Chapter Activity Approval
Chapters should follow the below process when planning and scheduling chapter meetings and events. This process is not to make it more difficult or discourage chapters to hold events, rather, it is designed to aid chapters in holding safe, quality, well-promoted activities.
Process
Step 1: Plan Event
Chapter leadership selects and plans the activity (date, time, location, logistics, program, etc.).
Step 2: Submit Approval Request
The chapter chief, adviser, or event chair submits the Chapter Activity Approval Request Form by the required deadline.
This form will collect the following information:
- Activity name, date, time and location
- Brief description of the activity (what will take place)
- How the activity will be funded
- How potential safety concerns or program needs will be addressed.
- How proper adult leadership and supervision will be addressed
- How the event will be promoted
- Any needs from the lodge to support the event.
Required Approval Deadlines
Chapter activity approval requests must be submitted no later than the deadline for the type of activity outlined below.
- Single Day Chapter Meetings & Activities: 21 days (3 weeks) before the event.
- Overnight or Multi-day Events (short-term NCAP standards apply): 35 days (5 weeks)
Step 3: Approval from Lodge
The approval request will be reviewed by the lodge and the requestor(s) will be notified within 72 hours with a decision.
One of the following decisions will be made:
- Approved: The activity is approved as submitted.
- Approved with Modifications: The activity is approved but one or more items require modification or corrective actions. A list of what needs to be modified will be provided.
- Not Approved: The activity is not approved. The reason for denial will be provided.
NOTE: If an activity is overnight or multi-day, it must meet National Camp Accreditation Program (NCAP) standards for short-term events. Activities that meet this requirement will be put in contact with an NCAP Short-Term Administrator who will help the chapter through the process. This process is required to be started at least 30 days prior to the activity.
Step 4: Addition to Calendar & Activity Promotions
Once an activity has been approved, it will be added to the lodge calendar on the website and within the OA Member Portal and app. The chapter may begin promoting the activity and it will be included in the lodge promotions content schedule (if applicable).
Step 5: Hold the Activity
The chapter holds the activity.
Step 6: Record Attendance & Closing Report
After the conclusion of the activity, the chapter records even attendance and submits a closing report in the LodgeMaster event.
Additional information required to be submitted, if applicable:
- Service Hours: If the activity results in service hours, these must be recorded in the LodgeMaster event.
- Finances: Any revenue generated by the activity must be submitted to the council service center and reported to the finance vice chief. Any reimbursements must be submitted within 14 days of the event to [email protected].
The closing report and attendance must be submitted within 7 days (one week) following the activity.
What to include in the closing report:
- A brief summary of the activity and accomplishments
- Any notes about the planning, execution, or outcome of the activity that could assist in planning future activities.
Chapter Activity Approval Request Form
Use this form to submit chapter activities for review and approval by the lodge. Make sure the request falls within the approval deadlines listed above.