Troop Trip & High Risk Activity Request Form

Troop Trip & High Risk Activity Request Form
For approval, you MUST submit this form at least two weeks before the trip/activity.

This form is for Girl Scout groups to notify council for events and troop travel. You will need to request approval for:
- Extended overnights (3+ nights) and travel outside of Montana or Wyoming.
- Outdoor camping, campfires, and cookouts which require the completion of gsLearn Outdoor Training and an in-person Cookout Training.
- Any high-risk activity or that requires approval per the Safety Activity Checkpoints. You can determine if an activity requires approval by looking at the top of each activity page and the field indicating whether council prior approval is required to perform the activity. You can also see all activities at a glance and if approval is required by looking the chart in Safety Activity Checkpoints.
NOTE: You DO NOT need additional approval for programs and events that are run by GSMW staff (such as summer camp).

REQUIRED: GSMW’s Troop Travel Training

GSMW’s Troop Travel Training is available in gsLearn and is a required training for all volunteers wishing to lead their Girl Scouts on troop trips or high risk activities. BEFORE you submit a Troop Trip & High Risk Activity Request form, please login to gsLearn and complete the training. Do you have questions about how to access gsLearn? Check out the My Account Tip Sheet: gsLearn for more information.

Be prepared to include or upload the following information:

If you will be using a vendor or organization for any activity:
- Vendor name and phone number (optional address and/or website)
- You will be required to send a Certificate of Insurance from your vendor to customercare@gsmw.org two weeks prior to your activity, you do not need this Certificate of Insurance to complete this form but it will be required before your activity can be approved.
If you are planning an overnight trip, a high risk activity, a camp out or cookout, or a trip out-of-town, prepare to upload an itinerary of your day along with the following:
- Lodging name, address and dates staying at that lodging
- Location and activities that will be happening each day
- Transportation information: airline, flight number, how will you be traveling around if out of state, personal vehicle, rental car, etc.
- Names of adult chaperones, number of male and female
- Names of girls attending
- Names of all non-member participants
- If applicable, the name of a volunteer who has completed Outdoor Training (for camping, campfires, and cookouts)
Additional Insurance

As of October 1st, 2023, GSUSA no longer requires additional insurance purchases for domestic Girl Scout activities where non-members are present. If your trip is traveling internationally OR you would like to add sickness insurance to any Girl Scout trip or event (for members and non-members), submit the Additional Insurance Form no later than two weeks before the trip or event.

If you have any questions, please contact customer care at customercare@gsmw.org or call 406-252-0488.

Tell Us About Your Activity
Provide a detailed description of your activity*
Council Approval Requirement

On the first page of each individual activity’s Safety Activity Checkpoints, you will
see a field indicating whether your Girl Scout council requires you to have prior council approval to perform the activity. Council prior approval is required for those activities that are rated as high risk by Girl Scouts’ national insurance carriers.
Per your review of Safety Activity Checkpoints, does this activity require approval from council? This also includes all overnights, camping or cookouts, and trips.*

NoYes
Is this an experience happening locally within Montana or Wyoming?*

NoYes
Length of Trip / Activity*

Day Activity OnlyMultiple Days & Nights

What type of activity are you requesting approval for?*

Day Activity OnlyOvernight (1-2 nights)Extended Trips (3+ nights)International
What state(s) are included in your trip/activity?*
Emergency Contact Name*

First NameLast Name
Emergency Contact Email*
example@example.com
Emergency Phone Number*
Please enter a valid phone number.
Trip Itinerary Details

Please include the following:
- Lodging name, address and dates staying at that lodging (if applicable)
- Location and activities that will be happening each day
- Transportation information: airline, flight number, how will you be traveling around if out of state, personal vehicle, rental car, etc.
- Names of adult chaperones, number of male and female
- Names of girls attending
Please upload your trip itinerary.*

Cancelof

Will this activity be run by an organization, company or vendor outside of Girl Scouts of Montana and Wyoming?*

NoYes
Vendor Name*
Vendor Phone*
Vendor Address (optional)
Vendor Website (optional)
General liability insurance protects the Girl Scout organization. The facility or vendor that hosts your activity should carry general liability insurance. A facility that carries valid general liability insurance has almost always been examined for risk by its insurance carrier. If a place does not carry general liability insurance, it’s a red flag. It may not be safe, so it would be best to select another place. Girl Scouts of Montana and Wyoming requires a Certificate of Insurance from any outside vendors.*

I agree to collect and provide a copy of the Certificate of Insurance from the vendor and email it to customercare@gsmw.org with my name and date of my event at least two weeks prior to our event.

Verification and Agreement
Review Safety Activity Checkpoints
Safety Activity Checkpoints, please verify the following:*

I have reviewed the general activity information in Safety Activity Checkpoints including the sections on Emergency Action Plans, supervision ratios and coronavirus safety.I have reviewed the applicable activity section for my activity in Safety Activity Checkpoints.The instructors (either Girl Scout volunteer or vendor) for our planned activity have the required certification, training or experience per the activity section.We will be using the required gear and equipment per the activity section.Only the appropriate aged program levels will be participating per the activity section.
By submitting this form, I acknowledge that as the primary contact, I am responsible for:
- Meeting any applicable volunteer training requirements.
- Following Safety Activity Checkpoints for all applicable activities, including requirements about: participant program levels, supervision ratios, program equipment, safety gear, instructor certification/experience, anything else.
- Ensuring all participating adults have a current Girl Scouts membership, completed the background check process and are an approved adult volunteer
- If applicable, purchasing Additional Insurance for activities for travelling internationally.
Signature*

Clear
Use your mouse or finger to draw your signature above
Should be Empty:

	Attending?	Number Attending
Adult Volunteers (members)
Daisy (grades K-1)
Brownie (grades 2-3)
Junior (grades 4-5)
Cadette (grades 6-8)
Senior (grades 9-10)
Ambassador (grades 11-12)

Troop Trip & High Risk Activity Request Form

Group Information

Tell Us About Your Activity

Verification and Agreement