Event Director: Oversees All of the Following Components of an Event

Positions

Event director: oversees all of the following components of an event

• Program (possible advancement opportunities)

• Staffing

• Registration

• Promotion/membership recruiting

• Budget

• Facilities

• First aid/emergency procedures

• Evaluation/event closure

Key staff positions

• Program director

• Registration

• Promotions

• Membership

• Facilities coordinator

• First aid

Event Director

Responsibilities include:

Planning event:

• Select theme

• Recruit key staff

• Plan (along with key staff) an event that ensures safety of participation and complies with BSA policy

• Submit event details online

• Submit budget for approval (If a district event, to activities and membership committee. If a unit event, to unit committee)

• Control all purchases and maintain records of income and expenses

• Schedule and chair periodic staff meetings to ensure key staff responsibilities are being fulfilled

During event:

• Ensure safety of participants and compliance with BSA policy

• Oversee event

• Maintain proper documentation required for specific areas

• Conduct leader’s information meeting (cracker barrel) to ensure that leaders are familiar with emergency procedures and administrative details

• Provide recognition for staff

After event:

• Write thank-you notes

• Submit actual budget with attached receipts for income and expenses (due to district professional within 10 days of event date if a district event)

• Submit attendance report (due to district professional within 10 days of event date)

• Write event evaluation report (due to district professional within 10 days of event date)

• Compile and submit event report notebook, which includes the following information:

—Event details (date, location, theme, and program information)

—Staff list (name, phone number, and job responsibility)

—Evaluation forms, from staff evaluation forms from participants

—Copy of attendance report

—Copy of registration form, information packet, flier, instruction sheets, duty rosters, emergency procedures, etc.

—Sample/picture/directions/descriptions of any programs activity

—Copies of budget (including copies of receipts for registration, expense vouchers, itemized list of expenses, etc.)

—Copy of event evaluation report

Program Director

Responsibilities include:

• Planning program activities that ensure the safety of participants and compliance with BSA policy, and offer advancement opportunities

• Recruiting staff members (sessions leaders) who are appropriately trained and certified for specific program areas

• Scheduling activities and making certain the daily program allows ample time for rest and food breaks

• Determining activity locations (with approval of the events director and facilities coordinator)

• Planning and leading daily beginning and ending ceremonies (meaningful Scout ceremony or patriotic ceremony)

• Providing program information at leaders’ information meeting (cracker barrel)

• Purchasing/gathering supplies for program activities (with approval of event director)

• Securing judges for competitions

• Providing awards and/or recognitions for program activity participants

• Reporting to event director

• Attending event staff meetings

Registration

Responsibilities include:

• Developing registration forms and information packets

• Serving as contact person for units needing information (if it’s a district event)

• Confirming pre-registration

• Handling registration process at check-in

• Compiling attendance reports of all adults and Scouts attending event

• Collecting registration fees at Roundtables—submit to district executive that evening for receipt if a district event

• Providing nametags for staff, adults, and Scouters

• Collecting evaluation forms and checkout sheets at close of event—submit to event director

• Attending event staff meetings

Promotions

Responsibilities include:

• Developing promotional flyer

• Promoting event at Roundtables

• Submitting article and updates for the Scouter and website

• Handling PR for the event

• Reporting to event director

• Attending event staff meetings