Pre-Trip Game Plan
Twelve people across four families. A little coordination now saves a lot of chaos later.
Table of Contents
- The Trip in One Box
- Countdown Timeline
- Who Does What (shared roles)
- Coordinating Four Families
- Group Dynamics & Flexibility
- Health & Safety Prep
The Trip in One Box
| Where | Cuivre River State Park, Troy, MO |
| When | Wed, July 1 – Tue, July 7, 2026 (6 nights) |
| Who | Zuelke, Harris, Older Smiths, Younger Smiths — 12 people |
| From | Columbia, MO (~1.5 hr drive) |
| Doing | Paddling, biking, fishing, swimming, hiking, campfires |
| Special | July 4 (Sat) Independence Day cookout |
Countdown Timeline
Done early (already handled ✅)
Reserve campsites as a group— booked: two adjacent sites, July 1–7.- Confirm who’s bringing kayaks/canoes, bikes, and how many of each.
- Confirm trailer/RV vs. tent for each family.
- Set up a shared group chat or thread for decisions.
1 Month Out (assign it)
- Lock the Food Plan: who cooks which group dinner.
- Divide the shared gear (canopies, group tables, water jugs, first-aid).
- Adults 16+ buy Missouri fishing permits (MDC).
- Check bikes (tires, brakes), kayaks (straps, PFDs), and camp gear.
- Start the Packing Lists.
1 Week Out (buy it)
- Do the master grocery shop—split by family.
- Begin make-ahead meal prep (freeze meats, portion mixes).
- Refill prescriptions; stock the first-aid kit and bug spray.
- Charge battery packs, headlamps, lanterns; download offline maps.
Day Before (load it)
- Freeze water jugs/bottles for cooler ice.
- Load non-perishables, gear, bikes, and boats.
- Lay out clothes and the cooler plan.
Departure Morning (roll)
- Pack coolers last with frozen meats and ice.
- Final house check; hit the road to arrive early afternoon.
Who Does What (shared roles)
Twelve people works best when a few jobs have clear owners. Suggested split—adjust as a group:
| Role | Possible owner | Job |
|---|---|---|
| Food/grocery lead | One adult | Owns the shopping list and dinner schedule |
| Gear lead | One adult | Tracks shared canopies, tables, water, tools |
| Water lead | A paddler | Coordinates kayaks, PFDs, beach plan |
| First-aid lead | Whoever’s comfy | Owns the group first-aid kit and meds list |
| Kid wrangler(s) | Rotating | Runs kids’ activities; leads the scavenger hunt |
One shared doc beats twelve memories. Keep the group chat for quick calls and this site (or a printout) for the plan. Assign dinners and gear before you leave.
Coordinating Four Families
- Cluster the campsites. Ask for adjacent or loop sites so kids can roam between camps safely and adults can share a fire.
- One “group HQ” site. Pick the roomiest site for the shared canopy, big table, and group dinners.
- Split the shared gear so nobody double-buys: one family brings the big water cooler, another the canopy, another the group first-aid, etc.
- Set a loose daily rhythm (see the Itinerary) but keep it flexible.
- Agree on kid rules up front: buddy system, camp boundaries, water-only-with-an-adult, and quiet hours (10 p.m.).
Group Dynamics & Flexibility
Twelve people, four families, two dogs, and a wide age range (a 1-year-old, kids 6–12, an early teen, and seven adults) will stretch any schedule—and that’s normal. Heat, a few beers on the easy days, different bedtimes, and different personalities all add friction. Plan for it:
- The plan is a menu, not a mandate. Every day has options; nobody has to do everything. If the schedule and reality disagree, reality wins.
- Split the group freely. Some will want more day trips (cave, towns, fireworks); others came to unplug at camp. Let the adventurers go while the homebodies fish, nap, and hold down camp—then regroup for dinner.
- Respect different rhythms. Early risers get quiet coffee and fishing; night owls get the late campfire. Stagger kid bedtimes, and keep the 1-year-old’s nap and meal schedule sacred—everything goes smoother when the baby’s rested.
- Build in down days. After a big day (July 4, the cave trip), keep the next one loose. Don’t over-schedule.
- Name a daily “point person.” One adult loosely keeps the day moving so decisions don’t stall in a group of twelve.
- Heat + beer = pace yourself. Hydrate, especially the adults on the relaxed days, and keep a sober driver if anyone’s heading to town or the fireworks.
- Assume some friction and let it go. Tired kids melt down, plans change, someone’s cranky in the heat. A flexible, kind camp beats a perfectly executed one.
Shared chores keep resentment low—see Camp Jobs & Chores.
Health & Safety Prep
- Heat & sun: July in Missouri is hot and humid. Hats, SPF 50+, and lots of water.
- Ticks & chiggers: Permethrin-treat clothing, use repellent, do nightly tick checks.
- Water safety: PFDs for all kids on any boat; swim only at the beach during hours.
- Allergies/meds: Share any serious allergies (bees, food) and EpiPen locations across the group.
- Nearest hospital: Mercy Hospital Lincoln in Troy, about 10 minutes from the park.