Eagle Scout Ceremony Planning

Eagle Scout Ceremony Planning Guide

Once the Scout passes the Eagle Board of Review, his paperwork is sent to the South Texas Council Office in Corpus Christi for signatures (usually about 1 week). The council office then sends the material off to the BSA national office for approval. Provided there are no problems, the completed certificates and confirmations are usually returned in 3-4 weeks. If the paperwork is returned for any errors or other reasons then the approval process starts over after corrections or additions are made.

When the Eagle Certificate is in hand, the ceremony planning should be started. A minimum of 6 weeks is usually required.

I. Parents set a date and secure a location for the ceremony and reception.

a. Usually 6 or more weeks from this point.

b. Building should have a large room

1. appropriate amount of guest seating expected

2. a large center aisle for flags procession and aisle standards

3. space for the front table ( large enough to accommodate 4-7 persons )

II. Troop Leadership begins solicitation of letters of commendation from local and national government officials, military branches and others. Letter replies usually take 6-8 weeks

III. Parents need to purchase needed items from the Holloway Scout Store in Corpus Christi. These need to be obtained early as sometimes the Scout Center must order the items if they do not have them on hand. Recommended at least 2 weeks before the ceremony.

a. an Eagle Kit (which includes an Eagle badge, the Eagle pin/ribbon, a mother's

pin, a father's tie tack, a Scout civilian lapel pin and an Eagle neckerchief slide). The old kits included an Eagle neckerchief slide. If it is not in the new kits some sort of Scout neckerchief slide is needed.

or, at minimum if an Eagle Kit is not purchased then,

an Eagle badge and some sort of Scouting neckerchief slide.

b. both a standard Scout neckerchief and an Eagle neckerchief are required for the ceremony (several price ranges are available).

IV. The Eagle Scout candidate should select and ask 1 or 2 Eagle Scouts to act as escort(s) during the ceremony. Usually a friend or mentor. At least 3 weeks before the ceremony.

V. Parents and Eagle Scout Candidate should select and ask other members that will preside over the ceremony. Let the Scoutmaster have these names as soon as you have them. Recommended at least 2 weeks before the ceremony.

a. Minister

b. Voice of the Eagle. Should be someone with a strong reading voice as this person

has the largest / longest speaking part in the ceremony.

c. Scoutmaster

(V. d. and e. continued on next page)

d. 1-2 Troop Committee member(s) or adult leaders to read selected letters of commendation. These can be from another troop.

e. South Texas Council or Venado District Representative to present Eagle Certificate.

VI. Parents should send out invitations to the ceremony. As many or as few as you want. This should be done at least 2-3 weeks in advance, more if you are inviting out of town guests. Eagle invitations are available at the Scout Store but these are optional. Any style of formal invitation is appropriate. Send to:

a. Guests and family members.

b. Scout office representatives

1. Mr. John Thurston - Council Executive

2. Mr. - Field Director (Venado)

3. Ms. Sharon Miller - District Executive (Venado)

c. Minister

d. Troop Adult Leaders and Committee Members (See Troop Roster)

e. A single general invitation to the Troop or maybe a paper handout for the boys

to take home so their parents will know when and where to bring them.

f. Invitations should also be sent to other Venado District Scoutmasters.

1. Troop 144 - Mr. Joel Gant (King Star Baptist Church)

2. Troop 385 - Mr. Garry Russell (Turcotte Mortuary)

3. Troop 145 - Mr. (LDS Church)

4. Troop 53 - Mr. Joseph Nunez (Bishop)

5. Troop - (Falfurias)

6. Mr. Aaron Gant - District Advancement Chairman

7. Reverend Jason Fry - District Eagle Board Chairman

VII. Secure items from the troop that will be needed to set up the ceremony room. You can clean them up if you would like for the ceremony. Sometimes the standards (poles) need repainting or you may want to upgrade the flag ribbons.

a. Flags. US and Troop 186

b. Aisle standards with candle holders (6 total, Scout, Tenderfoot, 2^nd Class, 1^st Class, Star, and Life)

c. Front table Eagle center piece and candle holder.

VIII. Purchase table cloth for front table and candles for standards.

a. 6 white long taper or votive candles for the aisle standards.

b. 13 white, one red and one blue long taper candles for centerpiece.

c. Special Eagle table cloths are available at the Scout Store, but plain white is

perfectly acceptable.

d. Guest book for signatures at the ceremony and the reception. (optional)

IX. Prepare a program to hand out at the ceremony. This should be started at least 2-3 weeks before the ceremony. Covers are available at the Scout Store but are not required. The program should include the order of ceremony at minimum (see order below). Any other special readings (Scout Oath, Law, a special prayer), listings (Merit Badges earned, special events attended, thank you's.) and others can be included. (IX. a. through i. continued on page 3.)

a. Opening, Welcoming and Introduction of head table

b. Invocation (Minister)

c. Ceremony (Master of Ceremony, Scoutmaster)

1. Trail to Eagle (Voice of the Eagle )

2. Eagle Challenge and Oath (Escort(s))

3. Presentation of Certificate and Card (Council/District Representative)

4. Presentation of Badge and Neckerchief (Father and Scoutmaster)

5. Presentation to Mother (Eagle Scout). Pin and Rose.

6. Presentation to Father (Eagle Scout). Tie tack.

d. Reading of congratulatory letters. (Front Table)

e. Special presentations from the audience.

f. Words from the Eagle (and any special presentations or gifts that he has for

those that have helped him along his way).

g. Benediction (optional, Minister)

h. Closing of ceremony (MOC)

i. Adjourn for refreshments.

X. Reception.

a. Move the guest book from the ceremony room to the reception hall or have a separate book for the reception.

b. Usually cake and punch are served, but it can range from light refreshments to a full meal. Ask friends or relatives ahead of time to take care of serving for you. Special Eagle Scout Cakes can be ordered from Ares or HEB bakeries (2 weeks notice to do special screen prints)

c. Gift table. Some persons will bring gifts or cards. A special table should be set up for this purpose.

d. Scout memorabilia table. This is optional, but many parents like to set up a special table with memorabilia from the Scout's trail to Eagle, such as old Cub Scout uniform and/or badges, OA sashes, older Scout book versions, pictures, special honors, etc. This table is usually set up at the reception area.

e. Signing of the Troop Eagle Flag.

XI. Photography. It is up to the parents.

a. You may photograph during the ceremony and reception.

b. It is usually best to ask someone ahead of time to take pictures for you so you don't

have to worry about it.

XII. Thank you.

a. Thank you notes should be sent to attending special guests, head table participants

and all those that give gifts.