Troop Activities and Special Request Form

Troop Activities and Special Request Form
Use this form to receive prior approval for Girl Scout events and activities that may require extra levels of safety, care, and permission. To allow time for review, processing and approval, please submit approval forms at least 2 weeks in advance and allow 5 business days for initial processing. **For International Travel please submit at least 6 months in advance.**
- Facility Use Form / Certificate of Insurance (COI): For use of non-council facilities that require proof of insurance or facility agreements.
- International Travel: For any trip taking place outside of the United States.
- Money-Earning Activity: For any activity where the troop plans to raise funds beyond council-sponsored product programs.
- Pass-Through Donation: A pass-through donation is a gift made to Girl Scouts of Gateway Council (GSGC) that is “passed through” back to a specific troop or service unit.
- Permission to meet at Private Residence: If your troop plans to hold any meeting, event, or activity at a private residence, a separate “Permission to Meet in a Private Residence” application must be completed and approved before the activity takes place. This ensures the meeting location meets Girl Scout safety standards.
- Travel/Trip: For day trips or overnight travel outside of your regular meeting location that require council approval.
- Troop Camping: For any overnight camping experience, whether at a council property or another approved site.
For any questions please reach out to customercare@gsgateway.org.
Name of Person Completing this Form *

First NameLast Name
Phone Number*
Email*
Troop Number *
What activity are you requesting approval for?*

Facility Use Form/Certificate of InsuranceInternational TravelMoney Earning Activity (Troop fundraising)Pass-Through DonationPermission to Meet at Private ResidenceTravel/TripTroop Camping
Please review the Safety Activity Checkpoints before submitting to ensure your activity meets all safety guidelines.

Effective October 1, 2025:
Girl Scouts provides Activity Accident Insurance underwritten by Mutual of Omaha to support Girl Scouts participating in Girl Scout approved and supervised activities and events. Activity Accident insurance is automatic upon membership registration and applies to all adult and youth members who may become injured during a Girl Scout approved and supervised activity. This coverage works like supplemental medical/health coverage and is intended to help with out-of-pocket medical expenses that may not be covered by personal insurance. Activity Accident coverage applies to day events, overnight trips (including camp), and international travel at no additional cost. Details of all the plans are available on Mutual of Omaha's website: https://www.mutualofomaha.com/girl-scouts
- Participant Information
- What level/s Girl Scouts will be attending?*
  
  DaisyBrownieJuniorCadetteSeniorAmbassadorNone (Adults Only)
- How many Girl Scouts will be attending? *
- Names of Girl Scouts attending:*
- How many registered Girl Scout volunteers will be attending? *
- Names of Girl Scout Volunteers attending:*
- Will males be attending?*
  
  YesNo
- Will non-Girl Scout members (youth or adults) be participating in this activity?*
  
  YesNo
- Names of non-Girl Scout members. Please indicate if they are youth or adult.
- First Aider that will be attending:*
  
  First NameLast Name
- Name of Emergency Contact: (Please select someone who is not accompanying the troop)*
  
  First NameLast Name
- Emergency Contact Phone Number:*
- Troop Camp Trained ( Must be different than the Troop First Aider) *
  
  First NameLast Name
- Please list Canoe/Kayak/Paddleboard/Sailboat Facilitators: (If applicable)
- Lifeguard Certified (If applicable)
  
  First NameLast Name
- Archery Facilitator (If applicable)
  
  First NameLast Name
- Trip Information
- Start Date*
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- End Date*
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Will this activity be taking place at a private residence?*
  
  YesNo
- Have you submitted and been approved for a "Permission to Meet in Private Residence Application"?
  
  YesNo
- If you have not submitted a Permission to Meet in Private Residence Application, please do so before moving forward. You can reach out to customercare@gsgateway.org for a copy of this application.
- Where are you travelling to? *
- Schedule of Activities *
- Does your trip include High Risk Activities per the Safety Activity Checkpoints?*
  
  YesNo
- Please include High Risk Activities:
- Type of Transportation*
  
  Individual Parent/Caregivers are responsible for providing transportation to this activityVolunteer Driving Girl Scouts in Personal VehicleVolunteer Driving Girl Scouts in Rented VehicleRideshare / TaxiPlaneTrainPublic TransportationBoatOther
- Intent to Cruise or Travel Globally
  
  International travel is only available to Girl Scout Cadettes, Seniors, and Ambassadors who have successfully participated in a travel progression
- If you are planning to travel internationally please provide the following:
  - Permission to Travel form for Minors
- Country(ies) to be visited*
- Travel Budget:
- Lodging Budget:
- Food Budget:
- Additional Expenses Budget:
- Description of Additional Budget:
  (Ex. Souvenirs, tour, etc.)
- Total Trip Budget:
- Itinerary for each travelling day:*
- All travel information for each mode of transportation: *
- Emergency contact information for each traveler:*
- Accommodation information for each stay:*
- How is this trip being planned in a girl-led way?*
- File Upload
  
  Cancelof
- Money Earning Activity (MEA)
- A Money Earning Activity is an optional fundraising activity. MEAs should be chosen based on program value for the girls, and they should be consistent with the program standards and council policies on money earning. All Safety Activity Checkpoints and council policies and guidelines must be followed.
  
  The basics
  - Troops must obtain approval from their community leader/troop support specialist before they begin planning or advertising an event.
  - Applications should be submitted to GSGC staff at least four weeks prior to the event. The community leader/troop support specialist will approve or deny the request.
  - Troops must be in good financial standing to be eligible to do a money earning
    activity.
  - Girl Scout insurance only covers approved events/activities. Additional insurance may be required for certain events
  Criteria
  
  A money-earning activity must:
  - Be a valuable program activity for girls that will generate additional funds for a planned activity or event.
  - Be suited to ages/abilities of the girls and consistent with goals/principles of Girl Scouting.
  - Be a girl-led activity — planned, generated, produced and performed by girls with supervision and support from volunteers
  Eligibility
  - Girl Scout Daisies and Brownies are not permitted to participate in Money
    Earning Activities or fundraising outside of the Girl Scout Cookie Program and
    Fall Product Program.
  - Juniors, Cadettes, Seniors and Ambassadors may hold MEAs. Girls applying to earn their Silver Award and/or Gold Award may also hold MEAs to fund their Take Action Project; Gold Award MEA applications must be approved by their Gold Award mentor.
  - Troops must actively participate in the Girl Scout Cookie Program and Fall
    Product Program.
    
    Cookies — 60% of registered members of a troop selling, with a 50-box
    PGA
    
    Fall Products — 60% of registered members of a troop selling, with a $50 PGA
  - All troop members must be registered Girl Scouts and have a permission slip for the event signed by a parent or guardian.
  - The troop must follow program progression for trips and must have a trip
    application on file for extended trips, if applicable.
  - A finance report must be on file for the previous year.
  - Troops must have a purpose and financial need for the MEA. The income from
    the MEA never becomes property of individual girls but is part of the troop
    treasury
  Help Girls Reach Their Financial Goals
  
  • In order for a troop to participate in additional money earning activities, there
  must be a need. One of your opportunities as a volunteer is to facilitate girl-led
  financial planning, which may include the following steps for the girls:
  • What do the girls hope to accomplish through this activity? In addition to earning money, what skills do they hope to build? What leadership opportunities presented themselves?
  • Create a budget. Use a budget worksheet that includes both expenses and
  available income.
  • Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your troop needs to earn.
  • Make a plan. The troop can brainstorm and make decisions about its financial
  plans. In this planning stage, determine what funds are needed beyond what the troop will earn through the cookie and fall product programs. In this planning stage, engage the girls through the Girl Scout processes (girl-led, learning by doing and cooperative learning) and consider the value of any potential activity. Have the girls weigh feasibility, implementation and safety factors.
  • Write it out. Once the group has decided a financial plan, describe it in writing.
  • Remember: It’s great for girls to have opportunities like the Girl Scout Cookie
  Program to earn funds that help them fulfill their goals as part of the Girl Scout
  Leadership Experience. As a volunteer, try to help the girls balance the money
  earning they do with opportunities to enjoy other activities that have less
  emphasis on earning and spending money. Take Action Projects, for example,
  might not always require girls to spend any money
  
  Resrictions
  - Troops can run up to four (4) money earning activities plus Gateway Council’s
    product programs for a total of six (6) money-earning opportunities per Girl Scout year, from Oct. 1-Sept. 30.
    • Gateway Council is not responsible for any loss incurred from a money earning activity.
    • Money earning activities cannot take place during the selling period of council-sponsored product sales programs without the approval of a council executive.
    • Activities must comply with local ordinances. They must be free from any
    association with gambling, raffles, silent auctions, games of chance and direct
    solicitation of cash, all of which are not approved activities. We must protect the name and goodwill of Girl Scouts of the USA and Girl Scouts of Gateway
    Council.
    • Troops may not use MEAs to solicit or raise money for any other organization or solicit over the internet.
    • Troops cannot take orders for, sell or endorse a commercial product or business of any kind. However, they may sell non-branded or homemade items.
    • Girls and adults should be dressed appropriately and should wear the Girl Scout pin, sash/vest or troop uniform (if the activity permits) during the MEA
- What level/s Girl Scouts will be attending?*
  
  DaisyBrownieJuniorCadetteSeniorAmbassadorNone (Adults Only)
- Number of girls:*
- Girls who will be participating: *
- Description of proposed MEA:*
- Purpose for which money will be used:*
- Method for earning money:*
- Start Date *
  
  MonthDayYear
  Date
- End Date*
  
  MonthDayYear
  Date
- Event Budget
- Estimated Income from Activity*
- Estimated Cost of Project *
- Estimated Total Profit *
- Troop Budget
- Balance on Hand: *
- Troop Dues Collected: *
- Total cost of MEA: *
- Amount Still Needed: *
- Do you anticipate applying for additional money-earning activities?*
  
  YesNo
- Facility Use & Insurance Information for Meetings
  Holding meetings on school property requires an agreement to be signed by our CEO or their designee. Some churches or community centers also require facility usage forms to be completed. These forms can not be signed by Girl Scout volunteers as they are an agreement between GSGC and the school board and involve insurance requirements.
  
  Please provide the details of when and where you meet so that the required form can be completed.
- Which County will this form be used for? *
- School/Facility Name*
- Meeting Place Address*
  
  Street Address
  
  Street Address Line 2
  
  CityState / Province
  
  Postal / Zip Code
- Additional Insured*
  
  YesNo
- For Use of Premise Only*
  
  YesNo
- Day of Meetings (Ex. every Monday, 1st and 3rd Fridays, etc.)*
- Time of Meetings*
- Location within facility (Ex. Cafeteria, Room 2A, etc.)
- Have you gained approval to have your meeting, event, activity at this location?*
  
  YesNo - If not, please do this prior to submitting your Certificate of Insurance request so it will not cause a delay in approval.
- Facility Information
  If you answered yes to the last question, did the business/location ask for the Certificate of Insurance from Gateway Council?
  
  If yes, make sure the contact’s name and email is the correct person to receive the Certificate of Insurance request for the business/location
  
  If no, please ask if they need a certificate of insurance prior to requesting
- Name of Facility Contact*
- Facility Contact Email Address*
- Facility Contact Phone Number *
  Please enter a valid phone number.
- Special Instructions
- Permission to Meet in Private Residence Application
- An application and approval are required for any Girl Scout troop meetings or activities that will be held in a private residence. All adults (18 and over) must have an approved background check screening on file with Girl Scouts of Gateway Council (GSGC) and the residence must have Homeowner’s or Rental insurance. Allow 4 weeks for processing; meetings or activities MAY NOT be held in a private residence until approval has been received
- Adult(s) who own/rent home where meeting/activity will take place:*
- Additional adults (18 and over) who live in the home:*
- Home Address*
  
  Street Address
  
  Street Address Line 2
  
  CityState / Province
  
  Postal / Zip Code
- Type of Activity:*
  
  Troop Meeting - One TimeGirl Scout ActivitySpecial EventPermanent Meeting Location for Troop
- Check each of the following items to acknowledge that you have read and understand guidelines and policy*
  
  A minimum of two unrelated adults (one of whom must be female), plus any additional adults needed to meet girl/adult ratios will be present during the entire meeting/activity.All girls are currently registered Girl Scouts; all adult are approved volunteers with an approved background check screening on file with GSGC and are current Girl Scout members.Written permission for each girl to attend a meeting/activity in a private residence including emergency information, health history and permission for medical treatment are on file at the home of meeting/activity.Adults 18 years and over (living in the home) have an approved background check screening on file with GSGC.The residence is accessible to people with disabilities to meet needs of anyone who is registered in the troop.First Aid kit is on site.Pets are in a safe and secure location completely separate from girls while present in the home.Homeowner’s/Rental insurance coverage is current and covers injuries/medical.
- Insurer:*
- Policy Number:*
- Copy of Homeowners/Renter's Insurance Policy
  
  Cancelof
- Guidelines for Girl Scout Meetings and/or Activities in a Private Residence
  
  The safety and protection of girls and adults is paramount to a fun, leadership-building experience for girls. It is essential that the volunteer understands the importance of the Girl Scout SafetyGuidelines. Safety is the top priority of Girl Scouting and girls will benefit from the safe environment that allows them to be at their best while developing critical leadership skills.
  
  The following guidelines must be met before an approved volunteer can hold any meeting or sponsor an activity in a private residence.
  - Permission to Meet in Private Residence Application and Approval Form must be completed in its entirety and approved by Girl Scouts of Gateway Council before holding a meeting or activity at a private residence.
  - The private residence must have Homeowner’s/Rental insurance that covers injuries/medical must be on file with GSGC before 1st meeting, event, or activity.
  - All adults residing in the residence who are 18 and over must have an approved background check screening on file with Girl Scouts of Gateway Council, even if they are not participating in the troop meeting, event, or activity.
  - Adult/girl ratios must bemet at all times. Duringmeetings/activities, the co-leaders and other approved GSGC volunteers must be present according to the recommended ratios of girls to volunteers.
  - First-aid and activity requirements as noted in Safety Activity Checkpoints must be met.
  - Policies/procedures in GSGC Volunteer Essentials must be adhered to.
  - Emergency evacuation plan must be created and practiced with all exit routes and kept on file with the volunteer who is holding the meeting/activity in the private residence.
  - If the troop moves their regular troop meeting location at any time, troop leadership will need to notifyGSGC of the new location. If it is to a private residence the Permission to Meet in Private Residence Application and Approval Form must be completed and approved before meeting there.
  - If you have any questions, send an email to customercare@gsgateway.org
- A pass-through donation is a gift made to Girl Scouts of Gateway Council (GSGC) that is “passed through” back to a specific troop or service unit. To qualify, a Pass-Through Donation Request must be submitted before or within 30 days of the donation being received by GSGC.
  
  Funds donated directly to a troop outside of this process are not tax-deductible, since GSGC holds the official nonprofit status. Here’s how donations work:
  - Direct donations under $250 may be given directly to a troop or service unit but are not tax-deductible.
  - Donations of $250 or more (or those requiring a tax receipt) must be sent to GSGC headquarters (Attn: Fund Development) with a note indicating the intended troop or service unit. Once processed, the troop will receive a portion of the funds back.
  - Annual limit: Troops can receive up to $1,000 total in donations per Girl Scout year. Any donations beyond this limit must be directed to the council.
  - Company matching gifts must be sent directly to GSGC and are used to support the wider Girl Scout community, not individual troops.
  This process ensures donations are handled properly, meet IRS guidelines, and continue to support Girl Scouts in a transparent and equitable way.
- Type of Pass-Through*
  
  Individual DonationFundraiserSmall Business DonationOther
- Donor Name:*
  
  First NameLast Name
- Donor Email:*
- Donor Address:
  
  Street Address
  
  Street Address Line 2
  
  CityState / Province
  
  Postal / Zip Code
- Donation Amount:*
- Method of Donation Submission (Ex. Check, Cash, Direct Deposit) *
- What will the Funds be Used for?*
- Please provide any additional relevant information or context about this pass-through request, donation, or donor.

Troop Activities and Special Request Form

Participant Information

Trip Information

Intent to Cruise or Travel Globally

Money Earning Activity (MEA)

Event Budget

Troop Budget

Permission to Meet in Private Residence Application