Event Application
Complete this form to request approval prior to any volunteer-hosted event including one day events or workshops, multi-day series, day camps, overnight camps. For the success of the event, it is best to submit the application at least 4 months prior to the event. At a minimum, it must be submitted 4 weeks prior to the event. The deadline to be included in the printed guide varies each year, but may be as much as 9 months prior to the event. Inquire about this deadline at info@gskh.org.
Sponsoring Service Unit (2 digit) or Troop (5 digit)
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Event Coordinator Name
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Event Coordinator Email Address
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example@example.com
Event Coordinator Phone Number
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Please enter a valid phone number where you can be reached during the event.
Format: (000) 000-0000.
How will participants register for this event?
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No registration needed (ex: come-and-go style event)
RSVP to Event Coordinator via text, email, facebook, or other method to be communicated to invited participants
GSKH event registration system (Campwise)
What council-support is requested for event promotion?
Posting the event on the calendar at kansasgirlscouts.org
Printing in the School-Year Event Guide, October-May events (if application meets printing deadline)
Printing in the Summer Event Guide, April-October events (if application meets printing deadline)
Promotion on GSKH Program Connections facebook group (posted 6-8 weeks prior to the event)
Direct email from council staff to members of my Service Unit (sent 4-6 weeks prior to the event)
Direct email from council staff to members beyond my Service Unit (sent 4-6 weeks prior to the event)
Approval of a printed flyer or social media image made by event volunteers
Assistance making a printed flyer or social media image
Approval of a customized patch or other use of Girl Scout brand
Bring Shop-on-the-GO to the event (request will be considered based on expected event size, distance from a regular shop, and staff availability)
You've asked to include the event an upcoming printed event guide. Generally these events are posted in mass, after an editing process, with a shared open-for registration-date (fall coincides with the guide arriving in homes; summer coincides with availability of program credits on April 15).
That's ok, post my event in mass with the other events in this event guide.
Please consider a special request to post the event as soon as the application is approved, rather than waiting for the event guide.
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Event Details
Name of Event
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Note that we'll add info the beginning of your title such as "SU10 hosts Big Event" to help participants recognize who is hosting.
Event Description
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This is a PUBLIC description that convinces participants to attend. It's your best advertisement for the event! As you write this, talk TO the Girl Scout, not ABOUT her. The description should be 3-4 sentences that catches their attention, describes what they'll do at the event, and provides any pertinent details to help with their decision to attend the event. We DON'T usually talk about food here; that goes in the confirmation email. Even if you're earning a badge, the description should talk about HOW you're earning it, not simply say that you are earning it. We'll ask later in this application about fun patches and badges and we'll use that information to add a final sentence to your description in a consistent format. See descriptions of council events for examples.
Venue Name
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Try to use the official name of the venue as found in Google Maps and be consistent with common locations used for other events such as Starwoods Girl Scout Center, Wichita Girl Scout Office, Parsons Little House, etc.
Venue Address
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Help us be consistent in formatting. Single directions have a period (N. S. E. W.), dual directions do not (SE, NW), most street descriptors are spelled out (exceptions: Ave. Blvd. St.).
Venue City
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Venue County
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Start Date
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-
Month
-
Day
Year
Date
Start Time
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Help us be consistent in advertising. We don't use :00 for on-the-hour times. We always use periods in the a.m. or p.m. with a space between the number and letter. Examples: 10 a.m. or 6:30 p.m.
End Date
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-
Month
-
Day
Year
Date
End Time
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Help us be consistent in advertising. We don't use :00 for on-the-hour times. We always use periods in the a.m. or p.m. with a space between the number and letter. Examples: 10 a.m. or 6:30 p.m.
Registration Deadline (always on a Monday!)
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Monday, not quite 1 week prior to the event
Monday, not quite 2 weeks prior to the event (most frequent choice!)
Monday, not quite 3 weeks prior to the event
Monday, not quite 4 weeks prior to the event
Choose the statement that best matches your plans for a badge or fun patch?
Earn [badge name] (provided).
Earn steps toward [badge name] (not provided).
Fun patch provided.
n/a
Which badge(s)?
Enter the official name with program level. If multi-level, enter them in order by program level with commas and "OR" separating the final two. Example for a K-8 event: Daisy fun patch, Brownie Fair Play, Junior Practice with Purpose, or Cadette Good Sportsmanship.
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Participant Details
What grades are invited to your event?
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Ex: K-12, K-8, or 2-3. For an adult only event, enter "0".
What program levels are invited to your event?
Daisy
Brownie
Junior
Cadette
Senior
Ambassador
Tell us about adult chaperones:
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Youth Members Only
Youth with Optional Chaperones
Youth with Required Chaperones
Girl Scout Families
Open to the Public
Volunteers Only
You selected Youth Members Only: Do you have enough event volunteers (members with background checks) to meet girl-to-adult ratio for your maximum capacity?
yes, we have enough event volunteers to meet the required ratio
no, we need to recruit more event volunteers
You selected Youth with Optional Chaperones, Youth with Required Chaperones, or Girl Scout Families: If there is an adult cost, the chaperone will register. If there is not an adult cost, we'll ask a custom question to learn the name of the chaperone.
there is a fee for the chaperone
there is not a fee for the chaperone
Youth Max
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The Campwise registration system primarily tracks the YOUTH max and does not track the Adult max.
Minimum number of youth participants
How small of an event are you willing to run? Will it cancel with less than 5? Less than 50?
Will you be serving food at this event? If so, we'll ask about allergies and dietary restrictions. We'll also use this answer for the email confirmation.
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No food will be served during the event.
Participants should bring a sack [lunch/dinner].
Snack provided.
Eat [breakfast/lunch/dinner] before arriving, all other meals will be provided.
Is there anything else you need to know about participants as part of the registration process?
If possible, we'll add custom questions to the registration. For common questions we may rephrase to match an existing custom question that's already in the system.
What items do the participants need to bring with them the day of the event (water bottle, overnight gear, specialty items)? Be specific, this list will be provided in the confirmation document. Is there anything else they need to know (directions to the venue, parking map)?
Confirmations and packing lists are provided to the participant in Campwise at the time of the event registration. Be as specific as possible here.
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Activity Details
Review Safety Activity Checkpoints (SAC) for all activities that will take place at the event. Provide the name of the person with required certifications or trainings.
First Aid/CPR
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Required for all events.
Outdoor Training
Required for events with outdoor cooking, campfire, and/or cabin or tent camping.
Lifeguard
Required for events with swimming. May be required for other water activities (consult Safety Activity Checkpoints).
Small Craft Safety
Required for boating activities. A lifeguard may also be required, depending on the venue.
USA Archery
Required for archery or slingshots.
Are there any other trainings or certifications required by SAC for activities at the event? List the certification and name of person below.
If any of the above listed certifications are not yet documented in gsLearn, attach copies for review.
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Emergency Contact (someone who is also attending the event and could be contacted in case of emergency if Coordinator cannot be reached):
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First Name
Last Name
Emergency Contact Phone Number
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Please enter a valid phone number where the emergency contact can be reached during the event.
Format: (000) 000-0000.
Please list any additional event volunteers who have not yet been named on this application. If the list of event volunteers changes after the application, submit updates to info@gskh.org one week prior to the event so that membership, background check, and certifications can be confirmed for each volunteer.
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Financial Details
Youth Cost
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Adult Cost
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Are there any additional options for the event such as t-shirt, activity choices, or lodging? Is there a cost for these options?
Options with a cost are built differently in the system than options without a cost, so be sure to tell us those details now.
Are there any discounts for the event such as early registration (provide deadline) or discount for your Service Unit, or discount for event volunteers?
Which describes the event budget?
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The budget is expected to break even (revenue and expenses are approximately equal or a small, unplanned profit)
The budget is being subsidized with SU/Troop funds (the expenses are expected to exceed the revenue)
The budget is being subsidized by a sponsor (the expenses are expected to exceed the exceed the revenue) - a separate money-earning application is REQUIRED, prior to approaching the sponsor (and should have already been submitted and approved prior to this event application)
The budget is set as a money-earning opportunity (the revenue is expected to exceed the expenses to raise funds for future SU/Troop plans) - a separate money-earning application is NOT required
You selected a money-earning budget: describe the purpose of the funds being raised?
Money-earning projects must support Girl Scout program experiences such as camp, travel, and/or program events. Troop participation in both council-sponsored product programs is required before additional money-earning projects will be approved. Money-earning projects can't compete with the council-sponsored product programs or other council fundraising activities. See Volunteer Essentials for the full list of money-earning guidelines.
Registration fees collected through the GSKH registration system will be made to the hosting Service Unit or Troop after rosters (with marked attendance) are returned to info@gskh.org or council office. What is the name of the SU/Troop Treasurer who should receive the payment?
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First Name
Last Name
SU/Troop Treasurer Address
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
For large events, an advance payment of registration fees can be sent to the SU/Troop if pre-event expenses are expected to exceed the balance of the SU/Troop treasury. If requesting advance payment, please provide details of that request here (reasoning, current balance of funds, expected expenses, date payment is needed).
If approved, the advance payment will not exceed 50% of the registration fees collected at the time of payment.
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Event Coordinator Statement of Compliance
Is there anything else not included in this application that council staff need to know about this event? Do you have any special requests?
Check all boxes to confirm agreement and sign below.
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I have read Girl Scouts of Kansas Heartland (GSKH) policies and procedures in regard to volunteer-hosted events, including Volunteer Essentials and Safety Activity Checkpoints, and verify that all information on this application is accurate and in accordance with GSKH policy.
Requirements for health history forms and/or waivers vary based on the participant type. Expectations will be communicated in the approval letter for the event application. I agree to collect required health forms and/or waivers and to ensure safekeeping of privileged health information.
Event volunteers are currently registered members of Girl Scouts and approved volunteers of Girl Scouts of Kansas Heartland.
All certified adults participants are able to perform in their capacities according to Girl Scout health and safety guidelines.
We will conduct ourselves at all times in a positive manner while representing Girl Scouts.
I will submit the roster with attendance and waivers (if required) to a GSKH office within 2 weeks of the event.
I understand providing misinformation about the event could result in the event not being covered by Girl Scout Activity Insurance and could increase my personal liability for any accidents or injuries that occur.
Event Coordinator Signature
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