What Do We Do?

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

A few roles only have duties before/after the event.  For instance, the Quartermaster's assistance may only be needed the night before the event, and the afternoon/evening after the event.  However, most roles have duties both before the event, and on event day. Note that such roles can be split, such that one person attends the meetings, and another person is on the Service Team during 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.

All team members are also members of task teams.  One of:

Logistics Task Team - Responsible for logistics of activities, food and warm-up spaces

Safety & Parking Team - Responsible for risk management, emergency planning, parking plan, first aid, signage

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

Event Co-Chairs / Event Team Co-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

Duties occur: before event, during event, after event

Treasurer (plus assistant)

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, 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 event, after event

Registrar (plus assistant)

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 

Duties occur: Before event, during event

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 event

Safety Coordinator and Parking 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. Devises a Parking Management Plan, distributes instructions to sections and website.

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

6. Briefs and coordinates parking attendants.

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

8. Perform other position-related duties as assigned 

Duties occur: before event, during event

Communications Coordinator

1. Reviews, revises 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 event

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 event

Activity Coordinators 

1. Helps section plan age-appropriate activities

2. Provide a description of all activities to be conducted in the activity rotation for review by the planning committee. 

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 the QM.

5. Help load and unload the equipment for the event

6. Responsible for determining activity locations during set-up of the event.

7. Support coordination of safety throughout the event

8. Perform other position-related duties as assigned 

Duties occur: before event, during event 

Quartermaster aka QM (and assistant)

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 

Duties occur: before event, night before event, during event, after event

Website / IT (and assistants)

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. Manage administration of Google Workspace domain

Duties occur: before event, after 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 

Duties occur: before event

Roles Specific to Klondike Derby

Offer-of-Service (OOS)

1. Attends Safety & Parking planning meetings (2 to 3, virtual)

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

3. Assists with site prep the evening before the event

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

5. May have misc. duties during the event (e.g. escort team), if not attending with section

6. Assists QM with teardown, loading of truck, and unloading at storage after the event

Duties occur: during event setup, during event, after the event

Fire Minder(s)

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

Duties occur: before event, during event