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. Initiating Event Planning
2. Staff Advisor Review
3. Event Review Meeting
4. Initial Planning Meeting
5. Post Meeting Tasks
1. Initiating Event Planning
- At minimum 180 days prior to the event, initiate the event by submitting the Event Proposal Form
2. Staff Advisor Review
- Event staff advisor will review the proposal and confirm event details with the volunteer lead. The Outdoor Adventures Registration Specialist will block off the event dates in Tentaroo.
3. Event Review Meeting
- The event Staff Advisor will meet with the lead volunteer to review the Council Activity Planning Guide.
4. Initial Planning Meeting
- A planning meeting will be set up with the Event Chairperson, Outdoor Adventures Registration Specialist, Camp Director, and Staff Advisor.
5. Post Meeting Tasks
- The Outdoor Adventures Registration Specialist will create the event in Tentaroo, add the event to the council calendar (if not already added), and notify the team that the event is live.
- The Marketing and Communications Director will add the event to the web page and execute the email and social media marketing rotation.
Who is the Staff Advisor for Each Event?
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COPE and Climbing, Range and Target Sports (Shooting Days) |
Josh Cunningham – Camping Director |
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Training Events, NYLT, Wood Badge, Wilderness First Aid, IOLS, BALOO, Program Training Conference, Klondikes, Camporees, Day Camp, Webelos Woods |
Gillian Suhre – Program Director, Activities |
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Merit Badge Clinics, Pinewood Derbies, Territory Award Dinners |
District Executive for the District in which the event is occurring |
*To add or edit communications to registrants of an event, please share the desired communications with the Outdoor Adventures Registration Specialist and copy the event staff advisor.
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Outdoor Adventures Registration Specialist |
Kali Thompson (they/them) |
Chief Seattle Council
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