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1 District: Unit Number: Person Submitting: Phone: Date Submitted: Proposed Date(s) of Event: The Guide to Advancement paragraph establishes the Council Advancement Committee s (CAC) responsibilities to Establish local practices for adhering to National Council advancement procedures at outdoor programs, summer camp, and events such as merit badge fairs or midways. Organizers of such events are asked to use the following guide to help plan for a successful experience. A copy of this guide, with answers provided specific to their event, must be supplied to the district committee and council advancement committee for approval prior to the advertisement of the event. Any merit badge college or similar advancement-oriented event involving scouts from three or more units will be considered a district-level event and will be conducted under the following terms: Such an event requires a formal budget (submitted in the fall for the following year). These events must be coordinated with and listed on the district calendar in order to avoid any date conflicts with other district or council events. For inclusion on the calendar, event dates must be finalized by April 30, The council service center staff will set up and handle all registration services for each approved event, and all event income and expenses will be managed by the council staff under the council s normal accounting processes (not including any concession sales, if offered). A unit may take the lead on such events, with the approval of the district committee and the council advancement committee. The district executive will serve as staff adviser to any district-level merit badge event being held. A timeline for all event promotions and communications will be established and must be closely followed, including a specific date when on-line event registration systems will be prepared for review and ready to go live.
2 Date and Location Has a date(s) and time been secured and approved by the district? Please note that unit events may not conflict with council or district events. Yes Has a proper location been confirmed? Yes Are directions available to be provided to participants? Yes Is a certificate of insurance required? Yes (please see district executive) Evaluate parking, food facilities, available technology, and clean up Budget Has a budget been created and submitted to the district executive? (This should include program materials, facility rental, food, and administrative costs) Yes If a patch is offered, has council approval been obtained? Yes Will lunch be provided? Yes Will there be a concession stand? Yes Merit Badges Are the MBs planned to be offered feasible for the proposed venue? Yes Are the prerequisites established and agreed to as needed? Yes Are there sufficient approved, registered, and trained MB counselors secured? (See GTA Qualifications of Counselors) Yes Are the class sizes manageable (recommend no more than 10) to ensure each scout has the opportunity to meet all the MB requirements for the proposed badges? (See GTA Group Instruction) Yes Are the class times adequate (recommend 90 minutes) to ensure each scout has the opportunity to meet all the MB requirements for the proposed badges? (See GTA Group Instruction) Yes How many sessions per badge are planned? (Eagle badges may need more.)
3 Any offsite field trips needed? Yes (remember to plan transportation, extra permission slips if needed, etc.) Registration Is there a plan and timeline to advertise the event well in advance including any MB prerequisites? (Program Launch, Roundtables, district/council website, etc.) Yes What is the registration plan for the scouts? Maximum number of badges that can be attempted per scout? Has the event coordinator spoken to the applicable council personnel to set up the registration/payment processes including determining what information is needed to manage Scouts registration? (Required for events consisting of three or more units) Yes Has it been determined how long registration will be open and how Scouts know their registration is confirmed? Yes Will confirmation s be sent to participants after registration closes? Yes What are the procedures to handle errors, cancellations? Communications Plan Do you have a plan to communicate to all attendees and event support staff? Yes o Recommend establishing a separate address to manage the event. You will need to monitor this closely when registration opens o Recommend sending to SM s reminding them of blue card process o Recommend sending reminder s to all participants, MBCs, MBC staff
4 Pre-Event (at least 90 days prior to) Morning of Event o Send class lists to the MB Counselors - a number will go out to their classes separately with additional info o Send troop lists to SMs - remind them of blue card process o Order patches (and breakdown patches by troop once received) o Submit invoices to district executive for payment (facility, food, etc. for events consisting of three or more units) o Make room assignments o Make sign in sheets - get volunteers to assist o Reconfirm any MBC needs in their classrooms (projectors, etc.) o Send reminder s to all participants, MBCs, MBC staff o Set up: check in tables/school maps/room assignment posters/concessions o Assist merit badge counselors with getting rooms set up as needed o Opening ceremony to remind Scouts of the event's expectations. o Thank school for hosting Post-Event o After the event, review budget performance with DE o Review surveys from scouts who participated to help plan for future events and evaluate counselors The council and district advancement committee may visit the event to ensure compliance with this policy, as well as to identify best practices which may be shared with others.
5 Approvals District Chair Date Council Chair Date
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