Cub Scout pack 103

Manual of Events

Authors: Keith Santulli

Created: 14 September 2009

Last Modified: 17 September 2018

Pack 103 Website:

Contents

Contents......

Overview......

Event Calendar......

Tiger......

Sharing Tree (Tigers)......

Spring River Clean up (Tiger)

Memorial Day Parade (Tigers)......

Wolf......

Popcorn Sale (Wolf)......

Skate Night (Wolf)......

Overnight (Wolf)......

Minor League Baseball Game Or Soccer match (Wolf)......

Bear......

Scouting for Food (Bear)......

Pack Hike (Bear)......

Spring Camping (Bear)......

Pack Picnic (Bear)......

Jr. Webelo......

Football Trip (Jr. Webelos)......

Pinewood Derby (Jr. Webelos)......

Recruitment (Jr. Webelos)......

Orientation (Jr. Webelos)......

Sr. Webelo......

Fall Camping (Sr. Webelos)......

Town wide clean -Up (Sr. Webelos)......

Blue and Gold Dinner (Sr. Webelos)......

Pool Night (Sr. Webelo)......

Attachments......

Overview

The purpose of this manual is to present a guideline of the annual events on the Cub Scout Pack 103 calendar. This document will serve as a living document. Periodic updates are necessary to keep the information relevant.

Each section should address the following topics:

  1. Preparing for an event
  2. Location
  3. Special instructions
  4. Contact information
  5. Relevant Dates/Deadlines
  6. Forms
  7. Finances

Event Calendar

.

Events

Pack 103 events are assigned by rank. Each rank coordinates the activities for that calendar year. Leaders are encouraged to shadow the next year’s activities. Parents are encouraged to participate and assist with event coordination.

Pack 103 usually averages 100 guests at events (sleepovers, baseball, football games, etc). Please bear this in mind when scheduling events.

Tiger

Sharing Tree (Tigers)

Pack 103 collects gifts for families each December and distributes to needy families.

  1. November 1st - Contact: Cranford Family Cares to obtain the wish list of items.
  2. Kathy Willis – (908) 276-3530
  3. 61 Myrtle St, Cranford
  4. November 15th –
  5. Sort the listby Den.
  6. Create Stars with each item requested.
  7. November Pack meeting – Hand out the stars to Den leaders.
  8. December 1st - Send reminders to the Pack leading up to the December Pack meeting.
  9. Update the Pack Website regarding the event.
  10. December Pack Meeting – Coordinate gift drop off to Cranford Family Cares.

Spring River Clean up (Tiger)

Each spring the Pack assists with the Rahway River clean-up. There are 5 locations in town - the Boulevard, Mohawk Park, the Mill, Hanson House, and Riverside Drive.

This is a show up and help event. There is typically an organizational meetingabout a month prior to the cleanup at the community center. Anyone may attend. All supplies/equipment/etc. are stored at the HansonHouse garage.

Questions can be directed to Wally Shackell, River Clean-up Committee Chair.

(908) 868-9988

Signup sheets are posted ateach of the five locations.The time is typically 9am-1pm, rain or shine.

Bring gloves and wear old clothes, boots, etc.

All supplies are provided by the town.

Update the Pack Website regarding the event.

Memorial Day Parade (Tigers)

Each year Pack 103 marches in the Cranford Memorial Day parade.

Prior to the event:

  1. April 1st - Contact: Cranford Recreation and Parks Department.
  2. April 15th – Complete and submit the registration form.
  3. May Leaders meeting – Reminders about Den flags
  4. Create/update a banner (Den Flag) for your Den to be used in the parade.
  5. Reminder about Class A uniforms, sun screen, water and candy.
  6. Collect flags and Pack 103 banner to be carried by the Senior Webelos.
  7. Update the Pack Website regarding the event.

Day of the event:

  1. Arrive at Sherman field by 8:30 AM with banner and flags.
  2. Assemble by Dens on the field. – Webelos first.
  3. Wait for instructions from town coordinator.

Wolf

Popcorn Sale (Wolf)

The main fund raiser event for Pack 103 is the popcorn sale. The sale runs from early September to late October. The popcorn arrives in November and is distributed to the Dens.

The popcorn sale is comprised of 5 main activities.

  1. Show –n- Sell (Pre-Sale event).
  2. Popcorn Sales
  3. Submitting Pack sales for Council
  4. Popcorn pick-up and distribution to Dens.
  5. Prize distribution and Pie-a-Palooza

Pre-Sale

  1. Contact the Council Popcorn leader for significant dates.
  2. Order/Pick up Pre-Sale Popcorn.
  3. Schedule a date for the Show –n- Sell.
  4. Coordinate the Sales on Show-n- Sell date.

Sale

  1. Determine prizes and logistics.
  2. Distribute forms and sale information.
  3. Promote the event at Pack and Den meetings.
  4. Update the Pack Website regarding the event.

Financials

  1. Collect forms and money.
  2. Total sales and submit to council.

Pickup and Distribution

  1. Coordinate popcorn pickup and/or delivery.
  2. Coordinate popcorn distribution to Dens.

Prize Distribution and Pie-a-Palooza

  1. Coordinate distribution of prizes at December Pack meeting.
  2. Organize Pie-a-Palooza.

After the Event:

  1. Provide funds to treasurer.
  2. Report any suggestions, lessons learned to leaders.

Skate Night (Wolf)

Pack 103 spends an evening ice skating each winter. Past sites have been Warnaco Park in Rahway and Codey Arena in West Orange. All Scouts, families and friends are invited. Pack 103 pays for 2 hours of ice skating and does not charge attendees. Skate rentals are paid by attendees if necessary.

Prior to the event:

  1. Select a date for the event
  2. Typically this is in February after the Blue and Gold dinner.
  3. Contact Codey Arena or Warnaco Park for availability and pricing.
  4. Reserve the date.
  5. Update the Pack Website
  6. Socialize the event.
  7. Prepare an age appropriate Playlist on your MP3 player.

Day of the event:

  1. Attend the event.
  2. Set up Music.
  3. Manage all financials.

After the Event:

  1. Total all financials and submit receipt to treasurer.

Overnight (Wolf)

Pack 103 spends a night at a historic or educational venue. Over the past few years, Pack 103 has used the following 5 sites on a rotating basis:

Liberty Science Center

USS Battleship NJ

Philadelphia Zoo

Franklin Mint

Camden Aquarium

Procedure

Prior to the event:

  1. Discuss potential sleep over sites with leaders.
  2. Investigate cost, capacity and potential dates.
  3. Determine registration requirements from site. (Min./Max, payment schedule, cancellation policy, etc).
  4. Gain consensus from leaders.
  5. Request deposit from treasurer.
  6. Reserve site.
  7. Update the Pack Website regarding the event.
  8. Create flyer/registration form for web site. (Include cost, dates, times, age restrictions, meal expectations, sleeping arrangements, activities, parking, due dates, etc.)
  9. Champion event with email, leaders/Pack/Den meetings.
  10. Create and maintain registration list.
  11. Collect and save fees.
  12. Determine if there are any specific needs, (dietary, sleep aids, etc).
  13. Determine contact for late arrivals or cancellations.
  14. Finalize all details including financials.
  15. Determine cancellation procedure due to weather etc.
  16. Obtain a tour permit from Patriots Path Council – 2 weeks prior to event.
  17. Send reminders about event.

Day of the Event:

  1. Arrive early.
  2. Notify venue of liaison for Pack 103.
  3. Get final count of attending campers.

After the Event:

  1. Total all financials.
  2. Provide funds to treasurer.
  3. Report any suggestions, lessons learned to leaders.
  4. Update event manual if necessary (this document).

Minor League Baseball Game Or Soccer match (Wolf)

Pack 103 visits a minor league baseball park or soccer match each August. The past few years the venue has been the Somerset Patriots and/or Red Bulls. The baseball event typically includes a pre-game Color Guard on the field and other activities (7th inning stretch).

Procedure

Prior to the event:

  1. Somerset Patriots Contact:
  2. Robert Crossman (908) 255-1414
  1. Red Bulls Contact:
  2. Discuss potential venues with leaders.
  3. Investigate cost, capacity and potential dates.
  4. Determine registration requirements from site. (Min./Max, payment schedule, cancellation policy, etc).
  5. Gain consensus from leaders.
  6. Request deposit from treasurer.
  7. Reserve date.
  8. Approximately 100 tickets have been sold for this event in recent years.
  9. Update the Pack Website regarding the event.
  10. Create/update flyer/registration form for web site. (Include cost, dates, times, age restrictions, meal expectations, activities, parking, due dates, etc.)
  11. Champion event with email, leaders/Pack/Den meetings.
  12. Create and maintain registration list.
  13. Collect and save fees.
  14. Finalize all details including financials.
  15. Determine cancellation procedure due to weather etc.
  16. Obtain a tour permit from Patriots Path Council – 2 weeks prior to event.
  17. Bring the US and Pack flags to the game.

Day of the event:

  1. Arrive early.
  2. Notify venue of liaison for Pack 103.
  3. Coordinate event activities as needed.
  4. Secure and return flags.

After the Event:

  1. Total all financials.
  2. Provide funds to treasurer.
  3. Report any suggestions, lessons learned to leaders.
  4. Update event manual if necessary (this document).

Bear

Scouting for Food (Bear)

Pack 103 collects food each bi-annually for Cranford Family Cares. This is coordinated with Boy Scout Troops 75 (Fall) & 80 (Spring).

Procedure

Prior to the event:

  1. Troop 75 Contact:Dennis Brown – Town Coordinator
  2. Troop 80 Contact:Roy Walton – Troop Leader
  3. Collect the maps and distribution routes from previous year.
  4. Obtain a copy of the Pack roster for the current year.
  5. Update the distribution routes by replacing the Senior Webelow Dens from the prior year with the Tiger Dens for the current year.
  6. Make any other changes necessary to balance the work load.
  7. Collect the bags and flyers from town coordinator.
  8. Distribute the bags, flyers and distribution routes to Den leaders.

Day of the event:

  1. Week one - drop off.
  2. Designate a meeting place and time for your Den.
  3. Drop off the bags and flyers
  4. Week two – pick up
  5. Designate a meeting place and time for your Den.
  6. Pick up the bags
  7. Make at least two sweeps of designated streets to ensure complete coverage.
  8. Deliver to Cranford Family Cares

After the Event:

  1. Report any suggestions, lessons learned to leaders.
  2. Update event manual if necessary (this document).

Pack Hike (Bear)

Pack 103 takes a hike each year on Thanksgiving Day weekend.

Procedure

Prior to the event:

  1. Research possible destinations. It is recommended to actually do the hike yourself in advance of the event to gauge length, difficulty, and overall suitability. The hike is always a rain or shine event with no alternative date. Best to choose destination by October pack meeting.
  2. Once destination is chosen, distribute maps and flyers with directions at pack meeting.
  3. Make announcements at pack meeting to generate interest.
  4. Update the Pack Website regarding the event.
  1. Contact:
  2. Usually there is no person/office to contact as these are public trails with no “offices”

Day of the event:

  1. Direct people to the start of the hike.
  2. Distribute maps.
  3. Act as a guide to ensure hikers follow the proper trail.

After the Event:

  1. Solicit feedback on the hike.

Spring Camping (Bear)

The spring camping trip is traditionally held at Camp Speers in Pennsylvania. This is cabin camping. All meals are prepared for the Pack by a YMCA group. The trip is usually scheduled for the first weekend in May.

Procedure

Prior to the event:

  1. Contact: Camp Speers to confirm registration.
  2. Finalize contract by obtaining deposit from Pack treasurer.
  3. Sign and return contract/deposit to Camp Speers.
  4. In February, the planning team should meet to determine role assignments were used for the 2010 spring camping trip. Role descriptions are attached at the end of this section.

Coordinator: Event manager

Supplies:Purchase and coordinate food and drinks

Transportation:Arrange to transport gear to/from Speers

Games coordinator:Coordinate equipment, setup and games

Fishing Derby:Coordinate fishing derby, prizes, etc.

  1. Prepare a flyer and post on the Pack website. Send an email link to the Pack distribution list.
  2. Promote the event at Pack and Den meetings.
  3. Obtain a tour permit
  4. Patch selection and coordination (approximately 75)
  5. Shopping for the weekend.
  6. Coordinate packing the van and all supplies.
  7. Hat for the King of Speers
  8. Free Stay at Camp
  9. Table eats firsts
  10. Wears the hat all weekend
  1. Roles:

Coordinator

  1. Liaison with Camp Speers
  2. Update flyer
  3. Champion event
  4. Email/Website
  5. Blue and Gold
  6. Pack Meetings
  7. Den meetings
  8. Registration
  9. Den Assignments/Cabin leaders
  10. Activity release forms
  11. Financials
  12. Volunteer assignments
  13. Tour permit
  14. Verify Baloo coverage
  15. King of Speers
  16. Speers Patches
  17. Dietary Restrictions
  18. Hazardous weather training

Supplies

  1. Plan and coordinate supplies and shopping
  2. Inventory attic
  3. Cabins
  4. Pretzels/Twizzlers
  5. Bug Juice
  6. Ice 10-12 Bags
  7. Hot dogs
  8. Smores
  9. Dowels to roast marshmallows and hot dogs
  10. Name tags
  11. Banners/Flags
  12. Shirts and Sweatshirts
  13. Firewood
  14. Prizes for nametag games

Transportation

  1. Van rental
  2. Coordinate coolers drop off and delivery

Activities

  1. Coordinate equipment
  1. Softball
  2. Volley ball
  1. Skits
  1. Reminder emails to Pack
  1. Name tag games
  2. Master of ceremonies
  1. Activities announcements
  1. Bike trails

Fishing Derby

  1. 7-8 AM both days
  2. Awards
  1. Contact K&K trophies in Rahway
  2. 10 trophies total
  3. Trophies by rank for biggest fish, total
  1. Worms – Pet Shanty
  2. Sound System
  3. Tent – Skit Theater
  4. Fish tank for small creatures
  5. Banner for group photo
  6. Scales to weigh fish
  7. Scoring sheets and clip boards
  8. Buckets
  9. First Aid Kit

Day of the event: (Friday)

  1. Arrive at Camp Speers and register as coordinator.
  2. Post cabin assignments in a general area
  3. Post central meeting place (Cabin X) in general area.
  4. Unpack gear and supplies.
  5. Prepare for Friday night activities (drinks, hot dogs, smores)
  6. Walk around to make sure everyone is getting situated (especially Tiger families).
  7. Start fires for hot dogs, smores.
  8. Prepare for Saturday morning fishing derby.

Day of the event: (Saturday)

  1. Fishing Derby
  2. Breakfast
  3. Events
  4. Bon fire – skits

Day of the event: (Sunday)

  1. Fishing Derby
  2. Breakfast
  3. Events
  4. Break Camp

After the Event:

  1. Total all financials.
  2. Provide funds to treasurer.
  3. Report any suggestions, lessons learned to leaders.
  4. Set a tentative date for next year.
  5. Reserve the campground for next year with a deposit.
  6. Update event manual if necessary (this document).

Pack Picnic (Bear)

The last Pack meeting of the year is the Pack Picnic in June. The picnic has been traditionally held in Unami Park.

Events:

  • Water Bottle Rocket
  • Tug of War
  • Volley Ball
  • Basketball

Procedure

Prior to the event:

  1. In February, contact Union County Parks Commission to reserve the space. Reserve two dates, (usually Sundays) one in June and another in July. The July date will be the rain date for the picnic.
  2. In the April/May timeframe, the planning team should meet to determine roles for the Picnic. The following roles were used for the 2010 picnic.

Coordinator: Event manager

Launch Coordinator: Set up and launch the Water Bottle Rockets

Supplies:Purchase and coordinate food and drinks

Sound Engineer:Manage sound system and music

Games coordinator:Coordinate equipment, setup and games

Setup/Clean up:Arrive at the park, set up grill, tables, tents, etc

  1. Prepare a flyer and post on the Pack website. Send an email link to the Pack distribution list. The Pack historically has charged $10.00 per family.
  2. Coordinate the donated food. Families are encouraged to bring a salad or desert. No tickets are sold but Den leaders are encouraged to promote the event and collect funds. Ensure enough food is provided.
  3. Include the Water Bottle Rocket instructions with the flyer and on the web site.
  4. Promote the event at the May Pack Meeting.
  5. 2-3 weeks prior to the event do an inventory on the Church attic. Determine what supplies will need to be purchased based on what is available and the number of expected guests. Shop for non-perishable items.
  6. 1-2 weeks prior to the event secure the large 55 gal drum grill, coolersand sports equipment. The oversized volleyball, volleyball net and tug of war rope are typically used.
  7. 1-2 weeks prior to the event, check the PA system to make sure it is in working order. Make sure there are fresh batteries for the microphone. Charge the battery on the PA the night before. There is no AC power available in Unami Park. Get an IPOD or similar device so you can play some music through the PA during the event.
  8. 1-2 weeks prior to the event, test the launch mechanism and make any necessary adjustments as needed.
  9. 2 days prior to the event, visit the park to make sure it is in good shape. Check for standing water, down trees, etc. If necessary, contact the Parks Commission for help.
  10. The week of the event shop for perishable items (meats, cheeses, bread).
  11. In 2010, an offer was extended at the recruitment fair to prospective families. Families interested in learning more about Pack 103 and scouting could attend the picnic free of charge.
  12. Ice down as many drinks as possible. Need to have at least 3 beverages per person. Keep in mind that new recruits were invited.

Day of the event:

  1. Purchase ice for the event – you can’t have too much.
  2. Arrange to have someone arrive at the park by 10:00 AM to hold the reservation.
  3. The setup team should arrive 1 hour prior to the event.
  4. Set up the grill, tables, coolers, tents and volleyball net.
  5. Set up music and sound system.
  6. Start the grill 30-45 minutes prior to the event.
  7. When guests arrive:
  8. One team should coordinate the food preparation.
  9. One team should coordinate the games.
  10. One team should coordinate the Water Bottle Rocket launch.
  11. One team should collect money.
  12. Everyone should help with the clean up. Leave no trace behind.

After the Event: