What do we do

The Event Team holds about 4 to 5 virtual meetings to plan the event, and one meeting afterward as celebration and review. Most members take on a role (with 1 or 2 others) to complete a particular task.

Team members with equipment duties gather equipment the evening before the event.

On the day of the event, the Team arrives about an hour before participants, and sets up. The Team also completes teardown, which takes about an an hour after participants leave.

Roles specific to an Event are outlined at the end of this document..

What Do We Do?

Core Roles include:

• Chairs   

• Treasurer 

• Registrar  

• Quartermaster (aka QM)  

• Webmaster 

• Secretary

Other roles include:

• Safety Coordinator

• Designated First Aider(s)

• Games Coordinator

• Snack/Drink Coordinator(s)

• Fire Minder

Role Descriptions

Each Carleton Scouting Event has general team roles, and roles specific to the event. All teams have at least the following defined roles:

Event Chairs / Event Team Leads

1. Recruits, coordinates and manages an event planning and execution team. 

2. Determines the purpose and value of the event. 

3. With the Event Team, recruits qualified persons for adequate supervision of the event. 

4. With the Safety Coordinator, takes responsibility for updating the Risk Management and Emergency Response Plan.  Submits plan to Event Approval Team. 

5. Locates and secures sites for events with the help of the event planning team. 

6. Coordinates and Identifies and obtains all necessary resources for event activities.

   • Provide a list of Area inventory;

7. Create framework under which the sequence of the event will be managed:

   • For planning;

   • For purchase and coordination of equipment required for the event;

   • For the Registrar to allocate participants for the day's activities (which sections start at which games….).

8. Inform Carleton Area Rover Crew (CARC) GC and Carleton Scouting Coordinator (CSC) of budget and event/activities as appropriate, and follows up with any required reports in a timely manner. 

9. Establishes budget, following all financial procedures. Allocates purchase responsibility to planning team and coordinate with Treasurer.

10. Promotes the event to the target audience with the help of the event planning team. 

11. See that youth are given responsibility and opportunities to gain leadership and decision making skills throughout the planning, implementation, and evaluation process. 

12. Maintain confidentiality of all participant and adult volunteer information received.

13. Performs review after event to capture future improvement.

14. Perform other position-related duties as assigned

Treasurer

1. Manages event income and expenses and submits report to with receipts to Co-Chairs, and for the Event Approval Team.

2. Support the creation of event registration forms. Provide approval for the correct registration fee. 

3. Administers and manages all costs and expenditure as approved 

4. Coordinates with Registrar(s) 

5. Perform other position-related duties as assigned 

   • Fire permit licence

   • Facility rental

   • Arranges equipment rentals, in conjunction with the Quartermaster

6. Submit final financial statement to Chairs for submission to the Event Approval Team for review.

Registrar

1. Manages event registration for participants and volunteers with Web-Master

2. Creates and manages event registration forms.  Coordinates with the Treasurer on fees. 

3. Works with Treasurer to coordinate collections of payments.

4. Allocates participants to event schedule as provided by the Chair and agreed to by the planning committee.

5. Perform other position-related duties as assigned 

Secretary

1. Maintains the roster of Section Representatives after commitment.

2. Publishes events to the Carleton Scouting Calendar, including links to minutes and agendas

3. Distributes agendas and meeting reminders to the Event Team

4. Records minutes of team meetings, primarily action items and motions, distributes to team.

5. Performs other position-related duties as assigned.

Safety Coordinator 

1. Manages the Area radios and ensure they are available throughout the event to ensure that proper communication can be achieved

2. Support coordination of safety throughout the event. Ensures the Co-Chairs are notified for of any safety related reports in a timely manner.

3. Assists the Co-Chair or designate with updating the hazard assessment and Risk Management and Emergency Response Plan.

4. Completes Incident Report Forms per BP&P.  Ensures that Incident Report Forms are copied to the Co-Chairs and submitted to Safe Scouting.

5. Perform other position-related duties as assigned 

Quartermaster (QM)

1. Manages the use of Carleton Scouting equipment for the event.

2. Coordinate the packing and unpacking of the equipment

3. Ensure the transportation of the equipment is organized

4. Perform other position-related duties as assigned 

WebMaster / IT

1. Authors and manages the event web-portal.

2. Work with the Registrar and Treasurer to coordinate attendance.

3. Informs committee of inquiries and issues as they arrive.

4. Works with event team to address concerns and updates on the portal.

5. Ensure privacy controls are in place.

6. When sections register for the event the section’s GC and the Registrar receive an email for logistical reasons.  The email to the section’s GC will indicate that the section has committed to attending the event.

Crest Lead

1. Keep track of submitted theme suggestions, conduct a theme voting poll. 

2. Take crest design submissions and put them into a crest design voting poll.

3. Coordinate cleaning up of any design from a graphic designer

4. Once a crest design is selected, submit it to the manufacturer

5. After crests arrive from the manufacturer, divide up into bundles for each section, using figures from the Registrar.

6. Perform other position-related duties as assigned 

Event Specific

Designated First Aider(s)  Beaveree/Cuboree,Klondike, Camporee

1. Attends to the First Aid station

2. Responds to request for aid

3. Completes Incident Report Forms per BP&P, with the assistance of the Safety Coordinator if necessary.

Games Coordinators  Beaveree/Cuboree, Klondike, Camporee

1. Plans age-appropriate games for either Beavers or Cubs attending the event.

2. Provide a description of all games to be conducted at the games for review by the organizing committee. Two extra games are to be provided as backup or alternate games.

3. Using planning framework provided by the Chair and approved by the planning committee as guidance

4. Prepare a list of supplies that will be required to be run to the QM.

5. Help load and unload the equipment for the event

6. Having a printout of each game laminated for the event.  Responsible for set-up of the games the morning of the event.

7. Support coordination of safety throughout the event

Snack/Drink Coordinator - Beaveree/Cuboree

1. Reviews food allergies and dietary restrictions of participants with the Registrar.

2. Ensures the procurement of food and drink, submitting receipts to the Treasurer

3. Coordinates with the QM to ensure that requested equipment is in place for the event

4. Manages food onsite during the event, oversees the lunch periods

5. Ensures that clean up of facilities occurs, following Leave No Trace principles.

6. Ensures that members can access all municipal waste streams at the facility, and that waste streams are handled after the event.

7. Perform other position-related duties as assigned 

Fire Minder - Beaveree/Cuboree, Klondike Specific

1. Ensures that straw is procured for the warming fire ring, arranges drop-off and pick-up times.

2. Coordinates with the QM to ensure that fire and safety equipment will be on site, and a means of extinguishing is in place before the fire is set. 

3.  Sets, lights, and attends to the safe operation of the fire, following leave no trace principles.

4. Oversees safe behaviour of youth at the fire.

5. Oversees extinguishing of fire, removal of fire equipment