NOTE: All trips or events outside of your regular meeting location must be approved by your Overseas Committee Chair and/or your Troop Support Manager.
1. WHO is going?
Review Safety Activity Checkpoint(s) to determine the “right” number of adults.
Prepare adults and girls with specialty education and event expectations.
Confirm GSUSA registrations for all participants and for adults, background checks.
2. WHAT do you need to give and get from your parents?
When required – at least 3 -weeks in advance provide parents with Parent Permission and Health Forms. Collect and keep them with you during the activity.
When required – at least 2-weeks in advance send the Activity Notification Form to USAGSO.
Communicate to parents any delegated jobs of girls & opportunities for parents.
Volunteers needed to meet girl/adult ratios or for transportation.
Provide to each participant a personal equipment checklist. LABEL EVERYTHING.
3. WHEN What is your timeline?
Develop your own Discover, Connect, and Take Action plan.
Set and provide deadlines to parents of when to turn in forms, money, etc.
Confirm event registrations and reservations.
4. WHERE are we going?
Learn about the environment, facilities, rules, directions, nearest emergency facilities, and exits.
5. WHY? Is this a GIRL-LED decision? What program goals are being met?
6. WHO will be responsible for:
Kaper Chart...who will make it...or make them?
First aid kit...update supplies, 1 kit per car. Include a troop roster.
Permission slips & costs...drafting forms, sending to parents and collecting money.
Equipment list...provide personal packing list, set appropriate limits. Label everything.
Food...are meals balanced? Is there a suitable location to shop, eat, prepare, store, refrigerate?
Shop...confirm the budget. Who will shop? Do you borrow or buy appropriate containers?
Cooking utensils...break down list by meal. What is needed & who is bringing it?
Transportation...which parents will drive? How many seat belts will you need?
Tools...depends on activity, site, and vehicle.
Program or general activity...equipment or program books.
7. YOU will make sure:
EACH DRIVER HAS CURRENT driver’s license, auto insurance, first aid kit, first aid log, Emergency Procedures form, Incident and Injury Report form.
EACH GIRL HAS CURRENT Registration, Parental Permission, Health History, Girl Release
EACH ACTIVITY HAS permission from parents, Overseas Committee, and USAGSO as required. Keep these forms with you during the activity.
More Tips:
Plan appropriate amounts of activity, fun, and down time.
Games, songs and skits are loads of fun during sleepovers – no matter the age!
Take advantage of applying what the girls are doing towards award fulfillment
Consider if more adults will help or hinder the trip; more adults may give the girls flexibility to break into small groups, where fewer adults may mean more full-group time.
Read reservation instructions carefully about arrival/departure time, food, and people per room/event permitted.
Explain the trip rules, behavior expectations, and consequences to girls and parents.
Snacks! Refillable water bottles! Trash bags! Don’t travel without them!