Blue & Golds and Webelos Crossovers
BLUE AND GOLD
So basically, anything goes! This is designed to be a time of celebration and fun. The key to any good party is in planning the details. Now is certainly the time to plan everything out – from the high-level theme all the way down to the little things. The easiest way to get organized is to make sure that you have a point person – someone who is in charge of delegating the duties. This will also be the best way to make sure that one person isn’t doing all of the work themselves! In a world where we are all busy and where time is our most important resource, we have to make sure to maximize the time that we do have.
To start, if you haven’t done so already, appoint a “point person”. Someone who can keep the main checklist, and remember to follow up with everyone. This person should definitely love organization and should excel at firing off quick and happy texts to check-in on everyone regularly! The point person is also the main contact and connection to the Cub Scout master.
Next, have a main meeting. Even if it is a Zoom call (a free conference-type call), this is an important chance to get everyone on the same page and divvy up responsibilities! This is where you should take about 10-15 minutes to hash out ideas for themes. This is also where you can come up with a list of ideas for venue options and set a date.
After that main meeting, everyone will have their tasks to accomplish, along with the dates for when those individual things need to be completed! Enter in the point person once more. Be sure to send out reminders and touch-base texts/emails to make sure that everything that needs to happen is happening!
Lastly, have a final meeting about one week out from the party date. Go through all of the details, from start to finish, and check in with everyone. Be sure to tie up all loose ends and provide support to anyone that feels lost or stuck on their tasks.
For an idea around timing, check out the timeline below!
9-11 weeks out: Appoint a point person. The point person can then reach out to parents to see who would like to be on the Blue and Gold Committee – people that will help in putting the whole event together.
8-9 weeks out: Have a kick-off meeting or call with Committee to set a date, decide on a theme, pick a couple of venue options, decide on a form of entertainment, and divvy up responsibilities
8 weeks out: Make venue reservations and book/arrange the plan for the entertainment. Use your committee and Cub Scout parents to help you find someone who fits in your budget! Everyone has friends and people love to help. This is also a good time to book food if you are bringing in catering.
6-8 weeks out: Send out Invitations! Be sure to include the date, time, cost, and theme! If you are looking to save money here, Paperless Post, Evite, and Punchbowl all have free templates to use and send email invitations! The best part about these? They feature added options to add the event to e-calendars with reminders. You could also consider using Venmo to collect money from parents. I know I always forget to write a check or get cash for events, but when I can send money electronically, I can get it done right when I have the invitation open! Trust me – so simple and so fast.
3-4 weeks out: If you are doing a potluck-style dinner, get your volunteer cooks and meals lined up so you can fill in the holes, if there are any.
1-2 weeks out: Hold your final meeting. Create a full itinerary, complete with times and who is in charge of which section (food, entertainment, decorations, etc). Go through the entire itinerary and make sure that everything from decorations to food to entertainment are all lined up and ready to go! Line up volunteers who can help with day-of-party setup.
Day of event: Set everything up, know that some things most likely won’t go perfectly as planned (that is part of the fun!), and HAVE FUN!
-From https://www.scoutshop.org/blog/blue-gold-banquet-planning-guide.html
from Scouting Magazine How to Plan a Better Webelos Transition Crossover Ceremony
Ceremonies leave lasting impressions on boys and girls and teach important principles to those involved and those watching. The BSA says the Webelos Scout’s graduation ceremony should clearly signify his or her transition to a new level of Scouting. While ceremonies are as unique and varied as Cub Scouts themselves, here are a few tips for planning an unforgettable one.
Take It Literally
Make sure the ceremony visually represents the progression from Cub Scouting to Scouts BSA.
Many packs use a physical bridge — indoor or outdoor — to symbolize the crossover. Simple bridges can be built, dismantled and stored for later reuse. Outdoor bridges at parks or nature centers provide free crossover locations in a natural setting. (Search “Scouting crossover bridges” online to find tons of ideas and options.)
Include Both Sides
Even without a bridge, Cub Scouting and Scouts BSA should clearly be represented during the event, with leaders and Scouts present from the Scouts’ pack and their future troop (or troops).
“We did our crossover at the fire ring of the local Scout camp,” remembers Texas Cub Scouter Cathy Burks. “Scoutmasters and Scouts came from each chosen troop and gave a neckerchief and slide to the Scouts joining their unit. It was awesome.”
Webelos Den Leader Alice Herrick of Pack 171 in Wisconsin Rapids, Wis., organizes a dinner with formal written invitations. “The Scouts present their mom with a pin and read a letter of thanks to each of their former den leaders before they cross the bridge to their new troop.”
Many Pieces of Flair
Finally, don’t forget the pizzazz — this is Cub Scouting, after all. Your pack’s crossover ceremony should include a theme, symbolic gifts or even special lighting.
Marc Dworkin, former Cubmaster of Pack 252 in Allendale, N.J., gave each of the graduating Webelos Scouts an (imitation) eagle feather as they crossed the bridge.
Dworkin told the Scouts, “This feather is not really a gift. I want you to return it to me at your Eagle Scout court of honor.”
When ceremonies are meaningful — and Scouts feel welcomed — Webelos Scouts and parents understand the significance of their advancement and naturally want to continue on the Scouting trail.