Event Planning Resources
Event Planning Process
*Click on the tabs to see the process, a detailed outline of the event planning process can be found in the council’s Activity Planning Guide document below.
1. Submit Event Date
2. Submit Registration Request Form
3. Staff Advisor Review
4. Initial Planning Meeting
5. Post Meeting
1. Submit Event Date
- Submit the event date during the Spring 18-month Council Calendar building process.
2. Submit Registration Request Form
- Do this step at least 150 days prior to the event, using the Registration Request Form.
3. Staff Advisor Review
- Event staff advisor will review the Registration Request Form and confirm event details with the volunteer lead. The Outdoor Adventures Registration Specialist will begin building the event registration.
4. Initial Planning Meeting
- The Initial Planning Meeting should be held 120 days before the event and should include the following key stakeholders: Event Chairperson, Registration Specialist, Camp Director (if event is at a council site), Staff Advisor and/or Program Director. This meeting will follow a set agenda and will review the event registration, review the budget, determine the marketing plan, and confirm facilities.
5. Post Meeting
- Promote the event at roundtables, territory committee meeting, and territory commissioner meeting, registration goes live on Black Pug, hold event committee meetings, submit purchase orders, order patches and supplies, NCAP Site Survey. See the Activity Guidebook and backdating calendar for a detailed list of post-meeting items.
- The Marketing and Communications Director will add the event to the web page and execute the council level marketing rotation.
Chief Seattle Council
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