Safety / Security / Traffic / Parking |
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No doubt, safety is of upmost
importance in any scouting event. This
committee will focus on the safety of all event participants during
activities, and while in attendance during the weekend outing. The committee should assure that volunteers
are in place who are trained in the principles that are outlined in the Guide
to Safe Scouting who can make sound judgement calls in reference to the
safety of displays and events that the scouts and the public will be
participating in. If need be, the
safety committee may be called upon to make the determination to close events
if necessary if the event or display are found to be unsafe. Further, youth protection will be paramount
during the event. The safety committee
should assure that youth protection guidelines are adhered to at all times. As this event will be held in a public
venue, security will be necessary to assure that personal safety and property
safety is assured. Security persons
may also be called upon to control traffic flow, to direct parking, and to
handle any dangers or threats until the proper authorities are able to arive. |
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Develop your committee's
budgetary needs and report your needs to the Finance committee 150 days
before the event. |
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Visit the expo site, and
determine safety, security, traffic, and parking needs. Map out those needs, and submit the map to
the signage committee at least 120 days before the event. |
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Review the Guide to Safe
Scouting and the principles of Youth Protection Training to assure that all
of the guidelines are adhered to during the event. |
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Review all booth applications to
assure that they fall within the guidelines of the Guide to Safe Scouting and
Youth Protection Guidelines.
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Develop a parking and traffic
plan for event participants.
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Train a security staff for the
event. Explain to them the importance
of being courteous to all visitors and participants. Assure that they understand their limits as
volunteers, and that they know when outside authorities would need to be
called in for assistance. |
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Develop plans for inclimate
weather and fire. Set up guidelines
for making the call to postpone or cancel the event in case of either. Develop evacuation plans in case of unforseen
dangers during the event. |
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In advance of the event, notify
the police, fire and rescue of the event, giving them estimated numbers of
visitors and campers in case they need to make provisions. |
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Discuss security needs with the
venue personell to determine any rules that they may require be followed. |
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Gather any materials that may be
needed to mark parking areas and traffic patterns. Determine if security will need safety
vests, flash lights, or radios, and secure all items as needed. |
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Patrol the event proactively
looking for safety issues throughout the entire event, day and night. Assure that events and participants are
safe. Monitor the area for outside threats
and dangers. Assure that drivers are
following safety rules, and are parking their vehicles in designated parking
areas. Assure that no property damage
occurs. |
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Monitor weather conditions and
make recommendations as needed.
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Create a display outlining the
importance of Youth Protection and following the principles in the Guide to
Safe Scouting. Have resources
available for individuals to complete Youth Protection Training. Highten public awareness of the steps that
Scouting has taken to assure the safety of all participants. Have a volunteer staff the booth to field
any questions, and to assist in training. |
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Make a written report as to how
your committee's process went this year, and make recomendations for future
years. Include the Start, Stop,
Continue Analysis in your report. |
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Reconcile any budgetary
difference from the actual expenses.
Attach receipts to your reconciled financial report, explanations for
discrepancies, and recommendations for future events to the Finance
committee. |
Camping |
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The camping committee will
be responsible for the comfort and
safety of individuals camping during the event. Planning for campers should consider basic
camping needs such as water and sanitation, as well as Guide to Safe Scouting
and Youth Protection considerations.
Throughout the weekend, campers will have needs, and those needs
should be met by this committee's hospitality tent. |
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Develop your committee's
budgetary needs and report your needs to the Finance committee 150 days
before the event. |
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Visit the expo site, and
determine camping needs. Keep in mind
the various types of units and individuals that will be in attendance. Segregate age groups and sexes as needed as
outlined in the Guide to Safe Scouting and in Youth Protection Training. Map out those needs. Include water points and toilet
facilities. Submit the map to the
signage committee at least 120 days before the event.
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Mark out the camping areas and
assign units to those areas ahead of their arrival to the event. Report those assignments to the
Registration committee a week before the event. |
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Communicate with the
registration committee to assure that all unit registrations are accounted
for and camping locations are allocated for each.
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Acquire any necessary materials
needed to mark out the camping areas.
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Have volunteers available to
direct campers to their camping sites during registration. |
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Have a hospitality tent near the
camping areas to assist campers needs during the weekend. |
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If fires are permitted, assure
that they are used within the guidelines.
If they are not permitted, make sure that units are not using them.
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Make a written report as to how
your committee's process went this year, and make recomendations for future
years. Include the Start, Stop,
Continue Analysis in your report. |
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Reconcile any budgetary
difference from the actual expenses.
Attach receipts to your reconciled financial report, explanations for
discrepancies, and recommendations for future events to the Finance
committee. |
Water / Sanitation / Garbage |
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Often overlooked, these subjects
are important for camping experiences, especially larger events. If these necessities are not considered,
then personal health can be comprimised.
Luckily, this venue has provided much of these needs for us. It is the responsibility of this committee
to assure that campers and visitors do
thier part in keeping the grounds clean. |
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Develop your committee's
budgetary needs and report your needs to the Finance committee 150 days
before the event. |
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Determine the number of
port-o-johns that will be needed to supplement the existing restroom
facilities. Get quotes for
port-o-johns. Go through the Finance
Committee to get a PO number, and work with the vendor to assure delivery of
the units before the event, and pick up of the units after the event.
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Inform units of where the
dumpsters are located, and assure that all trash is either packed out, or
placed in the proper receptacles. |
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Establish a policy of what units
should do with food waste. (grease, scraps)
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Establish a policy of what units
should do with gray water. (dirty dish water)
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Map out water, sanitation and
garbage locations. Submit maps to the
signage committee 120 days before the event. |
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Assure that the grounds are
cleaned up after the event. |
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Make a written report as to how
your committee's process went this year, and make recomendations for future
years. Include the Start, Stop,
Continue Analysis in your report. |
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Reconcile any budgetary
difference from the actual expenses.
Attach receipts to your reconciled financial report, explanations for
discrepancies, and recommendations for future events to the Finance
committee. |
Health / First Aid |
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This is one area where
prepardness is key, but of course the hope is that its services are not
needed. Of course, when needed, the
importance of these volunteers services cannot be stressed enough. This committee should be made up of
experienced medical professionals who understand the medical needs of a large
gathering. Plans should be formulated
to care for any medical emergencies that may arise. |
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Develop your committee's
budgetary needs and report your needs to the Finance committee 150 days
before the event. |
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Identify volunteers to serve on the medical staff.
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Determine the location of a
first aid station to be used during the event. Mark its location on a map, and submit the
map to the signage committee at least
120 days prior to the event. |
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Set up a first aid station to be
manned throughout the event, stocked with basic first aid supplies. |
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Contact the local EMS services
and the local hospital and notify them of the dates of the event, with an
estimate of how many persons will be in attendance, so that they can make
preperations if necessary. |
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Review medical forms of
participants to prepare yourself for any special needs that may be present. |
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Develop protocols to follow for
the most common medical emergencies.
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Maintain a written medical log
of first aid rendered in case it needs to be reviewed at a later date. |
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Make a written report as to how
your committee's process went this year, and make recomendations for future
years. Include the Start, Stop,
Continue Analysis in your report. |
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Reconcile any budgetary
difference from the actual expenses.
Attach receipts to your reconciled financial report, explanations for
discrepancies, and recommendations for future events to the Finance
committee. |
Signage / Maps |
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Signs, often times, set the tone
for an event. Signs control the flow
of activity. Vibrant, clear signs,
often lead to a thriving event that participants enjoy. It is the duty of the sign committee to
develop professional signs for the expo that will present an organized and
impressive impression on the participants of the expo. The intended audience of the sign committee
should be a complete stranger off the streets that have no idea what an expo,
or even what scouting is at all. If a
stranger to the event can feel informed by the signs at the expo, then
surely, all the scouting participants will also feel informed, and will have
a pleasant event. |
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Develop your committee's
budgetary needs and report your needs to the Finance committee 150 days
before the event. |
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Work with other committee chairs
to determine any signs that each committee may need in order to direct
participants to have a safe and fun expo experience.
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Develop a uniform sign format
that keeps with the expo theme. Create
the artwork for all signs, assuring that each sign conveys the needed message
in the shortest amount of text possible.
Remember, signs with lots of words and long messages are likely to not
be read. |
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Create signs to promote the
event, to direct traffic to the event, to map out the event, to convey the
title of each booth and event to the participants, and any other signs that
may be needed to promote a rich environment throughout the event. |
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Get all signs printed ahead of
the expo. Post all signs at the expo
prior to the arrival of the public.
Monitor the signs throughout the event, and make repairs and
adjustments as needed. Collect the
signs after the event.
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Make a written report as to how
your committee's process went this year, and make recomendations for future
years. Include the Start, Stop,
Continue Analysis in your report. |
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Reconcile any budgetary
difference from the actual expenses.
Attach receipts to your reconciled financial report, explanations for
discrepancies, and recommendations for future events to the Finance
committee. |
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