Guidelines for Reviewing Event Plans

The following items should be submitted together:

• Names of all event planners and event first aiders
• Proposed budget (use Part 1 of the Event Budget Worksheet)
• Event flyer with registration instructions

NOTE: Event approval requests which are submitted late may be approved if a majority of service unit team members are in agreement that there is still enough time for the event to be properly planned and advertised.

• The service unit team uses the service unit event review criteria to review and discuss the submitted event.
• If the service unit team will not officially meet within a reasonable time period to allow for approval and subsequent promotion of an event, then the event proposal, discussion, and voting may take place via email. An individual’s failure to respond to such emails would be counted as an abstention.
• For voting purposes, the service unit team consists of all volunteers with a rostered service unit role. In order to vote, a quorum of 60% or more of the service unit team must be present (or, in the case of votes taking place over email, included in the email chain).
• Once a quorum is present, approval is by simple majority.
• All votes regarding service unit events must be documented in meeting minutes which are sent for review and approval to the service unit team following the meeting.

• Council needs the Event Notification form as early as possible but no less than two weeks prior to the event.
• The purpose of the form is to ensure participants are safe, adults are protected from liability, and council staff can find you in case of emergency.
• Event planners will only hear from council staff if they have any questions or concerns.

The purpose of this update is for the event planner(s) and service unit team to jointly discuss whether or not the event can go ahead.

• The group will consider cancelling and refunding if it appears as though the event will not cover costs.
• If there is any disagreement regarding the cancellation of events with a budget shortfall where such shortfall would be covered by the service unit, it will be put to a service unit team vote as detailed above.

Within two weeks of the event, the event planner(s) should submit the final documents to the service unit team and/or service unit treasurer. The final documents should include:

• All receipts for reimbursement
• A final budget (use Part 2 of the Event Budget Worksheet)
• A final attendance roster

• All event planners meet the volunteer requirements and have completed the Event Planner learning path in gsLearn. Youth event planners should be supported by adults who meet these requirements.
• All event first aiders meet the volunteer requirements and have completed the Event First Aider learning path in gsLearn.

• The budget includes all necessary costs and has reasonable estimates for each one.
  • Service unit team members are NOT responsible for checking each estimated cost; but rather should use their knowledge from previous experience and best judgment to assess that the estimates are reasonable. For example, a camporee budget that includes only $5 per person for food for the entire weekend should be questioned further by the service unit team. This alone does not seem like enough money for feeding participants for the entire weekend. But, if the event planner has secured a major gift-in-kind donation, then it could be.
  • Don’t argue over the potential for small savings on a line item. Suggestions can be helpful, but service unit teams should not require event planners to take them.
• The proposed event fee(s) allows the event to break even at 75% of expected attendance.
• The proposed event fee(s) is reasonable, affordable, and accessible for most families given what is being offered.

NOTE: All attendees at a service unit event are required to register and pay the event fee, with the exception of Girl Scouts who are attending solely to run stations and who will not be participating in the event.

• The flyer includes all of the basic details of the event (e.g., who, what, where, when, how to register).
• The proposed event type and date avoid potential clashes with other service unit activities.
• Participation fee(s) will be processed by the service unit. Payment options include:
  • check payable to the service unit
  • direct payment to the service unit account (e.g., Zelle, Venmo)
  • online registration platform linked directly to the service unit account (e.g., Cheddar Up).

NOTE: No event registration payments for service unit events may pass through personal accounts or troop accounts.