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Events Management Playbook



You are planning a local event that will help Scouts Canada provide great, safe, Scouting adventures to youth in Canada.  

This page is dedicated to the planning process and procedure requirements for Low-Risk events (Council scale and previously described ‘Area - Events’). If you are unsure about the risk level of the event you are planning, please visit the Event Assessment and Approval Procedures which outlines the risk categories. Typical low-risk events include multi-group soapbox derby’s or Kub Kar rallies and Council Beaverees and Cubarees.

The content on this page is intended to help the local event management team as well as the Approvals Team (CK3 or delegate) with the minimum required components of event planning that must be considered for a ‘low-risk’ Scouts Canada event. It will also help your local team make sure that the event that is planned provides a quality program to youth, is safe and contributes to the growth of our membership. It will also help identify the support needed by your local event team and will ensure that there is adequate support, if necessary.  

For further support throughout the event planning process please reach out to they will be able to assign a dedicated Event Support Scouter to your event. 

All events are rooted in the Events Standard which is 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. It is primarily targeted at High-Risk events, typically Canadian Jamborees, Pacific Jamborees or other large-scale often complex events with high attendance. Understanding and reviewing the Event Standard will be beneficial when developing the necessary planning components of a low-risk event. To make it easier for local event planners, included on the page is a specifically designed “Council Low-Risk Event Guideline” that is an extract of the minimum requirements for low-risk events from the Events Standard.


Review this document to understand the expected minimum requirements for low-risk Council Events, such as Emergency Management, Food Service and Financial Management Requirements etc. 

This will be the main document that will be completed and submitted throughout the approval process to the Approval Team (CK3 or delegate.)  It is divided into 4 sections, with each section covering a different aspect of the event.  Approval of each section is required before submitting the next section for approval. 



The National Event Commissioner is a driven leader, passionate about Scouting and champions the implementation of events within the Program Support Team.  Working collaboratively with the Program Team Delegate they provide the strategic direction related to the Event Standards and the Event Support Team. 

The National Events Commissioner is the Team Leader for the National Network of (Major & Local) Event Support Scouters and plays a role in managing, coaching and mentoring the team of regional-based volunteers.  They support the recruitment and onboarding of new volunteers as well as providing personal development opportunities for team members.  

Working in tandem with the Program Team delegate, the National Events Commissioner, is the subject-matter expert for event support and the Event Standards.  They are an ambassador for Scouts Canada, the Program team and the National Service Team and participate in a number of planning meetings/Townhalls regularly with key stakeholders across the organization.    

The National Event Commissioner is appointed annually by the National Key 3 (NK3) for no more than three consecutive terms and reports to the NK3 and as delegated for day-to-day operations, to the Director of Program. 


The Events Support Scouter role provides subject matter guidance and experience to help medium and high Risk events deliver fun, safe and high-quality events that meet or exceed the expectations of the Event Standard.  By supporting medium and high  risk event organizing teams as they progress through the event management process, they function as the liaison between Event Management Team and the Approval Team (NK3 or delegate) to ensure events meet the minimum threshold outlined in the Scouts Canada Events Standards.   


An event is an opportunity for youth to come together, take part in new experiences, and further develop. The key difference between an event and a group activity is typically an event involves multiple groups, is often managed by a dedicated event team (not under the oversight and approval of a specific GC). Examples include anything from a Pacific Jamboree (PJ) through to a large KubKar rally with multiple groups attending. Other examples may include Canadian Cub jamboree (CCJ), Adirondacks Winter Challenge, Beaverees, Cubarees, Soapbox Derbys or Skills Camps.

Perhaps you are an experienced event organizer or it’s your first go at planning an event, no matter your experience the starting point is about the same. Start by submitting Part 1.  Take a look at the Event Management Playbook. This webpage will help you determine the scale of your event. Note – the Event Management Standard and Playbook were originally written and intended for large scale high-risk events like a National Canadian Jamboree, Pacific Jamboree or International Jamboree. Most events that Councils and Groups participate in fall under the “low-Risk” category and should be planned using the “Council ('Low-Risk') Event Planning and Approval Template” and associated guidance. This template will walk you through all the event planning steps. If your event is a bit bigger or riskier it will fall under the “medium” or “high” risk category. These higher-risk categories require more complex planning processes. Please consult the Event Management Playbook and talk to your CK3 if you are looking to organize an event in the higher-risk categories.  Higher Risk Events are supported by the National Event Support Team.  

Council Key 3s are responsible to approve and support Event Leads through the low risk event process. They may delegate that responsibity to a Council Event Support Scouter. 

National Event Support Scouters are dedicated Scouters that work with medium and high risk event organizers to ensure the successful planning of events. They report to the National Events Commissioner and may be supporting events inside and out of their home Council. While they do not report to CK3s they will certainly work closely with them to ensure events meet CK3 approval. The CK3 may also choose an Council Event Support Scouter to act as the event approval delegate. A complete role description can be found here.  If you have Scouters interested in becoming Event Support Scouters forward them this form.

To ensure all events across the country are conducted in the same safe, fun, Scouting manner it is important we all use a consistent approach and associated resources. Part 1 of the process is an online form. Part 2, 3 and 4 are short PDFs and the financial workbook are all supplied as you work through the process either with an event support scouter or your CK3. 

You can start today. The event standard and associated mandatory requirements have been in place since January 1, 2021, all other support and guidance elements of the updated event planning process are ready for use as of August 30th 2021:

During Part 1 all events are risk assessed automatically. The Smart sheet then sends an email to the CK3 if the event is low risk and they will then take the process from there. All medium and high risk events are managed by the National Event Team. 

All Events that have a revenue of less that $10K even if they are overnight can still use their own bank accounts. For events that have an overnight and have a revenue over $10K willl have to run all their finances through the OneScouts banking system and their finances will be managed by the Finance Team. These events will also need to collect sales tax. 


Take this as an opportunity to educate them on the event planning standard and process. Then invite them to take the needed steps to ensure event compliance. If they are still unwilling to follow the event planning process inform them their event cannot proceed.

There are three broad categories of risk: High, Medium and Low. Classification is based on Location, Frequency, Experience of the event planning team, Attendance, Duration, Program elements, and Incident management. A complete breakdown can be found here Event Assessment & Approval Procedure (