The Ceremony Chair is responsible for organizing the planning committee (made up of troop leaders of Gold, Silver, and Bronze Award recipients.
The website and corresponding google drive are "owned" by the LCF SU Event Chair (lcfeventschair@gmail.com). The first task as ceremony chair is to get editor access to the website and the google drive.
Google Drive: https://drive.google.com/drive/folders/0B_r8upGlmo-aSXJTb2F2c2FxSWs?resourcekey=0-aXc92mM8hken4w2HrvKo8w&usp=share_link
There is one folder per GSB Event. All files for previous years are in the respective folder. Look at the previous year's files for help on filling out the relevant forms.
The website has been designed such that all temporal data (dates, times, locations, $$$, etc) are located on the main 'Overview' page and all sub-pages are static and do not need to be updated much, if at all.
What to do / Timeline
July- Pick a date in May, usually the Sunday before Mother's Day, and reserve the Lanterman Auditorium. The availability goes fast, so do not hesitate!
You will need a check from the Service Unit and a "Certificate of Liability Insurance" from Council that names "La Canada Flintridge" as the liability holder. Typically GSGLA renews this every November.
Make sure to save a copy of the final contract -- upload it to the Google Drive
October / November - Leader Meeting
Update the website (mostly just the main page)
Make a roster spreadsheet for keeping track of attendees (copy the previous year's spreadsheet to this year and reset it)
Make a slide announcing the ceremony for the leader meeting.
Start soliciting participants.
December - by the end of
Make a budget spreadsheet to get an idea of expectations (use a copy of the previous year's budget as a starting point).
January - beginning of
Make a flyer for the event.
Submit a SEME form to council. This should take no more that 2 weeks (MAX) to get approved / denied. If you do not hear anything, then ping the LCF SU Event Coordinator for an update.
Once accepted, send out the flyer to the service unit (via the SUMs)
Upload it to this year's google drive folder. Right-click on it to "Get Link". Copy the link and update the Flyer link on the main page to point to the new flyer.
February - beginning of
Contact the outlook regarding the GS Special Insert. They can be slow to respond, sometimes an in-person visit is necessary.
Most recent contact: Mickie Sullivan (General Manager) - MSullivan@outlooknewspapers.com
Schedule meetings with the Silver/Bronze, and Gold Leaders (via zoom). Put together an agenda.
At this point, it should be determined if the Lanterman can be afforded / is the right venue, if not, move to the LCHS Auditorium
https://www.lcusd.net/apps/pages/index.jsp?uREC_ID=328730&type=d&pREC_ID=1369082
Update the website / flyers with any new / pertinent information.
February - middle of
Meet with the award recipient leaders - assign tasks
double check that the website is up-to-date.
March - beginning of
Should receive the final roster of scouts
payments should be received - update the budget spreadsheet
Order "Additional Activity Accident Insurance" from Council
March - middle of
Meet with leaders for a quick "touching base". Make sure tasks are on-target.
Deal with any "exceptions" / issues
March - end of
Gold award speechs & bios should be in-hand -- pass along to the "Program Designer"
Silver & Bronze project descriptions should be in-hand
Gold award portraits should be in-hand from photographer -- pass to the "Program Designer"
Silver & Bronze troop photos should be in-hand -- pass along to the "Program Designer"
Pick-up ceremony supplies from storage (Montrose Scout House garage)
Contact: Patti Brundige - pattibrundige@gmail.com | 818-970-4320
verify condition of supplies / any updates or deficiencies
April - middle of
Get the program to the printers at least 2 weeks prior. This allows for revisions / printer errors.
Send email invitations to dignitaries (LCUSD Superintendant, school board members, City council members, state and US government representatives). Keep track of 'yes' responses.
Gold Award dress rehearsal
Silver/Bronze leader rehearsal
May
Have the ceremony
Upload all documents to the google drive
Update any relevant 'example' links from the 'task' pages (eg. invitations, program, any new pictures, etc)
In the google drive interface - click once on the file/folder
Select "Manage Access" from the sidebar
In the menu next to "SU Events Chair" -- select "Transfer Ownership"