Announcement should include the following information:
Event dates, departure and return times, approximate drive time, cost, activities, gear requirements, request for drivers, request for driver information, request for adult grub master

Determine site reservation procedures, requirements and costs. Make preliminary reservation if needed.

Communicate dates and known information to the troop committee representative in charge of coordinating event permission with BSA - deliver final information as it becomes available.

The required information includes:

Destination, estimated numbers of participants, vehicle information, and names of certified adult leaders if required for an activity such as archery, climbing, etc.

Get preliminary head counts for scouts and adults attending - scout count should be provided by the boy leadership.

Request an adult grub master for the event (if needed)

Name, drivers license number, vehicle description (year, make and model), plate number, number of seat belts (not counting driver), cell phone number, and insurance information including company, public liability coverage amounts for each person, each accident and property damage.

Re-announce event via email and/or flyers

Final Scout attendee head count is received from scout leaders. Enter names into Scout Attendee Camping List. 

Confirm adult drivers / attendees and ensure that all driver information is complete. Confirm one adult attending can  pull the troop trailer.

Confirm with Troop Treasurer how financial arrangements for the event will be handled.

Might include pre-payment, getting a check, having an attending adult pay and receive reimbursement or nothing if the troop Treasurer is attending. 

A list of drivers with their cell phone numbers; driving directions (with maps if possible) and amount to be reimbursed to adult grubmaster.