Trip Planning Guidelines
A trip is defined as any time your group has an activity at a time or location other than your regularly scheduled meeting place. This includes any change of troop meeting time or location as well as any day trips, field trips, or overnight trips. Exception: your activity is not defined as a trip if your group starts and ends at your regular meeting location and walks to your destination and your activity is not a high adventure activity as defined by Safety-Wise.
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Any time you plan to take a trip, notification should be sent to our Crossroads Service Unit Travel Coordinator.
Exception: You don’t need to send notification if your group is attending a Crossroads Service Unit (CRSU) event or a GSNorCal sponsored activity. However, for all trips you should always make sure your troop/group emergency contact person has updated information about the trip, girls and drivers.
FOR MORE INFO & GUIDELINES:
All guidelines regarding taking a trip with your Girl Scouts can be found in Volunteer Essentials, especially Safety-Wise.
Volunteer Essentials
QUICK OVERVIEW:
* Use the GSNorCal Trip Checklist for an overview of what you need to consider and forms you’ll need for your activity / trip.
* Submit the Trip & High Adventure Notification and Approval Form
¨ 2-weeks in advance for ANY activity / trip which
§ is farther than one hour driving time OR
§ exceeds 6-hours in duration
¨ 4-weeks in advance for CRSU Travel Coordinator to approve and submit to Council:
§ is longer than 2-nights OR
§ involves a high adventure activity as defined by Safety-Wise OR
§ involves air travel
¨ One-year in advance for CRSU Travel Coordinator to approve and submit to Council for ANY activity / trip which
§ involves international travel
* Find out if your activity / trip is considered “high adventure”.
* Refer to the list of currently approved vendors and facilities for high adventure activities.
* Use the “Annual Permission Form” if the activity / trip meets all of the following criteria:
¨ destination is located within one hour’s driving time (or 60 miles) of the regular meeting place AND
¨ does not exceed 6 hours AND
¨ is not considered high adventure as defined by Safety-Wise
* Use the GSNorCal “Parent Permission Form (regular)” for any activities on a different day/time or different location than regular troop/group meetings OR when the Annual Permission form is not or cannot be used (i.e. whenever any of the above listed three criteria for the Annual Permission form is not met).
* If ANY person – girl, sibling, adult or anyone who is not currently registered as a Girl Scout member will participate (attend) at your meeting, trip, or any other Girl Scout gathering, you will need to purchase additional insurance to cover this person or people. All requests must be received 2 weeks/10 workdays prior to the first day of your activity / trip. If you find that you are within the 2 week window to your trip, please call GSNorCal Council at 1-800-447-4475.
* At least one female adult present at every troop/group meeting, trip, or outing must have completed Core Leadership courses Girl Scouting 101 and Staying Safe and have completed her Volunteer Screening and be cleared by GSNorCal. This adult must remain present at any activity/trip and have in her possession: a first aid kit; required permission slips Annual Permission form or Parent Permission Form (regular); Girl Health History and Adult Health History forms. Note: if the trip is over 3 nights or when girls will be participating in physically demanding activities, the Girl Health History must include a physical (same for the adults on trip).
* Leaders are responsible for ensuring that adults are “Volunteer Screened & Cleared” by GSNorCal. Names may be e-mailed to Amy Dodd at [email protected] to find out if adults are “Volunteer Screened & Cleared” by GSNorCal. Adults must be “Volunteered Screened & Cleared”.
* Girl Scouts “Adult to Girl Ratios" for meetings, events, travel, and camping must be followed at all times.
* First Aider guidelines for activities / trips are listed can be found here.
* When transporting girls, please follow the guidelines found here beginning on page 6.
Last revised 5/4/2014
Links edited 8/20/2020
Exception: You don’t need to send notification if your group is attending a Crossroads Service Unit (CRSU) event or a GSNorCal sponsored activity. However, for all trips you should always make sure your troop/group emergency contact person has updated information about the trip, girls and drivers.
FOR MORE INFO & GUIDELINES:
All guidelines regarding taking a trip with your Girl Scouts can be found in Volunteer Essentials, especially Safety-Wise.
Volunteer Essentials
QUICK OVERVIEW:
* Use the GSNorCal Trip Checklist for an overview of what you need to consider and forms you’ll need for your activity / trip.
* Submit the Trip & High Adventure Notification and Approval Form
¨ 2-weeks in advance for ANY activity / trip which
§ is farther than one hour driving time OR
§ exceeds 6-hours in duration
¨ 4-weeks in advance for CRSU Travel Coordinator to approve and submit to Council:
§ is longer than 2-nights OR
§ involves a high adventure activity as defined by Safety-Wise OR
§ involves air travel
¨ One-year in advance for CRSU Travel Coordinator to approve and submit to Council for ANY activity / trip which
§ involves international travel
* Find out if your activity / trip is considered “high adventure”.
* Refer to the list of currently approved vendors and facilities for high adventure activities.
* Use the “Annual Permission Form” if the activity / trip meets all of the following criteria:
¨ destination is located within one hour’s driving time (or 60 miles) of the regular meeting place AND
¨ does not exceed 6 hours AND
¨ is not considered high adventure as defined by Safety-Wise
* Use the GSNorCal “Parent Permission Form (regular)” for any activities on a different day/time or different location than regular troop/group meetings OR when the Annual Permission form is not or cannot be used (i.e. whenever any of the above listed three criteria for the Annual Permission form is not met).
* If ANY person – girl, sibling, adult or anyone who is not currently registered as a Girl Scout member will participate (attend) at your meeting, trip, or any other Girl Scout gathering, you will need to purchase additional insurance to cover this person or people. All requests must be received 2 weeks/10 workdays prior to the first day of your activity / trip. If you find that you are within the 2 week window to your trip, please call GSNorCal Council at 1-800-447-4475.
* At least one female adult present at every troop/group meeting, trip, or outing must have completed Core Leadership courses Girl Scouting 101 and Staying Safe and have completed her Volunteer Screening and be cleared by GSNorCal. This adult must remain present at any activity/trip and have in her possession: a first aid kit; required permission slips Annual Permission form or Parent Permission Form (regular); Girl Health History and Adult Health History forms. Note: if the trip is over 3 nights or when girls will be participating in physically demanding activities, the Girl Health History must include a physical (same for the adults on trip).
* Leaders are responsible for ensuring that adults are “Volunteer Screened & Cleared” by GSNorCal. Names may be e-mailed to Amy Dodd at [email protected] to find out if adults are “Volunteer Screened & Cleared” by GSNorCal. Adults must be “Volunteered Screened & Cleared”.
* Girl Scouts “Adult to Girl Ratios" for meetings, events, travel, and camping must be followed at all times.
* First Aider guidelines for activities / trips are listed can be found here.
* When transporting girls, please follow the guidelines found here beginning on page 6.
Last revised 5/4/2014
Links edited 8/20/2020