Event Procedures and Trip Forms

Palo AltoService Unit 601

What is an event?

• Definition: an event is created to meet a specific need determined by the SU Team. It provides girls with an opportunity to participate in Girl Scout program beyond that available through the troop/group experience. Any Girl Scout meeting that is open to more than two troops is considered an event.

• Criteria: events and activities are considered Girl Scout program; the GS Promise and the following four program goals should be considered:– 1. Developing self-potential– 2. Developing values– 3. Relating to others– 4. Contributing to society

• Any Girl Scout meeting that is open to 3 or more troops is considered an event and the event forms must be completed. They are on the PA website.

Event procedures

• Check list found on PA website under “leaders”• Contact Program Support Manager• Event training course – one adult must have taken this course• Announcement & Flyers• Finances – create a budget, event needs to be self-funding• Insurance – do you need it? Check the web site.• 411 Form to Council – This form is no longer needed.• First Aid – must have dedicated current FA on site and complete first

aid log if there is an incident• Post event paperwork – submit within 15 days of event

– Event Information & Resources Form – Event Financial Report– First Aid Log

Flyer requirements• Event Name • Full Location Information - Place, City, State • Month, Day, Year of Event • Featuring /Theme• Titles/Names of Featured Speakers • Time.

– For example:7:30PM Business Overview8:30PM Guest Speaker

• Fee if Any • Details of event, directions, etc • For More Information Call: Contact Information • Please include:

– GS logo– NorCal website www.girlscoutsnorcal.org. – PA website www.girlscoutsofpaloalto.org

Field Trips, Travel & High Risk Activities

Why are we reviewing this?New procedures in place by council

• For the safety of the girls

• To protect leaders against legal liability

• Council is requiring this process for the above reasons and is reviewing process as we go

• The process ensures people follow guidelines in Safety-Wise

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FIELD TRIPS ARE FUN!

• Safety Wise should be consulted first when planning any trip!

• Permission Forms Vs. Annual Permission

• New Service Unit position – Trip’s Coordinator – Vicki is the TC for us.

Trip and High Risk Form

Filled out for:• Field Trips• Basic Trips / Overnight• Extended Trips• High Risk Activity• International Trips

This form must be filed with the service unit for any trip or high risk activity other than the following: 

– service unit or council sponsored activities listed in the Choices activity guide – activities where girls walk or ride their own bicycles as part of their regular meetings – trips located within one hour driving time (approx. 60 miles) from the regular meeting

place, and are less than six hours in duration and are not high risk. 

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WHO APPROVES WHAT!

• Service Unit needs to approve:– Local Field Trips: Visits to parks, museums,

fire stations, etc.. – Basic overnights / trips: Trips 2 nights or less

that do not include high risk.

Service unit and council programs do not need trip approval from the service unit.

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WHO APPROVES WHAT!

• Council – Trips outside of Council Boundaries– Trips more than 2 nights– any activity that involves high risk– any trip with air travel

• Send to the Service Unit and we will forward the Trip and High Risk form to the council!

• File it electronically – on web site• Yes, you need to hear back with approval

before proceeding with trip.

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Approval Process

All forms turned into the service unit!

• At least 2 weeks prior to the trip:– If the form does not need to be turned into

council

• At least 4 weeks prior to the trip– If the form has to be turned into council

• At least 1 year prior to the trip– International Travel

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Benefit of Using Form

• The Trip & High-Risk Approval Form serves as notification for your local service unit. If there is ever an issue where a parent forgot about the details of a trip, or needed to reach the troop/group leader, the service unit would now be in a position to be able to provide that help.

• It’s never a bad idea to have more people knowing the details of your trip!

• Service units will be able to share all those great field trip ideas with other volunteers.

High Risk

Any activity involving physical risk!Examples: backpacking, boating, rafting, tubing, kayaking, swimming, snorkeling, canoeing, sailing, windsurfing, waterskiing, archery, bicycling, caving, challenge/ropes course, climbing walls, gymnastics, horseback riding, rock climbing, skateboarding, skiing, snowboarding, vaulting (on horseback)

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APPROVED PROVIDER

Any High Risk Vendor must be approved before troops can participate!

•Council will post a list of Approved Providers on the website

•It is important to make sure that our vendors are following Safety – Wise guidelines!04/18/23 14

Trip & High Risk Form• The form is very simple. The information asked for includes a lot of

information that will not change over time: – contact information for the troop/group– emergency contact information for a contact person who will not be on the trip– a troop/group roster– names of all drivers and the expiration dates of their driver’s license and proof of

insurance• It is suggested that the volunteer in the troop/group responsible for filing the

Trip & High-Risk Approval form keep the form filled out with ALL girls and drivers (who have completed screening procedures and turned in a Driver Information form to the troop/group leader).

• For each trip, the following particular information should be completed:– which girls and adults will attend this particular trip should be indicated – destination information (where you’re going) and general description of the

activities • Check boxes completed: whether a troop/group will use the annual or

regular permission forms to communicate with families, if additional insurance has been obtained (when needed), names of adults with special certification such as a first aider or life guard (when needed)

• For trips of 3 nights or over (or where the activity costs more than $50 per girl) budget information must be provided

Trip & High Risk Form

• How do I get a copy?– It is posted on our PAGS web site and the

GSNorCal web site

• Complete it electronically – you can complete and save PDF online

• Where do you send it?– To Vicki George via email

or Evelyn Guernsey in her absence

Permission Slips

• Annual Permission Forms – for trips less than an hour away, of less than 6 hours in duration, and not involving high-risk.

• Permission forms – use for everything else such as over night trips, high risk activities, events outside the council area, etc

Permission slip

The World is waiting… Go Places!

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