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Transportation & Road Rules

Moving large groups and multiple vehicles is always slower than travel with a family in a single car.  We have to work together to avoid significant loss of time.  We want to be comfortable, but we don't want to be unnecessarily delayed either.  Your cooperation on the following points is essential.

The trip leader is responsible for determining which vehicles will be going.  If you want to drive, you must arrange that a minimum of TWO (2) WEEKS IN ADVANCE with the tour leader.  The trip leader is responsible for seeing that we take the minimum vehicles necessary to comfortably accommodate everyone and everything.

Extra vehicles add both complication and expense, neither of which we need.  Also, the tour leader will be filing a tour permit with the council.  This permit is the basis for our insurance coverage.  If your vehicle is not on it, then you are not a part of the tour, you are not covered and you may not transport any Scouts.  Please don't show up at departure time and ask to drive if you have not already made arrangements with the trip leader!

In order to be placed on any tour permit, we must have your information on file.  Tour permits must be filed with the Council offices two (2) weeks in advance of the event and if you don’t get it to us at least one (1) week before that (3 weeks total before an event), we cannot get your information on the tour permit.  There are no exceptions to this rule.

Information needed on file to drive Scouts;

  • Your full legal name.  If your name is not the name on the registration of the vehicle, you must have a legally binding document that states you have permission to use that vehicle and transport individuals other than yourself and family.
  • Your driver’s license number and state in which it was issued.
  • The make, model and year of your vehicle.
  • The number of working seat belts in your vehicle.
  • Your vehicle’s license plate number.
  • The amount of insurance you carry (in thousands) for liability.  This includes Liability: Bodily Injury Per Person, Liability: Bodily Injury Per Accident and Liability: Property Damage Per Accident.  This must meet or exceed Maryland state minimums.  The Boy Scouts of America recommends that you be insured for a minimum of 50/100/50 when transporting Scouts.

Important Note

All vehicles MUST be covered by a public liability and property damage liability insurance policy. The amount of this coverage must meet or exceed the insurance requirement of the state in which the vehicle is licensed. (It is recommended, however, that coverage limits are at least $50,000/$100,000/$50,000 or $100,000 combined single limit.) Any vehicle carrying 10 or more passengers is required to have limits of $100,000/$500,000/$100,000 or $500,000 combined single limit. In the case of rented vehicles the requirement of coverage limits can be met by combining the limits of personal coverage carried by the driver with coverage carried by the owner of the rented vehicle. All vehicles used in travel outside the United States must carry a public liability and property damage liability insurance policy that complies with or exceeds the requirements of that country.

Rules of the Road

Late Arrivals and Early Departures

If you need to leave early, or to arrive late, you must arrange this in advance with the trip leader.  Please don't just pack up your son in the middle of the outing and leave.  Remember that the outing is not over and the Scouts are not released until the SPL has closed the outing and dismissed the Scouts (usually by having the Scouts circle up in the Scout house or parking lot).

Communication on the road

We'd like to have an adventure radio for each driver.  If you have one or can borrow one, please bring it.  We'll try to locate others.  Also, the radios are for group communications, not for the Scouts to play with.  Even if you have a radio, please make sure each other driver and especially the tour leader has your cell phone number before departure.

Extra Keys

Get extra keys for your vehicle.  Give the extra to another adult.  Each driver should have a counterpart (adult or driving age son) who can move your vehicle if need be.

Pit Stops

At pit stops, our goal will be to keep things moving, to leave as soon as the last Scout has been to the bathroom.  These are not tourist stops.  As soon as all the cars are ready, an assigned "loadmaster" will do a sweep of the station, check with all drivers to see that all Scouts are accounted for, and then signal departure.  No one leaves until the loadmaster says, "GO!"

Unplanned pit stops

These do happen.  That's one reason we want radios or cell phones.  When possible we will try to use roadside parks so we don't get bogged down in another round of drink and snack buying.  If we must stop at a service station or fast food joint, we will make every effort to see that it is a pit stop, not a snack stop.

Unplanned side trips: the GROUP STAYS TOGETHER

As a driver, do not take it upon yourself to leave the group without approval from the trip leader and notification to the lead car and the "tail end Charlie."  The trip leader is responsible for all the Scouts, including your son.  If you have a vehicle problem, need other supplies, or whatever, discuss your need with the trip leader.  If necessary, the entire group will go with you, wait for you, or alternate plans will be made.  Please, do not leave the group; your independent action can negatively affect the entire trip.

Snacks and drinks

Each driver has the option to allow or not allow these items in the car.  It's your call.  Coolers are also your call.  When we make stops, discourage the Scouts from purchasing the extra large drinks that will hasten their need for an unplanned pit stop.  If you have a cooler in the car, please monitor drink consumption for the same reason.

Snacks and drinks for Scouts at stops

We will allow reasonable purchases at gas stops, as long as the purchases do not delay the group.  Sometimes a gas stop will occur just before a major event stop where food and drink will be available.  We will coordinate these situations.  At times we may ask you to keep the Scouts in the car except for the bathroom.  In those cases, adults will be asked to police the situation so that we don't get bogged down at the register with snack purchases.


While we travel generally together, we don't want to be six or seven cars lined up on each others rear bumper.  We want to spread out and leave plenty of room for other vehicles to move around us.  A chain reaction would be a disaster.  The radios will keep us in touch, and usually we will be in visual range of much of the group.  Once we set up a pattern, keep the pattern so we are used to watching out for the vehicle in front and in back.  The "tail end Charlie" needs to tell the lead car when all the group has made an exit, an entrance onto a major highway, turned a corner, pulled into a rest stop, etc.  The lead car needs to have a good navigator that tells the others what is happening in enough time for all to follow.  The lead car should set the pace and notify others of the pace.  Please don't pass the lead car, and don't fall behind the "tail end Charlie."

Seating Assignments

Scouts will be assigned to the cars and they will travel in that vehicle the entire trip.  The driver is responsible for ensuring that everyone is counted prior to departure.  The loadmaster will know head counts in each car also.  We don't even want to think about leaving a Scout behind at a stop.

We would all be fresher if we take turns driving

Please rotate drivers if you have an extra adult in your vehicle.  Work with your passengers and other adults via radio to keep awake.  The BSA refers to the Risk Zone - driver fatigue particularly after lunch when it is all too easy to fall asleep while driving.

A benefit of Note.  Travel to and from Scout outings may be tax deductible.  See a tax professional for details.

Last Updated on Tuesday, 21 August 2012 22:45

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