BOY SCOUTS OF AMERICA - svmbc.orgsvmbc.org/svmbc/wp-content/uploads/2017/02/2017-SOR-guidebook.pdf · BOY SCOUTS OF AMERICA 2017 Scout-O-Rama ... 25 Sat North Scout-O-Rama Kickoff

Silicon Valley Monterey Bay Council, BSA February 1, 2017

BOY SCOUTS OF AMERICA

2017 Scout-O-Rama

Guidebook

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Table of Contents

Scout-O-Rama Timeline……………………………………………………………………………………………..…..…..3

Unit Scout-O-Rama Checklist……………………..…………………………………………………………....………..4

Why Sell Scout-O-Rama Cards? ………………………………………………………………………………..……..5

Types of Sales…………………………………………………………………………………………………………………….6

7 steps for success……………………………………...…………………………………………………………….…...…7

Unit Kickoff………………...………………………………………………………………………………..……………….…..8

Prize Program……………………………………………………………………………………………………………….……9

What is Scout-O-Rama? …………………………...………………………………………….……….………………...10

Booth Logistics………………………………………………………………………………………………….………..11-12

Scout-O-Rama Administration……………………………………………………………….……..………………...13

Forms…………………………..……………………………………………………………………….…….…………………..14

Contact Us……………………………………………………………………………………………….….…………………..15

The Scout-O-Rama guidebook you received as part of your Scout-O-Rama Kit highlights the key

steps for success and should be reviewed carefully. This council-specific guidebook, along with

the Scout-O-Rama sale guidebook, provides everything you need to have a successful Scout-O-

Rama sale.

The Scout-O-Rama card sales are important to funding your unit’s Scouting program. The sale

is equally as important to our council so that we may fund and maintain camps, provide service

to units, develop new programs and much more.

Thank you for your participation. We hope you have a great sale and an even better year in

Scouting!

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2017 Scout-O-Rama Timeline February

17 Fri Patch design due

25 Sat North Scout-O-Rama Kickoff

History Park San Jose

10:00AM—11:30AM

25 Sat South Scout-O-Rama Kickoff

Elks Lodge Salinas

10:00AM—11:30AM

25 Sat Booth sign up at 3:00PM Online

25 Sat Card Sales Begin at 11:30AM

May

5 Fri Deadline to return cards, max of 30%

checked out to Scout Office

8 Mon Council Recognition Form Due

8 Mon Final Money Due

13 Sat Scout-O-Rama 10:00AM-4:00PM

13 Sat Pick up prizes at Scout-O-Rama

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Unit Scout-O-Rama Checklist

RSVP for the Scout–O-Rama Kick-off , online

Attend Scout–O-Rama Kick-off on February 25th, 2017 from 10 am to 11:30 am

Hold a Scout–O-Rama Kick-off for your unit.

Total your entire card sale and submit your prize form to the Scout Office.

Coordinate Scout–O-Rama card pick-up from the Kick-off, Scout Office or your District Executive. Ask other parents for help.

Distribute Scout–O-Rama Cards in your unit and monitor both its delivery to customers and the collec-tion of funds.

Make sure you turn-in all forms and monies due on time to ensure your unit will receive all prizes, incentives and commission.

Distribute prizes earned by Scouts. These prizes will be available for pick up at the information booth at Scout–O-Rama after your balance is paid in full.

Inform, motivate, and recognize Scouts and families and have FUN!

TIPS: -Have your Scouts develop sales goals based on the activities they want to do in the coming year. -Contact your District Scout–O-Rama or District Executive at any time if you have questions. (See page 15).

If you are a larger unit, get some parents or co-chairs to help you in making reminder phone calls and emails about due dates and to check-in to make sure no dens, no patrols or families are

holding Scout–O-Rama cards that can be sold by someone else.

https://fs10.formsite.com/svmbc/SOR17Kick/index.html

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Scouts experience the satisfaction of earning their own way for Scouting activities in the coming year

No up front cost

Scouts learn invaluable sales skills

Up to 30% of the proceeds support your unit

Scout advancement opportunities

Outstanding prize system It’s FUN and builds long lasting friendships

Congratulations to the 2016 Council Top 20 Highest Selling Units

Why Sell Scout-O-Rama Cards?

District Unit Amount Sold Commission

Pioneer Pack 318 383 $1149

Loma Prieta Pack 515 375 $1125

Coyote Creek Troop 92 300 $900


Pioneer Troop 330 225 $675

Quicksilver Troop 287 211 $633

Coyote Creek Pack 210 205 $615

Polaris Troop 404 197 $591

Santa Lucia Pack 68 190 $570

Pioneer Troop 2 179 $537




Loma Prieta Troop 599 150 $450






Quicksilver Pack 234 125 $375

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Types of Sales

SHOW AND DELIVER Show & Deliver is a form of Show & Sell, but requires

the help of a vehicle and driver. It works particularly well in places where you don’t have the opportunity, or prefer not, to sell product at a location or event. Many Scouts and parents who have tried this newer method like it better! Give it a try!

Go door to door and ask if they’d like to support Scouting by buy a Scout–O-Rama coupon card.

They can buy a card right then and there.

SHOW AND SELL

Scouts sell cards at a location or event, such as in front of a shopping center or after church.

Get permission to sell on other people’s proper-ty. Coordinate with other units in your neigh-borhood to be sure you’re not at the same place at the same time. Share.

30% max return on cards.

This is fun for boys to do together!

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7 Easy Steps to Success

1) Develop an Annual Program Plan and Budget with input from Scouts and families

Use the Program/Budget Planning tool that is available to you on www.svmbc.org/Scout–O-Rama under Resources.

2) Set a Unit Sales Goal and a per Scout sales goal

Use the Sales Potential and Sales Goal Calcula-tor tools that we have placed on the Council Website: www.svmbc.org/Scout–O-Rama

You simply enter your program plan and the rest is calculated for you.

3) Develop a Unit Incentive Plan

A pie in the face of the leader for those who reach the Sales Goal

Gift certificates for parents

Pizza Party to the top den or patrol

Pocket knives/Gift cards

Special trip or campout

Be CREATIVE!

4) Conduct a FUN Unit kick-off

MOTIVATE the Scouts!

Decorations

Skits/Music

High energy

Communicate

Inspire

Food

5) Constant Communication

2016 Customizable Parent Handout (Available on the Council website.)

Den/Patrol Tracking Poster

Unit Newsletters

Troop, Pack, and Den Meetings

A letter from the Scout-O-Rama chair to all parents

6) Use all Sale Methods

Take Order

Show & Deliver

Show & Sell

Online Sales

Corporate Sales All sales during the Fall Sale count towards the Scout’s rewards

7) Keep it FUN!

High Energy

Full Throttle

Zany

Party

Entertaining

Enjoyable

Keep parents in the loop at

www.svmbc.org/Scout–O-Rama

http://svmbc.org/svmbc/activities/scout-o-rama/




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Plan & Host your Unit Kick-off

Design your Scout–O-Rama Kick-off. Motivate your Scouts and parents.

Keep it fun!

Keep it moving!

Keep it short!

Show parents and Scouts the benefits of selling Scout–O-Rama cards.

Lay out the exciting Scouting program you have planned.

Tell families how they can eliminate out-of-pocket expenses by reaching their goal.

Explain that Scouts will have fun while learning to earn their own way.

Kick-off Agenda (30 minutes) Grand Opening (5 minutes)

Play music, dim the lights and have fun!

Explain the Scouting program and key dates (10

minutes)

Make sure your families understand the benefit of selling Scout–O-Rama cards to pay for their Scouting program.

Showcase your Scout Rewards (10 minutes)

Introduce your unit incentive program, starting with the pie in the face. Or introduce the Council incentive Program.

Big Finish (5 minutes)

Have the top sellers from last year throw pies in the faces of the leaders. Send everyone home motivated to sell!

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Prize Program

Scout Rewards program. This will help them set and achieve their personal sales goals and the unit’s sales goal.

PARTICIPATE IN THE COUNCIL’S SCOUT REWARDS PROGRAM

Scouts earn prizes based on setting goals and reaching levels of sales.

Scouts who set a goal for themselves, usually meet or surpass it. Encourage success and recognize Scout’s strengths!

Prize orders must be ordered by May 8, 2017, and your account must be paid in full

Once the unit’s account is settled, prizes will be available for pick-up. Please contact your District Scout-O-Rama Chair or District Executive for help.

* Council Camp for 2017 of either Camp Hi-Sierra for a Boy Scout or Cub Camp for Cub Scout, availability dependent.

Sell 1 coupon card, get the 2017 SOR Patch

Sell 15 cards, get an Aerobie Superdisc

Sell 15 cards, get into a weekly drawing for a FREE Council Camp*.

Sell 25 cards, $25 gift card

Sell 100 cards, get a FREE Council Cub Camp experience or

$50 Gift card

Sell 250 cards, get a FREE Council Boy Scout Camp experience or

$125 Gift card

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What is Scout-O-Rama? FAQ

Scout–O-Rama will be located at History Park San Jose-1650 Senter Road, San Jose, CA 95112. Scout–O-Rama is conveniently located off Highway 101 and Senter Road. Use your favorite mapping website or if you need help please contact the Council Service Center.

Booth Ideas:

Archery

Games

Knot Tying

Monkey Bridge

Cooking demos

Rain Gutter Regatta

Robotics

Paper airplanes

Metal working

Woggles

Water Rockets

Slacklining

What is Scout–O-Rama ?

Scout-O-Rama is a large outdoor

event where Scouting groups in our

community showcase games, crafts,

activities, skills and more. All-in-all

there are typically over 200 booths

or activities at the yearly event,

which amazes over 6,000 visitors.

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Booth Logistics

SCOUT-O-RAMA INSTRUCTIONS --- IMPORTANT – PLEASE READ the following information pertaining to your Scout-O-Rama

booth:

Greetings! We are providing these instructions to help with your in-advance preparation, so everyone will be successful, and en-

courage everyone to help spread the word.

No vehicles delivering booth supplies will be let onto the History San Jose grounds after 8:30 AM because of all the pedestri-

ans, and to give everyone at least a half-hour to setup your exhibits before the Safety Inspection at 9 AM. Also, all vehicles

need to be off the History San Jose Park grounds before 9 AM. EVERYONE IS ENCOURAGED TO ARRIVE ON SATURDAY MORN-

ING BETWEEN 6:30 AM AND 8 AM TO PROVIDE A CONTINGENCY FOR TRAFFIC DELAYS. Your booth can also be setup on Friday

from Noon until Sundown (about 8 PM). We will have Friday night security to watch over booths setup on Friday. Vehicles enter-

ing the park grounds should post a sticker inside the windshield with the driver’s name and cell phone number so the driver can

be contacted if the vehicle needs to be moved.

The Council’s Scout-O-Rama website has a map of parking lots that have been arranged for the Scout-O-Rama. There is a $6.00

pay parking at the History San Jose parking lot and the San Jose City Corporation Yard.

Because parking is at a premium, we are encouraging all exhibitors to drive onto the grounds, DROP OFF YOUR CARGO, AND

THEN PARK YOUR VEHICLE OFF-SITE, while the rest of you unit sets-up, with the motivation that the sooner people park their

vehicles, the closer they will be able to park, and the less walking they will need to do to return to History San Jose Park. We are

also encouraging units to bring a "designated driver" who is not part of the setup process to park the vehicle. Based on previous

year's experience, if people wait until 9:00 AM to park, they have waited too long.

Between 9 AM to 10 AM on Saturday morning, the Council Risk Management Committee will conduct a mandated History San

Jose Park safety inspection of all booths. The Council’s Scout-O-Rama website has the Risk Management Committee’s safety

guidelines to help you prepare for a successful safety inspection. ALL EXHIBITORS ARE ASKED TO HAVE THEIR EXHIBIT COMPLETE-

LY SETUP BEFORE 9 AM SATURDAY MORNING AND READY FOR INSPECTION. You are not allowed to operate your booth until the

Risk Management Committee ensures it meets History San Jose Park’s safety concerns. The Risk Management Committee has

approximately 120 booths to inspect before the Scout-O-Rama opens at 10 AM, which creates an overflowing plate for the Risk

Management Committee, and they will really appreciate your support!!

Vehicles arriving after 8:30 AM on Saturday morning will need to find parking off-site, unload their vehicle off-site, and carry your

booth items onto History San Jose Park. If you choose this option, please be sure to bring your own hand-truck or wagon to carry

your booth items onto History San Jose Park. The police department is not allowing parking at the gate for unloading this year for

traffic flow concerns.

For those anchoring their booth (especially pioneering demonstrations), stakes can be used if they do not go into the ground

more than ten inches. Deeper anchoring needs to be onto trees, the instructions for wrapping trees from friction burns are to

use the materials: 4 to 5 feet in width carpet strips, 2” x 4” or 2” x 6” wood, Duct Tape, and Rope; using these items place top-

side carpet against the tree, and then secure boards onto carpet with rope/duct tape. Our tree expert, Mr. Larry Cook, of Abso-

lute Tree Care Inc., is expected to be at the History San Jose Park to support exhibitors on Saturday, 13 May, from 7:00 - 10:00

AM.

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Booth Logistics

For those doing a food demonstration booth – please remember that recent changes in health department restrictions prevent

you from giving out any kind of sample or taste of your demonstration. Only the booth signed up to do the demonstration is

allowed to demonstrate the food, which means you cannot allow Scout-O-Rama attendees to prepare the demonstration and

then eat or sample it.

Do not forget your popup tent for shade, table, chairs, and any other supplies you want for your booth. Unless previously ar-

ranged, no electrical or water hook up will be available. If you are using water or electricity, be sure to bring your own extension

cords and hoses (and materials (e.g., tape) to fasten them to the ground to prevent tripping hazards).

After the Scout-O-Rama closes at 4:00 PM, when the police determine enough pedestrians have left to make it safe, you will be

allowed to bring your car onto the park grounds to pick up your booth equipment. Everyone is reminded to LEAVE NO TRACE. In

past years History San Jose was extremely complimentary of our cleanup thoroughness, and we want to maintain our stellar rep-

utation this year.

Thank you so very much for supporting the Scout-O-Rama.

If you have any questions or concerns, or if I can be of further assistance, please do not hesitate to contact me.

Thank you,

John Quilici

Scout-O-Rama Vice Chairman for Support Services

408-683-4569

[email protected]

mailto:[email protected]

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Scout-O-Rama Administration

A Scout–O-Rama sale is pretty simple but there are some details that will make the sale a lot smoother for

you and your unit. Be sure to share important dates with the families in your unit. Any resource or form you

can’t find on the website, you can email your District Kernel or your District Executive for assistance.

RESOURCES AND LINKS

Item Due Where to get it

Attend Scout-O-Rama Kick-off and

pick-up cards.

Booth sign-up

Feb. 25, 2017 10:00AM

Feb. 25, 2017 11:30AM

Booth sign-up

30% max return on cards May 8, 2017 Return to the Scout office

Money Due May 8, 2017 Scout Office

Council Recognition Forms May 8, 2017 Scout Office

Return Policy

To make sure we provide the very best product to all of our customers please take a minute to read the return policy.

1) 30% MAX return on cards

Payment Information

1) Payments can be made at anytime during the sale. Your balance is due by May 8, 2017.

2) Payments can be made at either Council Service Center (in-person or by mail).

3) Please make your SINGLE check payable to SVMBC-BSA. If paying by a personal check please make sure to include your unit

number in the memo field. You can also pay by credit card in person or over the phone by contacting the San Jose Council

Service Center front desk staff at 408-638-8300.

https://fs10.formsite.com/svmbc/form863/index.html

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Digital Saver Back of Every Card

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Digital Saver Examples San Jose

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Contact Us

Coyote Creek SOR Chair:

Ha Phan

408-666-6415 [email protected]

Marcell Vargas District Director 408-638-8334

[email protected]

Loma Prieta SOR Chair:

VACANT

Henry Willauer District Executive


Quicksilver SOR Chair:

Doug Johnson

408-417-0868

[email protected]

Paul L Johnson District Executive


Pioneer SOR Chair:

David Gregory

818-746-5888

[email protected]

Dianne Betz District Executive


Exploring SOR Chair:

Eddie Rodriguez 831-241-4916

[email protected]

Alex Vilches Exploring Executive


Polaris SOR Chair:

John Lyn

408-823-0850

[email protected]

Jose Martinez District Executive


Santa Lucia SOR Chair:

Audrey Parks 831-262-0462

[email protected]

Steve Solberg District Director 831-287-2022

[email protected]

Council SOR Chair

David Ginsborg

408-299-5572

[email protected]

Renee Forrest

Activities Director 408-638-8313

[email protected]

San Benito SOR Chair:

Pam Brister

[email protected]

Marcell Vargas District Director 408-638-8334

[email protected]

Silicon Valley Monterey Bay Council

970 W Julian Street

San Jose, CA 95126

Phone: 408-638-8300

www.svmbc.org/SOR

Hayward Scout Shop and Salinas Field Office

919 North Main Street

Salinas, CA 93906

Phone: 831-287-2020




http://www.svmbc.org/sor

Documents

BOY SCOUTS OF AMERICA - svmbc.orgsvmbc.org/svmbc/wp-content/uploads/2017/02/2017-SOR-guidebook.pdf · BOY SCOUTS OF AMERICA 2017 Scout-O-Rama ... 25 Sat North Scout-O-Rama Kickoff