Functional Assignments

By date

Action

Assigned to

9 months prior

Determine host council.

8 months prior

Recruit Report to the State chair.

8 months prior

Recruit Report to the State committee.

7 months prior

Determine number of youth delegates from each council.

7 months prior

Develop budget. Determine participant fees.

6 months prior

Determine how the BSA supports the state’s strategic plan.

6 months prior

Select activity venues and make menu selections, as needed.

6 months prior

Secure legislative chamber.

6 months prior

Secure photographer.

5 months prior

Mail invitations to councils.

5 months prior

Begin scheduling process with government official.

4 months prior

Begin making arrangements, based on activities planned.

3½ months prior

Send registration materials and unit participation information to councils.

3 months prior

Collect two service-oriented success stories from each council.

3 months prior

Receive youth delegate information: bio, photo, reason for selection.

3 months prior

Select and recruit master of ceremonies and speaker for activities, as needed.

2½ months prior

Order recognition items for delegates, speakers, government officials.

2 months prior

Assist councils in collecting data for the report.

2 months prior

Prepare scripts for master of ceremonies.

2 months prior

Choose youth delegate to give the report to the governor for the entire state.

1½ months prior

Send out second set of registration materials (to ensure councils have the information).

1 month prior

Prepare signs for each delegation.

1 month prior

Begin calling councils for information on delegations.

1 month prior

Prepare materials for the day’s activities; e.g., meal program, delegate passes, photo passes, parade route, etc.

1 month prior

Receive council data for the report.

1 month prior

Write the Report to the State.

3 weeks prior

Deadline for participation

2 weeks prior

Prepare packets for delegations and participating units.

1 week prior

Prepare seating chart for meal functions.

Day of event

Report to the state

Day after event

Write thank-you letters.

1 month after

Hold after-action critique.

By date

Action

Assigned to

8 months prior

Send area director the council commitment card.

8 months prior

Assist the Report to the State chairman in recruiting committee members.

7 months prior

Assign a staff adviser.

7 months prior

Work with the area director/state adviser to determine number of youth delegates.

7 months prior

Work with the area director/state adviser to develop budget. Determine participant fees.

6 months prior

Recruit council delegation leader.

6 months prior

Recruit additional delegation leaders.

6 months prior

Assist committee in securing a photographer.

5 months prior

Select youth delegates.

4 months prior

Assist council marketing committee in developing and implementing media relations plan.

3 months prior

Provide the area director/state adviser with two service-oriented success stories.

3 months prior

Provide the area director/state adviser with youth delegate information: bio, photo, reason for selection.

3 months prior

Select the youth delegate to present the council’s Report to the State.

2 months prior

Complete the Report to the State Data Worksheet and send it to the area director/state adviser.

Day of report

Escort youth delegation.

1 month after

Hold after-action critique.

By date

Action

Assigned to

8 months prior

Send area director the council commitment card.

7 months prior

Assign a staff adviser.

6 months prior

Recruit council delegation leader.

6 months prior

Recruit additional delegation leaders.

5 months prior

Select youth delegates.

4 months prior

Assist council marketing committee in developing and implementing media relations plan.

3 months prior

Provide the area director/state adviser with two service-oriented success stories.

3 months prior

Provide the area director/state adviser with youth delegate information: bio, photo, reason for selection.

3 months prior

Select the youth delegate to present the council’s Report to the State.

2 months prior

Complete the Report to the State Data Worksheet and send it to the area director/state adviser.

Day of report

Escort youth delegation.

1 month after

Hold after-action critique.