Who Are We?

The event team that plans and operates (executes) this event.

Looking for the current list of Team Members? Go here.

Team Composition

The Event Planning and Execution Team consists of:

• Scouters, Youth Scouters, Venturers or Rovers with defined roles on the team.

• Adult volunteers assigned to shadow a senior youth or another adult in a defined role

• Volunteers at large, without a defined role, known as Offer-of-Service (OOS).  OOS are assigned minor tasks during the event. Sharing responsibility for the event is highly encouraged.

• One or more (Co-)Chairs, hereafter referred to as ‘Chairs’.  The Chairs are appointed by the Coordinator of Carleton Scouting. One is identified as the ‘accountable person’ under Scouts Canada’s Events Approval Procedure, reporting to the Event Approvals Team (usually the Council Key 3 or their delegate).

Role of Youth

• Youth volunteer participation in the event is actively encouraged.

• Youth can volunteer to take on any role on the Event Planning Team, including event Co-Chair. 

• Youth can act as an advisor for the event.

• Youth can opt to have an adult volunteer assigned to shadow and support them in their role.

Section Representatives

Section Representatives make up the majority of the Event Team.  They are identified by the section when it commits to the event.

Who can represent an attending section?

• A member of the attending sections volunteer team (i.e. a Section Scouter, including Youth Scouters)

• A senior Youth in the Group of the attending section (e.g. a Venturer or Rover)

• A Scouter in the attending section’s Group that is not a member of the attending section’s volunteer team (e.g. a Group Committee member, a Scouter in another section, or a member-at-large.)

What do Section Representatives do?

1. Attends 5 virtual organizing meetings on behalf of their section (see Key Dates for exact meeting dates).  If the representative cannot attend, finds an alternate to attend the meeting.  Attendance is mandatory to retain your section's right to register.

2. Acts as liaison between their section and the event. 

   • Prior to the event, informs their section of any updates regarding the event

   • Reminds their section team’s contact person to register their section before the registration deadline

   • Ensures their section is providing a quality activity for the rotation, which has been tested with youth.   Encourages their section to use Plan-Do-Review with youth in the development of the activity. 

3. Is encouraged to take on a role in the Event Planning and Execution Team (see roles at What Do We Do?), or shadow a youth in a role. 

4. During the event, the section representative, or an alternate, attends as a member of the Service Team with a defined role, or without a defined role, known as Offer-of-Service (OOS).

5. With sufficient notice to the Team, may instead attend the event as a member of their section  if:

   • A section they represent otherwise cannot maintain the Two Scouter Rule to attend the event. 

   • Their responsibilities on the day of the event can be arranged to be covered by other members of the Service Team.  

   • The Co-Chairs approve their absence from the Service Team on the day of the event.  The needs of the event to have enough staff to safely run the overall event take precedence over attendance of an individual section.

Note: Section Representatives need not be the Scouter-in-Charge of their section on event day, and are not responsible for registering their section. 

Other Event Team Members

Scouters, Venturers, and Rovers from sections/Groups not attending the event, or not representing a section attending the event, may participate on the Event Team in any capacity, including:

1. A defined role on the Event Team, including the Chairs.

2. A shadow for a youth with a defined role on the Event Team

3. Offer-of-Service (OOS).  These are volunteers at large, without a defined role. 

Roles

See What Do We Do?