Event Procedures and Trip Forms

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Event Procedures and Trip Forms

• Palo Alto
• Service Unit 601

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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.

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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

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Flyer requirements

• Event Name
• Full Location Information - Place, City, State
• Month, Day, Year of Event
• Featuring /Theme
• Titles/Names of Featured Speakers
• Time.
• For example730PM Business Overview830PM
  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

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Field Trips, Travel High Risk Activities
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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 Trips Coordinator
  Vicki is the TC for us.

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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.
• Its 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.

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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!

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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 drivers 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 youre 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

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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

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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

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Permission slip
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