In preparation:

• Define core group of volunteers interested in holding workshop
• Ensure at least one (preferably more) volunteer is a trained/certified Merit Badge Counselor for Scouting America (formerly Boy Scouts of America), a Girl Scout Troop leader for Girl Scouts, or whatever is required for the particular scouting organization targeted.
• Review IEEE’s Guidelines for Working with Children, complete the online training (required every 3 years), and sign the release form.
• Select a merit badge well-suited to skills of volunteers; note that there may be different badges available based on different age ranges / levels within the organizations
• Review requirements for merit badge (easy to google these for scouting organizations)
• Develop presentation for requirements that are concerned with learning information, rather than performing skills
• Design activities/experiments for scouts to perform skills
• Make a budget for supplies, food/snacks, and drinks. Determine if want to charge a participation fee
• Select a location for the event; reserve the room as needed. Ensure has adequate space, power, etc. for activities.
• Enter the event in vTools Events BUT also put on calendar of local scout groups (e.g., Atlanta Area Council for Scouting America if in Atlanta Section). Set deadline for registration so know how many supplies to purchase and buy them in advance.
• Assign all tasks for day of the event

On day of event:

• Earlier in the day: Pick up snacks/food/drinks as needed
• Up to 2 hours before: Print out nametags from vTools
• 60 minutes before: ensure room is properly set up, and a greeting table is in place with name tags
• 30 minutes before: Meet briefly with volunteers/merit badge counselors; describe agenda and address any questions
• When attendees arrive: welcome them, and provide name tag. Have a short basic slide show about TryEngineering playing
• At meeting time: Make presentation to scouts on learning-based badge requirements that are often assessed by the scouts writing a synopsis. Action-based requirements will be done next.
• Explain activities, break into groups to complete
• Have at least one volunteer per group and set of supplies
• Have merit badge counselors / troop leaders sign blue cards or similar documentation for scouts
• Complete any record keeping, as needed, for the particular scouting organization

Later:

• Send an email to all attendees with confirmation of attendance and merit badge requirements completed. Some groups may use Scoutbook, a digital platform, to track badge progress and completion.
• Report attendance in vTools