Troop/Group Activity Application

All troops, service units, and groups and required to obtain prior council approval for:

Activities involving an overnight stay
High-risk activities and those listed in the Safety Activity Checkpoints as requiring approval
Travel more than 300 miles round trip or ina different state from your regular meeting place.

Travel Approval Timeline
To ensure proper planning and safety, all Girl Scout overnight and travel experiences must be submitted for approval according to the following timelines:

Overnight Experiences: Must be submitted at least 2 weeks prior to the trip date.
Extended Travel (3 or more nights within the U.S.): Must be submitted at least 4 months prior to the trip date.
International Travel: Must be submitted at least 1 year prior to the trip date.

Troop meetings and events hosted in a private home or yard require council approval, with the completion of the Home Safety Checklist and site visit.

Troop/Group Information

Troop #/Group Name*

Service Unit #*

County*

Grade Level*

Type of Trip*

High Risk Activity (i.e. whitewater rafting, horseback riding and ropes course)Day Trip (first aider required)Indoor Overnight with Standard Kitchen (first aider and SSO required)Outdoor Overnight with Outdoor Cooking (first aider and SSC required)Extended Trip with 3 or more nightsOther

Leader's name*

First NameLast Name

Leader's mailing address*

Street Address

Street Address Line 2

CityState

Zip Code

Leader's Mobile Phone*

Area CodePhone Number

Leader's email address*

example@example.com

Activity Description*

Estimated Mileage (Round Trip)*

Destination name, address, and phone number*

What type of accommodations are being used for this trip?

Hotel or motelProperty Rental (VRBO, Airbnb, HomeAway)CampingOther

Property rentals through VRBO, Airbnb, and HomeAway are permitted. However, because these are privately owned properties, it can be difficult to qualify safety and credibility. For these reasons, additional steps for these rentals are required. By checking the boxes below you are agreeing that you have already confirmed these specifics ahead of time:

	Verified	Not Verified
The rental is for exclusive use of the home. No other renters will have access to the home during the rental period.
The space has smoke alarms, carbon monoxide detectors, and fire extinguishers (these are noted as amenities on the booking sites)
The home and host have substantial, positive visitor reviews. Do not book places with negative, few, or no reviews. Look for super-host status on Airbnb.
The liability insurance from the host covers premises for commercial use with a minimum of one million dollars General Liability insurance.
Check the host's profile or identity verification. You may be asked to do the same, as the renter.
The local host or manager contact info is available for immediate needs. Share this information with an in-town contact (person not on the trip)
Check state laws to see if Airbnb, VRBO, and HomeAway are mandates to meet hotel laws and standards so that you know there is an extra layer of protection.

If "other" is selected, please specify

Departure date and time*

MonthDayYear

Hour MinutesAM/PM Option

Return date and time*

MonthDayYear

Hour MinutesAM/PM Option

Please list the types of activities planned for this trip.*

How is this trip being funded?*

How is girl and adult planning incorporated? What steps have been taken to ensure troop readiness?*

Has your troop been on any trips before?

YesNo

Is yes, where and how long?

What plans have you made to educate your girls about traveling?

How does this trip relate to your planned troop program?

Are you using regularly scheduled troop meetings to plan your trip?

YesNo

If yes, what arrangements have you made for girls who will NOT be going on the trip?

Unless ALL troop members are going on this trip, it is strongly recommended that you schedule separate meeting times for your trip planning.

Required Adult Trainings

Name of First Aid and CPR Chaperone*

Fiirst NameLast Name

First Aid Chaperone phone #*

Area CodePhone Number

Type of First Aid and CPR certification *

We accept American Red Cross, National Safety Council, EMP of America, American Heart Association trainings

First Aid expires

MM/DD/YR

CPR expires

MM/DD/YR

For Indoor Overnight with Standard Kitchen

Name of SSO Trained Chaperone (may not be first aider): *

First NameLast Name

Phone Number

Area CodePhone Number

SSO Course Location:

SSO Course Date:

MM/DD/YR

For Outdoor Overnight with Outdoor Cooking

Name of SSC Trained Chaperone (may not be first aider):

First NameLast Name

Phone Number

Area CodePhone Number

SSC Course Location:

SSC Course Date:

MM/DD/YR

For Extended Travel

Name of Extended Travel trained Chaperone:

First NameLast Name

Phone Number

Please enter a valid phone number.

Extended Travel Training Date

What is your plan for the girls who will not be able to participate due to cost?

If planning to complete Money Earning Activities, have you completed the Money Earning Request?

Yes, already completedNo, I plan to submitNA

All money-earning activities must be approved.

Please submit the Request for Money Earning Activity form.

Please attach you Extended Travel Budget form*

Emergency Contact

Does your location have cell service to call 911?*

YesNo

If not, name local fire and rescue numbers that you will use in an emergency.

Emergency on-site phone/cell number (A leader or approved adult on location at the trip.)

Emergency off-site phone/cell number (The person who is available by phone during the trip and has a list of names, addresses, and phone numbers of those attending. This contact is not on the trip; it is someone local.)

Transportation

Vans with a seating capacity of more than 15 passengers are prohibited. Please assure that all drivers are approved volunteers (background checked) and have a current driver's license and car insurance.*

IndividualPublicLeased/Rented Vehicle (requires council approval and signatures on contracts)Leader/Adult vehicleChartered bus (requires council approval and signatures on contracts)Other

Safety Checkpoints

First Aid KitHealth History Forms UpdatedParent Permission SlipsLifeguardBoating/Small Craft Certified ChaperoneReviewed Safety Activity Checkpoints to maintain a safe and healthy environment (http://www.gsnypenn.org/en/for-volunteers/safety-activity-checkpoints.html)Additional insurance is required for non-registered adults or tagalongs? (If yes, contact Customer Care at 800-943-4414.)

List the Safety Activity Checkpoints that were reviewed

Located on line at http://www.gsnypenn.org/en/for-volunteers/safety-activity-checkpoints.html

Participant Names

Girls*

Adults* *

I confirm that all adults participating in this overnight, travel or high-risk activity have completed the required GSUSA Girl Scouts Child Abuse and Neglect Prevention Training.*

I confirm

I understand that completion of this training by all adult participants is mandatory to ensure the safety and well-being of all youth involved.*

I confirm

*For the safety of all girls, all adults going on your trip must be registered and have a current background check on file with GSNPENN.

It is NOT permitted to include siblings of troop members on trips.

Please contact Customer Care at 1.800.943.4414 with questions.

Additional insurance is required for trips over 3 nights, taking place more than 3 hours from home or in another state; groups must purchase the 3P plan ($.70pp/day) that includes Illness/Sickness primary insurance in addition to the accident supplement. Insurance can be obtained by emailing info@gsnypenn.org at least three weeks before the start of your trip.

Certification

I hereby certify that the above information is correct. I have reviewed safety standards and will be responsible to see that all participating girls and adults meet the requirements.

Type leader's digital signature*

Date*

MonthDayYear

Comments

I understand that for any domestic or international extended travel (three nights or more), the troop is required to have the Domestic/International Travel Consent Forms and Consent to Treat forms for all minor participants on hand with troop records. these forms must be accessible during the trip as part of trip readiness and safety requirements.*

I understand

Troop and Group Activity Application

Adult Training Confirmation

Acknowledgement of Requirement