How to Create an Adventure Application Form

Find or Expand the Event Risk Management Options

Previous Steps: See How to Edit an Event.

Special Note: Attachments can only be added to an event that has been previously saved. If the event is being created for the first time, select Save in the top-right, follow How to Edit an Event.

1. Scroll the event screen down sufficiently to reveal the Plan - Risk Management section. Select anywhere in the section, or the modify link.

Select Adventure Application Form

Before creating an Adventure Application Form, usually the risk management documents will have been attached beforehand. See How to Create an Adventure Application Form .

1. Select Adventure Application Form.

Create New

1. Select New >>.

Filling out Participants

ScoutsTracker will fill in many fields from event information you've already entered, including the Group, Council, Name of the event, dates, the risk category, the Scouter-in-Charge, and the description of the program and transportation plan. It also knows the names, member #s and qualifications from the membership database entered in ScoutsTracker.

There are 4 categories of participant: Youth, Scouters, Other Youth (e.g. siblings) Parent/Other Helpers. For each category, a drop-down box is available, allowing the ability to toggle between:
a) None attending (within the category of participant)
b) Using the signup information - if signups are enabled, ScoutsTracker will trim the list to only those who signed up for the event
c) Use Custom Selection - all participants will appear with a set of checkboxes on the left, allowing each individual to be included or not in the form.

1. To include a custom list of youth and scouters attending, use the check boxes on the left to select/de-select participants.
2. To use information from the signup form of the event, use the dropdown box beside each section and select 'Use Signup information'.

NOTES:
a) the qualifications of each member is listed beside their name (e.g. AWFA). This helps with determining whether the participants have sufficient qualifications for the event.
b) other youth, such as siblings or those trying out the program, should be listed. These are added to ScoutsTracker under Account -> Other Participants. Such youth must be counted under ratio requirements. See How to Add a Sibling or non-member youth to a Category 2+ Event.
c) parents and other non-member adults and youth should be entered. These are added to ScoutsTracker under Account -> Other Participants. All adults must meet Screening Policy requirements. See How to Import Parents and Other Adults.

Check appropriate Boxes

Here can be seen where the AAF has included event information such as the location, address, description, Scouter's notes and the transportation plan. The inclusion of the description and Scouter's Notes is configurable.

1. Check appropriate Communication checkboxes
2. Check appropriate Location checkboxes
3.Check appropriate Emergency Planning checkboxes
4. If desired, toggle the appearance of the event description and Scouter's Notes
5. Check appropriate Planning and Program checkboxes.