What Do We Do?

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

This year, the Event Team is invited, at their option, to camp at Apple Hill the night before Camporee begins.

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 Liaison (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

• Demo Coordinator

• Official Photographer

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

Each GCK Events 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.

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. Manages the Low Risk Council Event application process, and submits applications and supplementary documentation to the Event Approval Team.

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 required.

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. 

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. Directs IT to create event registration form and update Registration Centre on the website.  

3. Coordinates with the Treasurer on tracking fee collection. 

4. Allocates participants to rotation schedule as provided by the Chair(s) and agreed to by the planning committee.

5. Assists with campsite allocation and signing in coordination with other members of the Event Team.

6. During camp arrival and departure, staffs section check-in/check-out table. Distributes crests and T-shirts at the Friday safety meeting.

7. 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, adding them to the contact list and mailing lists

2. Distributes agendas and meeting reminders to the Event Team

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

4. 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. Coordinates with Activity Coordinators to include category 2 and 3 activities provided by sections into the risk management plan.

5. Coordinates safety updates of maps with IT, distributes instructions to sections and website.

6. Manages sign deployment and collection

7. Liaise with AHSR staff regarding parking and arrival; devises a parking management plan.

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

9. Completes Incident Report Forms per BP&P.  Ensures that Incident Report Forms are copied to the Co-Chairs and submitted to Safe Scouting.  Submits copy via ScoutSafe app.

10. 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. Gather game ideas submitted by sections, sort out duplicates, evaluate whether descriptions will provide engaging, fun games appropriate for the age cohort that follow the event's planning framework.  Communicate with a section whether their submission is approved.

2. For Beavers and Cubs, see that a sufficient number of games are 'wet' vs. 'dry'.

3. Provide a description of all activities to be conducted at the games for review by the Event Team. Two extra games are to be provided as backup or alternate games.

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

5. Supply sections with a Trail Card Plan-Do-Review template for them to complete.  Upon return, format and collate the cards for printing and laminating. 

6. Responsible for set-up of the games the morning of the event.

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

8. Support coordination of safety throughout the activity rotation

9. Perform other position-related duties as assigned 

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

Quartermaster (QM)

1. Manages the use of 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, mailing lists and other online team resources.

2. Works with the Registrar and Treasurer to coordinate registration.

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. Sets up and supports submission forms for other team members.

7. 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, get 3 quotes from manufacturers, 

5. Liaise with selected manufacturer. 

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

7. Perform other position-related duties as assigned 

Duties occur: before camp

Roles Specific to Camporee

Campfire Chief

1. Monitor songs/skit/cheer submissions from sections

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

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

4. Place fire pits and safety equipment at designated firepit sites

5. Marshall firewood to firepit sites, nearby if necessary, or direct Venturers or other OOS 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; local sources

5. Contact media, arrange visitations

6. Accompany media visitors during their visits (or arrange delegation to an alternate)

7. Perform other position-related duties as assigned 

Duties occur: before camp; during camp, if delegate not arranged

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

Demo Coordinator

1. Consulting with event team members, develop list of stations (crest trading, skill demos, other variety of activities) for the Saturday afternoon 'Free Time'

2. Liaise with station providers to determine needs (equipment, what type and size of location might be best, etc).

3. Liaise with AHSR Warden with respect to use of the ranges.  Setup system of allocation to sections (sign-up, etc)

4. Liaise with QM, determine whether Camporee can supply any needs to stations (picnic tables, PA equipment, etc)

5. Determine, with the key team, where stations will be located.

6. Engage with IT to have demo station locations mapped.

7. Perform other position-related duties as assigned.

Duties occur: before camp, during portion of camp

Official Photographer

1. Take photographs at Camporee Learning Session and throughout Camporee across as many activities as possible.

2. After camp, post photos in a private area for review by sections (to determine photo permissions)

3. Remove photos or edit individuals out of photos flagged by sections

4. Publish gallery

5. Perform other position-related duties as assigned

Duties occur: Camporee Learning Session, during camp, after camp

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

1. Attends Safety & Parking planning meetings

2. Assists with site prep on Friday, before section arrival

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

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

Duties Occur: setup, during portion of camp, teardown