trip planning - gshom.org · this trip planning training provides you with the steps and materials...

Trip Planning

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Every Troop Travels!

This Trip Planning training provides you with the steps and materials needed to get your Girl Scouts going! Going near and going far, you’ll be prepared for anything your girls want to do! You’ll learn best practices on how to let girls take the lead when making decisions and carrying out their trip plans. Trip Planning is the first step in our trip planning journey for leaders, the Troop Camper, or adults who will accompany the girls on their trip. How exciting!

When you finish perusing this document, please complete the Trip Planning Home Study section. Once you complete the test, you may:

• Save the Trip Planning Home Study to your hard drive then email it to [email protected] ; OR • Print your completed Trip Planning Home Study, and submit it to the Adult Recruitment & Education

Specialist at your nearest regional center; OR • Drop off your completed Trip Planning Home Study at your nearest regional center; OR• Fax your completed Trip Planning Home Study to your nearest regional center!

Once your Adult Recruitment & Education (ARE) Specialist receives your Home Study section, it will be reviewed. When you pass the test you’ll be notified! If there are any unclear items in the test, an ARE Specialist will connect with you for clarification. After your final review, and you’ve knocked it out of the park, you are ready to continue your adult education journey in Girl Scouts. When you pass the test, you will receive e-mail notification and proper credit for Trip Planning in your training record.

If you have questions about any parts of this training, please call 1-800-497-2688 (1-800-49-SCOUT) and ask for an Adult Recruitment and Education Specialist. We’re all happy to help!

Ypsilanti/Ann Arbor Regional Center Attn: Adult Education 444 James L. Hart Parkway, Ypsilanti, MI 48197Fax: 734-714-3037

Jackson Regional Center Attn: Adult Education 4403 Francis Street, Jackson, MI 49203Fax: 517-784-9553

Kalamazoo Regional CenterAttn: Adult Education601 W. Maple Street, Kalamazoo, MI 49008Fax: 269-492-1439

Lansing Regional CenterAttn: Adult Education 1223 Turner St, Ste 200, Lansing, MI 48906Fax: 517-799-9405 Saginaw Regional CenterAttn: Adult Education 5470 Davis Road, Saginaw, MI 48604Fax: 989-799-1450

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Objectives

To give girls the best trip possible, Girl Scouts Heart of Michigan designed this Trip Planning training. This packet will give you best practices about girl-led trip planning and girl/adult participation in all Girl Scout trips beyond your regular meeting place. What are we waiting for? Let’s go!

You’ll explore:• What girls gain when they take trips.• Using the Girl Scout Processes when planning trips: Girl Led, Learning By Doing, & Cooperative Learning.• How progression promotes successful travel adventures at all grade levels.• How additional adult help makes travel a positive experience for everyone.• How to plan trips with girls using an itinerary and a detailed budget.• What forms need to be completed and when.

Why Girl Scouts Travel…

Taking trips and traveling is a hallmark of the Girl Scout experience! Girl Scouts provides girls with opportunities they may not otherwise have, like exploring their neighborhood, their larger community, their state, and their country. There are also ways Girl Scouts can travel around the world called Girl Scout Destinations. Every trip a Girl Scout takes, from a short field trip in their town or a longer travel to a Girl Scout World Center in England, India, Mexico, or Switzerland, will help her build courage, confidence, and character.

Since planning trips in Girl Scouts is always girl-led, girls will gain plenty of experience setting goals, building an itinerary, developing a budget, and so much more. As girls learn to work together in all-girl environments—rich in diverse talents, abilities, and backgrounds— individual learning is reinforced. They learn to appreciate differences in personalities while feeling powerful and safe. This safety will enhance their sense of belonging, when they can easily share with their Girl Scout sisters.

When a Girl Scout begins to travel, she:• Is able to be away from home or parents for several hours (and parents are prepared to let their

daughter travel!).• Wants to see and experience new places.• Is able to sleep, eat, and play with all girls, not just with best friends.• Is comfortable with unfamiliar places (including bathrooms) and new sounds, especially at night.• Is comfortable sharing spaces.• Is able to compromise gracefully.• Is comfortable as a member of a group.• Is able to embrace and celebrate similarities and differences in Girl Scouts within a troop.

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Mini Stop Session Please go to PAGE 2, in the home study test, to complete the WHY GIRLS TRAVEL section.

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Incorporating Girl Scout Processes

When Girl Scout adventures are girl led, involve learning by doing, and cooperative learning, our girls’ worlds expand exponentially. When girls Discover, Connect, and Take Action on all their activities, they will change the world. To accomplish these extraordinary achievements, girls choose from an almost endless variety of experiences through several pathways. With so many options try them all with the girls, and see what makes them soar higher! Attend an event this weekend, go to camp in the summer, earn badges in the fall—what will the girls choose? Use the chart below to get a glimpse of all the ways to be a Girl Scout!

Girl Led

Let’s begin our journey by taking a closer look at how to incorporate the Girl Scout Processes when planning trips or travel activities with your girls. In the first process, Girl Led, girls play an active role deciding the “what, where, when, how, and why” of trip planning. While their ages and intellectual development determine the level of the participation, girls make the decisions that will guide their travel explorations. Use the list below to help you determine best practices for girl-led at each grade level.

Daisies: can vote on where they would like to go and what they want to do, from a couple of choices provided by the leaders.

Brownies: can help research and talk about different aspects of trips or activities, and decide what to do based on what they learn.

Juniors: can put together reasons for taking a particular trip, while planning and leading that trip or activity with some guidance.

Cadettes: can purposefully plan a trip with included activities, understanding how to apply budgets, and make revisions to their plans, with guidance.

Seniors and Ambassadors: can research, decide upon, and determine costs and logistics, while implementing all parts of a trip or activity with minimal advice.

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Mini Stop Session Please go to PAGE 3A in the home study test, to complete the INCORPORATING GIRL SCOUT PROCESSES section.

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Learning By Doing

The second step of our journey and process to use when planning trips is Learning By Doing. This step helps engage girls with hands-on activities for a continuous cycle of action and reflection. By using hands-on activities, learning becomes more meaningful and memorable for the girls. It increases their retention of new concepts and skills. The list below helps you determine how this process looks for girls and what to expect on your trips and in the planning stages.

Daisies: can explore and take part in activities with supervision and talk about how they felt about their experiences.

Brownies: can experience new challenges and hands-on activities, while learning how to apply what they learned to themselves.

Juniors: can plan trips with more complex activities, understand what they learned, and how it impacts others.

Cadettes: can plan trips with pre-determined ideas and experiences. Then they can compare those expectations to the final outcomes of their trip/travel.

Seniors and Ambassadors: can seek out and plan trips for learning to showcase specific skills and knowledge. Then they can evaluate and modify for future experiences, and they are able to share what they learned.

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Mini Stop Session Please go to PAGE 3B, in the home study test, to complete the LEARNING BY DOING section.

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Cooperative Learning

Finally the third process, Cooperative Learning, takes place when all members of your troop work together toward a common goal—this goal happens to be your trip. Girls encourage the sharing of skills, knowledge, and growth while being engaged throughout the planning and travel itself. Use the list below to help determine age-appropriate ways to encourage the girls to learn cooperatively.

Daisies: can understand the importance of the “Buddy System” and can be guided to work in small teams.

Brownies: can be given individual tasks to do on while on a trip, such as making sure everyone has a buddy, or do a head count in their group at regular intervals.

Juniors: can work in groups to plan various aspects of a trip, and can carry out group assignments while on the trip, with guidance at times.

Cadettes: can work with the group to develop plans and strategies for trips and activities, and can cooperate with planning and activities—even when not in agreement with the group.

Seniors and Ambassadors: can recognize strengths of individual members and use those in organizing and planning activities and trips. They will seek more challenging activities and support girls who are not feeling as confident.

“There are so many things you do alone, but generally speaking, the ones you work on with others are more fun. One thing is sure—you want to be proud...and feel that you have accomplished something worthwhile.”

—Juliette Gordon Low, founder of Girl Scouts

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Mini Stop Session Please go to PAGE 4, in the home study test, to complete the COOPERATIVE LEARNING section.

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Progression

Camping is a wonderful way to take a trip close to home! Girl Scouts Heart of Michigan offers several nearby locations, each providing a variety of affordable activities and camping options: from archery to badge work and hiking to climbing wall, and more! There are many fun and educational activities for the girls at camp! Check out all of our camp locations and the Outdoor Adventure Menu for ideas (see Index and gshom.org for more information).

Let the girls pick a favorite camp and go there often! Each time they go, they will have different experiences and new adventures. Outdoor experts say taking multiple trips to the same area builds confidence in adults and children alike. The more familiar the girls become with an area, the more they will explore and learn. Be adventurous too! Visit other camps to encourage girls to explore new places.

When a Girl Scout goes to camp:• She’ll help plan a simple trip, then more extensive trips when she gets older.• She’ll follow a kaper chart.• She’ll use kitchen equipment safely.• She’ll learn to operate a flashlight, or practice more if she has already learned!• She’ll learn to read a map.• She’ll know how and when to use Safety Activity Checkpoints (see index for more information).

Leaders tell us Outdoor Skills 1 and 2 and/or Troop Camp Plus prepares them to take girls out-of-doors. Before you go camping and more, please take the opportunity to learn additional amazing skills, so our girls can have the best time in Girl Scouts! Troop Camp Plus fills up fast, so make sure to sign up early!

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Mini Stop Session Please go to PAGE 5, in the home study test, to complete the PROGRESSION section.

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How many adults are needed for a trip?

To help our girls have the most fun, and through years of research and trials, we’ve determined the best girl-to-adult ratios! Girl-to-adult ratios are very different when taking trips with girls, compared to your regular troop meetings and gatherings.

We’ve created the chart below to help you determine the best ratios. Remember to have background checks completed when necessary. This informational chart can also be found in Volunteer Essentials!

Group Meetings Events, Travel, and Camping

Two unrelated adults (at least one of whom is female) for this number of girls:

One additional adult for range of girls

Two unrelated adults (at least one of whom is female) for this number of girls:

One additional adult for range of girls

Girl Scout Daisies(grades K–1)

12 1–6 6 1–4

Girl Scout Brownies(grades 2–3)

20 1–8 12 1–6

Girl Scout Juniors(grades 4–5)

25 1–10 16 1–8

Girl Scout Cadettes(grades 6–8)

25 1–12 20 1–10

Girl Scout Seniors(grades 9–10)

30 1–15 24 1–12

Girl Scout Ambassadors(grades 11–12)

30 1–15 24 1–12

For example, if you are traveling with 16 Brownies, there will need to be the initial two unrelated adults and one additional adult.

We’ve gone through some of the basics, and you might be thinking you’ll need some additional help on your trips. While some parents and caregivers love to attend events and travel, others might be hesitant. Use the chart on the next page to assess the adults in your troop and their travel readiness.

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EXAMPLE

Adults going on a trip—are they ready?

Names of parent/guardian/other adults traveling with the troopRose Jeremy

Works well with others

sometimes yes

Can sleep in an outdoor environment

yes no

Has taken First Aid and CPR training

yes no

Has checked Safety Activity Checkpoints for requirements

don’t know no

Has special certification for activity (e.g. archery)

need to check yes

Has checked what supplies will be needed

yes no

Has checked of other adults will be needed for planned activity

yes no

Has a vehicle with enough proper car seats/available seating

yes yes

Promotes girl-led activities

yes sometimes

Supports cooperative learning

yes yes

Encourages hands-on learning

usually yes

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Planning Trips at Meetings

Planning a troop trip with beginners can be super simple! Since girls take the lead in this activity, like all activities, the girls will only need your guidance—age appropriately. This chart will help you determine what the girls need to decide and when, and how you’ll help them achieve their goals!

Girls Co-leaders

Meeting 1

• Decide where they want to go for their trip.• Decide when the trip will happen.• Check Safety Activity Checkpoints (see

index).

• Make necessary reservations.• Fill out/submit necessary forms to Girl

Scouts Heart of Michigan Regional Center (Older girls can do this).

Meeting 2

• Plan itinerary or schedule for trip with age-appropriate assistance from leaders.

• Plan for meal(s).• Decide on budget.

• Notify or remind parents of upcoming trip; include why this trip will benefit the girls.

• Ask for and arrange any needed adult volunteers/drivers.

• Double check reservations.

Meeting 3

• Practice/talk about Safety and the Buddy System.

• Check First Aid kit.• Make packing list for each trip (each girl

needs a copy).

• Send home parent permission forms.• Send girls home with packing list.• Finalize forms needed for drivers.

Meeting 4

• Girls and leaders develop Group Agreement for the trip.

• Review trip plans.• Answer all questions.

• Collect permission forms and any money due from girls.

• Double check Drivers’ Forms, Health Forms, etc.

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Making The Troop Trip Itinerary

An itinerary is a proposed schedule for your troop trip. The girls (with age-appropriate adult guidance), will need to answer these questions in order to write their itinerary:

1. What is our destination?2. How long will it take to get to our destination?3. What time are we planning to leave?4. What stops will we be making on the way?5. What time are we planning to arrive?6. What are our plans for the return trip?

Your itinerary will include the time you leave for your trip, what you will be doing once you arrive (example: meal times, activity time, rest time, lights out, etc.) and the time you expect to arrive home again. Make the itinerary as detailed as necessary to accomplish the goals and to ensure you have planned carefully for possible challenges.

After completing the troop trip itinerary, make copies and use with the girls. It may be appropriate for each girl, buddy pair, or patrol* to have a copy. All leaders, and other adult volunteers, must have the itinerary available to them. Depending on your destination, you may want to hang a large copy of the troop’s planned itinerary—so the girls can keep track of their schedule.

Remember the girl-led process as the troop develops the itinerary. When you ensure the girls’ involvement in the planning process, it’ll make the job easier for you and give the girls ownership in their activities. Review the itinerary with the girls, and see how they answer the following guidelines.

*patrols are small groups of girls made up from a large troop, usually used with Girl Scout Juniors and older.

Test of a good trip:1. What are the objectives?2. Is it fun?3. Can it be done in town? If so, save it for a troop meeting.4. Is it safe?5. Will it teach something? Will it develop appreciation?6. Is it suitable to age, group, and experience?7. Is it balanced according to new and old experiences,

active and quiet?8. Is it flexible?9. Does it make use of natural resources at hand?10. Does it include all members of the group?11. Is it timely?12. Does it promote Girl Scout enjoyment of the out-of-doors?13. Does it fit into the overall program?14. Will it have a lasting impact on the girls?

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Planning the Budget

When Girl Scout troops begin meeting again in the fall, girls need to talk about the trips they want to take and make decisions about where, why, and how they want to travel. This is also a great time to determine how the girls will fund their way!

Girls will need to plan a budget for their trip from the start. This will ensure girls are being involved throughout the entire planning and trip process. It’s important they are aware of the cost involved in their activities, so they can strategically plan to fund their adventure. Start funding the way by participating in the two product programs, Cookies and Treats & Reads, then add in money-earning activities when needed. That way they can appreciate seeing all their hard work pay off when they attend their trip!

When girls first start planning their budget, they’ll need help. Then each time you give them the opportunity to plan a budget, they will be able to do more of it by themselves. Juniors, Cadettes, Seniors, and Ambassadors will want to choose a Trip Treasurer.

Start the budget planning process by asking these questions:• What expenses will the troop have?• Where will the money come from?• Will we have enough Cookie and Treats & Reads proceeds, and will we have it in time for our trip?• Will we have to ask for funds from the girls and families?• How much money will we need for food, program costs, transportation, etc.?

Besides the cost of food, determine other items you may need:• First Aid supplies: you may need to make or re-supply a first aid kit.• Transportation: money should be offered to drivers to offset car expenses and mileage.• Housekeeping supplies: include toilet paper, paper towel, dish soap, bleach, etc.• Program supplies: this might include craft supplies, supplies to work on a Journey or badge, etc.• Facility rental: make sure you reserve your site in a timely manner. Tip: plan on reserving at least six months

out for Girl Scout Heart of Michigan camps!

The budget might look something like this:Meals First Aid Supplies Transportation Housekeeping Supplies Program Supplies Site Rental

Total Budget

Divided by 12 people, cost per person is $28.33!

Thrifty Hints• Once the menu is planned, girls can clip coupons for items needed.• Encourage girls’ families to donate items such as paper products,

cleaning supplies, etc.• Check with other troops in the Area to see if they have items to share.• Check destination for discounts based on time of year, number of

people, etc.

$150.005.0050.0010.0025.00100.00

$340.00

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Trip Budget Planning Chart

Below is an example of how you can set up a helpful chart for planning the budget. For Daisy and Brownie troops, the leaders/adults should be filling this out. Older troops can complete the chart themselves! It’s exciting to watch our girls learn new skills and grow into independent thinkers!

Trip Budget Planning Chart

BUDGET ITEMS PROJECTED COST FINAL COST NOTES

Expenses:• Food• Cleaning Supplies• First Aid Supplies• Program Supplies• Facility Rental/

Activity Fees• Transportation• Miscellaneous

Income:• Cookie Proceeds• Treats & Reads

Proceeds• Money Earning

Projects• Personal Funds• Other Sources

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Mini Stop Session Please go to PAGE 6, in the home study test, to complete the MAKING YOUR TROOP ITINERARY and PLANNING THE BUDGET section.

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Planning the Budget

Every time a troop meets at a different time and location from their regular meeting place, you must use a Parent Permission form—even if the girls are responsible for getting to the location on their own. Parent Permission forms give parents the “who, what, when, where, and why” so they can decide whether their daughter will participate in that specific event or trip. A signed Parent Permission Form permits the leader(s) to include the girl in the activity and ensure they have up-to-date emergency contact information.

Be sure to discuss the following items with the girls, before you leave on any trip (you may also want to put this information in writing and have girls sign it):

• Who her buddy is, and how the buddy system works.• What to do if she is accidentally separated from the group.• What to do if emergency help is needed.• How to perform basic first-aid procedures.• How to deal with a large crowd (if applicable).• What behaviors you expect, and how you will acknowledge if she doesn’t model your expectations.

NOTE! The following items should be kept together during all outings and activities with the troop*:• Parent Permission forms, for the specific activity/trip.• Health History forms for all girls and adults attending/participating.• Girl Scouts Heart of Michigan emergency contact information.• Incident/Accident Report form.• Insurance Claim form and instruction brochure.• Troop Trip Application (if applicable).• Pictures of girls and adults participating.

*Be sure to sort the Permission Forms, Health History Forms, and pictures by person. That way it’s easy for you to access a girl’s information all at once, if needed. It is recommended these are stored in a large, resealable bag, and all participating adults know where it is kept. If you are traveling with more than one vehicle you should have duplicate sets for each vehicle.

The next page explains required paperwork, training, and/or additional insurance for specific activities or trips. Sample forms are attached for your convenience, and if you need more copies you can find them on our website, gshom.org.

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Type of trip/activity Forms to be completed What else is needed for this trip/activity?

Impromptu activity at troop meeting (on site only)

• No forms required• Leave note on door for parents, telling

them where you are, when you will return and how to find you

• no additional items needed

Local day trip/activity less than 50 miles (one-way) from your regular meeting place

• Parent Permission and Driver’s Forms 1• First Aid/CPR certified adult• Trip Planning Home Study 1

• Inform your Membership Specialist

Local day trip/activity over 50 miles (one-way) from your regular meeting place (non-GSHOM facilities, no overnight)

• Parent Permission and Driver’s Forms 1

• Troop Trip Application (submit to Membership Specialist at least four weeks prior to trip.)

• First Aid/CPR certified adult • Trip Planning Home Study 1

• Lifeguard or other special instructors, if applicable

High Adventure activities 2

• Swimming/Water Parks• Horseback Riding• Skiing (water or snow)• Boating/Tubing

(see Safety Activity Checklist for detailed list)



• First Aid/CPR certified adult • Trip Planning Home Study 1

• Lifeguard or other special instructors, if applicable

Troop camping or overnight trip/activity (non-GSHOM facilities only)



• Additional Insurance if exceeding two nights or non-registered girls attending, Plan 2 or 3E

• First Aid/CPR certified adult • Trip Planning Home Study 1 and Outdoor

training specific to facility type• Lifeguard or other special instructors, if

applicable

Extended trip of more than four (4) nights (non-GSHOM facility only)

• Parent Permission and Driver’s Forms1


• Additional Insurance Plan 2 or 3E

• First Aid/CPR certified adult • Trip Planning Home Study 1 and Outdoor

training specific to facility type• Lifeguard or other special instructors, if

applicable

Troop camping or overnight(s) at GSHOM facilities


• Additional Insurance if longer than two nights or non-registered girls attending, Plan 2 or 3E

• First Aid/CPR certified adult• Trip Planning Home Study 1

• Outdoor Training specific to facility type

International Travel



• Additional Insurance 3PI• Intent to Travel Form• Authorization for Medical Treatment

(adult and girl)• Permission for Minors to Travel

• First Aid/CPR certified adult• Girl & Adult Health History and Medical

Examination Forms• Trip Planning Home Study 1 • Global Travel Toolkit (supplementary

resource)

Trip and Activity Requirements Guide For Troops

1. Parent Permission, Driver’s Forms, Trip Planning Home Study & Test are available on our website, www.gshom.org2. High adventure activities like horseback riding, skiing, rock climbing, and others require additional safety precautions to protect the girls. Troop Leaders need to consult Safety Activity Checklist before all trips and activities to make sure they follow policies and guidelines.

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Troop Trip and Activity Application This form must be submitted at least four (4) weeks prior to your trip. If registering for an event facilitated by Girl Scouts Heart of Michigan or visiting a GSHOM camp this form is not needed unless additional insurance is required. (If trip or activity involves non-Girl Scouts, additional insurance must be purchased in advance.)

See Safety Activity Checkpoints and Volunteer Essentials for trip & activity planning information.

Inform Area Manager (or designated Area Volunteer) of all trips/activities (over 50 miles one-way) outside the troop’s regularly scheduled meeting time.

Complete all applicable sections including those * items for day trips over 50 miles (one-way) from your regular troop meeting place or any overnight experience at a non-GSHOM facility. * TRIP PLANS Girl Scout Area ____________________________ Troop Leader/Advisor _____________________________________

Street address _____________________________________ City ______________ Zip code ____________________

Day phone _________________________________________ E-mail ________________________________________

Trip Destination(s): _________________________________________________________________________________

Date/time of departure _____________________________ Date/time of return ________________________________

Troop # __________________________________________ Grade Level: ❑ D ❑ B ❑ J ❑ C ❑ S ❑ A

Purpose of trip ____________________________________________________________________________________ * BUDGET Total cost for a girl to participate: $ ______per girl x ______ girls = $ _______

Family will pay: $ _____ out of pocket x ______ girls = $ ______

Troop Treasury will pay: $ ______ per girl x ______ girls = $ _______

How are you ensuring this trip/activity is affordable to all girls in the troop? ________________________________________________________________________________________________ * PARTICIPANTS (estimate number of participants and list number by grade/category) (If trip or activity involve non-Girl Scouts, additional insurance must be purchased in advance.) K 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th Non-GS Adults Non-GS TOTAL Girls Adults Girls & Adults ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ _____ _____ _____ _____ * EMERGENCY CONTACT NUMBERS (To be used if troop needs to be contacted during trip/activity.)

Contact on Trip: Name _____________________________________________ Phone _________________________

Emergency Contact (not on trip): Name ________________________________ Phone _________________________ * ADULT LEADERSHIP (attach copies of course attendance record/certification) Adult First Aider who will accompany troop __________________________________________________

Type of First Aid Certification ________________________________________ Expiration Date ____________

Type of CPR Certification ___________________________________________ Expiration Date ____________

As required, adult who has completed:

Trip Planning Home Study __________________________________________ Date Taken _______________

Outdoor Skills 1 Course ____________________________________________ Date Taken _______________

Outdoor Skills 2 Course ____________________________________________ Date Taken _______________ 5/13/16 keg

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* TRANSPORTATION: Types of transportation used for this trip/activity. Check all that apply: Note: All charter/borrowed vehicles require a certificate of insurance (attach). For rental/lease vehicles attach copy of rental agreement. ❑ Walking ❑ Private Passenger Vehicles ❑ Rental Car(s) ❑ Rental Van(s) ❑ Rental/Charter Bus(s) ❑ Train ❑ Public Transportation ❑ Public Air Flights Rental/Charter company name HIGH ADVENTURE ACTIVITIES ❑ No high adventure activities

(Examples include but are not limited to: swimming, boating, canoeing, kayaking, water tubing, rafting, water skiing, sailing, backpacking, challenge/ropes courses, climbing, downhill skiing, horseback riding, archery, etc…)

List certified/qualified adults (per Safety Activity Checkpoints) supervising high adventure activities (attach copies of certification) Activity __________________________________ Certified Adult Name __________________________

Type of Certification: ___________________________ Expiration Date: _________/________/________

Activity __________________________________ Certified Adult Name __________________________

Type of Certification: ___________________________ Expiration Date: _________/________/________

❑ Check here if any activities will be conducted through contracting an individual or company providing equipment, instructors, supervision or program (examples: guides, outfitters, touring company, livery, rental agency, etc.) Provide certificate of insurance from provider. ADDITIONAL INSURANCE ❑ NO ADDITIONAL INSURANCE REQUIRED Additional Insurance is required for any trip that is planned for over two (2) nights and any trip/activity planned with non-Girl Scouts in attendance.

Refer to the GSHOM Web site for additional insurance details. When purchasing additional insurance a completed Mutual of Omaha Insurance form, check payable to GSHOM

or debit card number must be submitted with this application. * TRIP PLANNING CHECK-LIST I have included or attached the following items (check all that apply):

❑ Participant List (given to emergency contact)* ❑ Detailed Trip Itinerary (as given to emergency contact)* ❑ Trip Budget* ❑ Copy of GS course attendance record/certification ❑ Copy of current first aid and CPR certifications ❑ Additional insurance payment (if non-GS attending)* ❑ Copies of certification(s) for high adventure activity leaders (if required)* ❑ Copy of rental agreement for hired vehicles and any other contracts/agreements (if appropriate) ❑ Copy of certificate(s) of insurance (if required)* ❑ Copy of any written information provided to girls and parents

FOR OVERNIGHT TRIPS: # of nights _______ (Over two (2) nights require additional insurance)

TYPE(S) OF ACCOMMODATIONS: Check all which may apply: ❑ Private Camp ❑ Public Camp ❑ Girl Scout Camp/Program Center ❑ Youth Hostel ❑ Hotel/Motel ❑ Rental Property (i.e. cabin, beach house) ❑ Government facility ❑ Other ______________________________ Include specific name, address and phone numbers of accommodations on Detailed Trip Itinerary

* AGREEMENT: I have reviewed applicable Girl Scout Heart of Michigan and GSUSA policies, standards and procedures found in current versions of Safety Activity Checkpoints and Volunteer Essentials and agree to follow them. Signature of Troop Leader/Advisor ___________________________________ Date _________________

NOTE: Leader submitting application will be notified of approval status or request for additional information within 10 days. * TRIP APPROVAL ❑ Referred for Approval ❑ Approved ❑ Not Approved

Comments: _______________________________________________________________________________________

Area Manager/designee Signature ______________________________________________ Date ________________

Membership Specialist Signature________________________________________________ Date ________________ * required for High Adventure Activities, Additional Insurance and Overnight Trips

Leader notified by: Email Phone In person By letter Other ______________ Date ________________

* Copies of these items in this section are required with your application for extended trips.

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Participant Information:

Name: Date of Birth:

Phone: ( ) Address:

City: State: Zip:

Parent/Guardian Information: Participant is under the custodial care of: (please check one) � Both Parents � Mother/Guardian only � Father/Guardian only � Other (specify)

Parent/Guardian Name:

Address (if different than girl):

Phone (day): Phone (evening): Cell:

Email:

Parent/Guardian Name:

Address (if different than girl):

Phone (day): Phone (evening): Cell:

Email:

Emergency Contact Information: In the event that I cannot be reached in an emergency, the following are authorized to act in my behalf:

Name: Phone:

Address: Email:

City: State: Zip:

Relationship to Participant:

Name: Phone:

Address: Email:

City: State: Zip:

Relationship to Participant:

Health Care Information:

Last Exam Date:

Physician’s Name: Phone:

Address:

City: State: Zip:

Girl/Adult Health History FormTo be completed annually by parents/guardian or adult participant. This form is confidential and to be kept with the individual’s records.

This information is requested on an annual basis so we can best take care of you/your daughter and ensure safety.

(Over)9/15/2015 C. Below page 1 of 2

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Do you carry family medical/hospital insurance? � Yes � No

If yes, please complete the following information:

Insurance Company: Policy/Group #:

Through (employer)____________________________________ Insured Name (parent):

List of past medical treatments (if any):

List any current, physical, medical or psychological conditions requiring medical treatment or special restrictions or considerations:

Allergies: (Check those that apply, specify what reaction to look for and what treatments recommended).

� Penicillin/Other Medications

� Food Allergies

� Bee/wasp/insect bites

� Plants (poison ivy, etc.)

� Animals (dogs, horses, etc.)

Immunization Status (Indicate date

� Tetanus � Hepatitis B � TB

Are all immunizations up to date? � Yes � No

Please list any medications taken on a regular basis (over the counter or/and prescription):

Additional health conditions or limitations we should be aware of:

Please list any dietary restrictions:

Please list any activities the participant should be exempted from due to health reasons:

Consent and Permission to Treat In the event that reasonable attempts to contact me, or my designated emergency contacts, in an emergency have been unsuccessful, I hereby give my consent for the administration of any treatment deemed necessary. This health history is complete and accurate. I know of no reason(s), other than the information indicated on this form, why this individual should not participate in prescribed activities.

Signature of parent/guardian:

Date:

Print Name: page 2 of 2

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Event Registration Form

Office Use Only Int.Batch Date:

Batch Number:Date Entered:Conf. Sent:

Please submit one form for each event for which you are registering, along with an Event Roster. Additional forms are available from your regional center or online at gshom.org. A roster MUST accompany registration in order to process registration by deadline. Please register for Outdoor Adventure programs online at gshom.org.

□ New registration □Add-on registrationEvent name:

Event date: Event time:

Event location:

□ Troop registration Contact name: (one name only)

Troop number: ___ ___ ___ ___ ___ or □ Juliette

Troop level: □ Daisy □ Brownie □ Junior □ Cadette □ Senior □ Ambassador

□ Heart of Michigan or □ Out of council:

Special Needs/Notes:

□ Individual/Family registration Girl’s name:

Parent’s name (attending):

Contact Information:

Street address:

City, State, ZIP: County:

Daytime phone: ( ) Evening phone: ( )

E-mail:

Financial assistance is

available.

Please submit the Financial Assistance

Request Form on page 115 of

The Source.

FULL PAYMENT DUE AT TIME OF REGISTRATION # Girls: x $ = $ # Adults (required): x $ = $ Additional information for family and bring-a-friend events as it applies: # Children/non-GS: x $ = $ # Free children: x $ 0 = $ 0 # Fun patches needed: x $ = $ Total amount due: $

Amount enclosed: □ GS Cookie/Cashew Cash $ □ Check/M.O. (payable to GSHOM) $ □ Cash (walk-in registration only) $ □ Credit card (indicate total) $ TOTAL AMOUNT ENCLOSED: $ For credit card payment, complete the following:□ Visa □ MasterCard □ DiscoverExp. Date: __ __/__ __ Card #: __ __ __ __ - __ __ __ __ - __ __ __ __ - __ __ __ __Name on account: Signature:

I have read, understandand agree to the

Event RegistrationGuidelines and

Procedures on page 4 of The Source or

gshom.org.

Signature

Date

Return with full payment to:

1. Mail to the attention of: Program Registrations Girl Scouts Heart of Michigan Kalamazoo Regional Center 601 W. Maple Street Kalamazoo, MI 49008

2. For credit card payment, fax to 269-492-1439 or e-mail to [email protected].

3. Drop off at your local regional center. See page three for addresses.

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Event Roster In order to process your registration, all adults and girls attending this event must be listed on this roster.

Troop # Leader/Family Name

Event Name

Event Date

Event Location

AdultsName Address (street, city, and zip) Phone

12345

GirlsName Address (street, city, and zip) Phone

123456789

10111213141516171819202122

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(Revised 02/14 keg)

32

Revised 5/09/2016 - keg

Girl Scouts Heart of Michigan

Driver and Privately Owned Vehicle Statement All persons who drive privately owned vehicles for any Girl Scout purpose must have a valid Michigan driver’s license and be an adult. All drivers for troop activities must complete this form. The form is to be kept by the troop leader and taken on the trip. Transportation vehicles and drivers used for Girl Scout activities must be covered by at least the minimum automobile liability insurance as required by the State of Michigan. See Volunteer Essentials for policies and standards regarding transporting girls. It is recommended that vehicles have a minimum coverage of $300,000 for bodily injury and $100,000 for property damage. This information is to be updated yearly.

Driver’s Statement

Name and address of driver: Name

Street Address City, State, ZIP

( ) ( ) Home Phone Cell Phone

My valid Michigan driver’s license number is: Expiration Date:

If this license is ever revoked, suspended, discontinued or allowed to expire, I will notify the Girl Scouts Heart of Michigan and the troop leader immediately that I can no longer offer myself as a Girl Scout activity driver.

Driver’s Signature: Date Signed:

Insurance Information

Owner of vehicle to be used: (Please print.) Name

Street Address ( ) City, State, ZIP Phone Number

My insurance is with: Insurance Company Agent’s Name

Address ( ) Policy Number Telephone Number

Liability per Person Liability per Accident Property Damage Liability

As long as my vehicle is used for any Girl Scout activity, the above stated liability coverage for my automobile will be maintained by me. In case of insurance coverage changes, I will notify the Girl Scouts Heart of Michigan and the troop leader immediately so that my vehicle will no longer be used for Girl Scout activities.

Vehicle Owner’s Signature: Date Signed:

Vehicle Information (used by driver) Please list only vehicles that are covered by the above insurance information.

1. Make/Model/Year of Car License Plate Number Number of Back Seat Belts

2. Make/Model/Year of Car License Plate Number Number of Back Seat Belts

At the end of the program year, if no accidents or problems have occurred, this form is to be shredded.

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Girl Scouts Heart of Michigan601 W. Maple Street

Kalamazoo, MI 49008P: 1-800-49-SCOUT • 269-343-1516

F: 269-492-1439

GIRL SCOUTS INSURANCE PLANS EXPLANATIONS

PLAN 1 Accident Insurance/Basic CoverageEvery registered Girl Scout and registered Adult Member has this insurance. Coverage isautomatic upon registration in the Movement and payment of dues. This coverage is for any approved and supervised Girl Scout activity except those events lasting more than two consecutive nights (three nights when one of the nights is a federal holiday, such as Memorial Day or Labor Day).

PLAN 2 Accident Insurance for Activities or Events Excluded Under the Basic PlanThis plan has been designed for Members during activities/events lasting more than two nights (three nights when one of the nights is an official federal holiday). It also covers Nonmembers as participants regardless of the length of the activity/event. The premium cost is $0.11 per participant, per day or a minimum premium of $5.00.(Most common use of this plan is accident coverage for non members and for members on events lasting more than two nights).

PLAN 3E Accident and Sickness Insurance for Activities or Events Excluded Under Plan 1Plans 3E covers Members and Nonmembers as participants. It provides accident and sickness coverage in addition (secondary) to the family coverage (primary). This coverage is for any approved and supervised Girl Scout activity lasting more than two consecutive nights (three nights when one of the nights is a federal holiday). The premium cost is $0.29 per participant, per day or a minimum premium of $5.00.(Most common use of this plan is for accident and sickness excess coverage on events lasting more than two nights).

PLAN 3P Accident and Sickness Insurance for Activities or Events Excluded Under Plan 1Plan 3P covers Members and Nonmembers as participants. It provides accident and sickness primary coverage. This coverage is for any approved and supervised Girl Scout activity lasting more than two consecutive nights (three nights when one of the nights is a federal holiday). The premium cost is $0.70 per participant, per day or a minimum premium of $5.00. (Most common use of this plan is for accident and sickness primary coverage on events lasting more than two nights).

PLAN 3PI Accident and Sickness Insurance for International TripsPlan 3PI includes essentially the same coverage found in Plan 3P (for events lasting more than 2 nights and not covered under the Basic Plan1), but with a Travel Assistance Service featureadded. The premium cost is $1.17 each day or a minimum premium of $5.00. (Most common use of this plan is for accident, sickness and Travel Assistance primary coverage).

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Mini Stop Session Please go to PAGE 7, in the home study test, to complete the HOW TO USE TRIP PLANNING FORMS section.

35

Checklist: Ready, Set, Go!

Whew, we’ve gone through a lot today. When you are helping plan a trip please use this checklist to help ensure you and the girls are safe and prepared for all your grand adventures!

1. The trip upholds Girl Scout policies and standards:The trip meets appropriate policies as outlined in Volunteer Essentials.The trip meets all appropriate Safety Activity Checkpoint standards.

2. There is communication with Girl Scouts Heart of Michigan:All necessary permissions have been obtained from Girl Scouts Heart of Michigan (review chart on page 21 for requirements).Girl Scouts Heart of Michigan staff is informed of any changes in plans.

3. The trip is thoughtfully planned:The trip has a clear purpose, formulated, and understood by the girls and adults.The trip is a part of your ongoing group activities year-round, and all participants are included in the planning steps.The proper number of adult chaperons, who have accepted the responsibilities of the trip, have been recruited (review chart on page 13 for girl-to-adult ratios).Girls and their parents/guardians support the project wholeheartedly.Girls and adults make realistic, detailed plans well in advance—together.Girls and adults learn, in advance as much as possible, about what they will be seeing and doing.

4. Travel arrangements and itinerary are made in advance:Time is provided for eating, sleeping, rest and relaxation, recreation, and personal time.Mileage to be covered each day is reasonable, for the terrain expected.Plans consider both the drivers and the passengers.Reservations for overnight accommodations are confirmed in writing, and all stopping places are planned in advance.The entire itinerary is known to girls, parents, Girl Scouts Heart of Michigan, and the back-home emergency contact.

5. Business and money matters are worked out:Girls and adults create a detailed, and realistic budget.Personal and group expenses are defined.One adult (in the case of younger troops) or a girl (in the case of older troops) is responsible for troop funds and will keep a daily account of expenditures.Decisions are made in advance about bill paying that occurs before the trip, en-route, and afterward.

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Index:

Here are some additional resources to help you complete the Trip Planning Home Study!

Safety Activity CheckpointsThis resource can be found by going to: http://www.gshom.org/volunteer/resources/safetywise/. When preparing for any activity with girls, always begin with the Safety Activity Checkpoints written specifically for that particular activity. Safety Activity Checkpoints are a critical part of every troop library. It has two objectives: 1. Establish a sound program experience to protect and maintain the well-being of every Girl Scout, by providing program standards and safety guidelines for common Girl Scout activities; 2. Provide basic leadership resources for leaders. All Girl Scout troops are required to adhere to Safety Activity Checkpoints guidelines.

Volunteer EssentialsThis resource can be found by going to http://www.gshom.org/volunteer/resources/volunteeressentials.html. Volunteer Essentials is given to new Leaders/Co-Leaders during the Troop Management training delivered by your Troop Organizer, Area Manager, Adult Learning Facilitator or Membership Specialist. If you do not have a copy of Volunteer Essentials, please contact your Adult Recruitment and Education Specialist.

Girl Scouts Heart of Michigan Website At our website you will find necessary forms, list of our properties, and additional resources, www.gshom.org. Those who do not have access to high-speed internet can request a CD, or flash drive copy, of current forms by contacting the Adult Recruitment and Education Specialist from the nearest Girl Scouts Heart of Michigan regional center. Similarly, if your forms don’t print out properly, please contact your nearest regional center for assistance.

Transforming Leadership ContinuedThis resource can be found by downloading this file, http://www.gshom.org/file_download/8f65c8bb-6145-4dfb-a480-43acdf4c4ad6. Transforming Leadership Continued diagrams the parts of the three Girl Scout processes: Girl Led, Learning by Doing, and Cooperative Learning and the three Leadership keys: Discover, Connect, and Take Action. Transforming Leadership also explains what grade appropriate outcomes look like when girls are engaged in discovering themselves and their values, connecting with others in local, state, national, and global communities, and taking action to make the world a better place.

The Source This resource can be found by going to http://www.gshom.org/events/source.html. All experiences in Girl Scouting incorporate the Discover, Connect, and Take Action Keys to Leadership. Girl Scout experiences are also, as much as possible, girl-led, encourage learning by doing (experiential learning), and cooperative learning. These three processes promote the fun and friendship that have always been so integral in Girl Scouting.

We schedule hundreds of events and activities for girls, troops, and families each year at locations across the state of Michigan and beyond. Members can search and register for events and activities online on eBiz, https://gsusa.ebiz.uapps.net/VP/Home.aspx?pid=57 our online registration site, powered by Girl Scouts of the USA, or browse our event’s calendar at www.gshom.org/events/.

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5

127

4

811

109

6

12

1413

Girl Scouts Heart of Michigan Regional Centers and Camp Facilities

♥

1 Saginaw Regional Center 5470 Davis Road, Saginaw, MI 48604 989-799-9565

2 Deer Trails Family Camp, Harrison, MI 6651 North Eberhart, Harrison, MI 48625 989-539-6595

3 Kalamazoo Regional Center, Kalamazoo, MI 601 W. Maple Street, Kalamazoo, MI 49008 269-343-1516

4 Camp Linden, Linden, MI 5285 Hogan Road, Linden, MI 48451 810-735-5427

5 Camp Merrie Woode, Plainwell, MI 12584 Burchett Road, Plainwell, MI 49080 269-664-4435

6 Camp O’ the Hills, Brooklyn, MI 2100 Pink Street, Brooklyn, MI 49230 517-592-6373

7 Camp Oak Hills, Harrison, MI 2651 East Townline Lake Road, Harrison, MI 48625 989-799-1450

8 Camp Wacousta, Wacousta, MI 13287 Wacousta Road, Wacousta, MI 48837 517-699-9400

9 Ypsilanti/Ann Arbor Regional Center 444 James L. Hart Pkwy., Ypsilanti, MI 48197 734-714-5140

10 Jackson Regional Center 4403 Francis St., Jackson, MI 49203 517-784-8543

11 Lansing Regional Center at Wacousta 13287 Wacousta Road, Grand Ledge, MI 48837 517-699-9400

12 The Hut 177 N. Fourth Street West Branch, MI 48661

13 Barbara Osterman Cabin 400 Geza Road Alma, MI 48801

14 Jane Harris Cabin 1711 West High Street Mt. Pleasant, MI 48858

Kalamazoo Regional Center

Lansing Regional Center

Jackson Regional Center

Ypsilanti/Ann Arbor Regional Center

Saginaw Regional Center

Visit them all. There’s so much to explore Visit gshom.org to find out more.

Properties Key

Regional Center & Council Shop

Camp(Troop rentals/programming)

Cabin

trip planning - gshom.org · this trip planning training provides you with the steps and materials...

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