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ACTIVITY PLANNING GUIDE

ACTIVITY PLANNING GUIDE. FOR ALLEGHENY HIGHLANDS COUNCIL DISTRICT AND COUNCIL EVENTS. PURPOSE OF MANUAL. OUTLINE STEPS AND PROCEDURES PLANNING CONDUCTING CLOSING OUT AUGMENT OTHER INFORMATION Camping Committee Guide -- Strategic Long Range Plan

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ACTIVITY PLANNING GUIDE

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  1. ACTIVITY PLANNING GUIDE FOR ALLEGHENY HIGHLANDS COUNCIL DISTRICT AND COUNCIL EVENTS

  2. PURPOSE OF MANUAL • OUTLINE STEPS AND PROCEDURES • PLANNING • CONDUCTING • CLOSING OUT • AUGMENT OTHER INFORMATION • Camping Committee Guide -- Strategic Long Range Plan • Activities & Civic Service Committee Guide • Leadership Training Guide -- Camporee Guide For Allegheny Highland’s Council and District Activities

  3. SCOUTING “ACTIVITY” (For this Guide) ….Involves youth or adults from two or more Scouting Units. Typically a District, Multi-District, or Council-wide Event

  4. I. SELECT THE ACTIVITY • To Supplement Unit Programs • To Assist Unit Leaders in providing Ideal Year in Scouting • Typical Categories of Activities: • Competitive Skill -- Meetings/Retreats • Civic Service -- Finance & Fund-Raising • Commemorative --Public Relations/Recognition • Training

  5. ACTIVITY APPROVAL • Usually During Annual Council ‘Calendar Planning’ Session • & Council Budget Preparation Sessions • District Events Approved by the District Committee • & Council Events by the Appropriate Activities Committee • Placed on the Council Calendar • & Becomes part of the District & Council Annual • Activities not included on calendar must be submitted separately and approved by the Council Activities Committee 120 days before activity.

  6. II. RECRUIT A CHAIRPERSON FIRST – WHAT TYPICAL THINGS DOES A CHAIRPERSON DO? • Review last year’s report, • Work with Adviser to prepare budget, submit Purchase Order/Check requests. • Perform or recruit, train, and direct team members to accomplish the objectives: • Select Location for activity, f. Communicate status & Information • Develop promotional plan g. Assure accurate registration and records • order materials,      h. Provide for physical arrangements • Order patches, i. CONDUCT A SUCCESSFUL EVENT • Maintain files, • d)    Host evaluation meeting, • e) Groom chairperson for next time, • f) Prepare closeout report.

  7. RECRUITING THE CHAIRPERSON • Have a Job Description • Designate or Approach prior to closeout of prior year’s activity (Have an Assistant who will move up). • Approval by District (or Council) Key 3

  8. III. CONDUCT PRELIMINARY PLANNING MEETING • Review the purpose and objectives of the activity • Develop overall approach to accomplish each objectives • Review and Update work plan – backdating schedule. • Assign key positions and address other staffing needs and resources. • Discuss Theme, develop plan to adopt • Develop Budget, including possible vendors and project sales. • Review Purchasing Procedures and Complete Initial Request to purchase forms • Identify long-lead items (such as patches) and develop plan for them • Discuss incentives, prizes, ribbons • Discuss location options; develop plan to select location and secure it. • Develop Promotion Strategy • Identify list of other priority action items with responsibilities and due dates assigned. • Establish communication lines (e-mail, phone numbers, and future meeting dates). • Draft report to be presented at next District Meeting and or Roundtables

  9. SPECIFIC PLANNING ITEMS • Set Activity Objective and Purpose • Publicize These • Review Last Year’s Report • Use Additional Resources Published Guides Boys’ Life Scouting Program Helps • Build a Backdating Schedule

  10. OBJECTIVES FOR EVERY ACTIVITY Objectives for every activity: • To Fit in with Scouting’s Aims: • Character • Citizenship • Fitness • To be Safe • To have Fun – the participants of the activity as well as the Activity Committee • To Follow Boy Scout Policies and Allegheny Highland’s Council’s Procedures

  11. TYPICAL BACKDATING SCHEDULE Days From EventTasks -210 7 months Select Date -180 6 months Recruit Chairperson -150 5 months Pre-planning meeting with Adviser -120 4 months Preliminary Planning Meeting; Submit Budget for Approval, Establish Location -90 3 months Committee Meeting, Submit Purchase Order/Check Requests , Approve patch design, submit order -75 2 ½ months Submit Newsletter promotion information -60 2 months Second Committee Meeting Promote at Roundtables Distribute Information/Registration Forms to Units -45 1 ½ months Contact Units for attendance projection Confirm physical arrangements -30 1 month Third Committee Meeting Manpower verified for day of event Second Call to Units -15 Registration Deadline, Reconfirm manpower, Reconfirm Physical arrangements, Establish Check-in procedures -5 Final Check of Details Conduct Event Deposit any registration received at event, Return Equipment, TURN IN ROSTERS +5 Complete actual registration list, Send Thank You Letters, Submit final Bills, Invoices, etc. +14 Conduct Evaluation Meeting Prepare and submit Close-Out Report

  12. IV CREATE AN ACTIVITY BUDGET • PREPARED BY CHAIRPERSON WITH THE STAFF ADVISER • USE STANDARD FORM • BUDGET ENVELOPE • EXCEL • DOWNLOAD FROM NET

  13. ACTIVITY NAME DATE LOCATION DISTRICT NAME ACCOUNT CODE CHAIRPERSON’S NAME ADDRESS PHONE # APPROVALS Chairperson District Executive Field Director HEADER INFORMATION

  14. THE SECTIONSLeft Column – Standard Accounts • SECTION 1 – ACTUAL LAST YEAR • SECTION 2 – BUDGET THIS YEAR • SECTION 3 – ACTUAL THIS YEAR

  15. STEPS TO BUDGETING • PROJECT THE PARTICIPATION • LAST YEAR’S # • NEW THINGS THIS YEAR • ESTIMATE THE EXPENSES • BASED ON THE ATTENDANCE • FIXED EXPENSES • CONTINGENCY • BUDGETED DISTRICT REVENUE • DETERMINE THE NECESSARY INCOME • FEES/PARTICIPANT • DONATIONS

  16. THE ACCOUNTS THAT WE USE EXPENSES 8103 PROGRAM SUPPLIES Purchased books, first aid supplies, rope, tarp; 8104 FOOD & COMMISSARY Snacks, cracker-barrels, catering, plates; 8105 SANITATION, JANITORIAL Cleaning supplies, port-a-potties; 8131 OTHER SUPPLIES Supplies that don’t fit into other categories; 8201 TELEPHONE Calls madade during event, emergency lines, long-distance; 8301 POSTAGE Mailings, Letters, Thank-you notes; 8402 FACILITY RENTAL Fees for use of the location; 8501 EQUIPMENT RENTAL Equipment rented for the event; 8601 PRINTING In house (at Council Center0, outside, paper, supplies; 9152 RECOGNITION – ADULT Plaques, certificates, training awards; 91xx RECOGINITON – YOUTH Patches, Ribbons, certificates, T-shirts; 9143 OTHER ACTIVITY EXPENSE Honorarium for key speaker, required ‘tax’; INVENTORY TRANSFER Items previously purchase, held in inventory; CONSIGNMENT (RESALE) Trading Post Items; OTHER Anything that doesn’t fit in the above accounts.

  17. BUDGETED EXPENSE TOTALS • SUBTOTAL OF EXPENSES • 15% CONTINGENCY • BUDGETED DISTRICT REVENUE • TOTAL BUDGETED EXPENSE

  18. DETERMINING BUDGETED INCOME • OTHER INCOME • Donations & Gifts-In-Kind • Trading Post Revenue • Ticket Sales, Paid Advertising, Space Fees Total Budgeted Expense – Other Income = Income required from Fees

  19. TYPES OF FEES • Participant Pre-Registration (Discount) • Participant Registration • Visitor • Adult Registration Budgeted # of Attendees X Fee = Budgeted Income Generated

  20. BUDGET BALANCE • BUDGETED INCOME must be Equal to, or Greater than BUDGETED EXPENSE • FEES TOO HIGH? • Adjustments might be necessary: • Look for other forms of income • Cut back on some expenses

  21. BUDGET APPROVAL • ACTIVITY CHAIRPERSON – COMMITTEE • DISTRICT EXECUTIVE • STAFF ADVISER

  22. USE OF APPROVED BUDGET • FORWARDED TO COUNCIL BOOKKEEPER • Enters Budgeted Amounts into Computer • “Opens” Activity Budget • Returns Budget Envelope to Adviser • STAFF ADVISER – COMMITTEE CHAIR • Assures Everyone Knows the Budget

  23. ACTIVITY FILE • STAFF ADVISER -- COMMITTEE CHAIR • POSSIBLE CONTENTS • List of Committee Members • Backdating Schedule • Budget Draft – Approve Budget • Meeting Notes • Purchase Orders, Receipts

  24. COUNCIL WIDE Council Calendar Website Highlander DISTRICT Calendar Website/Social media Electronic Newsletter Roundtables FLYER What,When,Where,Cost Registration Date/Form PUBLIC RELATIONS Newspaper Radio Stations TV V. EVENT PROMOTION

  25. VI COMMITTEE MEETINGS • CHAIRPERSON – ADVISER COMMUNICATION • FULL COMMITTEE SUB – COMMITTEE • SUFFICIENT TO ASSURE ON TRACK • TO BE PRODUCTIVE • Specific Objectives • Agenda • Minutes

  26. VII COLLECTING FEES • Recommend Fees Paid Prior to Event • Use Office Support where Practical • Assign to a Committee Member/Staff Adviser • Fee Payment Receipts Imperative • Routinely Deposited • Master Record Established • Fees Transferable – Non-Refundable ?

  27. VIII MAKING PURCHASES PURCHASES • At or Through Council Trading Post • By Purchase Order • By Cash Advance/Petty cash • By Individuals for Reimbursement THE PURCHASE ORDER/CHECK REQUEST FORM IS NEEDED

  28. SCOUT SHOP PURCHASES • Ribbons • Individual Awards • Scout Catalog items • Patches Order in advance allow 3 weeks for delivery

  29. PATCH ORDER REQUEST DISTRICT ______________________ SUBMITTED BY: ACTIVITY ______________________ NAME ___________________________ DATE OF EVENT ________________ DATE ____________________________ APPROVED BUDGET ____________ PHONE (H) _______________________ D.E. APPROVAL _________________ (W) _______________________ PATCH COMPANY ______________________ PATCH DESIGN ____________________ ADDRESS ________________________ PATCH NAME _____________________ _________________________ QUANTITY ________________________ PHONE __________________________ PRICE _____________________________ LETTERING COLOR ________________ PATCHES TO BE SENT TO: LETTERING (PLEASE PRINT): NAME ___________________________ _____________________________ ADDRESS ________________________ _____________________________ _________________________ _____________________________ PHONE ___________________________ _____________________________ FILL IN THIS SECTION TO O RDER CUSTOME DESIGN PATCHES ONLY PATCH SIZE __________ COLOR ______________ EMBROIDERED/ TWILL _________ QUOTE # _____________ ATTACH ANY SPECIAL ARTWORK OR INSTRUCTIONS: FOR OFFICE USE ONLY P.O. # __________________ ORDERED BY ___________ ORDER DATE ___________ SPOKE WITH ___________

  30. Purchase Orders • Preferred • Easier ordering – opportunity for reduced pricing • Allows 30 days to pay invoice • Requires prior request for vendor acceptance • Requires the PURCHASE ORDER/CHECK REQUEST FORM (Check PO Box) WITH APPROXIMATE AMOUNT • Purchase Order then issued by Accounting

  31. Using a Purchase Order AT TIME OF PURCHASE • Enter items purchased, cost • Purchaser signs in the Requested By box • Give Vendor’s Copy to merchant • Get a receipt, staple it to PO • Copy, or make record of your purchase • Send it to Accounting Office The Vendor will be paid within 15 days of when he submits his invoice only if your copy of PO and receipt are in the office for a match.

  32. PURCHASES BY INDIVIDUALS • For vendors where PO doesn’t work ( Sam’s, COSTCO) or for small purchases • Request PO in name of the individual With maximum amount specified • Purchaser uses own money, credit card, gets receipts, attaches them and sends them in.

  33. PETTY CASH ADVANCES • Cash up to $300 for change, misc. expenses • Requested on PO/Check Request form • Provided in Petty Cash Envelope • Staff Adviser personally accounts for funds • Returns receipts, cash balance w/i 7 days

  34. EXHIBIT VIII-4 PETTY CASH ENVELOPE ALLEGHENY HIGHLANDS COUNCIL PETTY CASH REPORT BOY SCOUTS OF AMERICA NAME______________________ ACTIVITY__________________DATE __________ Initial Cash $____________ Total Spent $____________ Cash Leftover $____________ RECEIPT ISSUED FROM AMOUNT PURPOSE/ACCOUNT # 1.____________________________ $ _________ __________________________ 2._____________________________ $ _________ __________________________ 3.____________________________ $ _________ __________________________ 4.____________________________ $ _________ __________________________ 5.____________________________ $ _________ __________________________ 6.____________________________ $ _________ __________________________ 7.____________________________ $ _________ __________________________ 8.____________________________ $ _________ __________________________ 9.____________________________ $ _________ __________________________ 10.____________________________ $ _________ __________________________ 11.____________________________ $ _________ __________________________ 12.____________________________ $ _________ __________________________ 13.____________________________ $ _________ __________________________ PLACE ALL RECEIPTS IN THIS ENVELOPE, OR ATTACH TO THIS FORM TURN IN ALL LEFTOVER CASH TO YOUR DISTRICT EXECUTIVE Signatures: Volunteer ________________________ Dist. Exec. _________________________ DETAIL OF EXPENDITURES

  35. SHIPPING ITEMS Ship all orders to Scout Service Center • Include District/Activity Name in shipping address

  36. REIMBURSEMENTS • Require receipts & copy of PO • Turn in all within 7 days of the event • Council checks -- on the 15th and 30th

  37. DONATIONS PROJECT SALES GIFTS-IN-KIND For Budgeted Expenses (only) Assure Staff Adviser Knows Receipt and include copy in the Budget envelope GIFTS

  38. IX. HEALTH & SAFETY • FIRST OBJECTIVE – BE SAFE! • H & S GUIDE #34415B A. Adult leadership G. Fuels and Fire Prevention M. Serious Injuries B. Disabilities Act of 1990 H. First Aid N. Transportation C. Aquatics I. Guns and Firearms O. Trail Safety D. Camping J. Sports and Activities P. Winter Activities E. Drug, Alcohol, Tobacco K. Inspections Q. Special Precautions F. Emergency Service L. Medical Information R. Youth Protection & Child Abuse.

  39. BUILD IN H & S • INFORMATION TO LEADERS/PARENTS • LEADERS BRIEFED ON EMERGENCY PROCEDURES • HOSPITALS NOTIFIED • CONVEY SAFETY FIRST TO ALL • USE FIRST AID LOG #33678

  40. XI. CONDUCTING THE EVENT • COMMAND POST –COMMUNICATION • REGISTRATION AT ACTIVITY INCLUDING ROSTERS • RECEIPTING CASH • TRADING POST • PUBLIC RELATIONS, PICTURES • RECOGNITION & THANK YOU • CLEANUP

  41. XI. Closing Out the Activity • Recognition & Appreciation • Reflection • Financial • Records for Next Time

  42. FINANCIAL CLOSEOUT • Transactions Complete w/i 7 days • Evaluation Complete w/i 14 days • Immediately following event give Staff Adviser: • All Cash received -- All vendor invoices • Receipts for purchase (w/PO) • Unit rosters to check for registrations • Paperwork in Activity Folder for reference

  43. CLOSING OUT THE ACTIVITY • IN BUDGET ENVELOPE • All Purchase Orders, Receipts, Invoices • W/Staff Adviser complete Actual column • Staff Adviser gives Budget Envelope for approval and submittal to bookkeeper for “official” Activity Account Closeout

  44. REFLECTION - EVALUATION (Exhibit XI-1) EVENT EVALUATION AND CLOSING REPORT Name of Event: ___________________ Date of Event: _________________ District: _________________________ Event Chairperson: ________________ Staff Adviser: __________________ Montana Council Boy Scouts of America Home Phone: ____________ e-mail: _____________ Attendance: ParticipantsStaffTotal Participation Cub Scouts ______ Event Leaders ______ ________________ Webelos ______ Other Adult Staff ______ Boy Scouts ______ Youth Staff ______ Varsity Scouts ______ Council Staff ______ Venturers ______ Others ______ Adults ______ Others ______ Total: ______ Total: ______

  45. EVALUATION QUESTIONS  Evaluation of Facilities • Was the site appropriate for this event? Y___ N ___ • Were there adequate health and safety facilities available? Y___ N ___ • Was parking managed in a safe manner? Y___ N ___ • Would you recommend this site for this event in the future? Y___ N ___ • Was food service sufficient for this event? Y___ N ___ • Was there adequate sanitation facilities available? Y___ N ___ • Other Y___ N ___ Program Evaluation • Did the program meet your expectations? Y___ N ___ • Was the program carried out as planned? Y___ N ___ • Did the program meet the needs of all participants? Y___ N ___ • Was there a specific program for each level of Scouting in attendance? Y___ N ___ • Should this program be repeated in the future? Y___ N ___ • Did the activity conform to the proposed budget? Y___ N ___ • Was the fee sufficient to cover the expenses as outlined in the budget? Y___ N ___ • Other Y___ N ___ Staff Evaluation • Was there adequate staffing for the attendance? Y___ N ___ • Was the staff adequately trained for their work? Y___ N ___ • Was the staff in the appropriate uniform for this event? Y___ N ___ • Would you recommend the same staff for future events? Y___ N ___ • Other Y___ N ___ • Recommendations for Next Year: • If this event is to occur again, list potential event chairpeople: _____________________________

  46. XII CONCLUSION & ACKNOWLEDGEMENT ON BEHALF OF THE SCOUTS WHOSE LIVES YOU ARE TRULY AFFECTING THANK YOU For you example, support, leadership and enthusiasm

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