Step by Step Guide to Getting Your Club Up and Running

1. Register your club with the Caspio system to receive your official club number by clicking here.

2.  Read through the leader handbook and familiarize yourself with our website.  Then create a list of kids that wish to join your club.  While our program is designed to accommodate all ages in a single club, you are more than welcome to have a club with a limited age range if this suits your purpose better.  Feel free to cap your club at a number that is comfortable for you.

3.  Find a Leader, an assistant leader and enough volunteers to run your club.  We recommend 1 adult present at each meeting for every 8 kids up to age 12 and 1 adult for every 10 kids ages 12 & over.  Regardless of the size of your club, you should always have at least two adults in attendance at any activity and at least one should be a trained leader.

4.  Have all Leaders and volunteers read through the Leader handbook and familiarize themselves with our website.  Have all volunteers take the Home Study Training Test to verify that they are well versed in the program.

5.  If possible, find a non-profit organization to own and take responsibility for your club.  This will not only help mitigate your liability risk, but will also give you non-profit status which helps when soliciting donations.  Most clubs are owned by churches, schools, homeschool co-ops, or veterans organizations.  You are more than welcome to run your club on your own, but there is more risk and responsibility involved.  Liability releases, permission slips, and other forms to help reduce your liability are included in the Forms section.

6.  Locate an adequate meeting place and schedule meeting dates and times.  A meeting place should be easily and safely accessible to the kids, and acceptable to the parents.  It should not be a place where lively games or songs will disturb anyone, nor where the legitimate noise of other groups could ruin a club meeting.  Meeting places should be safe, sanitary, with adequate lighting, ventilation, heating, and cooling.  A yard, park, or outdoor play area nearby is very desirable, but not necessary.  Meeting locations should be large enough for team games and allow for separations into smaller groups when necessary.    Churches, schools, community centers, and personal homes can all be potential meeting locations.  You may also wish to try groups like the Moose Lodge, Elks Lodge, VFW Post, or American Legion as they usually have good sized halls that they will let youth groups use at no cost.

7.  Have a planning meeting with the parents to go over costs, registration, badges earned at home, uniforms, etc.

8.  Get the kids together for a planning meeting to find out what their interests are and what they want to get out of Quest.

9.  Plan the first four to eight meetings.

10.  Have a planning meeting with your volunteers to discuss each person’s involvement and responsibilities.

11.  Gather supplies for your club.  Make sure to include the following items:

  • Leader Handbook
  • Financial Binder
  • Record Keeping Binder
  • Calculator
  • 3 hole punch
  • Stapler
  • Scissors
  • Scotch tape
  • Ball Point Pens
  •  Award Bag (a fancy bag to hold awards until they are given out)
  •  Craft Supplies
  •  First Aid Kit


                Now you are ready for your first meeting!