It is the vision of the Capitol Area Council, Scouting America to provide for every youth member a safe, meaningful and fun activity. To achieve that goal, this Activity Planning Guide has been prepared to carefully and in detail provide the steps and procedures necessary to guide anyone planning an activity or event. The guide is applicable, for Activity Committee Chairs, Event Committee Members, Staff Advisors, District Chairs, and Vice President of Program.
Conducting an activity in the our Council represents a partnership between a committee of volunteers and the Capitol Area Council, which is the local branch of Scouting America. As leaders in our Council, all volunteers and staff have a commitment and responsibility to adhere to the policies and procedures of the BSA. This Activity Guide is your gateway to understanding and following the principles of successful event and activity planning, conducting, and closing out an event in accordance with the established policies and procedures.
Sections of the Activity Planning Guide
Below are the sections of the Planning Activity Guide. Click on each Title for more information, link and downloads.
All activities must have specific and well defined objectives to be successful.
All events need to be self-supporting.
Events that are overnight fall under National Camp Accreditations Program (NCAP) and must complete an NCAP assessment.
New events need to be proposed to Council Leadership 120 days prior to the start of the event. A worksheet is included if needed.
Resources Available in this Section
Links to National Activities, Training and Outdoor Program Committee Handbooks
New Event Planning Worksheet
NCAP Note
Building the Event Staff
Key Points of section
All potential volunteer committee members must be cleared through the staff advisor before an official ask occurs.
On smaller events, volunteers can serve in multiple positions, expect for the Event Chair and the Medic. On larger events, volunteer staff members should serve in only one position.
If the event runs more than overnight, the event must complete an NCAP assessment. NCAP requires certain staff be recruited and have their certifications on file.These staff include a Short Term Camp Administrator, Health Officer, Staff Advisor and a trained and certified individual if the event has Aquatics, Range and Target Sports, and COPE/Climbing.
All Council and District Committee members should aim to serve in a position for 3-5 years.
Resources Available
Council Organization Chart
Positions Descriptions
NCAP Note
Picking the Event Date and Setting up the Council Calendar
