Cub Scouts Blue and Gold Banquet Signup Sheets
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Theresa Donovan chairs the Blue and Gold Banquet committee for Pack 88 in Lansing MI. February is BSA's birthday — 80 attendees, paper-tablecloth covered tables, an Arrow of Light bridging ceremony, and the Cubmaster's slide show that everyone secretly loves. Here is the system.
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How BSA Cub Scouts Use Blue and Gold Banquet
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Banquet RSVP and Headcount Collection
Theresa's banquet hosts 80 — boys, parents, siblings, Cubmaster, den leaders, plus three district-level guests. Each family RSVPs by deadline with attendee count and dietary preferences. Slot per family caps at 6 attendees; total headcount goes to the catering venue (or potluck coordinator) by 14 days before banquet date.
Potluck Food Assignment Slots
Most pack Blue and Gold banquets are potluck-style. Theresa opens slots for main dishes (3 families bring lasagna trays for 60), side dishes (4 families bring vegetable casseroles, salads, dinner rolls), desserts (cake from the Cubmaster's family, plus 4 dessert contributions). Slot description specifies serving size and reheat-or-not.
Decorations and Tablescape Coordination
Blue and gold are the BSA colors for a reason — every banquet requires blue and gold table decor, balloons, banners, and den-themed centerpieces. Theresa opens slots for two parent decorating committees: one team for tablescapes, one team for the BSA banner display along the back wall. Decorating committee meets the Saturday before to do the room transformation.
Arrow of Light Bridging Ceremony Volunteers
Webelos II Cub Scouts who've earned Arrow of Light cross over to a Boy Scouts troop at the banquet. Theresa opens slots for the bridging ceremony — Cubmaster speech, Webelos den leader handover, troop liaison welcome, and parent-photographer coordination. The bridging is the emotional climax; nobody wants the Cubmaster to be juggling slides at the same time.
Slide-Show Coordination and AV Tech
Cubmaster prepares an annual slide show — photos of every pack event from January to February, set to music, ending with the Arrow of Light senior class. Theresa opens slots for AV tech (one parent who can run the projector and laptop) and slide-photo collection (parents submit their best 3 photos from each event into a Drive folder). Slide show runs after dinner, before bridging.
Birthday Cake and Cake-Cutting Ceremony
BSA's birthday is February 8 — every Blue and Gold features a cake-cutting ceremony with the Cubmaster, the youngest Cub (Lion or Tiger), and the oldest Cub (Webelos II). Theresa opens slots for cake order pickup (one parent), cake transportation (one parent — fragile), and the cake-knife committee (two parents who hold the knife steady for the photo). Tradition matters.
Setup and Tear-Down Crew
Saturday morning setup runs from 11am to 4pm — table arrangements, decoration installation, AV setup, food-service line setup. Tear-down runs from 9pm to 11pm post-banquet. Theresa opens 8 slots across the day (4 setup, 4 tear-down). Parents claim by hour-block; venue (typically the elementary school gym) closes at 11:30 sharp.
Program Speakers and Master of Ceremonies
The MC is typically the Cubmaster or pack committee chair; speakers include the Webelos den leader for the Arrow of Light recognition, plus a special-guest Eagle Scout from the troop the Webelos are bridging into. Theresa opens slots for speaker confirmations 30 days out, plus a tech-check slot for AV setup the morning of the banquet.
Why BSA Cub Scouts Love SignUpReady for Blue and Gold Banquet
Potluck Coordination Without Duplicate Lasagnas
Slot per dish category — 'Lasagna for 20,' 'Caesar salad for 30,' 'Brownies for 40' — so families see what's already covered and pick from the open categories. Theresa's banquet has zero category-conflict issues every year because the slot structure forces a category selection at signup.
Catering or Potluck Export Directly
Three days before the banquet, on the Plus plan Theresa exports the full RSVP-with-meal-info list to CSV. If the pack uses a caterer, the file goes to the catering company. If potluck, the file goes to the food coordinator who assembles the kitchen run-of-show. Either way, the headcount is locked.
Arrow of Light Coordination Without the Drop
Webelos II crossover is the emotional climax of the banquet. Slot structure ensures the Cubmaster's bridging speech, the Webelos den leader handoff, the troop liaison welcome, and the photographer are all coordinated to the same minute. No more Cubmaster scrambling for slides while the boys are walking across the bridge.
Slide Show Photo Collection in One Folder
Slide-show photos used to live in 14 different families' camera rolls. Now every photo uploads into a single Drive folder via a slot signup; Cubmaster pulls all photos into the master compile two days before the banquet. AV chaos replaced by a Wednesday afternoon photo audit.
Cubmaster as Co-Coordinator
Pro plan multi-organizer means the Cubmaster sees the same dashboard Theresa does — RSVP counts, decorating status, Arrow of Light coordination. The Cubmaster steps in cleanly when Theresa travels for work the week of the banquet. Coordination doesn't depend on one person's availability.
Reuse the Banquet Template Yearly
Same eight workstreams every February — RSVPs, potluck, decorations, Arrow of Light, slide show, cake, setup/tear-down, speakers. Theresa duplicates the prior-year banquet template, updates dates, edits Webelos II names, and is set in 20 minutes. The new banquet coordinator next year inherits the template.
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Run the Pack Blue and Gold Without the February Spreadsheet Panic
Free for B-and-G coordinators. Set up RSVP, potluck, Arrow of Light, slide show, and setup/tear-down sheets in one afternoon. Pro plan opens multi-organizer access so the Cubmaster can step in when life gets busy.
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