Trips & Travel
Start Here for ALL Activities and Trips.....
Step 1: What Forms & Notification Do I Need?
Check out this handy Flow Chart to find out! This will help you figure out what to do next.
Step 2: Notify the CRSU Travel Coordinator
Any time you plan to take a trip, notification should be sent to our CRSU Travel Coordinator (CRSUTroopTravel@gmail.com) containing the following information:
~ Where you are going
~ How you are getting there
~ Troop Travel Roster* of all attendees (adult and youth) with emergency
contact information (follow adult/girl ratios, page 14 of CRG)
~ Name and certification date of volunteers when special training if needed
(e.g. First Aider**, Lifeguard, Troop Camping, etc.)
*Tip - If you complete this form for your entire troop, you can use the "attending event" column to denote who is actually going on this particular trip. That way you only have to fill in the emergency contact information one time and it makes notification a snap!
**First Aider guidelines can be found on page 32 of the CRG.
Step 3a: Complete the Right Forms. For a "Regular" Trip/Activity Use These...
Not all forms are needed for all activities...please read the notes!
Troop Travel Roster - required for all trips (any form that contains this info is fine)
Annual Permission Form - required when Parent Permission form is not
Parent Permission Form - required when any of these are true for your trip/activity:
(1) different day/time than your regular meeting,
(2) different location than your regular meeting,
(2) when destination is more than 1 hour's drive time away from regular meeting place,
(3) activity exceeds 6 hours, OR
(4) is considered High Risk (see sidebar at right).
Girl Health History Form - required for all trips (form with a physical is required for trips
of 4 or more nights and/or physically demanding activities)
Adult Health Form - required for overnight trips (form with a physical is required for trips
of 4 or more nights and/or physically demanding activities)
Troop Driver Form - required for all trip drivers
Council Emergency Contact Card - required to be in the possession of all
chaperones/drivers during a trip
Additional Event & Trip Insurance Plan 2 - required when there are any participants
who are not registered Girl Scouts attending (different plan may be more appropriate,
see GSNC insurance webpage) (must be completed 2 weeks before your activity)
Step 3b continued: For a High Risk Activity, Do This Form As Well...
High Risk Notification Form
If you are not sure if your activity is High Risk, read the information at right.
Step 4: Designate a Troop Emergency Contact Person
The Troop Emergency Contact is a person who:
~ is NOT going on the trip,
~ is easily reached via telephone,
~ is willing to contact the rest of the troop parents if needed at the
direction of Troop/Event leader, AND
~ is willing to contact the Troop/Event leader and/or Council if needed.
Before leaving on the trip you need to:
~ tell all parents who the Troop Emergency Contact Person is (there is
a space to write this on the Parent Permission Form)
~ give the Troop Emergency Contact Person the following:
- Troop Travel Roster (this has all the emergency contact
- Council Emergency Card
- Contact information for how to reach the Troop/Event Leader
Step 5: Make Sure You Have Everything You Need to Meet Council Travel Requirements...
At least one female adult present at every troop/group meeting, trip, or outing must have completed the Core Leadership courses Girl Scouting 101 and Staying Safe and have completed her Volunteer Screening***.
Requirements vary by the type of Trip/Activity. In general, one adult traveling with each group of girls should have the following:
~ All forms (see Step 3) for each girl traveling with the adult
~ Their Adult Health Form (if an overnight or physically demanding activity)
~ Council Emergency Card
~ First Aide Kit
~ Map & Directions to Destination (don't caravan)
~ Cell Phone Numbers of All Adults Attending
~ Troop Emergency Contact Number (see Step 4)
~ Proper safety seat and girl seating arrangements (see pages, 75,
86-87, 124 of CRG)
It is often helpful to create Chaperone/Driver backpacks that contain all of this stuff to make traveling with your troop easier.
***Leaders are responsible for ensuring that adults are volunteer screened and cleared by GSNorCal. To find out if someone has completed screening, email their names to Amy Dodd. To complete screening go here.
Step 6: Go and Have a Great Time!
CRSU Travel Coordinator:
Margo Tschirky CRSUTroopTravel@gmail.com
Useful Travel Links:
GSNorCal Trip Planning Website
Council Resource Guide
~ Safety-Wise Chapter (Pgs 75-92)
~ High Risk Activity Definition (Pgs 15 & 70)
~ Trip Checklist (Pg 88)
~ Health Form Requirements (Pg 81)
~ Adult/Girl Travel Ratios (Pg 14)
~ First Aider Requirements & Guidelines (Pgs 32 & 83)
~ Transporting Girls Requirements (Pgs 75, 86-87, 124)
GSNorCal Approved High Risk Vendors
GSNorCal Additional Event and Trip Insurance
GSNorCal Safety Activity Checkpoints
GSNorCal Swimming Checkpoints
GSNorCal Volunteer Screening
Contact Amy Dodd to be sure Volunteers have
What are "High Risk" Activities ?
Copied directly from page 15 of CRG.
•Any trip that is three nights or more
• Land Sports: archery, backpacking, bicycling with vendor-supplied bicycles, “bounce houses”, caving, challenge/ropes courses, climbing walls, firearms. gymnastics, horseback riding, rock climbing, skateboarding at a skateboard park, cross-country skiing, downhill skiing or snowboarding, trapeze, vaulting (on horseback) or when girls ages 12 and older (not allowed for younger girls) will operate motorized vehicles, such as go-carts (driving or riding all-terrain vehicles and motor bikes is never allowed), or simulated skydiving and zero-gravity rooms. If girls would like to trampoline at an indoor facility where the trampolines are completely enclosed and go all the way to the edge of the room with no exposed springs (i.e. there is no possibility that girls could fall off of the trampoline), this activity can be approved if the vendor is on the approved vendor list. Marksmanship activities require council permission, and volunteers need to transport weapons separately from girls. The minimum age for girls using firearms in highly supervised activities is 12 years old.
• Water Activities: boating, canoeing, kayaking, rafting, sailing, scuba, snorkeling, swimming, tubing, water skiing, windsurfing, any type of trips on waterways that are highly changeable or uncontrollable (Class V and higher watercraft trips are never allowed), or when girls ages 12 and older (not allowed for younger girls) will operate motorized personal watercraft like jet skis. •
Any other activity which might be considered high risk, which are activities that would fall into either or both of these categories: 1. The activity involves a reasonable expectation of physical risk to the girls. 2. The activity involves legal risk to the adult volunteers and/or the council. These include situations where rider or other additional insurance may be required, vendor or facility contracts may need to be signed, adults must be certified in a specific skill, or other specific critical guidelines must be followed to ensure the safety of the girls.
Last updated 5/15/2013