1) Can you folks planning and running the event (and not as Scout Leaders or Scouts) join this club and run the event through them? Since they've already run it for a number of years, those pesky tax issues would likely not apply if its still a Club event. Since they've already run it a number of years, that should make planning a bit easier too.
2) Will the club promise to donate all the proceeds to the Troop and can you trust them to do so? While you can't go to the club and ask them for money for the unit, there is nothing preventing the club from donating to the unit on their own.
3) Do the committee members and interested parents really have the time to take a year to plan this event without affecting the program of the Troop?
4) Is the amount of proceeds expected worth the time and effort to plan and operate this event?
Make sure you can answer yes to all of those questions before you take it on. If the answer is yes, then start your planning but make sure you separate it out from any work you're doing as a Troop - for instance, don't discuss plans at Troop Committee meetings - keep the planning separate.
As for the DE - you need to make clear that the Troop is not longer going to plan and operate this event (he doesn't need to know that you folks are doing it outside the Scouting rubric - what you folks decide to do outside Scouting is none of his business). You also need to make clear to the DE (or better yet, the Club President needs to do this) that the Club still owns the event, they are taking a break from it, and that the Club reserves the right to put that event on in the future and the BSA is not to attempt to replicate the event without the Clubs permission, which they do not have.
Edited by CalicoPenn, 24 April 2017 - 09:54 AM.