How to Plan an Event

An "Event" is any activity that meets any one of these criteria:     
               ~ open to more than two troops,
               ~ requires pre-registration or
               ~ involves a budget over $100

For an activity that does not fall under the above criteria, submit the "Crossroads Final Finance Report" to the Crossroads treasurer within 3 weeks after the event.  No other parts of the Event Packet are necessary.
To host an Event, someone in your Troop must take the on-line Service Unit Event Manager Training.  Access this training via the GSNorCal learning portal.

Event flyers are approved at SUT meetings (2nd Monday) and presented at Leader meetings (4th Monday) and posted on the Events page the following day.  Please plan ahead for these dates.

Questions?  Contact our Program Support Manager - Darcy Kelly-Greene

Start Here:  Crossroads Event Planning Packet and Quick Start Checklist 
Crossroads Event Planning Training Presentation

Updated 8/1/2023!

Event Planning Forms

Crossroads Forms

Event Evaluation Summary
Payment Request Form (Reimbursement form updated 8/2023)
Deposit Slip Form
Crossroads Budget Planning Worksheet (updated 8/2023)
Crossroads Final Finance Report
Crossroads Payment with a Product Sale Rewards Card Form
Crossroads Friendship Fund Request Form

Flier Template

Flier Guidelines
Flier Sample

Useful Information

Service Unit Name:  Crossroads
Service Unit Number:  309

Council Forms & Links

Staff Contact: Danitz Rodelo, drodelo@girlscoutsnorcal.org

Media Information Form
Approved Vendors List

Event Manager Resources
  • Event Committee Best Practices | PDF
  • Event Committee Recognition | PDF
  • Event Confirmation Checklist | PDF
  • Event Emergency Plan | PDF
  • Event Evaluation Questions | PDF
  • Event Flyer Checklist | PDF 
  • Event/Camp Notification & Approval Form | Online
  • Event Manager Position Description | PDF
  • Event Registration Checklist | PDF
  • Event Roles to Delegate | PDF
  • Event Timeline and Checklist | PDF
  • How to Partner with Girls for Events | PDF
  • Evaluating Air Quality | PDF

Fundraising/Money Earning Forms

Money Earning Application

A Note on Mailing Badges...

If you decide to go this route, from someone who has mailed over 5000!  Here is the best practice for mailing badges:
  • Mail in regular #10 envelopes.
  • Tape individual badges to a piece of paper so they will lay flat in a single layer in the envelope and not bunch up.  3M double stick tape works well if you put a piece in the center of the badge (not the stitched edges) and rub the face of the badge as you stick it to the paper.
  • The badges make the envelope "non-machinable" which means there is a 15 cent surcharge to mail them. 
  • If the envelope is 1 ounce in weight or less, then the cost is 55 cents plus 15 cents - so $0.70 total.  You will need to take them to the post office to pay this exact amount of postage.  I have found that a single layer of badges the size of a #10 envelope is less than 1 ounce.
  • If you allow the badges to bunch up or put them in another size envelope then it ships as a small package - the starting price for those is $3.50.  So it is cheaper to send multiple #10 envelopes before going this route.