Annual Program Planning Conference

Description

Annual meeting held in July or August to set the pack’s program calendar for the coming Scouting year. The conference establishes pack meeting dates, monthly themes, major event dates, and assigns activity coordinators for the year.

Overview

The Annual Program Planning Conference is the strategic planning backbone of the pack. Held before the Scouting year begins, it ensures every major event and monthly meeting has a date, a theme, and an owner before families arrive in September. All den leaders should attend. The conference produces the pack’s annual calendar, which is distributed to all families at or shortly after the school-night recruitment event.

Timeline / Checklist

When	Task
June	Cubmaster and Committee Chair set the conference date
July/August	Hold the planning conference
At the conference	Set pack meeting dates for the year
At the conference	Assign monthly themes and program activities
At the conference	Identify major event dates (Pinewood Derby, Blue & Gold, etc.)
At the conference	Assign activity coordinators for each event
After the conference	Distribute the finalized calendar to all families

Event Details

• Bring prior year’s calendar and any event feedback as a reference
• Use the BSA program guide and council calendar to avoid conflicts
• Assign each major event to a specific coordinator or committee role
• Set consistent pack meeting dates (e.g., 3rd Monday of each month) for the entire year
• Produce a shareable calendar (PDF, Scoutbook, or Google Calendar)

Coordination

• Cubmaster leads the planning conference and drives agenda
• Committee Chair coordinates logistics, budget, and facilities
• Den Leaders provide input on den schedules and program needs
• Program Chair assists with calendar coordination and event assignments

Key Tasks

Task	Category
Annual Program Planning Conference	Program