Event Procedures and Trip Forms Palo Alto Service

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Event Procedures and Trip Forms Palo Alto Service Unit 601

Event Procedures and Trip Forms Palo Alto Service Unit 601

What is an event? • Definition: an event is created to meet a specific

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

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

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: 30 PM Business Overview 8: 30 PM Guest Speaker • • Fee if Any Details of event, directions, etc For More Information Call: Contact Information Please include: – GS logo – Nor. Cal website www. girlscoutsnorcal. org. – PA website www. girlscoutsofpaloalto. org

Field Trips, Travel & High Risk Activities

Field Trips, Travel & High Risk Activities

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

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

FIELD TRIPS ARE FUN! • Safety Wise should be consulted first when planning any

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. 1/3/2022 7

Trip and High Risk Form Filled out for: • • • Field Trips Basic

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. 1/3/2022 8

WHO APPROVES WHAT! • Service Unit needs to approve: – Local Field Trips: Visits

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. 1/3/2022 9

WHO APPROVES WHAT! • Council – – Trips outside of Council Boundaries Trips more

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. 10 1/3/2022

Approval Process All forms turned into the service unit! • At least 2 weeks

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 1/3/2022 11

Benefit of Using Form • The Trip & High-Risk Approval Form serves as notification

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,

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) 1/3/2022 13

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

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! 1/3/2022 14

Trip & High Risk Form • The form is very simple. The information asked

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

Trip & High Risk Form • How do I get a copy? – It is posted on our PAGS web site and the GSNor. Cal 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,

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

Permission slip

The World is waiting… Go Places! 1/3/2022 20

The World is waiting… Go Places! 1/3/2022 20