How to Plan a Scouts BSA Advancement Ceremony in 5 Easy Steps

Whether your Webelos are transitioning to a troop or your Scout has earned Eagle Scout, planning an advancement ceremony can be a daunting task for anyone. If you're a new parent or first-time leader in Scouts BSA and want to plan a ceremony, not to worry, we got you! From establishing a date and time to securing a venue, gathering supplies, and presenting awards, it's easy to overlook some aspects that make a transition ceremony memorable for everyone. Read on to learn more about how to plan a transition ceremony and get some insightful tips from Scout Shop—the official retail store of the Boy Scouts of America!

1. Secure a Venue
2. Send Invitations
3. Create a Script
4. Gather Supplies 
5. Rehearse 

First, you will want to set a date and time for the ceremony and then secure a venue for the event! It’s best to select the date well before the ceremony, at least a month or two ahead of schedule, because it allows everyone in the pack or troop enough time to prepare. It would help if you left the choice of the venue up to the troop or pack, and it would be easiest to hold the event in a gymnasium, community center, or outdoor venue affiliated with the sponsor of the troop or pack (usually a church). The whole point of an advancement ceremony is to recognize the accomplishments of Scouts and allow for their families and guests to be in attendance for the special occasion. It’s a rite of passage, and many Scouting parents will be eager to celebrate and capture the moment with their Scouts. 

Many people will positively impact a Scout on their Scouting journey, and you'll want to make sure they have the chance to recognize those individuals on their special day. You can send out these invitations by mail or email, but whichever method you choose, make sure that the date and time are printed correctly and that all invitees have the address of the venue. It's best to send invitations out at least a month in advance because it's just enough time for people to mark the occasion on their calendars! If it's an electronic invite, include an RSVP link, and if you decide to mail out invitations, make note of the date that attendees must RSVP by! 

Although the best messages are often delivered from the heart, having a script ready for your presenters is still good practice. We know that some people are great public speakers, but you'll want to avoid awkward moments if they get overwhelmed in front of an audience. It's best to share the script with presenters so they can practice their lines and feel as comfortable as possible before the ceremony. You can find a script for the Eagle Scout Court of Honor here or a Flag ceremony script here. There are some great Cub Scout ceremony scripts on the web, but one of our favorite scripts can be found at mrscoutmaster.com; it's a script for a Webelos Crossover ceremony. 

Whether the ceremony is for the Eagle Scout Court of Honor, Order of the Arrow, Webelos Crossover, or Tenderfoot, ScoutShop.org is a great place to shop for some of the supplies you need. In the weeks before the ceremony, get together with a leader to determine what supplies are available and what you need to order. Does your troop have a podium, speakers, or microphones? Is there seating for the audience, like bleachers inside a gymnasium, or will you have to gather folding chairs if the event is outdoors? Of course, supplies will depend largely on what kind of ceremony you're organizing, but here is a list of some of the more common supplies and props you will want to make sure you have:

• Podiums
• Microphones
• Speakers
• Candles
• Candle holders
• Folding chairs
• Food for after the ceremony (hot dogs, chips, etc.)
• Decorations
• Plates
• Napkins
• Cups
• Trash bins

Ultimately, it will be up to you to decide what supplies you will need for your event. Consider the type of ceremony that will take place, as well as what supplies you have on hand and the type of venue in which the ceremony will take place. Most importantly, make a list of the supplies you will need just in case anything comes up or you forget something!

It's best to rehearse a few days before holding your ceremony so that everyone is comfortable with their role in the event. You don't need to have a full-on dress rehearsal, but you do want to make sure speakers know their lines and when they should deliver them. Check out the venue ahead of time to get an idea of where you can set up chairs and decorations. Suppose you cannot rehearse days before the ceremony. In that case, we recommend having speakers and other people who will play critical roles in the ceremony show up an hour or two before the event so they have time to review their lines. If you can, gather up some volunteers like parents, friends, or family to help you get the decorations set up. Remember—teamwork makes the dream work!

Find Eagle Scout Court of Honor Invitations, picture frames, paper plates, napkins, balloons, and more at ScoutShop.org. Whether you're looking for hiking gear, camping equipment, or Scouting uniforms, ScoutShop.org is the official online retail store of the Boy Scouts of America!