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Events Management Playbook

The idea phase is the most important and should not be rushed. This phase includes the review of the feasibility of the opportunity and includes the consideration of major options and ensuring the event is setup for success. There are 2 parts to this initial phase:

Initiation & Framing

  • This phase explores the creative options, the feasibility of the initial idea or opportunity to be explored and the large-scale uncertainty, unresolved questions and risks.
  • Before initiating the opportunity and putting in place a large-scale team, there is a requirement to establish to the assigned approval team that the opportunity provides:
    • Potential value (mission impact) and alignment with Scouts Canada strategy, including provisions for early funding, potential staff assignment and other resources, and includes a feasible project plan.
  • The use an initial charter to document to the approval team if work and effort should continue or identify further considerations to adapt before progressing. 

Select the best alternative

  • This phase includes exploring the expected decisions that will need to be made,
    confirming alternatives (options) to be considered and consider how to mitigate key initial risks
  • Before further evaluation of the opportunity, demonstration to the assigned approval team is required:
    • Demonstrated feasibility of the opportunity, by assessing a complete range of alternative solutions / concepts against a complete range of potential outcomes, in the context of risk.
    • Selection the optimal alternative?
    • Does the approval team agree with the assessment of risk classification and the associated milestones, deliverables (reports, reviews or activities), and plan for decision making (decision makers)?
  • Updates to the Event Charter to document to the approval team.

Event Planning

A large-scale event, such as a Pacific or Canadian Jamboree, is often involving thousands of youth and adults and millions of dollars in costs and revenue. For this reason, a detailed understanding of why an event and for what purpose, is critically important. 

Stakeholders are an individual, group or organization who may be affected by or perceive itself to be affected by the event. Stakeholders help define the requirements for the event to succeed. For the event to succeed, stakeholders need to be engaged appropriately in each phase of the event.

The Event Management Process defined in this flowchart requires scaling appropriate for the risk, scale and scope of the event to be planned. 

Please add / change any relevant stakeholders* that are not represented on this list. Then determine the relative importance for each group of stakeholders (A–D).

Events are part of the Scouting experience. Large events, and events of long duration, are complex and require significant planning and oversight. The Event Standards are designed to be scalable to reflect the variance in complexity, location, duration and program requirements for a particular event. 

Risk Management

Risk management is a disciplined approach that enables an organization to identify, assess, rank, prioritise, mitigate, and monitor the risks that threaten the achievement of the organization’s strategic objectives. Every organization is susceptible to risk in many different areas: operational, market, legal, environmental, reputational, brand, liability, financial, and property. All parts of our organization are subject to risk with varying degrees of impact and likelihood.

A tool/methodology to be utilized by Scouters to consistently assess risk for business plan and activity/project planning (adapted from multi-industry best practice and risk standards). The Risk Assessment Matrix (RAM or “Risk Matrix”) defines requirements for communicating risk information to support decision making.

Enterprise Risk management is a disciplined approach that enables an organization to identify, evaluate, analyze, monitor, and mitigate the risks that threaten the achievement of the organization’s strategic objectives. Every organization is susceptible to risk in many different areas: operational, market, legal, environmental, reputational, brand, liability, financial, and property.