COUNCIL INFORMATION
General Council Information
Sample Council Committee Planning Calendar
Organization
Religious Observances
Financial Assistance
Sample Council Committee Planning Calendar
Year Prior to Event
January – March
- Recruit Council Jamboree Planning Chair and Committee
- Establish and secure Board approval on Jamboree Budget and publish Jamboree Fee(s)
- Develop Council Jamboree Planning Committee meeting calendar
- Recruit Participants, Leaders, and Jamboree Service Team (Staff)
- Begin collection of Council fee(s)
- Attend Jamboree information releases
- Share contingent target recruitment goal with Scout Executive recruitment team
April – June
- Continue council promotional efforts (Spring Camporees, Roundtables, and Summer Camp)
- Recruit Participants, Leaders, and Jamboree Service Team (Staff)
- Attend or review Jamboree based Webinars
- Establish council plan for approving Jamboree registrations
- Confirm registration attendance from local council marketing efforts with Jamboree registration collection database
July
- Make initial registration payment
- Make rafting reservation
- Continue Council promotional efforts
- Recruit Participants, Leaders, and Jamboree Service Team (Staff)
- Attend or review Jamboree Webinars
- Promote that Jamboree medicals must be within 1 year of the Jamboree
August – November
- Continue Council promotional efforts
- Recruit Participants, Leaders, and Jamboree Service Team (Staff)
- Attend or review Jamboree Webinars
- During October – Confirm registration attendance from local council marketing efforts with Jamboree registration collection database
December
- Make 2nd registration payment
- Pay for rafting reservation commitment
- Continue Council promotional efforts
- Recruit Participants, Leaders, and Jamboree Service Team (Staff)
- Attend or review Jamboree Webinars
Year of Event
January
- Begin verification of all Youth protection Training for Leaders
- Verify Annual Health and Medical Record submissions
- Check status of all transportation plans
- Continue Council promotional efforts
- Recruit Participants, Leaders, and Jamboree Service Team (Staff)
- Attend or review Jamboree Webinars
- Hold Council Jamboree Contingent briefing
February
- Continue verification of all Youth protection Training for Leaders
- Continue to verify Annual Health and Medical Record submissions
- Finalize recruitment of Participants, Leaders, and Jamboree Service Team (Staff)
- Attend or review Jamboree Webinars
- Continue Council Jamboree Contingent Communications/meetings
March
- Make Final Jamboree Registration Payment
- Continue verification of all Youth protection Training for Leaders
- Continue to verify Annual Health and Medical Record (AMHR) submissions
- Attend or review Jamboree Webinars
- Continue Council Jamboree Contingent Communications/meetings
April
- Attend or review Jamboree Webinars
- Continue Council Jamboree Contingent Communications/meetings
May
- Attend or review Jamboree Webinars
- Continue Council Jamboree Contingent Communications/meetings
- Deadline for Youth Protection Training is May 31st.
June
- AHMR Deadline: June 19th
- Attend or review Jamboree Webinars
- Conduct pre-jamboree training weekend.
July
- Attend 2023 National Scout Jamboree
September
- Council Jamboree Planning team meets to debrief event and planning cycle
Organization
Promoting the Jamboree
- Appointment of the council jamboree committee should be a top priority.
- It is suggested that those who wish to serve as Jamboree unit leaders should focus on participant recruitment by contacting each troop, crew, ship and post to promote National Jamboree
- A council marketing toolkit is provided on the Marketing Resources Page. Use the promotional videos and brochures in all your communications
- Each jamboree troop/crew/ship/post leader should be asked to participate in the recruiting of Scouts, Venturers, Sea Scouts and Explorers for the Jamboree.
- When promoting the National Jamboree, each unit leader should have instructions on where and how to submit a jamboree application, the council payment schedule and refund policy, contact information on where to send questions, and any council-specific information.
- Conduct an active publicity campaign on the National Jamboree, particularly among youth members, parents, leaders, and chartered organizations.
- Use the council news bulletin, council website, executive board meetings, roundtables, committee meetings, and unit meetings for a presentation or a short talk on the Provide material to your local newspapers, radio and television stations, and other media outlets in your area.
- Start a news and feature story campaign – appointment of chair and committee, selection of leaders, approval of participants – to local news media.
- Have a jamboree reunion for the adults and youth who have attended previous jamborees, providing a reserve of enthusiastic salespeople.
- Tie in a National Jamboree promotion with your summer camp with posters, displays, and fliers, including someone who can electrify the crowd about the jamboree, especially at all gatherings where there is a significant Scouting presence. Show the jamboree videos each week so that every Scout, Venturer, Explorer, and leader in camp knows about the National Jamboree.
- Include the National Jamboree in council shows, camporees, and all other council and district events.
Council Jamboree Committee
Through the careful selection of its council jamboree committee, the council can do a great deal to ensure its youth and leaders have a beneficial jamboree experience. All the following positions must be filled to allow for effective administration of jamboree operations. Large councils will need to fill all the positions and consider additional depth to meet their needs. Smaller councils may choose to combine the duties of multiple positions into a single position, if necessary, provided all duties are assigned.
Committee Positions
Jamboree Committee Chair
Appointed by the council president, the jamboree chair is responsible for selecting, recruiting, officially appointing all jamboree committee chairs, and assigning duties to the following positions:
- Budget
- Ambassador/Promotion chair
- Transportation chair
- Personnel chair
- Health and Safety chair
- Training chair
- Public Relations chair
The chair coordinates and facilitates regular meetings for all Jamboree committee chairs, works closely with the appointed council jamboree staff advisor, frequently reviews assigned tasks and responsibilities of all jamboree committee chairs, and assists all jamboree committee chairs in recruiting key personnel.
Council Jamboree Staff Advisor
This position is appointed by the Scout Executive, works closely with the jamboree committee chair, and assists in the coordination of jamboree unit promotion and preparation.
Committee Teams
Jamboree Ambassador/Promotion Chair
Appointed by the council jamboree committee chair, this person is responsible for selecting, recruiting, and assigning duties to council jamboree ambassadors/ promotions team volunteers. The responsibilities of the ambassadors are as follows:
- Ensure the promotion of and recruit staff and youth participants for the National Jamboree at all council events – council meetings and workshops, camporees, merit badge events, commissioner colleges, resident camp, University of Scouting programs, and all other similar opportunities.
- Become familiar with all National Jamboree promotional resources (see the Marketing Resources Page)
- Organize and conduct jamboree promotion rallies for each district in the council, both in spring and fall.
- Work with selected jamboree unit leaders to promote the National Jamboree.
- Assist the jamboree public relations committee in creating and implementing a council jamboree public relations plan.
Transportation Team
Develop complete transportation plans for the council contingent.
- Develop tours before and/or after the jamboree for the council jamboree contingent.
- Advise jamboree transportation service on arrival and departure date and time through the official Jamboree transportation form once made available
Personnel Team
- Select the jamboree troop leaders needed for the council’s jamboree (Preference should be given to those who have exhibited an ability to secure the participants attending the event.)
- Responsible for screening and qualifying all jamboree participants, including applicants for Jamboree Service Team
Health and Safety Team
- Recruits Unit Care provider for each Unit.
- Reviews and becomes familiar with the Be Prepared policy.
- Ensure Annual Health and Medical Record is submitted online for each AHMR information will be available on the 2023 National Jamboree Website in June of 2022.
- Reviews any physical fitness concerns when reviewing participant, adult leader, or Jamboree Service Team applicants.
Training Team
- Develops plans and conducts the pre-jamboree training with other members of this subcommittee using the pre-jamboree training/shakedown outline.
- Coordinates with the council jamboree chair to ensure plans are complete.
Public Relations Team
- Works with the promotion subcommittee chairman to draw up and implement a council jamboree public relations plan.
- Recruits and trains youth jamboree news correspondents.
Unit Organization
Scouts BSA Organization
Unit leadership responsibilities and duties will be assigned by the Scoutmaster/Advisor/Skipper. Units with Adult participants in excess of the Key 4 leaders will have an opportunity to support the Jamboree Service team.
Adult Participant Roles
Scoutmaster
The personal leadership of the Scoutmaster is one of the most important factors in effective administration of the jamboree. Good judgment and sensible controls will help make exercising many of the camp regulations unnecessary.
- Serves as the executive officer of the Troop.
- Maintains policies and coordinates efforts of assistant Scoutmasters, Unit Care Provider and Chaperones.
- Assists in conducting jamboree promotion rallies and in recruiting individual Scouts to attend the Jamboree
- Leads participants in pre-jamboree training.
- Works through assistant Scoutmasters, Unit Care Provider, Senior Patrol Leader, and Patrol Leaders to ensure fulfillment of their duties.
- Accompanies troop to and from the Jamboree.
- Is personally responsible for the health, safety, and morale of the troop. By their example, serves as a role model for others to follow.
- Is always responsible for the proper behavior and conduct of the members of troop. Receives a report from the senior patrol leader on bed check each evening after taps and reports those present, accounted for, or missing to the designated subcamp staff member.
- Cooperates with subcamp leadership at all times.
First Assistant Scoutmaster (Troop Activities)
- Serves as the troop leader in the absence of the Scoutmaster.
- Assists in conducting jamboree promotion rallies and in recruiting individual Scouts to attend the Jamboree.
- Participates in pre-jamboree training.
- Works with the Assistant Senior Patrol Leader in administering troop operations.
- Is responsible to the Scoutmaster for program and activities of the troop.
Second Assistant Scoutmaster (Physical Arrangements)
- Assists in conducting jamboree promotion rallies and in recruiting individual Scouts to attend the Jamboree.
- Participates in pre-jamboree training.
- Responsible to the Scoutmaster for the troop’s physical arrangements. Works with the troop quartermaster in the issuance of supplies.
- Arranges directly with the subcamp repairs and maintenance officer for supplies. Working through and with the quartermaster and senior patrol leader, trains and oversees the troop’s tasks of drawing food and food supplies, preparation and serving of food, and cleaning up.
- Consults regularly with troop cooks on the most effective ways to prepare daily food selections.
- Meets daily with the troop cooks, giving briefings on food preparation and safety precautions.
- Oversees cleanup operations after each meal.
- Is responsible for the care and neat appearance of all equipment.
- Is responsible for transportation of personal baggage to and from the jamboree.
Third Assistant Scoutmaster (Scheduling and Records)
- Assists in conducting jamboree promotion rallies and in recruiting individual Scouts to attend the Jamboree.
- Participates in pre-jamboree Training.
- Works with the troop scribe in the handling of troop records and the scheduling of troop participation in jamboree activities.
- Encourages Scout news correspondents to send news to their hometowns. Maintains a relationship with the National Jamboree Connected Experience.
- Maintains the general morale of the troop, including the distribution of mail and other communications
- Responsible for training and providing oversight for sustainability, recycling, and trash management within the unit.
- Works with the quartermaster to continue the sustainability effort of the BSA by leading the recycling effort within the campsite.
Unit Care Provider
- If the unit has only 4 Adult leaders. The Unit Care Provider must be one of the Unit Leaders (SM or ASM).
- The Unit Care Provider is required to hold either current Wilderness First Aid and CPR certificates or a current healthcare license (MD, DO, APRN, RN, PA, Paramedic, EMT).
- Provides for the safety and well-being of each unit member by:
- Reviewing their AHMR and maintaining a binder/file containing all of the Unit’s AHMRs.
- Maintaining the Unit First Aid Kit and providing first aid treatment within the unit
- Overseeing administration of required medications.
- Collects and prepares the Unit First Aid Kit contents as defined by the Jamboree Medical Officer.
- Participates in Pre-Jamboree Training.
- Will be encouraged to support the Jamboree Service Team in a vocational appropriate function through an exclusive opportunity while at the Jamboree. (Details will be announced in 2023).
Chaperones
- Assists in conducting jamboree promotion rallies and in recruiting individual Scouts to attend the Jamboree.
- Participates in pre-jamboree training.
- Serves in a capacity to fill other duties as assigned by the Unit Scoutmaster
- Will be encouraged to support the Jamboree Service Team in a programmatic function through an exclusive opportunity while at the Jamboree. (Details will be announced in 2023).
- Adheres and serves as an example within the Unit as a servant leader to the unit needs.
Youth Participant Roles
Senior Patrol Leader
- Serves as the top youth leader of their Troop.
- Maintains information on the whereabouts of Troop members.
- Works directly with the Scoutmaster in administering Troop operations
- Through the patrol leaders, is responsible for the appearance of Scouts regarding cleanliness and proper uniform.
- Maintains schedules within the troop camp covering reveille, meal hours, and other special assignments received from subcamp staff.
- Organizes all formations of the troop.
- Makes bed checks at taps each evening and reports and accounts for all members of the troop to the Scoutmaster
Assistant Senior Patrol Leader
- Acts in the absence of the senior patrol leader and assists the senior patrol leader as directed.
- Works with the first assistant Scoutmaster in administering troop activities.
Quartermaster
- Is responsible for troop equipment and supplies.
- Works with the second assistant Scoutmaster for storage and issuance of all equipment and supplies belonging to the troop or issued to it at the jamboree.
- Will continue the sustainability effort of the BSA by leading the recycling effort within the campsite.
- Maintains an inventory of all equipment and supplies and is responsible through the second assistant Scoutmaster for the return in good repair of all equipment to the assigned subcamp staff member.
Scribe
- Is the custodian of all troop records.
- Works directly with the third assistant Scoutmaster in handling registration procedures and in keeping such records as required.
- Keeps the log of the troop and carries out other duties as may be assigned by the Scoutmaster
- Assists the third assistant Scoutmaster in registering and helping Scout news correspondents.
Chaplain Aide
- Helps with troop program planning, considering religious holidays and including religious observances during troop activities and traveling to and from the jamboree.
- Assists in planning and carrying out troop religious activities.
- Informs troop members about the religious emblem program of their faith and how it is earned.
- Encourages troop members to live up to the ideals of the Scout Oath and Scout Law.
Historian
- Keeps a logbook about the troop’s meetings and activities.
- Keeps a scrapbook of newspaper clippings and digital media about the troop’s activities. Collects images from other troop members to make a photo album of the troop’s activities.
Patrol Leader
- Receives assignments for patrol members from troop leaders.
- Informs members of the patrol of assignments and sees that they are carried out.
- Sees that patrol tents, equipment, and the area around the tents are kept neat, clean, and orderly.
- Knows the whereabouts of every member of the patrol.
- Manages the dynamics of the patrol to the point where, when called upon by the senior patrol leader, they can report and account for full membership
Assistant Patrol Leader
- Acts in the absence of the patrol leader.
- Assists the patrol leader as directed
Venturing/Sea Scout/Exploring Organization
Adult Participant Roles
Advisor/Skipper
- Participates in pre-jamboree training.
- Assists in conducting jamboree promotion rallies and in recruiting individual contingent members to attend the
- Accompanies unit to and from the jamboree.
- Maintains policies and coordinates efforts of associate Advisor and the unit president. Is personally responsible for the health, safety, and morale of their unit.
- Responsible for unit first aid and contacts the subcamp medical officer on serious cases. By example, serves as a role model for others to follow.
- Is always responsible for the proper behavior and conduct of the members of their unit. Receives a report from the unit president on bed check each evening after taps and reports those present, accounted for, or missing to the designated subcamp staff member.
- Works with the vice president of administration in administering unit operations. Advises the treasurer and assists with the management of unit
- Arranges directly with the subcamp repairs and maintenance officer for supplies with the support of the vice president of administration.
- Works with the president to maintain general morale of unit, including distribution of mail and other communications.
- Always cooperates with subcamp leadership.
Associate Advisor/Mate
- Serves as the unit adult leadership in the absence of the Advisor
- Assists in conducting jamboree promotion rallies and in recruiting individual contingent members to attend the Jamboree
- Participates in pre-jamboree training.
- Works with the vice president of administration in the issuance of supplies.
- Arranges directly with the subcamp repairs and maintenance officer for supplies with the support of the youth
- Works through and with the youth officers to train and oversee the unit’s tasks of food supplies, preparation and serving of food, and cleaning up.
- Advises the youth officers on transportation of personal baggage to and from the jamboree.
- Works with the youth officers in handling the scheduling of unit participation in jamboree
- Along with the secretary/scribe, encourages unit news correspondents to send news to their home towns.
- Maintains a relationship with the Jamboree Connected Experience.
Youth Participant roles
President/Boatswain
- Serves as the primary youth leader of the unit.
- Assists in conducting jamboree promotion rallies and in recruiting individual contingent members to attend the
- Plans and implements unit program in cooperation with other officers, members and adult leaders.
- Leads their fellow contingent members in pre-jamboree training.
- Assists the adult leaders in conducting the officers’ seminar (training and planning) or quarterdeck.
- Appoints youth chairs for unit activities and special unit officers. Maintains information on the whereabouts of contingent members.
- Is responsible for the appearance of contingent members regarding cleanliness and proper uniform.
- Maintains schedules within the unit camp covering reveille, meal hours, and other special assignments received from subcamp staff.
- Organizes all formations of the unit.
- Makes bed checks at taps each evening and reports and accounts for all members of the unit to the unit leaders.
- Assesses on an ongoing basis whether the responsibilities of the officers are being considered and carried out effectively.
Vice President of Administration / Boatswain’s Mate – Administration
- Serves as the administrative officer of the unit.
- Assists in conducting jamboree promotion rallies and in recruiting individual contingent members to attend the Jamboree.
- Assumes responsibilities of the president/boatswain in his or her absence. Works directly with the adult leaders in administering unit operations.
- Coordinates directly with the unit leaders on unit supplies, maintenance, and repair issues.
- Organizes and recognizes the achievements of unit members.
- Conducts opening and closing ceremonies for meetings and special occasions.
Vice President of Program / Boatswain’s Mate – Program
- Arranges the program planning process for the contingent. Handles the scheduling of unit participation in jamboree activities.
- Is responsible to the adult leaders on program and activities of the unit. Is responsible to the adult leaders for the unit’s physical arrangements.
- Consults regularly with the unit cooks, giving briefings on food preparation and safety precautions.
- Oversees the cleanup operations after each meal.
- Is responsible for the care and neat appearance of all equipment.
- Is responsible for transportation of personal baggage to and from the jamboree
Secretary/Yeoman
- Manages all communications and publicity of the contingent.
- Coordinates contingent publicity and communication through the Jamboree Connected Experience.
- Works with the support of the adult leaders in handling registration procedures and in keeping such records as required.
Religious Observances
Chaplains representing many faiths will be at the jamboree to conduct services and provide personal counseling. Participants and staff members also are encouraged to visit the religious relationships area. Religious observances and chaplain services for Scouts, leaders, and staff members of all faiths will be coordinated by a chaplain.
There will be special religious services offered at the Jamboree. Jamboree chaplains of a variety of faiths will do their best to ensure that religious needs of service team members and participants can be accomadated.
Financial Assistance
Equity in Scouting means providing individuals with the resources that they need to access the same opportunities as their peers. The BSA’s aim is to ensure that every eligible Scout who is interested in attending the Jamboree is able to do so, regardless of financial background. Councils have a critical role to play in achieving this goal.
While Scouts are encouraged to fundraise as much as they reasonably can, some Scouts will need additional financial support to cover Jamboree costs. Every council is encouraged to develop a plan to raise funds for, publicize, and administer scholarships to support Scouts who might not otherwise be able to attend the Jamboree. This plan should include:
- Eligibility requirements for scholarships
- Degrees of aid from partial to full scholarships (including uniform and equipment needs).
- A strategy to raise funds to cover the costs of scholarships. Before pursuing prospective sources of funds, clear the list of prospects with the council’s finance committee.
- A Jamboree scholarship fundraising team to oversee the process.
Prospective sources of funds may be found in service clubs, civic clubs, chartered organizations, corporations, foundations, and selected major contributors. Information to assist your committee may be found in:
- Guidelines on Product Sales and Policy Issues, No. 35-373
- Foundation Resource Manual, No. 35-530
- Project Sales Manual, No. 35-603
A few tips for designing an inclusive and equitable scholarship process:
- Advertise, advertise, advertise. Widely publicize the availability of scholarships so that interested Scouts are aware of where to turn for support. If information about scholarship availability is included on council websites and promotional materials, you may help to minimize “sticker shock” by inviting Scouts who may be concerned about costs to pursue scholarships.
- Strive for representation. With intentionality, scholarships can support your council in recruiting contingents that reflect the racial, gender, and economic diversity of your community. When promoting the Jamboree and scholarship opportunities, it is critical that you directly contact units that serve youth who have been historically underrepresented at the Jamboree. Note that while finances may be the barrier to participation for some families, finances will not be the barrier to all families; please keep this in mind when communicating.
- Minimize application barriers. If your council uses a scholarship application, ask the minimal number of questions that you need answered in order to make scholarship approval decisions. Personal finance can be a sensitive topic for some families. Asking too many probing questions or requiring too much documentation may deter families from applying for scholarships.
- Make decisions as quickly as possible. Families value certainty, which enables them to plan accordingly. Certainty can also decrease anxiety about whether Scouts will be able to attend the Jamboree. Minimize the turnaround time between when a Scout requests scholarship funding and when scholarship funding decisions are made and communicated.
Councils are expected to be the primary provider of scholarships to Scouts who need them. To supplement council scholarships, some national scholarships will be available. An information webinar will be offered to explain the process.