Pack Event Planning Guide
Program Chair: Event Planning
Section titled “Program Chair: Event Planning”Overview
Section titled “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
Section titled “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
Section titled “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
Section titled “Specific Event Types”Winter Camping
Section titled “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
Section titled “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
Section titled “Blue & Gold Banquet”- Reserve site (often the your pack meeting location 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
Section titled “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)
Section titled “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
Section titled “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
Section titled “Resources”docs/Training/Positions/Activity Chair/Activity Chair Guide.md- Guide to Safe Scouting
- SAFE Checklist
- BSA Pack Overnighter Site Approval Form (available from your council)
Used In
Section titled “Used In”| Resource Used In | Type |
|---|---|
| Program Chair | Role |
| Cubmaster | Role |
| Committee Chair | Role |
| Pinewood Derby Coordinator | Role |
| Pack Meeting Activity Coordinator | Role |