Activity and Overnight Application Logo

  • Activity and Overnight Application

  • The following specialized, high-risk activities require approval using the Activity and Overnight Application, even if there is not an overnight component to the field trip.

    • Target Sports (e.g. archery, knife/hatchet/ax throwing, and all firearms)
    • Aquatics (e.g. swimming, boating, or other water activities)
    • Horseback riding

    All overnights, including a local lock-in, campout, regional, national, or international travel require approval using the Activity and Overnight Application.

    • Submit at least 2 weeks before day-only field trips to the specialized, high-risk activities listed above
    • Submit at least 6 weeks before travel for in-town overnights at non-council owned property or one- or two-night trips.
    • Submit at least 12 weeks before travel if traveling three or more nights.
    • For international travel, submit as soon as a travel vendor and destination is selected (typically 12-24 months before travel). Updates and final details are due 6 months before travel.

  • Adult Information

  • List all adult participants below, including: 

    • Full Name
    • Volunteer Role
    • Phone Number where they can be reached during the activity/trip

    If the listed adult will be driving during the trip, also provide the following. If they will not be driving, enter n/a in these fields.

    • Driver's License Number
    • Name of Insurance Company
    • Insruance Policy Number

    To add more adults, click "Add Row".

  • Troop & Youth Information

  • List all youth participants below, including: 

    • Full Name
    • Age at time of activity/trip
    • Grade at time of activity/trip (if summer, enter their rising grade for next year)

    To add more youth, click "Add Row".

  • Travel Basics

  •  - -
  •  - -

  • Troop field trips and travel should align with the principals of Girl Scouting, as discussed in the GSUSA Field Trips and Travel training on gsLearn.

    Girl Scout Leadership Experience: girl-led, learning by doing, cooperative learning.

    Girl Scout curriculum: badges, awards in the topic areas of life skills, outdoor, STEM, and entrepreneurship.

  • Itinerary: Transportation, Lodging, and Activities

  • For overnight trips, upload a detailed day-to-day itinerary. For each day, include: 

    • TRANSPORTATION: such as private vehicle(s), leased/rented vehicle(s), taxi/Uber/Lyft, bus, train, airplane, watercraft, etc, as well as any details such as flight number and cost
    • LODGING: including venue name, location, sleeping arrangements, and cost
    • ACTIVITIES: including venue name, location, approximate timeframe, and cost
    • MEALS: including venue name, approximate cost per person

    Note: Consult Safety Activity Checkpoints for detailed requirements before considering use of AirBnB, VRBO or other "by owner" lodging sites. Proof of adherence to these requirements is required for travel approval.

  • Browse Files
    Drag and drop files here
    Choose a file
    Cancelof
  • Browse Files
    Drag and drop files here
    Choose a file
    Cancelof

  • For day-only field trips with specialized, high-risk activity, provide additional details about the activity.

  • Certifications and Training: 

    List the name of the certified adult for each area. 

  • Browse Files
    Drag and drop files here
    Choose a file
    Cancelof

  • Budget

    Details for anticipated expenses for transportation, lodging, activities, and food should be noted on the itinerary. In this section, provide an cost per girl, cost per adult, and total budget. It is expected that the troop has adequate income sources to support the cost of the trip, including available troop funds, anticipated product program or money earning proceeds, program credit requests, and family contributions.

  • Permission, Authorization, and Insurance

  • Day Events, One- or Two- Night Trips

    • Health History and Authorization must be collected by the leader for each youth and adult particpant.
    • Registered Girl Scouts (youth and adults) are automatically covered by Girl Scout Activity Accident & Sickness Insurance.

    Three- or more Night Trips

    • Health History and Authorization plus Medical Exam must be collected by the leader for each youth particpant.
    • Health History and Authorization must be collected by the leader for each adult particpant.
    • Registered Girl Scouts (youth and adults) are automatically covered by Girl Scout Activity Accident & Sickness Insurance.

    International trips

    • Health History and Authorization plus Medical Exam must be collected by the leader for each youth particpant.
    • Health History and Authorization must be collected by the leader for each adult particpant.
    • Notarized Permission to Travel Form for Minors must be collected by the leader for each youth participant.
    • Notarized Authorization for Medical Treatment for Minors form must be collected by the leader for each youth participant.
    • All trip participants must have valid passports. Leader will photocopy passports in order to carry one additional copy and leave one copy with emergency contact at home.
    • Registered Girl Scouts (youth and adults) are automatically covered by Girl Scout Activity Accident & Sickness Insurance.

  • Leader/Advisor Statement of Compliance:

    I have read all Girl Scouts of Kansas Heartland policies and procedures in regard to troop travel (Volunteer Essentials, Safety Activity Checkpoints) and verify that all information on this request is accurate an in accordance with GSKH policy.

    • All youth participants are currently registered members of Girl Scouts of Kansas Heartland.
    • All adult partcipants are currently registered members and approved volunteers of Girl Scouts of Kansas Heartland.
    • All drivers for these activities are properly licensed and all vehicles are registered, insured, maintained, and have a seat and seatbelt for every passenger.
    • Safety Activity Checkpoints and all health, safety, and emergency procedures have been reviewed and are being adhered to.
    • All certified adult participants are able to perform in ther capacities according to GSUSA health and safety guidelines.
    • Parents/guardians are informed of the trip activities, safety and emergency procedures, and contact information.
    • Appropirate permissions and authorizations have been obtained for each youth.
    • Our troop will conduct ourselves at all times in a positive manner while representing Girl Scouts.
    • I understand providing misinformation could result in the trip not being covered by Girl Scout Activity Insurance and could increase personal liability.
  • Clear
  • Should be Empty: