Post on 17-Dec-2015
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
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