Tour & Activity Plan. A Tour & Activity Plan is for destinations within 500 miles of your home base and distances greater than 500 miles. It is especially important that Tour & Activity Plans for trips involving aquatics, climbing, or shooting have the requested information relating to the training of leaders.

The Tour & Activity Plan gives the council information to locate a unit in the event of an emergency, additionally, each unit should have a designated contact person made known to the parents who will have more detailed information of the location of the unit.

Tour & Activity Plans have become recognized and accepted by national parks, military installations and other organizations as proof that a unit activity has been well planned and organized and is under capable and qualified leadership. These organizations may require the approved Tour & Activity Plan for entry.

REMEMBER - a printed copy of the approved Tour & Activity Plan is needed, not just one that has been submitted for approval.

When is a Tour & Activity Plan Needed?

A Tour & Activity Plan must be filed for any overnight activity, any aquatic or climbing activity, and activities held 25 miles or more from your normal meeting location.

Submitting Your Tour & Activity Plan

PLEASE submit your Tour & Activity Plan as soon as possible and at least two weeks before the activity. Each month hundreds of forms are submitted to the council and the approval system becomes overburdened and approval may be delayed if the submission is just before the activity.

  1. ONLINE - Tour & Activity Plans may be submitted using your MyScouting page, these plans are approved automatically through the system.
  2. IN PERSON - Local Tour Plans may be submitted in person to the Council Service Center receptionist at 2969 North Greenfield Road, Phoenix.
  3. POSTAL MAIL - Local Tour Plans may be mailed to the Council Service Center 2969 North Greenfield Road, Phoenix, AZ 85016-7715).
  4. BY FAX - Local Tour Plans may be faxed to the Council Service Center at 602-955-0570.
  5. Common problems with the forms experienced by the Council Service Center include the following:
    • Faxes should be turned in 5 days or more prior to scheduled trip.
    • Failure to show destination in the itinerary area.
    • Failure to complete aquatics section - if not applicable, so indicate on the form.
    • Failure to complete Youth Protection Training area.
    • There must be enough seatbelts for each youth and adult.

* For any questions regarding Tour & Activity Plans please call 602-955-7747.

Questions & Answers

Q. Why should I complete a Tour & Activity Plan?
A.
The Tour & Activity Plan is a checklist for best practices to be prepared for safe and fun adventure. Completing the Tour & 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 driver qualifications and minimum limits of insurance coverage for drivers and vehicles used to transport participants.

Please complete and submit plans for trips over 25 miles at least 14 days in advance, or trips over 500 miles at least 21 days in advance, to ensure the council has enough time to review the plan and assist you in updating the plan if it is found defective. Online approval is the summary page. The plan is returned to you to carry on your travels if submitting the PDF version.

Q. When do I need to complete a Tour & Activity Plan?
A. Times when a Tour & Activity Plan must be submitted for council review include:

  • Trips of 25 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 
  • 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.) 
  • Contact the council for additional guidelines or regulations concerning Tour & Activity Plans.

Q. Where can I take CPR Training?
A. Here are some links to obtain the training:

Regardless, the Tour & Activity 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.

Permission Slips

For all activities, trips, & outings, it is highly recommended that each youth provide a signed permission slip from a parent/guardian authorizing them to participate, and for the leader to seek medical attention if required. (This is included as part of the Annual Health and Medical Form). Even when Tour & Activity Plan is not necessary, it is wise to have the permission slips on hand. Sample permission slips are available from the council website.

Helpful Hints

Experience has shown that delays in submitting Tour & Activity Plans occur because tour leaders are having a difficult time compiling the driver information. To help, each unit may submit a “Possible Driver” list. This form is available on the Forms & Resources page of the council’s website. List every eligible parent driver and submit the entire sheet to the receptionist. A new list is required as of January 1 annually. If your unit uses this procedure, please mark on each Tour & Activity Plan “Drivers on File at Council Office”.

Tour & Activity Plan Forms and Information

Tour & Activity Plan Application PDF Version

Tour & Activity Plan Video

Tour and Activity Plan FAQ

Unit Positions with Tour & Activity Plan Access

Unit Tour & Activity Plan Insurance List 

Activity Consent Form and Approval By Parents or Legal Guardian

Council Tour & Activity Plan Policy

Risk Management Guide - Grand Canyon Council

BSA's Guide to Safe Scouting