Volunteer-Led Day Camp Application

Volunteer-Led Day Camp Application

This form should be completed by volunteer-led day camp directors only. All volunteer-led camps must complete this form and receive approval before you can receive cookie credit reimbursement, financial assistance money for your campers, or website promotion of your camp (if requested).
Instructions & Next Steps
Applications accepted: January 2 through March 15
Please allow two weeks for approval.

Upon approval, financial aid and program credits can be processed and if requested, your day camp can be listed on GirlScoutsRV.org/Day-Camp.

Upon review, Girl Scouts River Valleys staff will reach out with any questions and will notify you with your approval status.

This form will require you to upload your Finance Manager Budget Spreadsheet (Day Camp Proposal Budget). You may use this spreadsheet, or another tracking sheet or document of your choice. Your Budget must include:
- Starting bank account balance
- Proposed income (number of campers and registration fees)
- Spending broken down by general category (food, activity supplies, speaker/facilitator fees, facility rental, etc.)
Have your proposed budget complete before beginning – you will not be able to save your form progress once you start.
General Information
Name of Day Camp*
Do you have a Day Camp Website?*

YesNo
Please provide the Day Camp website address/URL:*
Enter the all the community/area names that your day camp will serve. Use the Community/Area Roster to look up names by zip code.
Community or Area (Service Unit) Your Day Camp Serves*
Dates of Camp*
Hours of Camp*
Approximately how many years has this day camp been held?*
Camp Site/Location Name*
What is the capacity of the camp site/location?*
Enter the number of people the location can hold.
Have you hosted a day camp or other event at this location before?*

YesNo
If your day camp will take place on Girl Scouts River Valleys' property, have you made a rental reservation yet?*

YesNoMy camp will not take place on Girl Scouts River Valleys' property.
Will you be taking any off-site field trips?*

YesNo
Off-Site Field Trip Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Additional Off-Site Field Trip Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Additional Off-Site Field Trip Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Additional Off-Site Field Trip Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Transportation
Will you be providing transportation to and from camp?*

YesNo
What bus company will provide transportation?*
View Girl Scouts River Valleys Approved Bus Companies
Will you be providing transportation at any time during the day camp (field trips, trip to pool, etc.)?*

YesNo
What bus company will provide transportation?*
View Girl Scouts River Valleys Approved Bus Companies
Overnight
Will you be holding an overnight?*

YesNo
Who will be attending the overnight?*

All campersSpecific grades/campers
Please list any other place campers will be sleeping:*
Food
What types of meals do you plan/offer during your camp? Check all that apply.*

Bag lunch (or any lunch from home)Girl-led outdoor cooking following meal preparation guidance.Take out/delivery/catering that comes in individual packaging and made by a commercial kitchen
Programming
What is your camp theme this year?*
What types of activities will you offer at camp? Check all that apply.*

Team BuildingArts & CraftsSwimming, CanoeingArcherySportsSongs & GamesSTEMOther
You selected “Other,” please list any additional camp activities.*
Will campers be earning any badges and awards?

YesNo
Please list the badges and/or awards girls will earn.*
Estimated Number of Participants
Estimated Number of Campers:*
Estimated Number of Caddies:*
Estimated Number of Adult Volunteers:*
Estimated Number of Siblings:*
Budget
Please list your camp fees by type. Include fees for campers, caddies, adults, early bird rates, etc. Select the (+) icon to add another fee to the list.*
Please attach a copy of your budget worksheet.*

Accepted file types: .xls, .xlsx, .doc, .docx, or .pdf
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Finance Manager Budget Spreadsheet (Day Camp Proposal Budget)
Day Camp Leadership Team Contact Information

All day camp volunteers must have a current membership and a current background check on file.
Director
Director Name*

First NameLast Name
Director Email*
Directors will receive a form submission receipt at this address.
Co-Director/Additional Director
Co-Director/Additional Director Name

First NameLast Name
Co-Director/Additional Director Name
example@example.com
Program Manager
Program Manager Name

First NameLast Name
Program Manager Name
example@example.com
Finance Manager
Finance Manager Name

First NameLast Name
Finance Manager Name
example@example.com
Health Manager
Health Manager Name

First NameLast Name
Health Manager Name
example@example.com
Volunteer Manager
Volunteer Manager Name

First NameLast Name
Volunteer Manager Name
example@example.com
Older Girl Coordinator
Older Girl Coordinator Name

First NameLast Name
Older Girl Coordinator Name
example@example.com
Food Coordinator
Food Coordinator Name

First NameLast Name
Food Coordinator Name
example@example.com
Day Camp Promotion Request
Do you want your camp listed online at GirlScoutsRV.org/Event-List?

YesNo
Girl Scouts River Valleys will include approved day camps on GirlScoutsRV.org/Event-List. Promoted day camps must be open to any Girls Scouts River Valleys girls and must not restrict registration to specific service units. You must also have an up-to-date registration website or an up-to-date paper registration. We will use the information in this application to create your camp listing online. We will send you a link to review once posted.
Day Camp Description*
Include your camp’s theme, what campers will learn and do, etc.
Contact email to include on the listing.*
example@example.com
Grades of Campers Eligible to Attend
(i.e. grades campers will enter in the fall)
Registration Open Date*

MonthDayYear
Registration Close Date (Last day campers can register)*

MonthDayYear
Registration Close Time (What time will your registration close?)*

Hour Minutes

AM/PM Option
How can campers register?

Online Registration (preferred)Paper Registration
Online Registration Link*
Upload your Paper Registration Form (PDF or Word Document)*

Please make sure your registration form is accurate and has current Day Camp Dates—we will not link to any conflicting or inaccurate information.
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Do you have any special registration instructions?
Your Questions
Are there any questions or support needs you have for River Valleys staff at this time?
Acknowledgment
- I will follow all Girl Scouts River Valleys procedures, including but not limited to Safety-Wise, Safety Activity Checkpoints, Policies, and Volunteer Essentials.
- I will ensure all day camp attendees (excluding sibling units) have a current Girl Scout membership.
- I will ensure all day camp volunteers have a current membership and background check on file.
- I will ensure our camp keeps accurate records.
- I understand that it is the day camp director’s responsibility to submit the Day Camp Final Report Form within 30 days of camp ending. This includes submitting camper registration information, camper health history forms, daily attendance rosters, final camp budget (including all income and expenses), accident/incident reports and insurance claims if applicable, and your post-camp final bank statement.
By checking this box I agree to the above statements:*

I agree.
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Volunteer-Led Day Camp Application

Instructions & Next Steps

General Information

Transportation

Overnight

Food

Programming

Estimated Number of Participants

Budget

Day Camp Leadership Team Contact Information

Director

Co-Director/Additional Director

Program Manager

Finance Manager

Health Manager

Volunteer Manager

Older Girl Coordinator

Food Coordinator

Day Camp Promotion Request

Your Questions

Acknowledgment