Event Planning

Every troop meeting, pack night, campout, service project, and court of honor lives on the same screen in MySummitKeep. The Events page is your calendar and your launch pad; each individual event opens into a tabbed workspace where you handle RSVPs, attendance, meals, packing, safety compliance, and more.

This page covers general event creation and the detail workspace. Bigger trips have their own guides: Treks and Voyages, Summer Camp, Event Budgets, and the Event Roster.

The Events page

Open Events from the sidebar. The page defaults to a calendar view, with a toggle to switch to a list of event cards. A search box plus type and status filters narrow what you see.

Three buttons sit in the top-right (the Annual Plan and Create Event buttons appear only if you hold the Event.Create permission):

• Create Event — opens the create modal (covered below).
• Annual Plan — opens the Annual Planning Wizard, which batch-creates a full year of events at once.
• Trail Events — a dedicated entry for trail-and-route activities.

In list view, each event shows as a card with a date banner, a type badge and a status badge, a Series badge for recurring events, and two registration pills: youth registered and adults registered. The adults pill turns red when registrations fall below the event’s minimum-adults setting — your at-a-glance two-deep check.

Note

List view shows the next 45 days by default. Use Show All Events to see the full history and everything further out.

Event types and status

Pick the type that matches the activity — Meeting, Campout, Hiking, Backpacking, Service Project, Court of Honor, Fundraiser, Training, Summer Camp, Day Camp, Canoeing, Swimming, or Other. Type drives the badge color and, for water and high-adventure types, whether the safety banner appears.

Status is computed by the platform, not set by hand. The lifecycle runs Draft → Published → In Progress → Completed, with Cancelled as a separate end state. The Events page surfaces these as Draft, Upcoming, In Progress, Completed, and Cancelled.

Create a single event

Click Create Event. The modal opens at /events?create=true and walks top-to-bottom through every field.

• Basic Information — Title, Event Type, Registration Type, and Description.
• Registration Type controls who can attend: Registration Required (members sign up), Open (no sign-up; attendance is recorded directly), or Invite Only (leaders add members manually).
• Date & Time — Start and End. For non-open events, set a Registration Deadline so you get a clean head count for catering, transport, and tour plans.
• Location — a typeahead linked to your saved locations, so the event can map to a real place.
• Capacity & Fee — Max Capacity, Min. Adults Needed (this drives the red adults pill), a base Fee, fee notes, and optional tiered fee schedules by audience.
• Additional Information — a Packing List, Notes, an optional Require approval for registrations toggle, and a Show on public website toggle (which exposes only the type and dates publicly, never location details).
• Trail / Route — an optional section for hikes and treks.

Submit to create the event. See Finance and Payments for how fees flow into payments and receipts.

Tip

For a free event, leave the fee at 0. The platform treats a zero fee as free and skips the payment step entirely.

Recurring series

Flip the Recurring Event toggle in the create modal to turn one event into a whole series. Choose a pattern — Weekly, Biweekly, Monthly, or Custom (set your own interval in days) — then set a Repeat Until date. A live preview tells you how many events the series will create before you commit.

When you later delete an occurrence in a series, you choose the scope: just this one, this and all following, or the entire series. Editing details on one occurrence does not change the rest.

Caution

A long weekly series can create a hundred-plus events. The modal warns you above that threshold — shorten the date range or pick a less frequent pattern if you see it.

The event detail workspace

Open any event to land on its detail page. The top shows date, location, and fee with the computed status badge, followed by two banners for leaders:

• Two-deep leadership — flags whether the registered adults meet BSA’s two-registered-adult requirement.
• Safety compliance — appears for Swimming, Canoeing, Camping, Backpacking, Summer Camp, Hiking, and Day Camp, tracking the activity-specific safety checklist (Safe Swim Defense, Safety Afloat, and so on).

Below that is the RSVP area, where you and any linked Scouts register, and the permission-slip prompt once registered.

A row of tabs runs across the workspace. The full set is Registrations, Meals & Catering, Trails, Packing, Roster, Notes, Reminders, Attendance, Tasks, Roles, Schedule, Videos, Budget, Visitors, and Guests (some tabs are leader-only).

What each tab does, in short:

• Registrations — the RSVP roster, plus leader actions: Add Member, Invite Leaders, Message attendees, and Emergency Contacts export.
• Meals & Catering — meal assignments, a generated shopping list, and a dietary-restrictions report.
• Trails — trail and route info for the activity.
• Packing — the shared packing list.
• Roster — patrol and crew organization (see Event Roster).
• Notes / Reminders — meeting notes and scheduled reminders.
• Attendance — the roll-call screen (below).
• Tasks / Roles — assign jobs and event roles to members.
• Schedule — the agenda; leaders also get a link out to the Meeting Planner for building a drag-and-drop meeting agenda.
• Videos / Budget — attached videos and the event budget.
• Visitors / Guests — cross-unit attendees and non-member guest RSVPs.

RSVP vs. attendance

These are deliberately separate. RSVP (the register button at the top of the event and the roster on the Registrations tab) is who said they would come — it drives planning. Attendance (the Attendance tab) is who actually showed up — leaders mark it on the day, usually on a phone. Attendance feeds your retention metrics; see Attendance Tracking.

Meals

The Meals & Catering tab assigns who cooks what, rolls every assignment up into a single shopping list, and produces a dietary-restrictions report so no allergy gets missed at the trading post.

Permission slips

Once a member is registered for an event, the RSVP area at the top of the event page shows whether their permission slip is signed. Sign Now opens a per-event slip: emergency-contact details, optional medical notes, a Use of Image and Medical Release consent checkbox, and a typed digital signature. This is event-specific — distinct from any standing, unit-wide slip on file — so each trip captures its own current consent and contacts.

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