Event Planning
This page will be updated with additional resources and guidance, as they are developed.
Activity Directors
National Headquarters provides an Activity Director Guide, CAPP 60-74, available on the National Publications Page.
Required Staff Training
Required Staff Training (RST) is a course in positive leadership that mitigates the risk of hazing and is required for all staff and cadre (full or part time) for all events lasting four nights or longer. Cadets and senior members who serve on the staff of an encampment, National Cadet Special Activity, National Flight Academy, Region Cadet Leadership School, or a similar cadet-focused activity lasting four nights in duration or longer must complete RST prior to the start of the activity. Staff and cadre must complete the online portion in Absorb once every activity season that they staff (1 Apr - 30 Sep and 1 Oct - 31 Mar). Staff for specific activities, such as encampments and those that utilize a level 1 intensity, are also required to participate in an in-person training 24-72 hours prior to the event start. See CAPP 60-72. Course materials are available at Required Staff Training | Civil Air Patrol National Headquarters. Note that RST dates are not currently checked in Registration Zone. Activity Directors will need to check individual completion dates to ensure it was completed within the current activity season.
Safety
Activity directors for National Cadet Special Activities, wing encampments, and any other CAP activities lasting more than 48 hours will designate an Activity Safety Officer. Activity Safety Officers will complete the CAPF 160, Deliberate Risk Assessment Form, for all activities, regardless of length. If the activity includes Challenge Activities (CA) or High Adventure Activities (HAA), these must also have a CAPF 160. HAAs also require a CAPF 60-82, High Adventure Activity Request. See CAPR 60-2 for definition of CA and HAA, examples, and requirements for the risk assessment. CAs must be approved by the host commander and HAAs must be approved by the host wing commander (region commander for region-hosted activities). These assessments should be completed early in the planning process to allow mitigation measures to be incorporated into the budget, fees, and schedule.
Cadet Medication Management
All overnight activities with cadets are required to collect all cadet medications and observe/document cadets taking their medications, with a few exceptions (e.g. EpiPens & inhalers). State laws may have stricter requirements. CAPP 79-10 outlines best practices for planning and executing this requirement at all events where cadets are participating. CAPR 60-2 is undergoing updates to include this requirement (effective 18 Aug 2025).
Accommodations
CAP draws its strength from the fact that as a civilian auxiliary of the Air Force, we can and do include Americans from all backgrounds in our important work. National's web page, "Cadets Having Special Needs," discusses inclusiveness and provides articles on some cadets with special needs who have succeeded in CAP. CAP Pamphlet 1-10, "Suggested Best Practices for Including Individuals with Special Needs," provides guidance for event leaders and parents on collaborating to search for a workable solution for accommodation requests.
Food Services
In order to provide great experiences for our cadets, we must find locations to support our activities. And that means that sometimes, we have to take over the preparation of food for a large group over a number of days. It is daunting for some individuals who have never cooked for more than 10 people. National's "To Serve Cadets" webpage is provided to help our volunteers prepare and serve food safely for large groups.
Logistics
The Rapid Equipment Tracker app (also known as the Form 37 app or CAPF 37 app) is an application built on CAP's Dare2Reimagine (D2R) platform to help members track temporary issues of CAP equipment. It is intended to decrease costs of equipment loss by making it easier to track temporary issues of equipment.
Public Affairs
Resources for activity public affairs can be found here. Activity Directors or Public Affairs Officers can request a folder on photos.cap.gov for their specific event under the region activities folder. The request form is available on the above PAO resources page under Photo Galleries. The CAP Brand Portal provides information on graphics, colors, typography, style guide and more.
Registration Zone
Registration Zone is the registration system available through eServices. Units can set up events, set prerequisites to register, link payments through PayPal or document offline payments (cash/check/scholarships), collect forms, manage health information (restricted access), slot participants, and view eServices data on registrants. Note you must log in to eServices to view this module. Cadets can now invite their parents/guardians to get an eServices account to provide electronic approval of activities and to process payments.
Activity Finances
Activities must be self-funding through registration fees, donations, etc., unless specific funding is available (currently, only Region Cadet Competition in MAR). Activity directors are responsible for ensuring a balanced budget. Major activities can request a region credit card for the activity director. All reimbursements must be approved by the Activity Director or designee before requesting Finance Committee approval. Reimbursement forms are available on the region finance page. The page also includes an Activity Directors' Finance Guide.
Hot Weather Uniform
On 30 June 2025, the CAP/CC authorized a hot weather uniform for wear at all CAP activities when heat is a concern. A copy of this memo is posted in documents.
(updated 12/15/2025)
