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Overnight Trips


Overnight Trips Day Field Trips to Trips of 1 or 2 nights Learning Objectives This course will prepare troops/groups to hold activities beyond the regular troop ... – PowerPoint PPT presentation

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Title: Overnight Trips

Overnight Trips
  • Day Field Trips to Trips of 1 or 2 nights
  • Learning Objectives
  • This course will prepare troops/groups to hold
  • beyond the regular troop meeting to two
  • At the completing of this course, participants
    will be able to
  • understand and apply the concept of
    progression in the context of
  • planning overnight trips
  • evaluate and improve the readiness of the
    troop/group for activities
  • beyond the regular troop meeting
  • demonstrate familiarity with Safety Activity
    Checkpoints, Volunteer
  • Essentials (Chapter Four and Appendix For
    Travel Volunteers) and
  • emergency procedures
  • identify planning steps for a troop activity
    beyond the regular troop
  • meeting
  • locate and complete paperwork required for a
    troop/group trip
  • list at least three ways to involve everyone
    in planning activities
  • describe three trips that are appropriate to
    the grade level of the
  • troop/group.

Table of Contents
  • Safety Activity Checkpoints, Volunteer Essentials
    and Progression (click mouse)
  • Readiness Girls and Adults
  • Progression in Activities Beyond the Troop
  • Group Planning Process
  • Who Must Accompany the Troop
  • Transportation
  • Lodging and Program Facilities
  • Trip Safety and Security
  • First Aid and Traveling Appendix A Forms
  • Safety Planning Appendix B Sample Troop
  • Emergency Appendix C CO Child Restraint Laws
  • Food Appendix D Insurance Information
  • Packing Lists and Equipment
  • Kaper Charts
  • Leave No Trace
  • Activities/Plan
  • Evaluation
  • Celebrating Success

Safety Activity Checkpoints, Volunteer Essentials
and Progression
Page 1 of 2
  • Safety is planned by all members of a Girl Scout
    troop/group. When Girl Scout members learn about
    safety, more activities are at their command.
    Girl Scouts use
  • Safety Activity Checkpoints (found online at
    GSUSA and on the Girl Scouts of Colorado website)
  • Safety Guidelines (found in Volunteer Essentials)
  • Chapter Four and Appendix For Travel Volunteers
    in Volunteer Essentials

Safety Roles and responsibilities of volunteers
and parents/guardians and are found on pages 69
71 of Volunteer Essentials
Safety Activity Checkpoints, Volunteer Essentials
and Progression
Page 2 of 2
  • The Girl responsibilities are found on page 71 of
    Volunteer Essentials.
  • Girls who learn about and practice safe and
    healthy behaviors now are more likely to
    establish habits of safety consciousness
    throughout their lifetime. Each Girl Scout
  • Assist leaders and other volunteers in safety
  • Listen to and follow leaders instructions
    and suggestions.
  • Learn and practice safety skills.
  • Learn to think safety at all times and to
    be prepared.
  • Identify and evaluate an unsafe situation.
  • Know how, when, and where to get help when

Page 1 of 9
(See Understanding healthy Development in Girls
on pages 54 58 in Volunteer Essentials) Before
beginning a troop adventure beyond the regular
troop meeting, both Girl Scouts and leaders need
to have a variety of experiences that span
emotional, physical, and mental development for
successful troop overnight experience. Here is a
checklist you can use to make that
determination Girls do not have to meet every
one of the criteria on the next three slides in
order to go to the planned event. For instance,
girls with a physical disability may not be able
to carry her own gear but can reasonable
accommodations be made to help her? Make sure
event planners know ahead of time if there are
special needs.
Page 2 of 9
  • _____ Emotional Readiness
  • A girl is emotionally ready for a field trip or
    overnight even when she
  • Wants to go and is willing to plan and prepare
  • Is willing to share, play and work with all
  • not just best friends
  • Doesnt always have to have her own way
  • can give in or compromise graciously
  • Is experienced in being a member of a group
  • Is comfortable meeting and working with new
  • Is not afraid to be away from home overnight
  • (and her parents are prepared to let her go)
  • Is not afraid of the dark or new environments
  • Is willing to get along with little or no

Page 3 of 9
  • _____ Physical Readiness
  • A girl is physically ready for a field trip or
    overnight even when she
  • Has the stamina, strength, skills and
    coordination for the
  • activities planned
  • Is strong enough to carry her own gear
  • Can operate a flashlight
  • Has been on a series of day trips or on a

Page 4 of 9
  • _____ Skill and Mental Readiness
  • A girl has sufficient skills for a field trip or
    overnight even when she
  • Understands and can abide by safety rules such
    as the buddy
  • system and is able to follow directions in
  • Understands and practices good manners and Girl
    Scout ways
  • Knows how to dress for planned activities
  • Can pack and take care of her own gear
  • Is able to pay attention in an age-appropriate
    way and learn new
  • things

Are the GIRLS Ready?
Page 5 of 9
Do you want to go?
Do you know WHY you are going?
Have you had experiences away from home?
Can you cope with new people?
Can you cope with strange bathrooms?
Can you sleep in unfamiliar places?
Are you willing to interact with everyone in the troop not just best friends?
Are you willing to plan the trip?
Are you willing to compromise when making plans?
Can you carry your own luggage?
Can you keep track of your property?
Are the GIRLS Ready?
Page 6 of 9
Do you follow safety rules?
Do you use the buddy system?
Do you clean up after yourself?
Can you work with others to set goals?
Can you take turns?
Can you plan events that are two-plus months away?
Can you carry out plans that have been made?
Can you follow directions?
Do you respect authority?
Do you know how to dress properly for different kinds of weather and activities?
The more checks you have in the All of Them and
Some of Them columns, the more enjoyable the
trip will be for the girls and for you, and the
easier the trip will be for everyone.
LEADERS, Are you Ready?
Page 7 of 9
  • Can you assess the readiness of the girls for
    an outing or an overnight?
  • Can you plan progressive experiences for an
    overnight, including planning, preparation and
  • Can you facilitate/guide/mentor girls in
    planning for an overnight? Are you ready for the
    girls to take the lead in planning the trip (at
    an age appropriate level)?
  • Have you completed the appropriate training
    Overnight Trips (followed by Cooking Camping,
    if needed, and Extended Trips)?
  • Are you prepared to handle emergencies?
  • Are you familiar with the appropriate Safety
    Guidelines and Safety Activity Checkpoints?
  • Are you familiar with appropriate council

LEADERS, Are you Ready?
Page 8 of 9
Are you willing to let the girls plan and make preparations for the trip?
Do you know WHY you and the troop are going?
Have you had extended experiences away from home?
Can you cope with new people?
Can you cope with unfamiliar and untidy rooms/bathrooms?
Can you sleep in unfamiliar places?
Are you willing to interact with everyone in the troop without being biased towards/against family members or friends?
Are you willing to share in the supervision of the girls?
Are you willing to compromise when the girls make plans?
Can you carry your own luggage?
Can you keep track of your property and assist the troop with theirs?
LEADERS, Are you Ready?
Page 9 of 9
Do you follow and enforce safety guidelines?
Do you encourage the troop to use the buddy system?
Do you clean up after yourself and make sure the troop does too?
Can you work with others to set goals?
Can you work with girls while they are planning and preparing for the trip?
Can you work with girls to plan events that are two-plus months away?
Can you carry out plans that have been made by the girls?
Can you successfully guide the troop to follow directions, including your daughter?
Do you respect authority in making sure the groups goals are adhered to?
Do you know how to dress properly for different kinds of weather and activities?

Progression in Activities Beyond the Troop Meeting
Page 1 of 2
  • These trips allow everyone to start plane their
    trips of varying lengths.
  • Short Trips around the neighborhood
  • Look at the world outside your troop meeting
  • Take a walk around the block to see what you
    can see
  • Practice using the buddy system
  • Go bird-watching, observe buildings and
    gardens, or gaze at the stars
  • Do a neighborhood or nature sounds hike

Progression in Activities Beyond the Troop
Meeting, cont.
Page 2 of 2
  • Day Trips (day long)
  • Visit a bakery or fire station, or walk in
  • a parade
  • Hikes alphabet, bird, color, penny,
  • sound, trail, tree
  • Practice using the buddy system
  • Go to a museum or zoo
  • Explore a national, state, or city park
  • Take a train or a bus to a neighboring
  • town
  • Ride a horse, or a bike, or skate or swim
  • (Check Safety Activity Checkpoints first)
  • Carry a nosebag (brown bag/sack) lunch
  • Carry a first-aid kit
  • Carry/Wear a backpack
  • Cook In
  • Plan a nutritious meal
  • Use a kitchen knife safely
  • Cook on a stove or in an oven using a skillet
    or one-pot
  • Prepare a no-cook meal
  • Have a first-aid kit

Overnight Trips
Page 1 of 2
Daisies and older (p. 98 in Volunteer
Essentials) Over nights may begin with a
sleepover at a leaders home or a local hotel, or
an overnight event at a museum or zoo, etc. An
overnight trip usually involve one or two nights
away in or out of council. Destinations may be a
nearby state or national park, historic site, or
a city for sightseeing. The group may stay in a
hostel, hotel, cabin or lodge. If ten camping,
campfires, or outdoor cooking are involved, at
least one troop adult must have completed Cooking
Camping training in addition to Overnight
  • One or Two nights
  • Girls know how to
  • Plan activities with girl-led, learning by
    doing and cooperative learning
  • Prepare for an indoor overnight at a hotel or
    someones home
  • Plan what to take and what to eat
  • Make a toiletries kit
  • Develop a kaper chart
  • Bring only what they can carry
  • Know how to leave a space better than they
    found it practicing principles of Leave No Trace
  • Know how to plan meals and menus, transport
    and store food and select places to eat
  • Determine trip costs, make a budget and keep
    financial records
  • Go shopping, plan routes, transportation and
    make other arrangements
  • use road maps, city maps, charts, GPS,
    cellphone apps, and timetables
  • Select, pack, and transport personal and group

Overnight Trips
Page 2 of 2
Extended Overnight Trips 3 or more nights away
(Juniors and older) May vary from local to
extensive travel within the United States. The
group might use several accommodations and modes
of transportation throughout the trip. Start
planning 9 12 months in advance to the trip.
  • National Trips (Juniors and older)
  • National trips are available for Juniors and
    older Girl Scouts who have demonstrated
    progression. These are trips from three nights
    and longer to such places as New York City,
    Washington, DC, Savannah, Disney World/Land, etc.
    Start planning 12 18 months in advance of the
  • International Trips (Cadettes and older)
  • Travel internationally is available to Cadettes
    and older who have successfully taken previous
    overnight trips. Older age requirements are in
    place at some of our international World Centers
    so have the girls check if they will have
    attained the minimum age by the time they travel.
    Start planning 2 or more years in advance of
  • Keep in Mind
  • High-risk activities and those not specified in
    Safety Activity Checkpoints also require
    Membership Manager approval. The Travel and High
    Risk Activity Application form can be found at
    www.gscolorado.org and Search forms. These
    activities may have special insurance
    requirements. Land, air, and water activities
    are covered in Safety Activity Checkpoints. Hang
    gliding, hot air ballooning, bungee jumping,
    flying in small private planes and helicopters or
    using trampolines are not permitted. If you have
    further questions about these activities, contact
    your Membership Manager.

Basic Guidelines for Troop Travel
Page 1 of 2
  • Progression and planning are keys to a successful
    trip all approvals should be based on
    progression of experience. Trips should be
    planned by girls in partnership with their
  • Safety Activity Checkpoints and Volunteer
    Essentials must be followed when planning a trip.
  • Because Girl Scouts is an inclusive
    organization, and all members of the troop/group
    should be able to attend the overnight trip, it
    should be planned for all or almost all of the
    troop to participate.
  • Opportunity Grants can be used to help partially
    fund girl trips ask your Membership Manager
  • Age Requirements
  • Troop Overnights
  • Grades K-1 (Daisy) One to two-night overnights
    and weekend camps at council-approved sites
  • Grades 2-3 (Brownies) Maximum two-night
    overnight provided they have demonstrated
  • Extended trips
  • Grades 4-5 (Juniors) Domestic trips provided
    they have demonstrated progression
  • Grades 6 12 (Cadettes, Seniors, and
    Ambassadors) National and international trips
    provided they have demonstrated progression

Basic Guidelines for Troop Travel
Page 2 of 2
  • Process
  • Required training must be completed before a
    troop begins to plan an extended trip.
  • In addition to training, adult participants must
    be a member of GSUSA and have an approved
    volunteer application and background check on
    file with GSCO.
  • Training occurs in progression and includes
  • Overnight Trips (can be taken by a registered
    adult GS member who is interested in working with
    the girls planning the troop trip
  • Cooking and Camping (if the trip entails outdoor
    cooking and/or camping)
  • Extended Trip Training (trips of 3 nights or
  • First Aid/CPR
  • Level 2 First Aid/Emergency Planning (check
    Safety Activity Checkpoints for which activities
    require a Level II first aide or if 15-30 minutes
    from an Emergency Medical Service and depending
    on the remoteness of the trip (Volunteer
    Essentials p. 75).
  • Wilderness First Aid/Wilderness First Responder
    if 30 minutes or more from an Emergency Medical
    Service and depending on the remoteness of the
    trip (Volunteer Essentials p. 75).
  • Extended trips national submit the
    preliminary Travel and High Risk application at
    least 3 months prior to the trip.
  • International travel submit the preliminary
    Travel and High Risk application 18 months in
  • Upon trip approval, Girl Scouts of Colorado will
    send the application for Accident/Illness
    insurance to the trip chaperone/advisor.

Group Planning Process
Page 1 of 4
What can the leader do to let the girls
plan? __________ Help girls explore
activities In their Journeys and Girls Guide to
Girl Scouting, mentor priorities, and help them
establish a calendar of activities and
events. __________ Partnership of girls and
adults Put the girl-led philosophy into action
work together to plan and resolve problems or
issues. __________ Progression Together plan an
ever-widening array of activities and overnights
away from home. __________ Girls need to make
choices and plans Achievement goals selling 15
more boxes of Girl Scout cookies than last year,
earning enough cookies credits to attend camp,
finishing an activity to receive a badge, or
completing a Journey in one-year. Learning goals
overcoming shyness in asking a neighbor to
support Girl Scouting by buying a package of
cookies, learning financial skills, or preparing
and delivering a speech for a parent/troop
meeting. __________ Active listening is one of
the most important skills Girls should generate
most of the conversations and ideas the trip
leader takes on a stronger leadership role when
safety is a concern or when girls are trying an
activity for the first time.
Planning Trips and Outings Checklist
Page 2 of 4
Activity/Event/Trip _______________________________ Activity/Event/Trip _______________________________ Activity/Event/Trip _______________________________ Activity/Event/Trip _______________________________
(Where are we going? Why? Do the girls have a significant, age-appropriate role in decisions and planning?) (Where are we going? Why? Do the girls have a significant, age-appropriate role in decisions and planning?) (Where are we going? Why? Do the girls have a significant, age-appropriate role in decisions and planning?)

Date/Time ___________________________ Date/Time ___________________________ Date/Time ___________________________ Date/Time ___________________________

What needs doing? What needs doing? Who is doing it? Notes
Adult Leadership Adult Leadership    
Number of adults needed (girl/adult rations in Volunteer Essentials p. 21)    
First Aider 1 or 2 or Wilderness First Aid/First Responder    
Special consultants    
Training requirements met?    
Any approval needed?    
Emergency contact back home    
Transportation (review checklist for drivers on pp. 72-73 of Volunteer Essentials) Transportation (review checklist for drivers on pp. 72-73 of Volunteer Essentials) Transportation (review checklist for drivers on pp. 72-73 of Volunteer Essentials) Transportation (review checklist for drivers on pp. 72-73 of Volunteer Essentials)
Drivers/each car    
Insurance/each car    
Paperwork/each car    
First aid kit/each car    
Cellphone and emergency numbers    

Planning Trips and Outings Checklist
Page 3 of 4
What needs doing? What needs doing? Who is doing it? Notes
Lodging Lodging    
Reservations/confirmation numbers    
Number of beds/rooms    
Site safety evaluation    
Finances/Budgeting Finances/Budgeting Finances/Budgeting Finances/Budgeting
Lodging/site fees    
Transportation costs    
Additional insurance    
Food costs tips    
Program/event fees    
Special materials or supplies    
Admission fees    
Baggage fees    
Safety (check p. 73 of VE for health history) Safety (check p. 73 of VE for health history) Safety (check p. 73 of VE for health history) Safety (check p. 73 of VE for health history)
All necessary forms    
Itinerary with phone numbers    
Emergency procedures    
Location of emergency Medical Services along trip    
First Aid kit    
Have we provided copies of permission form(s), itinerary, and roster of participatns with emergcency contact numbers to Emergency Contact person back home?    

Planning Trips and Outings Checklist
Page 4 of 4
What needs doing? What needs doing? Who is doing it? Notes
Food Food    
Special needs (allergies, religious restrictions)    
Equipment Equipment Equipment Equipment
Individual Responsibilities Individual Responsibilities Individual Responsibilities Individual Responsibilities
Group agreement    
kaper chart duties    
Attitudes/behavior contracts    
Program Activities Program Activities Program Activities Program Activities
Journey books    
Plan B/Rescue Box Plan B/Rescue Box Plan B/Rescue Box Plan B/Rescue Box
Contingency plan    
Items for rescue box    
Evaluation Evaluation Evaluation Evaluation
What participants learned, what went well, things that need to be inproved for future    
Celebrate success    

Who Must Accompany the Troop?
Page 1 of 5
A minimum of two unrelated adults (over 18 years
of age, drivers over 21), one of whom must be
female, not-related, who are registered Girl
Scouts and have completed a background check,
must accompany the troop with enough adults to
cover the girl/adult ratios as found on page 21
of Volunteer Essentials.   One adult must have
completed required adult learning/training
curriculum for level of trip (Overnight Trips,
Cooking and Camping if cooking and/or cooking,
Extended Trips).   All adults spending the night
with girls must be an approved volunteer with an
active membership (and completed volunteer
application process VE p. 24). All members of
girl scouts will be covered by Girl Scout
Activity/Accident Insurance. Any adult
responsible for the health and safety of girls
must be a registered Girl Scout adult and have an
application and background check.   A trained,
certified First Aid/CPR or Wilderness First
Aid/First Responder. Note The leader/trained
overnighter/First Aider/Wilderness First
Aid/First Responder may be the same person, but
its highly recommended that this person be a
separate adult. Should s/he need to stay with a
sick or injured child, the troop may continue
with the planned activities.   Men associated
with the troop are welcome to attend a troop
activity. The only caveat for men, per Colorado
Revised State Statues No camper shall sleep in
the same room or tent with any person of the
opposite sex excepting members of his/her
immediate family.
Who ELSE Must Accompany the Troop?
Page 2 of 5
ADULTS Extra Parents/Guardians/Relatives of the
Girls All adults should be given assignments to
do with the troop on the trip. The trained troop
advisor/chaperone is responsible for these extra
adults too. Often parents/guardians/relatives
can detract from what the girls are doing and
some even insist on doing the activities for
their children. Some events will not allow more
than those adults who will meet the girl/adult
ratio. Again, if girls cannot attend an
overnight activity without their
parents/guardians, they may not be emotionally
ready for an overnight experience.   DRIVERS If
the distance if far from the point of departure,
do not expect drivers to go home and come back to
pick up the girls. They may have to stay
overnight with the troop. Make sure that the
even sponsor allows for extra adults. Drivers
dont necessarily stay at the event. This is
just a reminder that they still need to meet
council requirements to drive troop members to
and from an event.   OLDERS GIRL SCHOULD/YOUNGER
CHILDREN Program Aides (PAs) These are older Girl
Scout helpers called Program Aides (girls 11 or
older), who have taken special training to work
with younger girls in the Girl Scout program. If
the event allows the troop to bring along some
PAs, the younger girls love having them along
however, they must be at least two years older
than any girl in the troop. They provide a view
of the continuity and progression in Girl
Scouting to your troop. PAs do require the same
parental permissions as the members of the troop
and the girl/adult ratio listed on page 21 of
VE.   Tag-Alongs These are the other children of
the adults attending the event. These additions
may force a parent/guardian to divide attention
between their own child(ren) and the Girl Scouts
and should be discouraged unless all are close
enough in age to participate in the planned
activities. If other arrangements cannot be
made, it would be a good idea to bring along an
older girl or other adult to take care of the
tag-alongs. Again, the trained troop overnighter
must verify that it is allowed to bring along
extra children.   Note Tag-alongs and any other
persons who are non-registered GS members are not
covered by Girl Scout Activity Accident
Insurance. A special one-day tagalong insurance
policy can be purchased from Marlene Bruno at
Girl Scouts of Colorado. Her phone number is
303.778.8774 and e-mail for questions is
Who is Necessary but does not accompany the troop?
Page 3 of 5
Emergency Contact Person This is the troops
emergency contact at home, the communication link
with the girls parents/guardians in an
emergency. Several things are required of an
Emergency Contact Person (ECP), not the least of
which is reliability. S/he has a phone and will
be available during the entire event. Cell
phones are acceptable.   S/he has a list of troop
members at the event and their emergency contact
numbers.   S/he has a copy of the activity
schedule, transportation plans, even site phone
numbers and ways to contact the troop leader. If
the leader is relying on a cell phone, it must be
verified the site can receive cell contact.   If
the schedule or transportation plans change, the
leader will call the emergency contact person who
will then contact parents.   If parents need to
contact troop members, the emergency contact
person will relay any information to the troop.
Adults supervising girls on the trip (for adults
who are not trained leaders)
Page 4 of 5
  • Adults accompanying a group should be chosen for
    their patience, flexibility, and good judgment.
  • The need to understand the chain of command and
    understand their responsibilities during the
  • The trip leader should explain their role and
    expectations before the trip a group agreement
    amongst the adults is also another good step to
    take before the trip.
  • They should understand and follow the plans the
    girls have made for the trip.
  • They should understand the safety systems for the
    trip and the buddy system that the girls have
  • They need to know the emergency procedures for
    the site as well as during travel to and from the
  • They need to be members of Girl Scouts and have a
    completed application and background check.
  • The troop/group leader needs to communicate with
    the other adults and encourage them to attend
    meetings when the troop is preparing for the
    trip. They should know what equipment and
    clothing to bring and what the site(s) will be
    like. They need to know the rules in force at
    the site and the schedule and expectations that
    the girls have set for themselves. A behavioral
    agreement is an exceptional tool to have all
    girls, adults and their parents sign prior to
    leaving on the trip.

Supervision means
Page 5 of 5
  • Encouraging girls to try new things
  • Watching, guiding, directing while allowing the
    girls to take the lead and learn by doing
  • Intervening before injuries occur (safety is a
    primary concern)
  • Being knowledgeable about the activity to be
    supervised and the potential for injury
  • Being a role model by your actions (smoking
    and/or drinking at any location is not
  • Taking full responsibility for an activity or
    group of girls when asked
  • Adhering to the Adult to Girl ratios at all times
  • Providing effective discipline when needed
    (criticize the behavior, not the child)
  • Knowing where the girls are at all times
  • Being easily located by girls who need help
  • Helping girls understand how to do unfamiliar
    tasks while giving them real responsibility for
    finishing a job so that they see themselves as
    useful and competent
  • Providing praise for effort and achievement
  • Helping girls with tasks such as combing hair,
    reminding them to wash hand, clean fingernails,
    change to clean cloths, etc., only if they need
  • Tips
  • If the adults have daughters in the group, they
    may want to discuss ways to encourage these girls
    to feel that they are part of the group, not
    different or special.
  • Also, realize that young girls sometimes find it
    hard to share the time and attention of their
    parent (or special adult) with other girls.
  • Have someone else supervise your daughter(s)
    unless you are going to an Adult/daughter event.
  • Attend a pre-trip event to practice skills needed
    for the trip.

Page 1 of 1
  • Determine how the troop will travel to and from
    the activity. See Volunteer Essentials page 72
    for the Drivers Checklist
  • Drivers should be licensed, insured, and at least
    21 years old (per Colorado law).
  • Insurance on vehicles must meet or exceed state
  • Check for current driver license, registrations
    and insurance cards.
  • Each person must have her own seat belt. Current
    state seat belt and child restraint laws must
    always be met (see Appendix C for child restraint
    law in CO).
  • The vehicle must be currently registered and in
    good operating condition. Tires must be
    appropriate for possible weather conditions along
    the way.
  • Each driver has maps and written instructions to
    the overnight site, all cell phones of the other
    drivers and volunteers on the trip, and the trip
    emergency contact persons telephone number.
  • Each driver has a copy of the permission slips
    and health forms for the girls and adults in the
    car, to be returned to the leader upon completion
    of the trip. Shred all copies upon completion of
    the trip.
  • If using an outside facilitys equipment,
    services, or goods (including rentals) consult
    council policies.
  • GSCO does not allow any council or Service Center
    to rent cars or vans for troops/groups.
  • Drivers are not to use cell phones while driving
    especially not for talking and testing. If a
    phone call is required, have a girl do the
    talking or pull over when it is safe to make the
  • Resources and References

In the Handout See Appendix C D for CO Child
Restraint information and GS insurance
Lodging and Program Facilities
Page 1 of 4
  • Site Orientation
  • Girls should talk with someone who has visited or
    have them take a virtual tour of their website,
    to determine what is needed to bring and what
    program possibilities are available.
  • Dates available
  • Contact person and phone number
  • Directions to location, distance from home and
    time needed to get there
  • Facilities available tables, chairs/benches,
    heat, sleeping and cooking facilities
  • Capacity for girls and adults
  • Total cost for use
  • Menu provided by facility (if any)
  • Restroom facilities, showers, flush toilets,
    latrines, port-o-potties
  • Safe water supply
  • Nearby emergency medical services and hospital
  • Distance from parking to site area
  • Program possibilities available
  • Equipment available, free or for rent
  • Accessibility to the site and activities for
    participants with disabilities
  • Terrain grassy, shaded, muddy, rocky, sandy,
  • Site organizer, if any, and location

Girls find out what is and what is not included
Page 2 of 4
  • Facility (beds, kitchen, bathroom, temperature,
    storage, parking)
  • Shelter/sleeping arrangements
  • If at a public venue (museum, YMCA, zoo) find out
    about changing facilities, common practices,
    packing tips (i.e., limited space), sleeping
  • If staying in a cabin, find out what it has
    (heat, fans, etc.)
  • If staying in hotels, are there connecting rooms?
    Ensure each girl has her own bed unless
    parent/guardian permission has been obtained if
    girls are to share a bed. In hotels with queen
    sized beds, for example, a rollaway could be
    ordered for the girl who does not have permission
    to sleep in the same bed. Adults and girls never
    share a bed (see Safety Activity Checkpoints,
    Trip/Travel Camping section).
  • Site maintenance/care (what are check out
    procedures? Who to call if site issue arises?)
  • Security and emergency information (staff
    on-site? Hours?)
  • Bathroom facilities (indoor, outdoor, public,
    showers, separate bathrooms for males?)
  • Food and cooking options (storage, availability,

Site Safety Sheet
Page 3 of 4
When selecting a location for overnight
accommodations (or program activities), this form
will help the girls assess the site for
safety. (Note A separate safety sheet is needed
for each site.) SITE Place _____________________
Date __________________________________ N
EAREST TELEPHONE (If cell phones do not work)
Phone ____________________________ NEAREST
SAFE BATHROOM ___________________________________
NEAREST HOSPITAL ________________________________
__________________________ PHONE
PHONE _________________________________________
Site Safety Sheet cont.
Page 4 of 4
  • Safety checklist for site
  • Site is easily accessible for all members
  • Site is safe and secure
  • Site is properly ventilated, heated, and lit
  • Site is free from obvious hazards
  • Site has at least two exits
  • First aid equipment is on hand
  • Toilets and sanitary facilities are accessible
  • Telephones or other communications equipment is
    accessible, adequate, and well marked
  • Adequate lighting is available after dusk

Finances and Budgeting Managing group finances
Chapter Five, Volunteer Essentials
Page 1 of 2
  • Review Council guidelines on troop money earning
    on page 82 of Volunteer Essentials
  • Girls should be able to help with the budgeting
    processes and help estimate the total cost of the
    activity. Depending on age level, they may be
    able to help break it down into individual costs.
  • Make a clear distinction between what troop money
    will pay for what the troop will provide and
    what each individual will pay for or bring
  • Product sales/cookie credits can only be used for
    troop/group travel not personal travel
  • Make sure the troop has a bank account
  • A sample budget worksheet is included on page 23
    of Overnight Trips booklet and on the next two

Sample Budget Sheet for Troop Activities and
Page 2 of 2
Budget Items Estimated Cost Actual Cost Notes
Lodging - Rentals      
parent's Gas Mileage?      
Food tips      
First Aid Supplies      
Telephone Expenses      
Admission Fees      
Program Activity Supplies      
Recreation - Equipment Rental      
Bank Account Funds to be Used      
Money-Earning by Girls      
Council Sales      
QSP or Nuts      
Other Money-Earning Activities      
Amount Covered by Participants      

Trip Safety and Security
Page 1 of 1
  • 1. Know where each girl/adult is at all times
  • Use the buddy system regularly before the trip
  • Follow the girl/adult ratios listed on page 21 of
  • Divide group into smaller groups, with at least
    one adult responsible for each small group.
  • Make sure each adult knows/recognizes the girls
    for whom she/he is responsible.
  • Wear easily-identifiable clothing but do not wear
    Girl Scout uniforms or clothing while traveling.
  • Use head counts before and after each stage of
    activity (bus rides, recreation, food stops,
    potty stops).
  • Have girls, adult chaperones and
    parents/guardians sign a behavioral agreement
    (designed by the girls with guidance from the
    trip leaders) prior to trip.
  • 2. Check out safety of site ahead of time
  • Use Site Safety list on page 21 of this Handout
  • 3. Teach girls/adults what to do if confronted
    by strangers
  • Develop an agreed upon signal for girls/adults to
    use if they are uncomfortable
  • Teach them how to react safely when confronted by
    a stranger who is bothering them
  • Observe each girl practice the procedure
  • 4. Teach girls/adults what to do if they become
    separated from group
  • Identify safe sources of help

First Aid and Traveling Review Chapter 4 in
Volunteer Essentials
Page 1 of 2
Safety is a major concern when taking the
troop/group traveling. Each troop/group should
have a first aid kit that follow the guidelines
in Safety Activity Checkpoints by activity. Each
troop/group MUST have a certified first
aider/wilderness first aider/wilderness first
responder, (depending on remoteness and high-risk
of activity) present when physically demanding
activities, as defined in SAC, involving
potential injury is involved. It is recommended
that two be present in case one must leave with a
sick or injured girl. ALL medication, including
over the counter, must be in the original
containers and kept by the first aider.
Parents/guardians have to give the first aider
permission to apply sunscreen, bug spray and band
aids so please have them check this off if you
think this may be necessary on the trip. Some
girls may need to carry and administer their own
medications including epipens, bronchial inhalers
and diabetic medication (VE p. 73). This
includes the medication of all adults traveling
with the group and is for the safety of the
girls. When planning a trip with the
troop/group, find out where the closest emergency
facility is located. The leader MUST have a
permission slip signed by a parent or guardian
and a completed health history form for each girl
for each trip.
First Aid and Traveling Review Chapter 4 in
Volunteer Essentials
Page 2 of 2
Each adult that goes on the trip must also turn
in an Adult Health History. PLEASE remember that
it is just as possible for an adult on a trip to
be injured or suffer from a medical condition.
Do NOT forget to take along Adult Health
Histories, including yourself. Have the
emergency contact person at home handle any
necessary phone calls to parents. Within each
car must be copies of the permission slip and
health history for each person in that
vehicle. Each vehicle must have a first aid kit
in the vehicle when transporting Girl Scouts (p.
72). Check Safety Activity Checkpoints for
additional requirements for a particular travel
trip. (For example, do you need a
lifeguard?) Think about the trip the troop/group
is getting ready to take what do you think
should be added to the first aid kit for the
troop/group that is traveling?
What is Safety Planning?
Page 1 of 8
  • Accidents happen, generally speaking, when safety
    precautions are overlooked. Accidents dont
    usually happen when time is taken to plan ahead
    when safe thinking lies at the base of all
    activities. Use this checklist to help promote
    the safety of your troop/group.
  • General Supervision
  • Two-thirds of accidents are related to quality of
    supervision and instruction.
  • Do the girls and the adults
  • Review health and safety considerations in
    preparation for activities?
  • Discuss appropriate clothing for each type of
  • Consider your impact on the natural environment
    and avoid actions that damage the area?
  • Choose activities that are appropriate to the
    age and experience of girls, site, and equipment?
  • Keep together on trails or sidewalks, with a
    leader at both ends?
  • Do you, as a trip leader
  • Take responsibility for upgrading your skills
    and your instruction techniques?
  • Make frequent head counts?
  • Have a good system for knowing where everyone
    is, what they are doing, and who is responsible
    at all times?
  • Make sure the ratio of adults to girls is
    appropriate to the kind of activity and the
    accident potential involved??
  • Have sensitivity to a girls limitation in group
  • Assist girls in changing plans if they are tired
    or unprepared?
  • Make use of small groups for activities with
    higher potential hazards equipment, tools, and
    for strenuous activities?

What is Safety Planning?
Page 2 of 8
  • Emergency, Evacuation, Security
  • Knowing what to do in an emergency situation is
    vital. Your trip first aider can help with
    knowing what to do in many of these situations.
  • Do you and your girls
  • Know and practice how to evacuate buildings and
    living areas, including what to take with you?
  • Prepare your sites for weather when leaving for
    an extended period?
  • Know what to do in an electric storm, hailstorm,
    or winter storm in and out of the living area?
  • Know what to do if there is an emergency on the
    trail or during an activity?
  • Know what to do if you become lost or separated
    from your group?
  • Report unusual occurrences, including
    unidentified persons on the site?
  • Know how to summon help?
  • Know what emergency signals are and how to
  • Always wear your whistle and know when to use
  • Show courtesy and caution to others around the
  • Know and practice the buddy system?

What is Safety Planning?
Page 3 of 8
  • First Aid
  • If an accident occurs, are the girls and the
    first aider trained and prepared to handle it
    effectively? Follow-up is also important!
    Involve the first aider in this discussion as
    soon as possible.
  • Do all leaders
  • Know how to secure emergency first aid
  • Know how to treat a splinter, cut, burn, insect
    bite, sprain or strain, heat stress, hypothermia?
  • Know what to do in case of a fall?
  • Have a first aid kit available for all
    activities, which includes non-latex gloves and
    face masks?
  • Know the contents of first aid kits and how to
    use everything in each?
  • Take precautions to prevent heat stress,
    sunburn, and hypothermia?
  • Use sun block to prevent future health problems?
  • Do you, as a trip leader
  • Have appropriate First Aid/CPR level training or
    have a person available with certification as per
    guidelines for activities in Safety Activity
  • Check back with girls who have a cut, burn, or
  • Know how to recognize symptoms of physical or
    emotional problems in individual girls?
  • Make sure first aid kits are kept stocked and
  • Collect all medications from girls and get
    written instructions from parents for
    administering them?
  • Note epipens, inhalers, and diabetic
    medications are exempt.

What is Safety Planning?
Page 4 of 8
  • Lodging Area
  • The way you live has an impact on attitudes about
    yourselves, as well as about safety. Most
    accidents occur in living areas.
  • Do the girls and the adults
  • Keep the lodging quarters clean and attractive?
  • Identify hazardous situations within the area
    and take steps to mark or correct them?
  • Put equipment and personal items away as soon as
    you finish using them so they dont become a
    hazard to others and dont get lost?
  • Wear shoes and socks at all times outside and
    hard-soled slippers inside to avoid stubbing
    toes, athletes foot, and slivers?
  • Discourage running except in supervised
    activities in specific areas?
  • Prepare for weather and time of day any time you
    leave your area?
  • Recycle whenever possible?
  • Bathrooms and Showers
  • Do the girls and the adults
  • Keep bathrooms and showers clean and picked up?
  • Keep bathrooms lighted (dimly) at night?
  • Keep hand washing facilities stocked with soap
    and towels?
  • Check the shower water temperature before girls
    use it?
  • Know when girls get up to use the bathroom at

What is Safety Planning?
Page 5 of 8
  • Fire
  • Fire is a friend. Out of control, it is an
  • In case of fire, do the girls and the adults
  • Know where fire-fighting equipment is kept?
  • Know how to use it?
  • Know how to report a fire?
  • Know what to do, where to go, and what to take
    if a fire breaks out?
  • Know what to do if your clothing catches fire?
  • Stoves
  • When using stoves, do the girls and the adults
    make sure
  • Fire-fighting equipment is always close at hand?
  • Pots or cooking equipment are used safely
    (handles in, etc.)?
  • Have baking soda handy?
  • Have sleeves rolled up?
  • Tie back hair and avoid loose clothing?
  • Avoid horseplay?
  • Avoid overcrowding, disorganization?

What is Safety Planning?
Page 6 of 8
  • Sanitary Food and Water
  • Accidents and illnesses occur if people do not
    follow safe and sanitary practices.
  • Do the girls and the adults
  • Wash hands with soap and water before handling
    food, dishes, and utensils?
  • Follow dish washing, sanitation, and cleanup
    procedures carefully and promptly?
  • Make sure food preparation surfaces are clean?
  • Know how to handle dishes when setting table s
    and passing food?
  • Keep and store foods at appropriate
  • Always use food and water containers only for
    food and water, and never use containers that
    have been used for disinfectants or poisons?
  • Always know that drinking water is potable
    because it has been tested or treated?
  • Avoid wasting water?
  • Use individual eating and drinking utensils
    (never share drinking cups, or silverware)?
  • Do not handle food if ill with a communicable
    disease or skin infection?

What is Safety Planning?
Page 7 of 8
  • Using Equipment
  • Do the girls and the adults
  • Use protective equipment such as safety helmets
    or eye protection for sports or activities that
    warrant it?
  • Read and follow manufacturers instructions for
    safe use of equipment?
  • Mark and report equipment that is unsafe?
  • Do you, as a trip leader
  • Consult Safety Activity Checkpoints for use of
    experts and equipment by activity?
  • Make sure equipment, whether owned, borrowed, or
    rented, meets requirements?
  • Give instruction in safe use of equipment?
  • Check equipment for safety before use?
  • Adjust equipment to the individual?
  • Make sure equipment is stored (locked, if
    necessary) when not in use to prevent misuse or
  • Avoid use of pressurized containers?

What is Safety Planning?
Page 8 of 8
  • Animals Animals, small and large, are
    appealing, but can do harm if fed or caught.
  • Use SAC for necessary equipment when working with
    horses or other large animals.
  • Do the girls and the adults
  • Do not feed and/or play with wile animals?
  • Make sure garbage is carefully stored, sealed,
    and away from living areas?
  • Depending on where you are, report any small
    animal or bird you find dead without touching
  • Report the presence of any unidentified dog
    without feeding it or encouraging it to stay?
  • Leave your domestic animals at home. If
    sleeping at a troop members house, keep the
    animal under control at all times and take
    responsibility for its behavior with children?
  • Conduct regular tick checks, especially during
    tick season?
  • Safety Consciousness Depends on Everyone
  • Does everyone
  • Follow Girl Scout safety guidelines?
  • Use judgment in taking any additional
    precautions necessary to avert accidents?
  • Involve girls in safety planning and
  • Evaluate situations where an extra safety risk
    is involved?
  • Seek to instill a sense of safe living?
  • Listen to and follow instructions and
  • Plan for accident prevention?

What to do in case of emergency?
Page 1 of 1
When an incident occurs, it is of vital
importance that the person in charge at the scene
follows all procedures on the Girl Scouts of
Colorado Emergency Plan. All volunteers will
receive a wallet card to keep these instructions
with them. The person at the scene should follow
these steps in order 1. Determine extent of
injury and give appropriate first aid, as
qualified. 2. Call for emergency help
police, fire department or hospital as
appropriate. 3. Call police in the event of a
motor vehicle accident. 4. Move non-injured
people away from the scene as appropriate. 5.
In the event of a fatality or serious accident,
always notify police. Retain a responsible adult
at the scene of the accident or emergency. See
that no disturbance of the victim or surroundings
is permitted until police have assumed
authority. 6. Speak only to the police or
proper authorities. 7. Notify Girl Scouts of
Colorado of the incident. During business hours,
call your service center. After hours, call the
emergency answering service at 1.877.425.4886 and
provide the information they request. 8. Do
not call the media and do not make statements to
them. Refer all media inquiries to the Girl
Scouts of Colorado communications office staff at
303.778.8774 or 303.825.9386. Do not make any
statements or release any names. Do not place
any blame or accept liability. 9. Do not sign
any statements or reports, except for the police
and your insurance company. Please, share
insurance information with the other party. 10.
Complete a written report of the events,
treatments, calls, etc. and submit to the Girl
Scouts of Colorado corporate office within 5 days.
Page 1 of 6
The right kind of nourishment is important as you
may be burning extra calories during your
activities away from the regular troop meeting.
Gourmet dinners are fun, but you dont need to
spend lots of time cooking to be eating right.
You may want to kick back and enjoy the scenery
or watch the wildlife. The important thing to
remember is to have enough food for everyone and
the right kind of food for the trip planned.
  • When planning a menu, consider
  • Where the troop is going and what they will be
    doing (this affects the number of calories
  • What cooking facilities and equipment are
    available (microwave refrigerator only? Full
    kitchen? Etc.)
  • The weather expected (more calories needed in
    cold weather)
  • Where food will be purchased
  • What everybody likes and doesnt like to eat
  • Special dietary needs, if applicable (consider
    allergies, requirements for gluten-free menus,
    religious concerns, menus to accommodate
    diabetics, vegetarians, etc.)
  • Planning balanced meals
  • The amount of money that can be spent per person
  • how food is going to be packed and carried
  • How much preparation can be done beforehand
  • The cooking time allowed (limits by daylight or

Page 2 of 6
  • Other hints for eating right
  • Water is more essential than food, especially at
    high altitude. Be sure to drink lots of it
    during the day and with each meal. Avoid drinks
    with caffeine, as they dehydrate.
  • Pack high-energy snacks like dried fruits, nuts,
    cheese, and hard candy.
  • Keep in mind any food allergies.
  • Snacking to Satisfy
  • Fight fatigue. Increase iron intake by eating
    lean meats, tuna, prunes, raisins, beans, and
  • Eat more fiber! Whole grains are great at
    fighting fatigue as are beans.
  • Raise attention and alertness with protein
    (meat, eggs) and yogurt.
  • Remember Anti-oxidants help with energy
    memory beans, berries.
  • Sugar and Caffeine provide temporary Ups and
    then drop your energy hard and fast.
  • When planning meals consider the activities you
    have planned and aim for healthy foods that will
    sustain energy but wont keep them up all night!

Page 3 of 6
  • Examples of Kid-friendly Healthy Snack
  • Sandwiches made with meats or peanut/almond/soynu
    t butter (check allergies)
  • Crunchy vegetable sticks with low-fat ranch dip
  • hummus and pita wedges
  • Yogurt parfait with low-fat yogurt and fruit
  • Berry cones with yogurt ice cream cone filled
    with yogurt and topped with berries
  • Sliced tomato with mozzarella cheese
  • Melon cubes with a slice of turkey
  • Hard-boiled egg with a slice of whole-wheat
    bread or crackers
  • Low-fat yogurt with berries and almonds (check
  • Light microwave popcorn with grated parmesan
  • Bowl of cereal with milk
  • Banana slices with peanut/almond/soynut butter
    (check allergies)
  • Fruit smoothie made in a blender with fresh
    fruit, yogurt, and juice
  • Stay hydrated
  • It is very important to stay hydrated while
    traveling. On a normal day, it is recommended
    that a person drink 64 ounces of water. If you
    are doing any strenuous activity, high altitude
    or it is very hot you should drink as least twice
    as much. Stay hydrated!

Page 4 of 6
Handling food safely on the road A full cooler
will maintain its cold temperatures longer than
one that is partially filled. If a cooler is
only partially filled, pack the remaining space
with more ice or with fruit and some
nonperishable foods such as peanut butter and
jelly and perhaps some hard Cheddar
cheeses. Consider packing drinks in a separate
cooler so the food cooler is not opened
frequently. For longer trips, take along two
coolers one for the days immediate food needs,
such as lunch, and the other for perishable foods
to be used later in the day. Pack Safely Keep
the cooler in the air conditioned passenger
compartment of your car, rather than in a hot
trunk. Limit the times the cooler is opened
open and close the lid quickly. For Additional
Information For additional food safety
information, call the toll-free USDA Meat and
Poultry Hotline at 1.800.535.4555 or visit the
USDA Food Safety Inspection Service home page at
www.usda.gov/fsis. You can also download a Food
Safety Activity book for kids http//www.fsis.usd
Page 5 of 6
  • Nosebag (brown bag) lunches
  • Girl Scouts call lunches they carry in a bag
    nosebag lunches. The term comes from the bag
    of food hung under a horses nose when she is
    away from home. When packing a nosebag lunch,
    choose foods that travel well. Put the heaviest
    items on the bottom and the lightest, most
    fragile items on the top. Try to stand up
    sandwiches to keep them from getting soggy.
  • Include something juicy, munchy, crunchy, and
  • SOMETHING JUICY (fruits and vegetables)
  • Try apples, oranges, celery, cucumbers, carrots,
    and pickles.
  • Be careful with those that bruise easily
    bananas, grapes, peaches, pears, plums, and
    tomatoes. If taken, these should be packed on
  • Beverages This might be a time to demonstrate
    the delights of a good drink of water to satisfy
    thirst. In hot weather, try drinks that are not
    too sweet such as lemonade or grapefruit juice.
    In cold weather, try warm drinks such as cocoa,
    hot lemonade or tea, and cider.
  • SOMETHING MUNCHY (sandwiches)
  • Bread try different kinds (brown, date, nut,
    oatmeal, raisin, rye, or whole wheat). Dont
    forget that this doesnt have to be your everyday
    loaf bread. Try tortilla wraps or pitas.
  • Spread butter or margarine on bread to act as a
    shield to keep bread from getting soggy.
  • Use fillings that are NOT perishable such as
    peanut butter, jelly, marmalade, etc.

Page 6 of 6
  • Potato chips are going to get mashed into little
  • Try cheese curls, dry cereal, peanuts (watch
    allergies), sunflower seeds, veggie sticks, and
    rice or popcorn cakes.
  • Explore the possibilities . . . How many
    crunches can you find?
  • Many cookies have become crumbs on a hike. Look
    for ones that travel well such as brownies,
    gingerbread cookies, muffins, Fig Newtons, etc.
  • Dried fruits provide a lot of sweetness,
    nutrition, and energy and dont add much weight
    or bulk.
  • Chocolate melts in hot weather . . . take along
    peppermint sticks, lemon drops, or other hard
  • Always carry out everything you take everyone
    must be responsible for their own trash.

Packing lists and equipment
Page 1 of 6
  • Plan what clothing and equipment are needed based
    upon your activities and location.
  • Always be prepared for changes in weather and
  • Follow the Onion Theory wear many layers of
    clothing. As the bodys heat warms the trapped
    air between the layers, you will be warmer than
    with one heavy garment.
  • A warm hat is really important when its cold.
    Between 25 and 50 of total body heat loss
    radiates from the head. Head protection is good
    when its sunny.
  • Wear knitted gloves or mittens inside a
    waterproof outer layer to keep hands warm and
  • Wool and fleece clothing are warmer than cotton,
    especially when it is wet. When the weather is
    cold and wet, take care not to wear cotton
    without additional layers.
  • A wet bandanna around your neck can keep your
  • A plastic garbage bag can become emergency
  • Always wear shoes and socks that are comfortable
    and appropriate for the activities you will be
  • Wool socks should be worn if at all possible to
    assist in keeping the feet dry.

Packing lists and equipment
Page 2 of 6
  • Plan what clothing and equipment are needed based
    upon your activities and location.
  • Packing pro tips
  • PACK LIGHT- remember that you wi
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