OK, the first thing to remember is: don't panic. Yes, there is a lot to do but the good news is there's a lot of help available.

OK, first things first. It's usually a good idea to start the planning process early, say about the time the Scout earns his Tenderfoot rank. If you're like the rest of us and waited a bit longer than that to start planning, don't worry. There's still plenty of time.

There are a lot of resources out there. The are two huge binders (the Eagle Books) in the Troop Room full of information. These books contain business cards from printers, bakeries, florists, and other suppliers. They also have examples of programs, invitations, Scouting resumés, and announcements. There are examples of requests for commendation letters, example scripts, to do lists, and all kinds of other information. There are also several tubs with Eagle tablecloths, table decorations, plates, napkins and cups. In addition, online help is available at http://www.macscouter.com/ and http://www.eaglescout.org/ . There are also a lot of other families in the troop who've been through this before and would welcome the chance to answer any questions you might have. Don't be afraid to use any and all of these resources. Here is a generalized list of what to do to help you get started:

• The thing that takes the most lead time in preparation is the newspaper announcement. The Dallas Morning News has a backlog that runs several months (4-6 in some cases). Don't worry if you've waited too late, they'll still print it even if it's after the ceremony. You can either go to their offices and have your Scout's picture taken or send a form with a picture (preferably black and white) to the city desk. Click here for a copy of the Dallas Morning News form to have an Eagle announcement printed in the paper. There will also be a copy of this form in the clear plastic envelope with his Eagle certificate, when it comes in. If you prefer, you can call the City Desk and they will give you an e-mail address where you can send the form and a jpeg image of your Scout instead. Also in his Eagle packet will be a post card to fill out and mail in order to have his name engraved in the Eagle Plaza at the Circle Ten Council office. They do this each spring for the previous year's new Eagles.
• Traditionally, Troop 57 has Eagle ceremonies on Sunday afternoons with the rehearsal the Saturday beforehand. Assuming you plan on having your ceremony at First United Methodist Church's building, call the church office and schedule the date. You will need to reserve the sanctuary for the ceremony and rehearsal, and Schreiber Hall for the reception. If you're planning on using another facility, be sure that you make your reservations well in advance.
• Start working on a list of invitees and don't be surprised when it grows as time goes on. You'll probably be adding to this list a lot as you go along and remember people you want to include.
• Approximately 6-8 weeks before the ceremony, you will need to begin sending out requests for commendation letters. Again, Macscouter and Eaglescout.org are excellent resources. They will have sample request letters as well as an up to date address list of government officials and dignitaries to send requests to. If there are other dignitaries that your Scout or family has relationships with, don't forget to include them, also. Here are some additional sources of commendation letters:
  • Texas Governor and Lt. Governor
  • The United States Army Youth Certificate of Recognition (This has an on-line request form. The local recruiting office will send someone out to present the certificate)
  • An MS-Word mail merge list of request addresses
  • Centralized point of information for all federal government offices and their web sites Some of these sites may have points of contact for commendation letters; some may have on-line forms.
  • Web site of Texas Senator Kay Bailey Hutchinson This site has an on-line form for requesting commendation letters and flags for presentation.
  • In addition to the ones listed above, the ones listed at macscouter.com and the ones listed at eaglescout.org, try the web sites for the US Army Golden Knights, the US Navy Blue Angels, and the US Air Force Thunderbirds. These are all good sources of commendation letters. They also send posters and pictures. You may be able to use e-mail or an on-line form at their web sites for some of these.
  • Also try the state and local government offices for local state representatives and city officials. City of Garland and State of Texas.
  Don't be surprised if some responses take a while, these are very busy people. You will probably still have some certificates and commendation letters trickling in weeks after the ceremony is over. Also don't be disappointed if you don't get responses to every request you make.
• Have your new Eagle decide on which script he wants to use and then start making a list of who he wants to be in his Eagle ceremony.
  Sources for Eagle Ceremony scripts:
  • Troop 57's Eagle Ceremony
  • Macscouter's Eagle Resources
  • Eaglescout.org
  Any ceremony may be modified as desired and you can decide to write your very own.
  
  Regardless of the ceremony chosen, contact your participants early and be sure to have others available as substitutes in case unforeseen circumstances arise.

• Make a trip to Scoutfitter to pick up your supplies. scoutstuff.org is a good resource to check before your visit. You will need at least the following:
  • Eagle Program Covers (There are several types to choose from.)
  • Eagle Invitations
  • Eagle Neckerchief and Slide (For presentation to your new Eagle during the ceremony.)
  • Eagle Plates
  • Eagle Cups
  • Memory Book (Optional. You may want to design/make this yourself.)
  • Eagle-themed or other meaningful gift from you
  The memory book(s) should contain all the commendation letters you've received, pictures of his Eagle project, pictures that document his Scouting career, any certificates or special awards he may have earned, copies of the program, invitation, and any other items that are significant to him.
• Print and mail your invitations. The Eagle invitations from Scout Shop are small and may or may not fit in your home printer so you may choose to have them printed professionally. Virtually any print shop (Kinko's, Office Max, Office Depot etc.) can handle them, but be sure to allow time for them to get the job done for you.
• Print your programs, or have them printed for you. The Eagle books in the Troop Room have a lot of excellent examples. You will probably also want to design and print some pages for your guests to sign. In years to come, these will remind him of the people who shared in his ceremony.
• Well in advance of the ceremony, pick up the Eagle tubs from the Troop Room. You will want to go through them to assist you in your planning and to make sure you have on hand the supplies you will need. You should also contact the Parents Auxiliary regarding serving punch and your other refreshments at the reception.
• Order your cake. There are business cards from several bakeries in the Eagle books. They are all good. One to consider, though, is Art Bakery located in the shopping center at Jupiter and Belt Line. Their number is (972) 530-6070. They have done many beautiful and delicious Eagle cakes for Troop 57 and they will deliver the cake (free of charge) to the reception hall right before the ceremony. Another call you might make is to McShan's Florist, (214) 324-2481. They have a huge gold-colored Eagle centerpiece that they loan out for free for Eagle ceremonies. You just have to call to reserve it, pick it up and then return it the following Monday intact. They are south on Garland Road approximately 1/2 block past Easton at 10311 Garland Road. Dallas.
• Call and pick up a key from the church office so you can get in on Saturday for the rehearsal.
• Arrange for your hosts/hostesses (and some Scout volunteers) to meet you before the ceremony at the reception site to help you setup the tables, chairs, decorations, coffee maker, punch bowl, cake, and serving utensils. You might also consider setting up a memorabilia table with examples of any of his Cub and Boy Scout items he might want displayed along with his memory book and pictures.
• In addition to the Saturday rehearsals, ask all ceremony participants to show up early on the day of the ceremony in order to have one last practice. This will be especially helpful for the ones who couldn't make the rehearsal or for those who are serving as last minute replacements.
• Arrange for a photographer. Parents and family will probably be too involved and too emotional to do this job. Earning Eagle is a momentous occasion for your Scout and all concerned. Enjoy it.
• After The Reception: Congratulations, you made it! Pack up everything, make sure all the facilities are clean and in the same order as you found them. Return all rented or borrowed supplies and equipment. Thank everyone who helped out. Go Home. Relax.
• The week following the Ceremony/Reception: Return the key to the church office. Return the Eagle centerpiece to McShan's. Wash and fold the tablecloths, pack them in the Eagle tubs with the other decorations and any left over supplies you'd care to donate to the next family, return the tubs to the Troop Room. Add examples of your invitations, programs, and ceremony to the Eagle books (these are our memory books) and then return the Eagle books to the Troop Room. Pick up your photographs. Add your name to the list of people who have successfully accomplished an Eagle Ceremony, and make yourself, your wisdom, and your services available to those who come after you. Enjoy the memories!