Skip to main content

Events Management Playbook

Although the Idea Phase is the most important, the Design Phase typically requires the most work and is the most complex requiring integration and coordination.

  • It is in the Design Phase that information is gathered and requirements prioritize, solution design is developed, including metrics and performance outcomes to ensure delivery on time, on quality and on budget – safely.
  • The concept selected in the Idea Phase is further defined in detail with a more comprehensive plan, updated funds and budgets required, quantified resources (people, staff, budget/money, assets).
  • The end of this stage is a milestone that can release authorized expenditure if items are required to be procured or ordered, leased early (ie. long-lead items).
  • The development of a comprehensive project plan to replace the project charter.
  • The comprehensive project plan demonstrates to the approval team that the opportunity is set up for success.

Event Planning

The purpose of the Planning Standard is to outline the minimum requirements to conduct the business planning needed to achieve Scouts Canada’s strategy, 1-Year Business Plan and Scouts Canada 5 priorities and associated targets.

It is the responsibility of the Sponsor/Partner Organization, “to ensure adequate meeting facilities are provided for the Group”. A Group Commissioner should conduct a Meeting Space Risk Assessment twice each year. Findings should be shared with the head of the Building/Facility/Institution, and plans should be made to correct hazards if any are found.

The purpose of the Goals & Targets Standard is to outline the minimum requirements of the goal and target setting processes, which set the expectations that drive Scouts Canada performance to meet Scouts Canada’s strategic objectives and organization-wide objectives.

It is the responsibility of the Event Organizing Team to ensure that all Scouts Canada policies and procedures are followed when organizing a large event. This includes screening, safety and financial management.

No One Left Behind / Accessibility

While Scouting is quite affordable for some families, there remain thousands of youth across our country whose families face economic barriers, hindering their opportunity for participation in our youth-led programming.

Scouting teaches youth values — trustworthiness, respect, kindness, helpfulness — alongside the importance of empathy, seeking to understand the beliefs and values of others, and inclusion.

Financial Requirements / Management

Sound and Prudent Financial Practices for Event Managers.

This chart of accounts for events is approved by the National Finance Department.

Health & Safety

Scouts Canada is committed to fun, safe adventures. Every Scouting adventure requires an emergency response plan, which will include first aid and emergency medical care coverage.

Human Resources & Youth Safety

Scouts Canada requires that all applicants for roles with Scouts Canada comply with this procedure before they participate in any Scouting activities. This procedure is not applicable to youth: Beaver Colony, Cub Pack, Scout Troop or Venturer Company participants. This procedure is applicable for Rover Scouts.

Information Management / Data

States how Scouts Canada’s members will protect personal information shared with them.

Marketing Communications & PR Plan

The purpose of the Communications Standard is to outline the minimum requirements for communicating information with external stakeholders, and internally between and within functions and Councils across Scouts Canada, in order to ensure the consistent transfer and understanding of information which may impact Scouts Canada mission, vision, strategic plan and/or the delivery of the five priorities.

Fulfilling Scouts Canada’s mission means ensuring that as many youth as possible are invited to participate in great, safe Scouting adventures. Here you will find tools required to create professional and inspiring materials such as; advertisements, flyers and posters, that have been carefully designed to motivate and engage potential, new and current Scouts Canada members.

Scouts Canada’s brand is so much more than our name, logo, and design. It is every bit of communication we generate: every visual cue, every written message, and the tone we use. Our brand is what comes to mind when people hear the words “Scouts Canada.”


Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. Developed by Scouts Canada, this well-rounded program offers youth aged 5 to 26 an opportunity to experience new things, to have more adventures, and to develop into confident and capable individuals better prepared for success in the world.

Safety equipment is a special category of equipment that requires extra attention and, in some cases, may be covered by regulations or require that the responsible Scouter have additional training or certifications.

Scouting offers adventure activities for a broad age range, in varying types of geography and in diverse weather conditions. Participants (both youth and Scouters) come to adventures with different degrees of experience.

Youth Protection

Protects every youth who has not yet reached their 18th birthday, and in some jurisdictions, up to their 19th birthday.

Everyone has a duty to ensure the safety of children and youth. We must protect youth from all forms of child abuse — whether physical, sexual, or emotional — and neglect. We must be alert to inappropriate sexual behaviour between youth. We also need to monitor the welfare of youth.

Contracts Management

Most business relationships involve contracts. Contracts create a future liability to pay for or provide something. They are not usually required for purchases such as camping equipment or groceries. This procedure applies to contracts for Sections, Groups, Areas, Councils, and Scout Properties.


Provides the traffic management procedures to be implemented by the Event Organizer, event personnel (Event Marshals), and traffic controllers during the event.


Parents are responsible for arranging transport of their children to and from Group and Section Scouting adventures. When we (Sections, Groups, Councils) arrange for transportation for a Scouting adventure.

Waste Management

A Guide to Preparing an Event Waste Management Plan.

This is a sample of a simple waste management plan that provides basic information. A more comprehensive waste management plan may be required depending on the type, size, and location of your event.