What Do We Do?

The Event Team holds 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, and with returning equipment later in the (last) day of the event.

On Camporee Friday, available Team members arrive for setup between 10am and 4pm. The Team also completes teardown, which takes about an an hour after participants leave.

Key Team Roles include:

• Co-Chairs   

• Treasurer 

• Registrar  

• Quartermaster (aka QM)  

• Webmaster/IT

• Secretary

Other roles include:

• Safety & Parking Coordinators

• Designated First Aider(s)

• Activities Coordinators (for each of Beavers, Cubs, Scouts, Venturers)

• Crest Lead

• Campfire Chief

• Scouts Own Coordinator

• Communications

• HQ Cooks

• Offer-of-Service (OOS) - parking, setup, teardown

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

Note: when choosing a role, if your section only has 2 Scouters attending Camporee, you should not select roles where it says Duties occur: during camp.  Depending upon your plans, you may still be able to take roles that occur earlier on Friday/early arrival.

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 Chair (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

Duties occur: before camp, during arrival, throughout camp, during departure, after camp

The chairs reside at HQ.

Treasurer

1. Manages event income and expenses and submits report 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 

   • Facility rental, portapotty 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.

Duties occur: before camp, after camp

Registrar

1. Manages event registration for participants and volunteers with Website/IT

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 

Duties occur: before camp, during arrival, after camp

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.

Duties occur: before camp, after camp

Safety & Parking Coordinator(s)

1. Manages the radios and ensures 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. Devises a Parking Management Plan, updates maps, distributes instructions to sections and website.

5. Arranges for parking signage, manages sign deployment and collection

6. Briefs and coordinates parking attendants.

7. Gather names of Venturers who will be OOS at the event, identify what roles they will fill, where they will camp, when they will be required

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

9. Perform other position-related duties as assigned 

Duties occur: before camp, during arrival, throughout camp, during departure, after camp

The Coordinator typically resides at HQ, unless the role is shared.

Designated First Aider(s)

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.

Duties occur: during arrival, throughout camp, during departure
DFAs reside at HQ or the First Aid Station.

Activity Coordinators (for each of Beavers, Cubs, Scouts, Venturers)

1. Schedules age-appropriate games for the cohort they are responsible for.

2. Provide a description of all games to be conducted at the games for review by the Event Team. 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. Having a printout of each game laminated for the event.  Responsible for set-up of the games the morning of the event.

6. Attend the site visit to determine where cohort's activity rotation, campfire and Scouts Own will take place.

7. Support coordination of safety throughout the activity rotation

8. Perform other position-related duties as assigned 

Duties occur: before camp, periodically during camp, after camp

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 

5. Setup and operate the PA system for opening and closing ceremonies

Duties occur: before camp, Thursday evening before camp, during arrival, throughout camp, loads truck during departure, unloads truck at storage after camp

Website / 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.

Duties occur: before camp, after camp

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 

Duties occur: before camp

Roles Specific to Camporee

Campfire Chief

1. Receive submitted songs and skits from Activity Coordinators

2. Construct program order for each campfire, determine cheers, tempo, etc.

3. Find youth volunteers to help with Campfire, coach them

4. Recce firepit sites with the youth

5. Marshall firewood to firepit sites, purchase at park or nearby if necessary, or direct Venturers to do so

6. Direct the campfire ceremonies, or delegate to youth

7. Perform other position-related duties as assigned 

Duties occur: before camp, certain periods during camp

Scouts Own Coordinator

1. Determine theme for Scouts Own

2. Invite or request submissions from selected or all sections

3. Construct program from submissions

4. Direct Scouts Own service

5. Perform other position-related duties as assigned 

Duties occur: before camp, certain periods during camp 

Communications

1. Develops Communication Plan

2. Reviews Hazard Assessment to augment plan

3. Collates messages for website, sections, safety briefing

4. Obtain contacts for media from Scouts Canada

5. Contact media, arrange visitations

6. Accompany media visitors during their visits (or arrange for alternate)

7. Perform other position-related duties as assigned 

Duties occur: before camp

Headquarters (HQ) Cooks

1. Consult event team,  and develop menu plan, taking allergies and diet restrictions into account

2. Procure, prepare and package food for taking to camp

3. Oversee layout of HQ and kitchen tents.

4. Prepare and cook food at camp

5. Clean up kitchen as needed

6. Perform other position-related duties as assigned 

Duties occur: before camp, during arrival, throughout camp, during departure

Offer-of-Service (OOS) - Section Representatives without roles

1. Attends Safety & Parking planning meetings (1 to 2, virtual)

2. Assists QM with loading gear at storage on Thursday before the event

3. Assists with site prep Friday afternoon before section arrival.

4. Performs assigned duties during the arrival phase (parking attendant, childcare, site prep, gate security)

5. Assists QM with teardown, loading of truck at camp, and unloading at storage location after camp on Sunday