Service Unit Event Planning Packet

Service Unit

Event Planning

Packet

*When reciting the Girl Scout Promise, Girl Scouts may substitute wording appropriate to their own spiritual belief for the word "God."

The Girl Scout Motto

The Girl Scout Slogan

Girl Scout Program

The Girl Scout program is an informal educational program designed to help girls put into practice the fundamental principles of the Girl Scout Movement illustrated by the Girl Scout Promise and Law. It is carried out in small groups or as an individual member (Juliette Girl Scout) with adult leadership and provides a wide range of activities developed around the interest and needs of the

The Girl Scout Law:

I will do my best to be

honest and fair,

friendly and helpful,

considerate and caring,

courageous and strong, and

responsible for what I say and do,

and to

respect myself and others,

respect authority,

use resources wisely,

make the world a better place, and

be a sister to every Girl Scout.

The Girl Scout Promise

On my honor, I will try:

To serve God* and my country,

To help people at all times,

Service Unit Event Planning Packet

Table of Contents

Page(s)

Girl Scout Law and Promise... 1

How to Run a Successful Service Unit Event... 3

Activity Planning ... 4-5 Providing Emergency Care ... 6

Timeline for the Planning Committee ... 7

Event Planning Checklist ... 8

General Committee Roles & Responsibilities for SU Event ... 9

Budget / Financial Planning Sheet ... 10-11 Sample Event Flyer & Registration Form ... 12

Girl/Adult Health History ... 13

What are Safety-Wise requirements?

Girl Scouts of the USA (GSUSA) requires adult attendance at troop meetings, trips, camping, and council-sponsored events. A Safety-Wise adult is someone (male or female) who is 18 years of age or older. At least one adult must be female and not related to the other adults. There may be trips when fathers or male leaders are part of the group, this is okay, but it is not appropriate for males to sleep in the same space with girl members. They would need separate sleeping quarters and bathrooms.

National Standard Adult-to-Girl Ratios Girl Scout Grade level Grade(s) Troop/Group

Meetings -- Two (2) adults for each # of girls PLUS One (1) adult for each additional # of girls

Events, trips & group camping --

Two (2) non-related adults (one of which is female) for each # of girls

PLUS

One (1) adult for each additional # of girls

Girl Scout Daisy K-1 12 6 6 4

Girl Scout Brownie 2-3 20 8 12 6

Girl Scout Junior 4-5 25 12 20 10

Girl Scout Cadette 6-8 25 12 20 10

Girl Scout Senior 9-10 30 15 24 12

Girl Scouts of Minnesota and Wisconsin Lakes and Pines

How to Run a Successful Service Unit Event

• What sort of event do you have in mind? • Who is your intended audience?

• Does the audience have to be invited, or can anyone come? • What’s your main topic or focus?

• What’s your objective—what do you hope to accomplish at the end of the day?

• Will one or more speakers need to be invited? If so, who? How do you find speakers? • Where will the event take place?

• Is there a charge for this venue?

• Is the venue large enough to accommodate the audience?

• Do you have to obtain permission to use this venue? If so, from whom?

• Are there adequate facilities for the audience? If not, how much will extra portable toilets cost, and how

many do you need?

• Is there adequate parking or a drop-off point for girls?

• Do you need tables? chairs? podiums? microphones? speakers? • What sort of entertainment will you provide?

• Will you provide or sell refreshments? If so, what kinds? • How many chaperones will you need? Who will you ask?

• What emergency care do you need to plan for? Is the event large enough that local police and fire

departments need to be notified?

• Do you need to purchase additional insurance for non–Girl Scouts? • How will you advertise the event?

• What decorations will you use? • Will you give away any keepsakes? • Will you charge for the event? • Who will set up the event?

• Who will clean up after the event?

• How will we determine whether the event was a success?

If you’re working with girls who want to host an -large or small—be sure girls are leading the event-planning, instead of sitting by passively while you or another adult plans the event.

Ideas for girl-led events with family, friends, and community experts are also available in the Leadership Journey adult guides.

Activity Planning

When planning activities with girls, note the abilities of each girl and carefully consider the progression of skills from the easiest part to the most difficult. Make sure the complexity of the activity does not exceed girls’ individual skills—bear in mind that skill levels decline when people are tired, hungry, or under stress. Also use activities as opportunities for building teamwork, which is one of the outcomes for the connect key in the Girl Scout Leadership Experience.

How can you, as a Girl Scout volunteer, determine whether an activity is safe and appropriate? Good judgment and common sense often dictate the answer. What is safe in one circumstance may not be safe in another. An incoming storm, for example, might force you to assess or discontinue an

activity. If you are uncertain about the safety of an activity, call your council staff with full details and don’t proceed without approval. Err on the side of caution and make the safety of girls your most important

consideration. Prior to any activity, read the specific Basic Safety Guidelines (refer to Safety-Wise pages 30-45) related to any activity you plan to do with girls.

1. Definition: An event held in ANY setting for members of one OR more service units.

2. Objective: To provide a safe comfortable atmosphere for all troops, to hold an event at a reasonable price, close to home. Preparing for this event gives leaders and their girls experience in long range planning, and participation in an event in the comfort and support of their local Girl Scout community.

3. Planning Committee: IDEALLY, each event should have at least four members who aren’t leaders.

• Event Facilitator: responsible for all administrative needs of the event.

• Program Coordinator: knowledge of and responsible for Girl Scout program.

• Finance Manager: coordinates all financial business activities for the event.

• Health Supervisor: maintains good participant health and safety.

4. Girl Planning: This event needs to be an activity in which girls are involved in the planning.

• Work with the program coordinator or specified person to include girl planning in the event. • Allow about six meetings to make all the plans.

5. Girl Scout Activity Insurance: A portion of the individual annual membership dues pays for supplementary insurance for the member only. This insurance provides up to a specified maximum for medical expenses incurred as a result of an accident while a member is participating in an approved, supervised Girl Scout activity, after the individual’s primary insurance pays out. Non-registered parents, tagalongs (brothers, sisters, friends), and other persons are not covered by basic coverage. This is one reason all adults and girls should be registered members.

This insurance coverage is not intended to diminish the need for or replace family health insurance. And it does not duplicate medical-expense benefits collected under other programs, so after approximately $100 in benefits have been paid under this plan, the family’s medical insurance takes over. If there is no family insurance or healthcare program, a specified maximum of medical benefits is available.

An optional plan of activity insurance is available for Girl Scouts taking extended trips and for

non-members who participate in Girl Scout activities. These plans are secondary insurance that individuals are entitled to receive while participating in any approved, supervised Girl Scout activity. Optional insurance coverage is available for any Girl Scout activity that involves non-Girl Scouts or lasts longer than three days and two nights. Contact the Finance Assistant at the Waite Park Regional Center to find out how to apply.

6. Health Histories – Will troop leaders bring with them or do you need to attach to registration flyer? (a sample Health History is enclosed at the end of this packet.)

It is important for you to also be aware of any medications a girl may take or allergies she may have.

• Medication, including over-the-counter products, must never be dispensed without prior written permission

from a girl’s custodial parent or guardian. (Your council can provide this form.) Some girls may need to carry and administer their own medications, such as bronchial inhalers, an EpiPen, or diabetes medication.

• Common food allergies include dairy products, eggs, soy, wheat, peanuts, tree nuts, and seafood. This

means that, before serving any food (such as peanut butter and jelly sandwiches, cookies, or chips), ask whether anyone is allergic to peanuts, dairy products, or wheat! Girl Scout Daisies and Brownies should be aware of their allergies, but double-checking with their parents/guardians is always a good idea.

7. Ordering patches and t-shirts: Things to take into consideration.

• Do council shops have what you are looking for? Can they order what you’d like? • If ordering through a council shop allow several weeks for delivery.

• Do you want to design and order your own patches / t-shirts?

• What type of design? _______________ what colors? ______________ dated? ___________ • Cost is usually based on # colors _______ size _______ quantity _______ set up fee _______ • Contact various companies for price quotes (allow 1-2 weeks for response).

• Are they a licensed vendor for Girl Scouts? (If using the words or logo for GSMWLP or Girl Scouts

in any way shape or form, you must use a licensed vendor). Contact the council’s shop manager for a list of approved vendors.

• Have the selected company do an artists sketch for your approval (allow 1-2 weeks for response). • Allow time for back and forth changes and approval of design with company.

• Some companies will offer pre-approval of a sample before actually running the whole order. 8. The Wide-Game Format: This is a method of dividing a large space into several stations or smaller

areas. It is an easy way to separate a large group into smaller groups and move these groups from station to station, within a set period of time. The intent is to give everyone an opportunity to participate in each activity that is offered. It also insures that there are never too many or too few people at any given station at any time.

• Decide how many different activities or “stations” you will have.

• Keep in mind the space needs and noise levels of the different activities. • Investigate the site. Map out the area. Assign a space to each station.

• Determine the size of the smaller groups. Divide the total number of participants by the number of

stations. Adjust this number to schedule any breaks you have planned.

• Separate the participants into groups.

• Assign each small group a starting point. Decide how they will move from station to station

(clockwise, counter clockwise, by a written schedule, whistle, etc.) Make sure groups know this.

• Have some way of letting groups know when it is time to change stations. (Using a whistle, horn, or

bell, printed agenda, etc.)

Wide Game Example:

3 hour event with 5 activities and 100 participants breaks down like this: 3 hours x 60 minutes = 180 minutes total event time 180 minutes ÷ 5 stations = 36 minutes (unadjusted) per station

Providing Emergency Care

As you know, emergencies can happen. Girls need to receive proper instruction in how to care for themselves and others in emergencies. They also need to learn the importance of reporting to adults any accidents, illnesses, or unusual behaviors during Girl Scout activities. To this end, you can help girls:

• Know what to report. (See the “Procedures for Accidents” section.)

• Establish and practice procedures for weather emergencies. Certain

extreme-weather conditions may occur in your area.

• Establish and practice procedures for such circumstances as fire evacuation,

lost persons, and building-security responses. Every girl and adult must know how to act in these situations.

• Assemble a well-stocked first-aid kit that is always accessible. First-aid administered in the first

few minutes can mean the difference between life and death. In an emergency, secure professional medical assistance as soon as possible, normally by calling 911.

Emergencies require prompt action and quick judgment. For many activities, Girl Scouts recommends that at least one adult volunteer be first-aid/CPR-certified.

First-Aider

A first-aider is an adult volunteer who has taken Girl Scout–approved first-aid and CPR training that includes specific instructions for child CPR. If, through the American Red Cross, National Safety Council, EMP America, or American Heart Association, you have a chance to be fully trained in first-aid and CPR, doing so may make event- and activity-planning go a little more smoothly

First-Aid Kit

Make sure a general first-aid kit is available. Please be aware that you may need to provide this kit if one is not available at your meeting place. You can purchase a Girl Scout first-aid kit, you can buy a commercial kit, or you can assemble a kit yourself. The Red Cross offers a list of potential items in its Anatomy of a First Aid Kit. You can also customize a kit to cover your specific needs, including flares, treatments for frostbite or insect bites, and the like.

In addition to standard materials, all kits should contain your council and emergency telephone numbers (which you can get from you’re the Volunteer Essentials

Resource Guide ). Girl Scout activity insurance forms, parent consent forms, and health histories may be included, as well.

Procedures for Accidents

Although you hope the worst never happens, you must observe council procedures for handling accidents and fatalities. At the scene of an accident, first provide all possible care for the sick or injured person. Follow established council procedures for obtaining medical assistance and immediately reporting the emergency. To do this, you must always have on hand the names and telephone numbers of council staff, parents/guardians, and local emergency services such as the police, fire department, or hospital emergency technicians.

Remember breaking down tasks makes for

a manageable event

Timeline for the Planning Committee

Six months to one year:

___ Conduct needs/interest assessment with troop representatives to determine program possibilities. ___ Committee meets to go through event checklist (tool included in packet).

___ Identify committee members.

___ Determine responsibility of committee members (tool included in packet). ___ Develop evaluation system for the event.

Four months to six months: ___ Develop crisis procedures.

___ Visit and reserve site (get a contract for the site).

___ Assess limitations of the site. Are the activities compatible with the site? ___ Complete budget & determine final cost of event.

___ Compile a final list of supplies needed per girl. ___ Follow GSUSA Safety-Wise guidelines.

___ Submit event proposal to Community Coordinator.

___ Determine cancellation/refund policy and rescheduling possibilities.

___ Promote event (submit a copy of flyer to all troops/groups and Membership Services Specialist). ___ Encourage leaders to take outdoor training (Basic Outdoor Skills), if the event is a camp-out. ___ Secure first-aide and waterfront staff.

___ Secure program specialists / purchased program services, if applicable. One month to three months:

___ Finalize schedule of activities.

___ Re-check Safety-Wise for event guidelines. ___ Send out confirmation information.

___ Make signs for crisis procedures, activity locations, lost & found, first-aid station, etc.

___ Submit request form and payment for non-Girl Scout insurance to WPRC Finance Assistant. ___ Secure program supplies after registration deadline.

___ Make appropriate accommodations for girls / adults with special needs. ___ Order any insignia, patches, etc. from council shop, if needed.

___ Confirm with program specialist / purchased program services. One week:

___ Complete final roster of participants and volunteers. ___ Make sure Safety-Wise ratios of adults to girls will be met. ___ Secure more volunteers as needed.

___ Double check all supplies.

___ Re-confirm with volunteers and program specialists. Day of event:

___ Arrive at least one to two hours prior to the event. ___ Post crisis procedures and other information. ___ Designate emergency vehicle.

___ Implement program.

___ Have participants or troop leaders evaluate event. One week to two weeks after the event:

___ Evaluate event with committee members. ___ Tally and summarize participant evaluations.

___ Send photos via email to Community Relations Department for publication. ___ Organize & file program information for future implementation.

Event Planning Checklist

(This list is intended to initiate general discussion about the event)

General Topics of Discussion

Description Committee Decisions / Discussion Notes

Event Date List and rank at least 3-4 options in order to be flexible when reserving a location.

Option 1: Option 3:

Option 2: Option 4:

Event Time When will it start/end?

Objectives What do we want the girls to learn from or get out of this event?

Event Title What will we call the event? Who Which age levels will we invite?

Should we open to other Service Units? Location(s) Where will we hold our event?

Is it wheel chair accessible?

Bad Weather Plan If event affected by poor weather will it be rescheduled or change location?

Transportation Will we provide any transportation? Committee Who will be planning this event?

How will girls be involved in planning?

Agenda What will we do?

What will the event timetable look like? Will we use purchased program services? Format Will we use the wide game format (stations)? Badge Links Are we focusing on program level ‘badges’?

Bridging activities?

Budget What amount of SU Funds can we use? What would we like each girl to pay? Advertising How will troops find out about the event?

How will new girls be recruited? How will we get the event publicized? Registrations Will we set a max / min participation?

What will our refund policy be?

Confirmations Do we need to send out any information prior to the event? Information to be included? (E.g. map to site, health history form, packing list, etc.)

Evaluations What information would we like to include in the evaluations?

Additional Equipment Will we need flags, TV/VCR, overhead projector and markers, transparencies, newsprint, etc?

Are there costs associated or are reservations necessary?

General COMMITTEE ROLES & RESPONSIBILITIES for SU EVENT

This chart was created to be flexible with different types of committees with various numbers of participants. If desired you may keep the responsibilities divided into the following.

POSITION DESCRIPTIONS

1. (EF) Event Facilitator 3. (HS) Health Supervisor 2. (PC) Program Coordinator 4. (FM) Finance Manager

Name of Responsible Committee Member Notes / Reminders / Follow Up Needed Date to be completed Completed? TASKS TO BE COMPLETED

(EF) Facilitates & guides meetings and the operation of the event.

(EF) Prepares & implements training / communication for volunteers

(EF) Assists in recruiting & assigning qualified committee members.

(EF) Administers program within the budget

(EF) Compiles and submits reports to Community Coordinator.

(EF) Advises the committee and assists as needed.

(EF) Secures event location & manages site contract.

(EF& PC) Creates, distributes, & implements the agenda for the event

(PC) Plans and coordinates a program of activities in particular field of interest in accordance with the objectives and standards of the Girl Scout program and for the particular SU Event.

(PC) Gives the store the Certificate of Exemption form, #4705 (available on the

GSMWLP website), for taxable items.

(PC) Works with troops / girls to implement girl planning.

(PC) Coordinates details with program specialists / purchased program services.

(PC) Provides information for leaders on insignia worked on or earned.

(PC) Creates, implements, & compiles program evaluation.

(HS) Make sure leaders have health history forms.

(HS) Administers all first aid needs and maintains a high standard of safety.

(HS) Keeps records of all first aid treatment: date, time, name, and treatment,

(HS) Maintains the first aid kits used for trips & events.

(FM) Collects all fees and registration forms and administers refunds as needed.

(FM) Deposits all money into SU checking account.

(FM) Keeps event committee up-to-date on registration figures.

(FM) Maintains and organizes all cash receipts, assigns each receipt a number that is

reflected in the final column on the budget sheet.

(FM) Completes the proposed budget and the actual budget.

(FM) Creates all marketing materials such as flyers and registration forms

(FM) Works with the local newspaper or publications to get the event publicized

(FM) Relays event information to troops within the SU and works to recruit new

members for the event.

Budget / Financial Planning Sheet

Event Title_________________________________

INCOME

Proposed Use minimum # of girl

participants Actual

SU #________

Name of person

completing this

form

__________________

Capacities

Min _____

Max _____

Event Date

__________________

$ $

Girl Program Fee:

# registered Girl Scouts ________ x $________ fee = # non-Girl Scouts ________ x $________ fee =

* Non-Girl Scout rate should include fee for Membership year.

$ $

$ $

Adult Program Fee:

Adult Fees (if applicable) _______ x $ _______ fee =

$ $

Additional fees $________x #______ =

(Complete this section if not included in program fee.) $ $

In Kind Donations (Non solicited)

Please list Donors _____________________________________ Please list Donation____________________________________

$ $

Insignia #________x $ ______ =

(Complete this section if not included in program fee) $ $

TOTAL INCOME

Directions on how to complete this form:

1. PROPOSED BUDGET Portions:

• Set your capacities: Determine a minimum & maximum attendance. If minimum is not reached you may not have enough to hold the event. • Set max for amount the amount of people your facility & program accommodate. Based on your program you may not need this.

• To help calculate the program fee determine a cost per girl on the other side prior to completing proposed Income. • Complete and make a copy. Send one to the Community Coordinator and keep one for yourself.

EXPENSES

(recommendation: budget for a minimum of 1 program fee) $ $ $

Transportation:

# buses x $ /day x days =

# cars x $ /mile x miles =

$ $ $

$ $ $

Insurance: (Minimum $5.00)

# tagalong children x $.11/day x days =

# Non-Girl Scout adults x $.11/day x days =

$ $ $

$ $ $

Site Rental Fee $ $ $

Purchased Program Services ________ x $ ________ = Purchased Program Services ________ x $ _________ =

$ $ $

$ $ $

Insignia ________ x $ ________ =

(Complete this section if not included in program fee.) $ $ $

Postage _{$ $ $}

Copying _{$ $ $}

Telephone _{$ $ $}

Medical supplies _{$ $ $}

Program / craft supplies _{$ $ $}

Housekeeping supplies _{$ $ $}

Food / beverages _{$ $ $}

Program equipment (specify): _{$ $ $}

Other (specify) _{$ $ $}

Sample Event Flyer & Registration Form

Below is the type of information necessary for a flyer in a basic format. Title of event

Date(s) of event

Where (site, address and town)

Who (Indicate what level or age of Girl Scouts invited. Are non-Girl Scouts invited?)

Cost $ per Girl Scout $ per Non-Girl Scout * $ per adult

*additional $12 fee includes Girl Scout annual registration for current membership year

Submit registrations with payment to (include date due and where to send completed form and fees)

Refund policy: (optional, but advised)

Bring (unless a confirmation will be sent and this information will be included at that time) (Optional) A confirmation will be sent by (date).

List any other pertinent information.

Return this portion with fee to register for this event.

Title of event and date

Service Unit #__________ Troop/Group #______________ Level_________________ Contact person

Address City/State/Zip

Phone # (__________)_____________________days □ home □ work

(__________)_____________________evenings □ home □ work

# of registered Girl Scouts x $__________ = $

# of non-registered girls x $__________ = $

# of registered adult Girl Scouts x $__________ = $

# of non-registered adults x $ = $

Total cash/check amount enclosed = $

Any special accommodations required? (Dietary concerns, allergies, accessibility, etc.) Lodging preferences? If there still is some space available, repeat where to send form with payment.

Girl/Adult Health History Form

GIRL MEMBER ADULT MEMBER

This form is to be completed for girls and adults assisting with a troop. It will be retained by the troop and will become part of the troop records for three years. After the form is initially completed and signed it will only need to be reviewed yearly. Make corrections, additions and updates as needed, then initial and date.

Troop #: or Individual: Service Unit #: Year: Grade: Initials: Date: Troop #: or Individual: Service Unit #: Year: Grade: Initials: Date: Troop #: or Individual: Service Unit #: Year: Grade: Initials: Date:

C o n ta ct In fo rm a ti o n Name: Address: City/State/Zip:

Day Phone: ( ) Evening Phone: ( )

Cell Phone: ( ) Email:

Girl is under the custodial care of: ___Both parents ___Mother/Guardian Only ___Father/Guardian Only ___Other

Parent/Guardian(s) Name: (Complete for girl only) 1.

Phone: ( ) Cell: ( ) Parent/Guardian(s) Name: (Complete for girl only)

2.

Phone: ( ) Cell: ( )

Emergency Contact Name : Relationship: Day Phone: ( ) Evenings: ( ) Cell: ( )

H ea lt h I n fo rm a ti o n

Physician’s Name: Phone:

Clinic Name: Insurance Name: Policy #: Immunizations are up to date: Yes No

Has participant had any recent injuries or surgery? Yes No If yes please explain:

Does participant take any prescribed medications on a regular basis? Yes No If yes please state medication and reason:

Is participant restricted or limited from participating in any physical activity? Yes No If yes please explain:

Allergies (list):

Special Concerns (check as appropriate): ADHD Asthma Diabetes Ear Infections Fainting Headaches Hearing Impaired Heart Defect/Disease Hyperglycemia Hypertension Hypoglycemia Motion Sickness Seizures Other:

Special Fears (storms, water, insects) specify: Special Dietary Regimen:

A u th o ri za ti o n PARENT/GUARDIAN AUTHORIZATION

This health form is complete and accurate. I know of no reason(s) other than the information indicated on this form, why my daughter/girl should not participate in the prescribed activities except as noted. In the event that my child needs medical attention while participating in Girl Scout activities, I authorize the adult in charge to see that my child receives reasonable first aid and to transport my child to a health care facility for emergency services as needed.

Signature of parent/guardian: Date: ADULT MEMBER AUTHORIZATION

This health history is complete and accurate. I am able to engage in all activities except as noted. Signature of adult member: Date: