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Event Standards

Introduction

When planned and executed well, Scouting events, including jamborees, contribute to the growth and development of young people. Scouting events are about doing things for the first time - making new friends, learning about new cultures, visiting new places and undertaking new adventures. Scouting events are celebratory gatherings where we showcase the wealth of life skills the organization helps to develop.

Planning Scouting events requires forward thinking, Including real youth involvement driven by The Canadian Path. Proper planning prepares all who join in the adventure, youth and Scouters alike. Well executed planning ensures participant safety and adequate infrastructure, and determines appropriate resources are available and affordable.

Scouting events are set up for youth-led adventures: some challenging and arduous, some short and simple, and others unstructured and free flowing. There are many opportunities to connect with others: organized and impromptu, drop in and scheduled, active and passive. Both youth and Scouters see events as an adventure, as well as something exciting and worthy of their attendance and participation.

All participants (youth and volunteers) should leave the event feeling that they have acquired new skills, gained personal understanding and renewed their Scouting spirit.

Great events happen because of detailed, comprehensive planning and significant work behind the scenes.  An event is much more than a large camp and must be approached from the multiple lenses of risk management, project management, program management (with an eye to program quality), safety and fiscal responsibility, with an appreciation of any potential conflicts of interest.  The planning, organization and execution of major Scouting events includes many stakeholders, and these stakeholders must work together for a successful event.

Our Standards         

The Events Standards are designed to be comprehensive in scope but applied in a scalable manner to reflect the variance in complexity, location, duration and program requirements for a particular event.

The accompanying Event Assessment & Approval Procedure provides the steps to determine the form of scalability for an event based on assessment of risk, and assigns a classification of: High, Medium, or Low risk based on consistent criteria; these terms are used in this Event Standard. The Events Management Procedure Flowchart provides the event management timeline and required decision stage gates to be followed.

This Event Standards define the components of event planning that must be considered for a Scouts Canada event (including International events / contingents) to be designed, approved and delivered. In addition, the Standards also identify where there are mandatory minimum requirements for all events. In conjunction with the Approval Team, the Event Management Team will decide which of the risk controls are applicable and the scope and scale of application. 

 

  1. Event Planning Team

    1. One person is designated the Event Management Team Lead and is accountable to an Approval Team to ensure adherence to the Event Standards and associated procedures.
       
    2. The Event Planning Team consists of people with appropriate practical experience in:
       
      1. Project and event management
         
      2. Risk management

    3. For high-risk events or those involving more than 200 participants, reporting to the Event Planning Team shall be, at a minimum:

      1. Risk Management Team
         
      2. Health and Safety Team

    4. Best efforts should be made to ensure that at least 25% of the Event Planning Team is between the ages of 18 and 26.
       
    5. Best efforts should be made to ensure that at least 25% of the Event Planning Team is serving on their first Event Planning Team or in a new role on the planning team

  2. Event plan shall follow the Event Management Stage Gate process and timeline outlined in the Events Management Procedure Flowchart and include (at a minimum)):

    1. Educational objectives (linkages to Canadian Path)

    2. Age eligibility / appropriateness (target age group)
       
    3. The site of the event
       
    4. The dates and duration of the event
       
    5. Minimum and maximum participants and volunteers
       
    6. Go/No-Go date and decision criteria
       
    7. Event (project) plan
       
    8. Event marketing plan
       
    9. Event communications plan
       
    10. Budget / Financial management including banking
       
    11. Registration process, fees and structure
       
    12. Transportation
       
    13. Risk management plan
       
    14. Emergency management plan
       
    15. Crisis Communications plan

  3. No One Left Behind

    In addition to meeting (at minimum) municipal, provincial and/or federal regulations for barrier-free access, the event shall meet the following standards:

    1. Manage financial assistance according to the No One Left Behind Participation Procedure
       
    2. At a minimum, events greater than 200 participants to set aside 2.5% of fee revenue for No One Left Behind participation funding

  4. Emergency Management

    1. An Emergency Management Team (or dedicated persons) is appointed and trained

    2. The Emergency Management Plan includes details for evacuation of all participants
       
    3. A Risk Register is maintained throughout the planning and operation of the event.
       
    4. The Emergency Management Plan determines when senior Scouts Canada leadership assumes responsibility for the emergency.
       
    5. At a minimum for high-risk events, the Emergency Management Team conducts a tabletop test of the Emergency Management Plan and Crisis Communication Plan before the event.

  5. Environmental Plan to include strategies, actions and performance metrics that role model environmental stewardship and include:

    1. Assurance to maximize the application of Leave No Trace principles

    2. An environmental impact assessment
       
    3. All reasonable measures to minimize negative environmental impacts, including:
       
      1. Minimizing the impact on trees, aquifers, etc. with the aim of zero impact and maximizing water conservation, nature preservation and exploring the lowest environmental footprint
         
      2. Maximizing the use of reusable products, green materials, recycling, energy conservation, and composting and limiting the amount of garbage produced with the aim of zero landfill

    4. Strategies to promote good environmental practices, including detailed plans for site preparation, operation and returning the site to the operator to minimize environmental footprint and impact

    5. Practices to ensure compliance with recycling, trash collection, composting procedures and cleaning of personal hygiene facilities
       
    6. Maximized application to integrate the Scout Centres of Excellence for Nature and Environment (SCENE) requirements
       
    7. An education and onboarding/orientation plan for participants and volunteer Offers Of Service (OOS) prior, on arrival and during the event to minimize garbage
       
    8. Assignment of a Green Team to help participants with environmentally sustainable waste management (reduce, reuse, repair, rot, recycle)
       
    9. Incorporation of a reusable drinking container system (reducing or eliminating disposable water bottles) – zero plastic target for all events
       
    10. Post-event review of implementation of environmental plan and associated performance metrics

  6. Financial Management Requirements

    1. All events must be designed to break even.
       
    2. A minimum of 5% contingency is included in the budget; it is recommended that for larger events (especially jamborees) a minimum of 10% be included in the budget assumptions.
       
    3. The budget should consider an allocation for administrative support from a Service Centre, specifics of which will be agreed as part of the event planning and approval process.
       
    4. HST/GST is collected and remitted according to Canada Revenue Agency requirements.
       
    5. Scouts Canada financial controls are followed when bank accounts are established.
       
    6. For medium and high-risk events, there must be provision to pay expenditures before event fees are received.
       
    7. All events must have an agreed process for managing event surpluses to be retained for future use, specifics of which will be agreed as part of the event planning and approval process.

  7. Food Service

    1. The event meets all applicable federal, provincial and local health department regulations and requirements relating to food service.
       
    2. When food is provided (e.g. catering), it is essential to ensure a balanced diet for all participants and volunteers.
       
    3. When food is provided, catering arrangements must consider the dietary requirements of both religious and medical nature of all participants and volunteers.
       
    4. Food, food handling and catering arrangements must meet (at minimum) municipal, provincial and/or federal regulations (for example, food handler training) as required.

  8. Health and Safety

    1. The event meets all applicable occupational health and safety regulations.
       
    2. Scouts Canada’s First Aid Standards are met, including submission of first aid logs.
       
    3. Best efforts must be made (within practical considerations) that access to the site is controlled, including identification verification for all participants and visitors.
       
    4. The health records system complies with Scouts Canada’s Privacy Policy.

  9. Human Resources

    1. All Scouters, parent overnight, other resource people and contractors will be screened according to the Volunteer Screening Procedure.
       
    2. When using volunteer Offers Of Service, they must have the skills and qualifications (e.g. certifications and permits) to carry out their duties.
       
    3. The screening of Scouters from other National Scout Organizations (including L’Association des Scouts du Canada) must be approved by the International Commissioner.
       
    4. Hiring event employees will be conducted according to Scouts Canada’s Policies, Standards and Procedures.
       
    5. The Scouts Canada Code of Conduct apply to major events. Scouts Canada may establish a supplemental Code of Conduct for volunteers at the event.
       
    6. The event plan addresses the needs of volunteers at the event, including (but not limited to) learning opportunities, accommodation, food and camp comfort.

  10. Information Management

    1. The registration system complies with Scouts Canada’s Privacy Policy.
       
    2. The registration system integrates, as far as possible, with the MyScouts system.
       
    3. Necessary health, dietary and emergency contact information for all participants, Scouters and Offers Of Service is collected and maintained.
       
    4. The information collected for the event is the property of Scouts Canada and is retained and stored according to procedure.

  11. International Participants

    1. Invitations to members of other National Scout Organizations must be approved by the International Commissioner.
       
    2. International participation is managed according to the Registration of International Participants in Scouts Canada’s Events Procedure.

  12. Languages

    1. The official languages of Scouts Canada are English and French. The National Key 3 will determine whether both languages are required in communication.
       
      1. Organizers will have a plan to provide services in French, where required.

    2. Publications and key documents will be available in English and the event’s key personnel will be able to communicate effectively in English.

  13. Marketing, Communications and Public Relations Plan

    1. Best efforts must be made to include youth leadership in program development.
       
    2. A marketing plan consistent with the Scouts Canada Brand Centre materials is developed.
       
    3. Marketing media and contingent materials are in compliance with the Conflict of Interest Policy.
       
    4. A timeline for all communications and marketing activities is developed.
       
    5. A plan for press and media relations is developed in conjunction with the Director, Communications.
       
    6. Consideration of a media centre at the event is coordinated with the Director, Communications.

  14. Program

    1. All events are based on the Four Elements of The Canadian Path:
       
      1. Youth-Led
         
      2. Plan-Do-Review
         
      3. SPICES (personal development)
         
      4. Adventure

    2. The program plan should consider the following best practice attributes:

      1. Educational objectives
         
      2. Opportunities for young people to exercise participation in decision making
         
      3. Opportunities for sufficient free time to allow participants to meet and mix in an unstructured way
         
      4. How, at the end of the event, participants will recognize the skills and knowledge developed
         
      5. How participants will be organized – by Section or Patrol (team)
         
      6. The role of Venturer and Rover Scouts at the event (as participants or OOS)
         
      7. Opportunities for adventure in the natural environment
         
      8. Activities that foster an understanding of the culture of the host area
         
      9. The concept of sub camp life – smaller communities for participants to interact in

    3. For events targeted at older youth (e.g. Canadian Jamboree), younger youth should be invited to experience the event on a visitor’s day or virtually (e.g. Beaver and Cub Scout Days at Canadian Jamborees).

  15. Risk Management

    1. The Scouter in Charge (or Contact Section Scouters if appropriate) are responsible for the safety of the youth and Scouters from their Group (or Section) while at the event.
       
    2. Group Commissioners are responsible for approving Adventure Activity Applications for Sections attending events.
       
    3. The Risk Assessment and Risk Management Standards are met – including the development and maintenance of an event-specific risk register.
       
    4. For high-risk events, the Safe Scouting Department is included for consultation and advice in the planning process.
       
    5. Event cancellation insurance is considered to pay for fixed costs, specifics of which will be agreed as part of the event planning and approval process.

  16. Youth Protection

    1. All youth protection matters are dealt with according to Scouts Canada’s Policies, Standards and Procedures.
       
    2. The Safe Scouting department appoints a representative who is responsible for youth protection incidents.

  17. Incident Management

    1. The Scouter in Charge (or Contact Section Scouters if appropriate) are responsible for submitting incident reports according to the Incident Management Standard and associated Incident Reporting Procedure – via the ScoutSafe App whenever practical.
       
    2. The Scouter in Charge (or Contact Section Scouters if appropriate) are responsible for communicating incident information to parents/guardians and families. The exception to this rule is when an Incident is classified an Emergency, in which case communications follow the Emergency Management Standard and associated procedures.
       
    3. At a minimum for high-risk events, a person will be assigned by the Safe Scouting department to review incident reports during the event.
       
    4. As applicable, the event activity lead (e.g. Scouter in Charge of the climbing tower activity) is responsible to record and report all incidents to the Event Planning Team and provide all incident details to the Scouter in Charge for reporting via the ScoutSafe App.
       
    5. As applicable, the Event First Aid team (e.g. jamboree medics) are responsible to record and report all incidents to the Event Planning Team and provide all incident details to the Scouter in Charge for reporting via the ScoutSafe App.
       
    6. The Event Planning Team will review incident reports at least daily to mitigate any hazards identified.

  18. Review

    1. The evaluation plan defines the actions to be taken before, during and after the event.
       
    2. The event evaluation includes:
       
      1. Logistical and operational aspects
         
      2. Impact of the event experience on the development of participants and volunteers
         
      3. Risk management review
         
      4. Financial review or audit according to Scouts Canada Policies, Standards and Procedures
         
      5. A succession plan for future event planning teams
         
      6. Survey or alternate form of quantifiable measurement of performance to target / expectations, including segmented responses from all participants and volunteers
         
    3. The Approval Team will review the report ensuring recommendations are circulated to the appropriate departments and Key 3 for action.
       
    4. High-risk events should include the Program / Events functional team in the design and implementation of surveys and interpretation of responses.

  19. Site Requirements

    1. The following must meet (at minimum) municipal, provincial and/or federal regulations for:
       
      1. All temporary and permanent structures constructed for the event (e.g. zip lines).
         
      2. Fresh water supply
         
      3. Toilets in camping areas, public areas and program areas
         
      4. Wastewater disposal
         
      5. Showers
         
      6. Barrier-free access
         
      7. Garbage, waste disposal and recycling
         
      8. Fire Safety –including fire prevention and response plan
         
      9. Emergency first aid
         
      10. Applicable environmental standards
         
    2. Camping facilities meet Scouts Canada’s Policies, Standards and Procedures.
       
    3. Camping arrangements provide access for service and emergency vehicles.
       
    4. The communication system meets operational and emergency response requirements.
       
    5. The proposed site must consider appropriate access to emergency services including hospital, police and fire service, specifics of which will be agreed as part of the event planning and approval process.
       
    6. Specific cultural and religious requirements (such as prayer areas and washing facilities) are provided
       
    7. Where appropriate, event sites are within a three-hour drive of an international airport, or as approved (by exception) by the NK3 or delegates.

  20. Technology requirements

    1. The proposed site should consider access to infrastructure with reliable cellular coverage, as well as considerations for publicly accessible Wi-Fi within the camp property.
       
    2. The data networks (mobile and fixed line) and mobile telephone coverage:
       
      1. Ensures that digital communication is the preferred method of communicating with participants and OOS during the event.
         
      2. Provides the necessary technology infrastructure to allow participants and OOS to keep in contact with family, work commitments and onsite activities. This is part of camp life and impacts on how the event itself can be managed with the various program and safety needs.
         
    3. Consideration is given to providing the necessary information and news of the event via a mobile-friendly platform for both participants and volunteers.

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