Intent to Event Application

Intent to Event/MEA Application

Please read this paragraph.

****Note****You will get a copy of your submission after you submit it. If you do not get a copy either your email is incorrect or you did not submit it!*******

When Planning a Girl Scout Event, the Intent to Event/MEA Application must be submitted. Submitting this form is an electronic signature stating this is your plan. It is automatically date-stamped. Please discuss your plans for an event with a Girl Scout representative before submitting this form.

For non-volunteers, you can email customercare@gssgc.org.
For volunteers please connect with your regional or service unit team(s).
- Once submitted you will get a copy of your application, and your application will be entered into the approval system and electronically signed by your Regional Event Chair, your Regional Finance Chair, and council staff.
- Once approved you will get a copy of what you submitted with the approval, including the Project Number (PN). This process can take approximately 10 business days.
- To ensure proper promotion and a successful outcome, the earlier you submit your Intent to Event Application, the better. This will help to organize the details for your events and provide assistance with planning, promotion, and registration of your event.
- Applications must be submitted to the Regional Events Chair no later than 3 months prior to the event date. No Exceptions.

*No additional MEA form is required. This form now includes the request for a Money Earning Activity (MEA).

Region Chairs:

Central	Event: Tiffani Pepper / Finance: Julie Jordan
Central West	Event: Rebecca Lemay / Finance: Sharon Rice
Southwest	Event: Elizabeth Frederick / Finance: Nancy Perdue
Low Desert	Event: Tasha Payne / Finance: Sarah Kearney
High Desert	Event: Carroll Hoskins / Finance: Retah Luster

*Please email questions about events to your regional event chair and finance chair

Event Director/MEA Contact's Name*

First NameLast Name
Event Director/MEA Contact's Email*
Event Director/MEA Contact's Primary Phone*
Please enter a valid phone number.
Name of Event/MEA*
Proposed Event (Starting Date)*

MonthDayYear
Starting Date
Starting Time AM/PM Option
Proposed Event (Ending Date)*

MonthDayYear
Ending Date
Ending Time AM/PM Option
What type of event are you planning?*

Event only, Not an MEAEvent and MEA - This is an MEA Event my troop is planning to deliver (examples: Badge workshop, pinewood derby, hosting others who will sell things, etc.)MEA only - This is an MEA that is not an event (examples: collecting items, selling items at event hosted by someone else, yard decorating, etc.)Council Event (council supported, led by staff and volunteers)

GSSGC Money Earning Activity (MEA) Criteria

The Girl Scouts of San Gorgonio Council require that:
1. Troop money activities should be suitable to the ages and abilities of the troop members consistent with goals and principles of the Girl Scout program.
  1. a. For age level policies on participation in Money-Earning Activities refer to Girl Scouts of San Gorgonio Policies, Standards, and Procedures.
2. Troops having money earning activities MUST also participate in both Council-Sponsored Product Programs (at least 3 Girl Scouts participating in each, Fall Program and Cookie Program, reaching the participation patch level in each program.)
3. Girl members may not participate in product demonstration parties, raffles, drawings, games of chance, the direct solicitation of cash, the sale or endorsement of products, and/or “giveback type” fundraisers (such as in-restaurant fundraisers script) as these endorse other establishments/organizations.
4. All money-earning activities must also comply with state and local laws regulating sales by minors, food handling, etc. and sales may not be transacted on the Internet (for example, through a site that has an electronic shopping cart), except as approved for council sponsored product sales.
5. Daisy Girl Scouts may only participate in Recycling as an extra money earning activity, and no application is required for that.
6. Money earned belongs to the troop/group and is not the property of individual Girl Scouts.
7. Approval of money earning activities MUST be obtained from the GSSGC designated executive member.
Commitments cannot be made until the request has been approved.*

I Understand
This process may take approximately 10 business days from the date of submission to receive a response*

I understand.
Troop Number:*
Troop Leaders Name*
Troop Leaders Email*
Troop Leaders Phone Number*
Region: *
Number of Girl Scouts in the Troop that are participating in this Money Earning Activity:*
Money Earning Activity Participation Level: (Check all that Apply)*

Brownie (2 - 3 graders)Junior (4 - 5 graders)Cadette (6 - 8 graders)Senior (9- 10 graders)Ambassador (11 - 12 graders)
Describe the proposed Money Earning Activity*
How did the girls assist in planning the activity? *
What are the troops program plans that these funds will support?
I understand that Girl Scouts is about the Girl Scout Leadership Experience and even when doing a Money Earning Activity, it should someway Connect, Discover, and Take Action*

Yes
I understand that Girl Scouts is about the Girl Scout Leadership Experience and the marketing of my event and or money earning activity is solely my responsibility. I understand that while social media is a great place to post events IE regional pages the BEST way is word of mouth. I am welcome to present my approved event or money earning activity at any and all leader meetings that happen monthly in and around council. I simply need to email my regional events team to garner approval to be on their agenda.

yes

Finances
Current Balance in Troop treasury:*
Did your troop Participate in both Council Product Sales? (Cookie sale and Fall Sale)*

YesNo; why not?
Total Earning through the most recent Fall Program (Nuts & Candy/ QSP)*
Total Earning through the most recent Cookie Program *
Income needed from this Money Earning Activity*

If there is a profit for your event what is the plan for this profit?*

Minimum:
Maximum:
Price per person:
If different price for groups, write it here:
Event Fees Include (include this in your description)*

Patch (need 4-6 weeks for custom patches)Tshirt (need 4-6 weeks for custom Tshirts)FoodSuppliesGirl Scout badge/recognitions (need 4-6 weeks to order)Venue Fees, Insurance, Event Director, etcAny other item fee included that is not listed above
If sufficient funds are not raised, how will the balance be financed? *
Please explain anything else we need to know to approve the budget such as expenses in the program supply or program professional fees and expanding on the revenue in the other line items. Please include approximate cost/reasoning for each.*

	Total
Food
Supplies
Equipment (if any)
Site rental (if any)
Other
Total

Safety
Every Girl Scout event/activity requires at least one first aider. Please read the requirements in Safety Activity Checkpoints for the type of first aider needed.

An advanced first aider is required for events larger than 200 or where EMS is 30 minutes away.

If you are doing an event(over 200 people), contact your local authority (city/county) to determine first aid requirements. You MUST follow both GSUSA and local policy/law.

Suppose you do not have the appropriate first aider with valid certification based on Girl Scout policy (safety activity checkpoint). In that case, the city/state/county ordnance insurance may not cover your event.

An example would be: For instance, Redlands requires an EMT for events over 500, Girl Scouts for this event only requires an advanced first aider.

https://www.gssgc.org/content/dam/girlscouts-gssgc/documents/Safety%20Activity%20Checkpoints%202020.pdf
Have you looked up adult/girl ratios in Safety Activity Checkpoints and will your event comply?*

yesnonot applicable - adult only or family event
Have you determined your plan for a first aider? Do you understand you must check they have a current certification? Do you have an evacuation plan?*

YesNoI am working on this and will have it ready prior to the event.This is a virtual event; however, I have thought through what to do if their is an emergency in a childs home during a virtual event.
What is your infection prevention plan for this event? Please be specific.*
The infection prevention plan MUST include current GSSGC and local health guidelines. Some examples may be face coverings (masks, social distancing, hand hygiene (washing/sanitizing), and sanitation practices. This may include but is not limited to personal protective equipment (PPE), health screening, plans not to involve sick people, the need for vaccinations or negative antigen tests (please be careful not to exclude people based on your personal beliefs) use of respiratory hygiene/cough etiquette, plan for snack/meals, use of outdoor space, ECT. DO NOT go overboard but think of what you can and should do to ensure your participants do not get sick.

Advertising
Do you want this event on the GSSGC Events List (website calendar)*

yesno
Event description for marketing*
This is the way your Event will be listed on the GSSGC Events List. Please make sure to add contact information for people to contact if they have questions about the event.
How do you plan to advertise your event?*
Event flyer: (Optional)

The Event Director is responsible for advertising your event
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Confirmation: If your confirmation has been created upload it here

*Note - confirmation is due to customercare@gssgc.org within 10 days of the event being approved
Cancelof

Thank you for completing your form. You may still go back and edit this form if you need to make changes to the information. Make sure you press submit below to turn in this form when you are done. We will process your event as soon as possible.

If you have not complted the form you may return at a later date but you MUST click Save below and create an accout.
Should be Empty:

	Registration Fee $	Minimum # of participants	Total Minimum Revenue $	Break Even # of participants	Total Break Even Revenue $	Maximum # of participants	Total Max Revenue $	Total Potential Revenue
Girls Participants
Adult Participants
Adult Event Volunteers
Girl Event Volunteers/Program Aides
Tagalongs
Other type of Participant?
Outside Sponsorships/Donations (only use last column)
Regional Sponsorship (only use last column)
Total Potential Registration Revenue

	Per Participant	Minimum Participant Cost	Break Even Participant Cost	Maximum	Total
Food
Craft Supplies (or include in program supplies)
Patches (Program Supplies)
Other Program Supplies
Payment to Vendor (Program Supplies)
Site rental
T-Shirts (Program Supplies)
Badges/Recognitions (Program Supplies)
Other

Intent to Event/MEA Application

Finances

Event Details

Safety

Advertising