Running a district event with your groups

You want to run a district camp, a Cubs fun day or a St George's Day parade with the groups in your district. You plan the event once, at district level, and invite your groups to it. Each group decides whether to take part and which of its sections come. Once a group accepts, you see who from that group is coming.

Admins and volunteers on your district team can create and share district events. Viewers can look at them but cannot change anything.

Creating the event#

1. Switch into your district and click Events in the sidebar.
2. Click Event actions, then choose Create Camp, Create Programme Meeting, Create Activity/Trip or Create Admin Event.
3. Fill in the event as you would for a group. In place of a section picker, the form says "This is a district event, so it has no sections of its own."
4. Choose the age range, from Squirrels to Network. When a group accepts, Scoutworks ticks that group's sections in the range.
5. Save the event.

The event starts as a draft. To learn more about each field, see Creating Events.

Publishing it#

Open the event, click Event actions, then Publish Event. In a district, the publish dialog tells you that:

• the event will be visible to the district team;
• you can then share it with the district's groups;
• you can still edit the event details after publishing.

Publishing does not send anything to families. Families hear about the event through their own group, once their group accepts.

Inviting your groups#

You can share a published event that has not happened yet. You cannot share an admin event, because it is for adults only.

1. Open the event and go to the Sharing tab.
2. Click Invite groups. You can also use Event actions, then Invite Other Groups.
3. Under Add a group, search for a group. Only groups in your district appear.
4. Set how many places each group gets. Places are for young people. Adults and Young Leaders do not take a place.
5. Add a Message to group admins if you want to. It is optional.
6. Click Send Invitations.

If the event does not ask for RSVPs yet, Scoutworks turns RSVPs on so it can count places. If it has no RSVP deadline, Scoutworks sets one 7 days before the event.

Each group's leaders and admins see your invitation on their Events page. Before a group accepts, you see only its name. See When your district shares an event with your group for what they see and decide.

After a group accepts#

The group chooses which of its sections come, and the event appears on that group's calendar. Its families reply through the group, as they do for any group event.

From then on, the district team can see, for that event only:

The ratio card on the event counts the young people from every group that has accepted. See Adult-to-young-people ratios on events.

Some parts of an event are not available for district events yet: risk assessments, consent, medication, payments, event finance, badges, menus and equipment.

Managing the groups on the event#

Open the Sharing tab to see each group and where it stands: invited, accepted, declined or withdrawn. From there you can:

• Cancel invitation for a group that has not answered. The group is told.
• Change the places a group has.
• Click Manage Shared Groups in Event actions to add more groups.

A group can withdraw at any time. When it does, the district stops seeing that group's young people and adults on the event.

Telling families about the event#

Admins and volunteers can email the families of every group taking part, for example to remind those who have not replied. See Emailing families about a district event.

What's next#

• When your district shares an event with your group: what the group sees and decides.
• Emailing families about a district event: reach the families of groups taking part.
• Your district team: admin, volunteer and viewer: who on your team can run events.