What Do We Do?

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.

Teams & Roles

To balance the minimizing of time requirements with planning necessities, team members are divided into different teams during different parts of each of the 5 virtual meetings.

The Key Team is responsible for assets, expenditures and reporting to Council/National.  

The (whole) Event Team is responsible for planning and executing the event, and includes all members.

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

Role Descriptions

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

Duties occur: before event, during event, after event


Treasurer (plus assistant)

Duties occur: before event, after event


Registrar (plus assistant)

Duties occur: Before event, during event


Secretary 

Duties occur: Before event


Safety Coordinator and Parking Coordinator

Duties occur: before event, during event

Communications Coordinator

Duties occur: before event


Designated First Aider(s)

Duties occur: during event


Activity Coordinators 

Duties occur: before event, during event 


Quartermaster aka QM (and assistant)

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


Website / IT (and assistants)

Duties occur: before event, after event


Crest Lead

Duties occur: before event


Roles Specific to Klondike Derby

Offer-of-Service (OOS)

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


Fire Minder(s)

Duties occur: before event, during event