Overview

Every pack event — from a hike to a camping trip to ValleyCats Scout Night — needs to be planned with safety, logistics, and fun all accounted for. The Program Chair owns this process or delegates it to event-specific coordinators while ensuring BSA standards are met.

BSA Safety Requirements for All Events

Before any activity, use the SAFE Checklist (Scouting America’s safety planning tool):

  • S — Supervision: Two-deep leadership in place?
  • A — Assessment: Are there known hazards? Plan mitigation?
  • F — Fitness: Are participants physically able? Any health concerns?
  • E — Equipment: Is all necessary equipment available and in good condition?

All activities must comply with the Guide to Safe Scouting.

Event Planning Checklist

For each activity:

  • Date and location confirmed; reservation made if needed
  • BSA outing approval or permits obtained (if required)
  • SAFE Checklist completed
  • Transportation arranged (no Scout should ride alone with an adult other than their parent)
  • First aid kit and trained adult identified
  • Health forms brought to event (Secretary provides)
  • BSA Activity Consent forms collected from all participants
  • Budget estimated and approved by Treasurer/Committee Chair
  • Communication sent to families (date, time, location, what to bring, cost, payment)
  • Headcount confirmed

Specific Event Types

Winter Camping

  • Reserve cabin/site well in advance (months ahead for popular sites)
  • Confirm BALOO-trained adult(s) are attending
  • Plan for cold-weather safety: appropriate clothing, buddy checks, hypothermia awareness
  • Procure food and supplies
  • Coordinate with Cubmaster on program elements

Fall Back to Scouting

  • Reserve site and coordinate with Cubmaster on program
  • Procure food and supplies
  • Promote broadly — this is often used as a recruitment event too

Blue & Gold Banquet

  • Reserve site (often the Glenmont Elementary gym or cafeteria)
  • Order food (coordinate with Hospitality Coordinator for drinks, supplies)
  • Arrange entertainment if committee selects it
  • Coordinate with Cubmaster for ceremony elements (graduation, rank advancements)

ValleyCats Scout Night

  • Reserve group tickets well in advance
  • Coordinate with ValleyCats for Scout-specific activities (if available)
  • Communicate ticket purchase process to families

Hikes (Spring and Fall)

  • Identify hiking site appropriate for the age range
  • Check trail conditions and obtain any permits
  • Plan for water, snacks, sunscreen, first aid
  • Assess difficulty for youngest Scouts (Lions/Tigers)

Scouting for Food

  • Coordinate with town and other packs/troops for area assignments
  • Arrange drop-off coordination with food pantry
  • Procure bags and pamphlets/door hangers for the pack

Resources

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