Who Are We?
The event team that plans and operates (executes) this event.
Looking for the current list of Team Members? Go here.
Team Composition
The Event Planning and Execution Team consists of:
Scouters, Youth Scouters, Venturers or Rovers with defined roles on the team.
Adult volunteers assigned to shadow a senior youth or another adult in a defined role
Volunteers at large, without a defined role, known as Offer-of-Service (OOS). OOS are assigned minor tasks during the event. Sharing responsibility for the event is highly encouraged.
One or more (Co-)Chairs, hereafter referred to as ‘Chairs’. The Chairs are appointed by the Coordinator of Carleton Scouting. One is identified as the ‘accountable person’ under Scouts Canada’s Events Approval Procedure, reporting to the Event Approvals Team (usually the Council Key 3).
Role of Youth
Youth volunteer participation in the event is actively encouraged.
Youth need to follow Scouts Canada's Offer of Service Screening Policy including completing Scouting Fundamentals, Respect in Sport, Signed Code of Conduct and a Letter of Reference from a Scouter.
Youth can volunteer to take on any role on the Event Planning Team, including event Co-Chair.
Youth can act as an advisor for the event.
Youth can opt to have an adult volunteer assigned to shadow and support them in their role.
Section Representatives
Section Representatives make up the majority of the Event Team. They are identified by the section when it commits to the event.
Who can represent an attending section?
A member of the attending sections volunteer team (i.e. a Section Scouter, including Youth Scouters)
A senior Youth in the Group of the attending section (e.g. a Venturer or Rover)
A Scouter in the attending section’s Group that is not a member of the attending section’s volunteer team (e.g. a Group Committee member, a Scouter in another section, or a member-at-large.). This person will need to update the section after each meeting.
What do Section Representatives do?
Attends organizing meetings on behalf of their section/Group. If the representative cannot attend, finds an alternate to attend the meeting.
Acts as liaison between their section/Group and the event.
Prior to the event, informs their section/Group of any updates regarding the event
Reminds their section team’s contact person to register their section before the registration deadline
Ensures their section/Group is providing a quality activity for the rotation, which has been tested with youth. Encourages their section/Group to use Plan-Do-Review with youth in the development of the activity.
Is encouraged to take on a role in the Event Planning and Execution Team (see roles below), or shadow a youth in a role.
During the event, attends as a member of the Event Team, with a defined role, or without a defined role, known as Offer-of-Service (OOS).
With sufficient notice to the Team, may instead attend the event as a member of their section if:
A section they represent otherwise cannot maintain the Two Scouter Rule to attend the event.
Their responsibilities on the day of the event can be arranged to be covered by other members of the Event Team.
The Co-Chairs approve their absence from the Events Team on the day of the event. The needs of the event to have enough staff to safely run the overall event take precedence over attendance of an individual section.
Note: Section Representatives are not generally the Scouter-in-Charge of their section for the event, and are not responsible for registering their section.
Other Event Team Members
Scouters, Venturers, and Rovers from sections/Groups not attending the event, or not representing a section attending the event, may participate on the Event Team in any capacity, including:
A defined role on the Event Team, including the Chairs.
A shadow for a youth with a defined role on the Event Team
Offer-of-Service (OOS). These are volunteers at large, without a defined role.
Roles
See What Do We Do?