Presentation on theme: "Day Field Trips to Trips of 1 or 2 nights"— Presentation transcript:
1Day Field Trips to Trips of 1 or 2 nights Overnight TripsDay Field Trips to Trips of 1 or 2 nightsLearning ObjectivesThis course will prepare troops/groups to hold activitiesbeyond the regular troop meeting to two overnight.At the completing of this course, participants will be able to:understand and apply the concept of progression in the context ofplanning overnight tripsevaluate and improve the readiness of the troop/;group for activitiesbeyond the regular troop meetingdemonstrate familiarity with Safety Activity Checkpoints, VolunteerEssentials (Chapter Four and Appendix: For Travel Volunteers) andemergency proceduresidentify planning steps for a troop activity beyond the regular troopmeetinglocate and complete paperwork required for a troop/group triplist at least three ways to involve everyone in planning activitiesdescribe three trips that are appropriate to the grade level of thetroop/group.
2Table of ContentsSafety Activity Checkpoints, Volunteer Essentials and ProgressionReadiness: Girls and AdultsProgression in Activities Beyond the Troop MeetingGroup Planning ProcessWho Must Accompany the TroopTransportationLodging and Program FacilitiesTrip Safety and SecurityFirst Aid and Traveling Appendix A: FormsSafety Planning Appendix B: Sample Troop ProgressionEmergency Appendix C: CO Child Restraint LawsFood Appendix D: Insurance InformationPacking Lists and EquipmentKaper ChartsLeave No TraceActivities/PlanEvaluationCelebrating Success
3Safety Activity Checkpoints, Volunteer Essentials and Progression Page 1 of 2Safety is planned by all members of a Girl Scout troop/group. When Girl Scout members learn about safety, more activities are at their command. Girl Scouts use:Safety Activity Checkpoints (found online at GSUSA and on the Girl Scouts of Colorado website)Safety Guidelines (found in Volunteer Essentials)Chapter Four and Appendix: For Travel Volunteers in Volunteer EssentialsSafety Roles and responsibilities of volunteers and parents/guardians and are found on pages 69 – 71 of Volunteer Essentials
4Safety Activity Checkpoints, Volunteer Essentials and Progression Page 2 of 2The Girl responsibilities are found on page 71 of Volunteer Essentials.Girls who learn about and practice safe and healthy behaviors now are more likely to establish habits of safety consciousness throughout their lifetime. Each Girl Scout should:Assist leaders and other volunteers in safety planning.Listen to and follow leaders’ instructions and suggestions.Learn and practice safety skills.Learn to “think safety” at all times and to “be prepared.”Identify and evaluate an unsafe situation.Know how, when, and where to get help when needed.
5ReadinessPage 1 of 9(See Understanding healthy Development in Girls on pages 54 – 58 in Volunteer Essentials)Before beginning a troop adventure beyond the regular troop meeting, both Girl Scouts and leaders need to have a variety of experiences that span emotional, physical, and mental development for successful troop overnight experience. Here is a checklist you can use to make that determination:Girls do not have to meet every one of the criteria on the next three slides in order to go to the planned event. For instance, girls with a physical disability may not be able to carry her own gear but can reasonable accommodations be made to help her? Make sure event planners know ahead of time if there are special needs.
6Readiness Wants to go and is willing to plan and prepare Page 2 of 9_____ Emotional ReadinessA girl is emotionally ready for a field trip or overnight even when she:Wants to go and is willing to plan and prepareIs willing to share, play and work with all girls,not just best friendsDoesn’t always have to have her own way;can give in or compromise graciouslyIs experienced in being a member of a groupIs comfortable meeting and working with new peopleIs not afraid to be away from home overnight(and her parents are prepared to let her go)Is not afraid of the dark or new environmentsIs willing to get along with little or no privacy
7Readiness Has the stamina, strength, skills and coordination for the Page 3 of 9_____ Physical ReadinessA girl is physically ready for a field trip or overnight even when she:Has the stamina, strength, skills and coordination for theactivities plannedIs strong enough to carry her own gearCan operate a flashlightHas been on a series of day trips or on a sleepover
8Readiness Understands and can abide by safety rules such as the buddy Page 4 of 9_____ Skill and Mental ReadinessA girl has sufficient skills for a field trip or overnight even when she:Understands and can abide by safety rules such as the buddysystem and is able to follow directions in emergenciesUnderstands and practices good manners and Girl Scout waysKnows how to dress for planned activitiesCan pack and take care of her own gearIs able to pay attention in an age-appropriate way and learn newthings
9Are the GIRLS Ready? Page 5 of 9 ALL OF THEM SOME OF THEM NONE OF THEM Do you want to go?Do you know WHY you are going?Have you had experiences away from home?Can you cope with new people?Can you cope with strange bathrooms?Can you sleep in unfamiliar places?Are you willing to interact with everyone in the troop – not just best friends?Are you willing to plan the trip?Are you willing to compromise when making plans?Can you carry your own luggage?Can you keep track of your property?
10Are the GIRLS Ready? Page 6 of 9 ALL OF THEM SOME OF THEM NONE OF THEM Do you follow safety rules?Do you use the buddy system?Do you clean up after yourself?Can you work with others to set goals?Can you take turns?Can you plan events that are two-plus months away?Can you carry out plans that have been made?Can you follow directions?Do you respect authority?Do you know how to dress properly for different kinds of weather and activities?The more checks you have in the “All of Them” and “Some of Them” columns, the more enjoyablethe trip will be for the girls and for you, and the easier the trip will be for everyone.
11LEADERS, Are you Ready? Page 7 of 9 Can you assess the readiness of the girls for an outing or an overnight?Can you plan progressive experiences for an overnight, including planning, preparation and activities?Can you facilitate/guide/mentor girls in planning for an overnight? Are you ready for the girls to take the lead in planning the trip (at an age appropriate level)?Have you completed the appropriate training: Overnight Trips (followed by Cooking & Camping, if needed, and Extended Trips)?Are you prepared to handle emergencies?Are you familiar with the appropriate Safety Guidelines and Safety Activity Checkpoints?Are you familiar with appropriate council paperwork?
12LEADERS, Are you Ready? Page 8 of 9 YES NO Are you willing to let the girls plan and make preparations for the trip?Do you know WHY you and the troop are going?Have you had extended experiences away from home?Can you cope with new people?Can you cope with unfamiliar and untidy rooms/bathrooms?Can you sleep in unfamiliar places?Are you willing to interact with everyone in the troop without being biased towards/against family members or friends?Are you willing to share in the supervision of the girls?Are you willing to compromise when the girls make plans?Can you carry your own luggage?Can you keep track of your property and assist the troop with theirs?
13LEADERS, Are you Ready? Page 9 of 9 YES NO Do you follow and enforce safety guidelines?Do you encourage the troop to use the buddy system?Do you clean up after yourself and make sure the troop does too?Can you work with others to set goals?Can you work with girls while they are planning and preparing for the trip?Can you work with girls to plan events that are two-plus months away?Can you carry out plans that have been made by the girls?Can you successfully guide the troop to follow directions, including your daughter?Do you respect authority in making sure the group’s goals are adhered to?Do you know how to dress properly for different kinds of weather and activities?
14Progression in Activities Beyond the Troop Meeting Page 1 of 2These trips allow everyone to start plane their trips of varying lengths.Short Trips around the neighborhoodLook at the world outside your troop meeting placeTake a walk around the block to see what you can seePractice using the buddy systemGo bird-watching, observe buildings and gardens, or gaze at the starsDo a neighborhood or nature sounds hike
15Progression in Activities Beyond the Troop Meeting, cont. Page 2 of 2Day Trips (day long)Visit a bakery or fire station, or walk ina paradeHikes: alphabet, bird, color, penny,sound, trail, treePractice using the buddy systemGo to a museum or zooExplore a national, state, or city parkTake a train or a bus to a neighboringtownRide a horse, or a bike, or skate or swim(Check Safety Activity Checkpoints first)Carry a nosebag (brown bag/sack) lunchCarry a first-aid kitCarry/Wear a backpackCook InPlan a nutritious mealUse a kitchen knife safelyCook on a stove or in an oven using a skillet or one-potPrepare a no-cook mealHave a first-aid kit
16Overnight Trips Page 1 of 2 Daisies and older (p. 98 in Volunteer Essentials)Over nights may begin with a sleepover at a leader’s home or a local hotel, or an overnight event at a museum or zoo, etc. An overnight trip usually involve one or two nights away in or out of council. Destinations may be a nearby state or national park, historic site, or a city for sightseeing. The group may stay in a hostel, hotel, cabin or lodge. If ten camping, campfires, or outdoor cooking are involved, at least one troop adult must have completed Cooking & Camping training in addition to Overnight Trips.One or Two nightsGirls know how to:Plan activities with girl-led, learning by doing and cooperative learningPrepare for an indoor overnight at a hotel or someone’s homePlan what to take and what to eatMake a toiletries kitDevelop a kaper chartBring only what they can carryKnow how to leave a space better than they found it practicing principles of Leave No TraceKnow how to plan meals and menus, transport and store food and select places to eatDetermine trip costs, make a budget and keep financial recordsGo shopping, plan routes, transportation and make other arrangementsuse road maps, city maps, charts, GPS, cellphone apps, and timetablesSelect, pack, and transport personal and group equipment
17Overnight Trips Page 2 of 2 Extended Overnight Trips – 3 or more nights away (Juniors and older)May vary from local to extensive travel within the United States. The group might use several accommodations and modes of transportation throughout the trip. Start planning 9 – 12 months in advance to the trip.National Trips (Juniors and older)National trips are available for Juniors and older Girl Scouts who have demonstrated progression. These are trips from three nights and longer to such places as New York City, Washington, DC, Savannah, Disney World/Land, etc. Start planning 12 – 18 months in advance of the trip.International Trips (Cadettes and older)Travel internationally is available to Cadettes and older who have successfully taken previous overnight trips. Older age requirements are in place at some of our international World Centers so have the girls check if they will have attained the minimum age by the time they travel. Start planning 2 or more years in advance of trip.Keep in MindHigh-risk activities and those not specified in Safety Activity Checkpoints also require Membership Manager approval. The Travel and High Risk Activity Application form can be found at and “Search” forms. These activities may have special insurance requirements. Land, air, and water activities are covered in Safety Activity Checkpoints. Hang gliding, hot air ballooning, bungee jumping, flying in small private planes and helicopters or using trampolines are not permitted. If you have further questions about these activities, contact your Membership Manager.
18Basic Guidelines for Troop Travel Page 1 of 2Progression and planning are keys to a successful trip; all approvals should be based on progression of experience. Trips should be planned by girls in partnership with their leaders.Safety Activity Checkpoints and Volunteer Essentials must be followed when planning a trip.Because Girl Scouts is an inclusive organization, and all members of the troop/group should be able to attend the overnight trip, it should be planned for all or almost all of the troop to participate.Opportunity Grants can be used to help partially fund girl trips – ask your Membership ManagerAge RequirementsTroop OvernightsGrades K-1 (Daisy) – One to two-night overnights and weekend camps at council-approved sitesGrades 2-3 (Brownies) – Maximum two-night overnight provided they have demonstrated progressionExtended tripsGrades 4-5 (Juniors) – Domestic trips provided they have demonstrated progressionGrades 6 – 12 (Cadettes, Seniors, and Ambassadors) – National and international trips provided they have demonstrated progression
19Basic Guidelines for Troop Travel Page 2 of 2ProcessRequired training must be completed before a troop begins to plan an extended trip.In addition to training, adult participants must be a member of GSUSA and have an approved volunteer application and background check on file with GSCO.Training occurs in progression and includes:Overnight Trips (can be taken by a registered adult GS member who is interested in working with the girls planning the troop tripCooking and Camping (if the trip entails outdoor cooking and/or camping)Extended Trip Training (trips of 3 nights or more)First Aid/CPRLevel 2 First Aid/Emergency Planning (check Safety Activity Checkpoints for which activities require a Level II first aide or if minutes from an Emergency Medical Service and depending on the remoteness of the trip (Volunteer Essentials p. 75).Wilderness First Aid/Wilderness First Responder if 30 minutes or more from an Emergency Medical Service and depending on the remoteness of the trip (Volunteer Essentials p. 75).Extended trips – national – submit the preliminary Travel and High Risk application at least 3 months prior to the trip.International travel – submit the preliminary Travel and High Risk application 18 months in advance.Upon trip approval, Girl Scouts of Colorado will send the application for Accident/Illness insurance to the trip chaperone/advisor.
20Group Planning Process Page 1 of 4What can the leader do to let the girls plan?__________ Help girls explore activitiesIn their Journeys and Girls Guide to Girl Scouting, mentor priorities, and help them establish a calendar of activities and events.__________ Partnership of girls and adultsPut the girl-led philosophy into action; work together to plan and resolve problems or issues.__________ ProgressionTogether plan an ever-widening array of activities and overnights away from home.__________ Girls need to make choices and plansAchievement goals: selling 15 more boxes of Girl Scout cookies than last year, earning enough cookies credits to attend camp, finishing an activity to receive a badge, or completing a Journey in one-year.Learning goals: overcoming shyness in asking a neighbor to support Girl Scouting by buying a package of cookies, learning financial skills, or preparing and delivering a speech for a parent/troop meeting.__________ Active listening is one of the most important skillsGirls should generate most of the conversations and ideas; the trip leader takes on a stronger leadership role when safety is a concern or when girls are trying an activity for the first time.
21Planning Trips and Outings Checklist Page 2 of 4Activity/Event/Trip: _______________________________(Where are we going? Why? Do the girls have a significant, age-appropriate role in decisions and planning?)Date/Time: ___________________________What needs doing?Who is doing it?NotesAdult Leadership•Number of adults needed (girl/adult rations in Volunteer Essentials p. 21)First Aider 1 or 2 or Wilderness First Aid/First ResponderSpecial consultantsTraining requirements met?Any approval needed?Emergency contact back homeTransportation (review checklist for drivers on pp of Volunteer Essentials):Drivers/each carInsurance/each carDirectionsTimingPaperwork/each carFirst aid kit/each carCellphone and emergency numbers
22Planning Trips and Outings Checklist Page 3 of 4What needs doing?Who is doing it?NotesLodging•Reservations/confirmation numbersNumber of beds/roomsSite safety evaluationFinances/Budgeting:Lodging/site feesTransportation costsAdditional insuranceFood costs + tipsProgram/event feesSpecial materials or suppliesAdmission feesBaggage feesSafety (check p. 73 of VE for health history)All necessary formsPermissionHealthMedicationInsuranceOther?Itinerary with phone numbersEmergency proceduresLocation of emergency Medical Services along tripFirst Aid kitHave we provided copies of permission form(s), itinerary, and roster of participatns with emergcency contact numbers to Emergency Contact person back home?
23Planning Trips and Outings Checklist Page 4 of 4What needs doing?Who is doing it?NotesFood:•MenuQuantitiesShoppingStorageSnacksSpecial needs (allergies, religious restrictions)Equipment:PersonalTroopCheck-out/returnIndividual Responsibilities:Group agreementkaper chart dutiesSchedulesAttitudes/behavior contractsProgram Activities:SuppliesJourney booksPlan B/Rescue Box:Contingency planItems for rescue boxEvaluation:What participants learned, what went well, things that need to be inproved for futureCelebrate success
24Who Must Accompany the Troop? Page 1 of 5A minimum of two unrelated adults (over 18 years of age, drivers over 21), one of whom must be female, not-related, who are registered Girl Scouts and have completed a background check, must accompany the troop with enough adults to cover the girl/adult ratios as found on page 21 of Volunteer Essentials.One adult must have completed required adult learning/training curriculum for level of trip (Overnight Trips, Cooking and Camping – if cooking and/or cooking, Extended Trips).All adults spending the night with girls must be an approved volunteer with an active membership (and completed volunteer application process – VE p. 24). All members of girl scouts will be covered by Girl Scout Activity/Accident Insurance. Any adult responsible for the health and safety of girls must be a registered Girl Scout adult and have an application and background check.A trained, certified First Aid/CPR or Wilderness First Aid/First Responder. Note: The leader/trained overnighter/First Aider/Wilderness First Aid/First Responder may be the same person, but it’s highly recommended that this person be a separate adult. Should s/he need to stay with a sick or injured child, the troop may continue with the planned activities.Men associated with the troop are welcome to attend a troop activity. The only caveat for men, per Colorado Revised State Statues: “No camper shall sleep in the same room or tent with any person of the opposite sex excepting members of his/her immediate family.”
25Who ELSE Must Accompany the Troop? Page 2 of 5ADULTSExtra Parents/Guardians/Relatives of the GirlsAll adults should be given assignments to do with the troop on the trip. The trained troop advisor/chaperone is responsible for these extra adults too. Often parents/guardians/relatives can detract from what the girls are doing and some even insist on doing the activities for their children. Some events will not allow more than those adults who will meet the girl/adult ratio. Again, if girls cannot attend an overnight activity without their parents/guardians, they may not be emotionally ready for an overnight experience.DRIVERSIf the distance if far from the point of departure, do not expect drivers to go home and come back to pick up the girls. They may have to stay overnight with the troop. Make sure that the even sponsor allows for extra adults. Drivers don’t necessarily stay at the event. This is just a reminder that they still need to meet council requirements to drive troop members to and from an event.OLDERS GIRL SCHOULD/YOUNGER CHILDRENProgram Aides (PAs)These are older Girl Scout helpers called Program Aides (girls 11 or older), who have taken special training to work with younger girls in the Girl Scout program. If the event allows the troop to bring along some PAs, the younger girls love having them along; however, they must be at least two years older than any girl in the troop. They provide a view of the continuity and progression in Girl Scouting to your troop. PAs do require the same parental permissions as the members of the troop and the girl/adult ratio listed on page 21 of VE.Tag-AlongsThese are the other children of the adults attending the event. These additions may force a parent/guardian to divide attention between their own child(ren) and the Girl Scouts and should be discouraged unless all are close enough in age to participate in the planned activities. If other arrangements cannot be made, it would be a good idea to bring along an older girl or other adult to take care of the tag-alongs. Again, the trained troop overnighter must verify that it is allowed to bring along extra children.Note: Tag-alongs and any other persons who are non-registered GS members are not covered by Girl Scout Activity Accident Insurance. A special one-day tagalong insurance policy can be purchased from Marlene Bruno at Girl Scouts of Colorado. Her phone number is and for questions is:
26Who is Necessary but does not accompany the troop? Page 3 of 5Emergency Contact PersonThis is the troop’s emergency contact at home, the communication link with the girls’ parents/guardians in an emergency. Several things are required of an Emergency Contact Person (ECP), not the least of which is reliability.S/he has a phone and will be available during the entire event. Cell phones are acceptable.S/he has a list of troop members at the event and their emergency contact numbers.S/he has a copy of the activity schedule, transportation plans, even site phone numbers and ways to contact the troop leader. If the leader is relying on a cell phone, it must be verified the site can receive cell contact.If the schedule or transportation plans change, the leader will call the emergency contact person who will then contact parents.If parents need to contact troop members, the emergency contact person will relay any information to the troop.
27Adults supervising girls on the trip (for adults who are not trained leaders) Page 4 of 5Adults accompanying a group should be chosen for their patience, flexibility, and good judgment.The need to understand the chain of command and understand their responsibilities during the trip.The trip leader should explain their role and expectations before the trip – a group agreement amongst the adults is also another good step to take before the trip.They should understand and follow the plans the girls have made for the trip.They should understand the safety systems for the trip and the buddy system that the girls have learned.They need to know the emergency procedures for the site as well as during travel to and from the site.They need to be members of Girl Scouts and have a completed application and background check.The troop/group leader needs to communicate with the other adults and encourage them to attend meetings when the troop is preparing for the trip. They should know what equipment and clothing to bring and what the site(s) will be like. They need to know the rules in force at the site and the schedule and expectations that the girls have set for themselves. A “behavioral agreement” is an exceptional tool to have all girls, adults and their parents sign prior to leaving on the trip.
28Supervision means: Page 5 of 5 Encouraging girls to try new things Watching, guiding, directing while allowing the girls to take the lead and learn by doingIntervening before injuries occur (safety is a primary concern)Being knowledgeable about the activity to be supervised and the potential for injuryBeing a role model by your actions (smoking and/or drinking at any location is not permissible)Taking full responsibility for an activity or group of girls when askedAdhering to the Adult to Girl ratios at all timesProviding effective discipline when needed (criticize the behavior, not the child)Knowing where the girls are at all timesBeing easily located by girls who need helpHelping girls understand how to do unfamiliar tasks while giving them real responsibility for finishing a job so that they see themselves as useful and competentProviding praise for effort and achievementHelping girls with tasks such as combing hair, reminding them to wash hand, clean fingernails, change to clean cloths, etc., only if they need itTips:If the adults have daughters in the group, they may want to discuss ways to encourage these girls to feel that they are part of the group, not different or special.Also, realize that young girls sometimes find it hard to share the time and attention of their parent (or special adult) with other girls.Have someone else supervise your daughter(s) unless you are going to an Adult/daughter event.Attend a pre-trip event to practice skills needed for the trip.
29Transportation Page 1 of 1 Determine how the troop will travel to and from the activity. See Volunteer Essentials page 72 for the Driver’s Checklist:Drivers should be licensed, insured, and at least 21 years old (per Colorado law).Insurance on vehicles must meet or exceed state requirements.Check for current driver license, registrations and insurance cards.Each person must have her own seat belt. Current state seat belt and child restraint laws must always be met (see Appendix C for child restraint law in CO).The vehicle must be currently registered and in good operating condition. Tires must be appropriate for possible weather conditions along the way.Each driver has maps and written instructions to the overnight site, all cell phones of the other drivers and volunteers on the trip, and the trip emergency contact person’s telephone number.Each driver has a copy of the permission slips and health forms for the girls and adults in the car, to be returned to the leader upon completion of the trip. Shred all copies upon completion of the trip.If using an outside facility’s equipment, services, or goods (including rentals) consult council policies.GSCO does not allow any council or Service Center to rent cars or vans for troops/groups.Drivers are not to use cell phones while driving; especially not for talking and testing. If a phone call is required, have a girl do the talking or pull over when it is safe to make the call.Resources and References:In the Handout:See Appendix C & D for CO Child Restraint information and GS insurance
30Lodging and Program Facilities Page 1 of 4Site OrientationGirls should talk with someone who has visited or have them take a virtual tour of their website, to determine what is needed to bring and what program possibilities are available.Dates availableContact person and phone numberDirections to location, distance from home and time needed to get thereFacilities available – tables, chairs/benches, heat, sleeping and cooking facilitiesCapacity for girls and adultsTotal cost for useMenu provided by facility (if any)Restroom facilities, showers, flush toilets, latrines, port-o-pottiesSafe water supplyNearby emergency medical services and hospitalDistance from parking to site areaProgram possibilities availableEquipment available, free or for rentAccessibility to the site and activities for participants with disabilitiesTerrain – grassy, shaded, muddy, rocky, sandy, woodedSite organizer, if any, and location
31Girls find out what is and what is not included Page 2 of 4Facility (beds, kitchen, bathroom, temperature, storage, parking)Shelter/sleeping arrangementsIf at a public venue (museum, YMCA, zoo) find out about changing facilities, common practices, packing tips (i.e., limited space), sleeping facilitiesIf staying in a cabin, find out what it has (heat, fans, etc.)If staying in hotels, are there connecting rooms? Ensure each girl has her own bed unless parent/guardian permission has been obtained if girls are to share a bed. In hotels with queen sized beds, for example, a rollaway could be ordered for the girl who does not have permission to sleep in the same bed. Adults and girls never share a bed (see Safety Activity Checkpoints, Trip/Travel Camping section).Site maintenance/care (what are check out procedures? Who to call if site issue arises?)Security and emergency information (staff on-site? Hours?)Bathroom facilities (indoor, outdoor, public, showers, separate bathrooms for males?)Food and cooking options (storage, availability, refrigeration)
32(Note: A separate safety sheet is needed for each site.) Site Safety SheetPage 3 of 4When selecting a location for overnight accommodations (or program activities), this form will help the girls assess the site for safety.(Note: A separate safety sheet is needed for each site.)SITE: Place ___________________________________________________________________Date __________________________________NEAREST TELEPHONE: (If cell phones do not work) Phone # ____________________________NEAREST SAFE BATHROOM: ____________________________________________________NEAREST SAFE DRINKING WATER: ________________________________________________NEAREST HOSPITAL: __________________________________________________________PHONE # _____________________________________________________________NEAREST EMERGENCY SERVICE: ________________________________________________
33Site Safety Sheet cont. Safety checklist for site: Page 4 of 4Safety checklist for site:Site is easily accessible for all membersSite is safe and secureSite is properly ventilated, heated, and litSite is free from obvious hazardsSite has at least two exitsFirst aid equipment is on handToilets and sanitary facilities are accessibleTelephones or other communications equipment is accessible, adequate, and well markedAdequate lighting is available after dusk
34Finances and Budgeting Managing group finances Chapter Five, Volunteer Essentials Page 1 of 2Review Council guidelines on troop money earning on page 82 of Volunteer EssentialsGirls should be able to help with the budgeting processes and help estimate the total cost of the activity. Depending on age level, they may be able to help break it down into individual costs.Make a clear distinction between what troop money will pay for – what the troop will provide – and what each individual will pay for or bringProduct sales/cookie credits can only be used for troop/group travel – not personal travelMake sure the troop has a bank accountA sample budget worksheet is included on page 23 of Overnight Trips booklet and on the next two slides
35Sample Budget Sheet for Troop Activities and Overnights Page 2 of 2Budget ItemsEstimated CostActual CostNotesEXPENSES:Lodging - RentalsTransportationparent's Gas Mileage?Food + tipsFirst Aid SuppliesTelephone ExpensesPostageInsuranceAdmission FeesProgram Activity SuppliesRecreation - Equipment RentalOther:TOTAL EXPENSESINCOME:Bank Account Funds to be UsedMoney-Earning by GirlsCouncil Sales:CookiesQSP or NutsOther Money-Earning ActivitiesDues:Amount Covered by ParticipantsTOTAL INCOME:
36Trip Safety and Security Page 1 of 11. Know where each girl/adult is at all timesUse the buddy system regularly before the trip – practice!Follow the girl/adult ratios listed on page 21 of VE.Divide group into smaller groups, with at least one adult responsible for each small group.Make sure each adult knows/recognizes the girls for whom she/he is responsible.Wear easily-identifiable clothing but do not wear Girl Scout uniforms or clothing while traveling.Use head counts before and after each stage of activity (bus rides, recreation, food stops, potty stops).Have girls, adult chaperones and parents/guardians sign a behavioral agreement (designed by the girls with guidance from the trip leaders) prior to trip.2. Check out safety of site ahead of timeUse Site Safety list on page 21 of this Handout3. Teach girls/adults what to do if confronted by strangersDevelop an agreed upon signal for girls/adults to use if they are uncomfortableTeach them how to react safely when confronted by a stranger who is bothering themObserve each girl practice the procedure4. Teach girls/adults what to do if they become separated from groupIdentify safe sources of helpIdentify whom NOT to ask for helpIf possible and safe, instruct girl/adult to stay where she first realizes she is lostGive each girl/adult the number of a place or person to call if they become separated from the groupIf in outdoor hiking situation, practice “Hug-a-Tree” (girl/adult sits down at the foot of the tallest nearby tree, blows her whistle three times every few seconds, stays close to the tree in meantime, and responds to searcher calling her name)Observe each girl/adult practice the procedure
37First Aid and Traveling Review Chapter 4 in Volunteer Essentials Page 1 of 2Safety is a major concern when taking the troop/group traveling. Each troop/group should have a first aid kit that follow the guidelines in Safety Activity Checkpoints by activity.Each troop/group MUST have a certified first aider/wilderness first aider/wilderness first responder, (depending on remoteness and high-risk of activity) present when physically demanding activities, as defined in SAC, involving potential injury is involved. It is recommended that two be present in case one must leave with a sick or injured girl.ALL medication, including over the counter, must be in the original containers and kept by the first aider. Parents/guardians have to give the first aider permission to apply sunscreen, bug spray and band aids so please have them check this off if you think this may be necessary on the trip.Some girls may need to carry and administer their own medications including epipens, bronchial inhalers and diabetic medication (VE p. 73). This includes the medication of all adults traveling with the group and is for the safety of the girls.When planning a trip with the troop/group, find out where the closest emergency facility is located.The leader MUST have a permission slip signed by a parent or guardian and a completed health history form for each girl for each trip.
38First Aid and Traveling Review Chapter 4 in Volunteer Essentials Page 2 of 2Each adult that goes on the trip must also turn in an Adult Health History. PLEASE remember that it is just as possible for an adult on a trip to be injured or suffer from a medical condition. Do NOT forget to take along Adult Health Histories, including yourself.Have the emergency contact person at home handle any necessary phone calls to parents.Within each car must be copies of the permission slip and health history for each person in that vehicle.Each vehicle must have a first aid kit in the vehicle when transporting Girl Scouts (p. 72).Check Safety Activity Checkpoints for additional requirements for a particular travel trip. (For example, do you need a lifeguard?)Think about the trip the troop/group is getting ready to take; what do you think should be added to the first aid kit for the troop/group that is traveling?
39What is Safety Planning? Page 1 of 8Accidents happen, generally speaking, when safety precautions are overlooked. Accidents don’t usually happen when time is taken to plan ahead – when safe thinking lies at the base of all activities. Use this checklist to help promote the safety of your troop/group.General SupervisionTwo-thirds of accidents are related to quality of supervision and instruction.Do the girls and the adults:Review health and safety considerations in preparation for activities?Discuss appropriate clothing for each type of activity?Consider your impact on the natural environment and avoid actions that damage the area?Choose activities that are appropriate to the age and experience of girls, site, and equipment?Keep together on trails or sidewalks, with a leader at both ends?Do you, as a trip leader:Take responsibility for upgrading your skills and your instruction techniques?Make frequent head counts?Have a good system for knowing where everyone is, what they are doing, and who is responsible at all times?Make sure the ratio of adults to girls is appropriate to the kind of activity and the accident potential involved??Have sensitivity to a girl’s limitation in group situations?Assist girls in changing plans if they are tired or unprepared?Make use of small groups for activities with higher potential hazards – equipment, tools, and for strenuous activities?Stop horseplay and bullying whenever you see it whether by other leaders or girls?Know the appropriate steps to take in emergency?Know that if someone else is providing instructions, supervision, or equipment, you are still responsible for safety and knowing that guidelines are being met?
40What is Safety Planning? Page 2 of 8Emergency, Evacuation, SecurityKnowing what to do in an emergency situation is vital. Your trip first aider can help with knowing what to do in many of these situations.Do you and your girls:Know and practice how to evacuate buildings and living areas, including what to take with you?Prepare your sites for weather when leaving for an extended period?Know what to do in an electric storm, hailstorm, or winter storm – in and out of the living area?Know what to do if there is an emergency on the trail or during an activity?Know what to do if you become lost or separated from your group?Report unusual occurrences, including unidentified persons on the site?Know how to summon help?Know what emergency signals are and how to respond?Always wear your whistle and know when to use it?Show courtesy and caution to others around the site?Know and practice the buddy system?
41What is Safety Planning? Page 3 of 8First AidIf an accident occurs, are the girls and the first aider trained and prepared to handle it effectively? Follow-up is also important! Involve the first aider in this discussion as soon as possible.Do all leaders:Know how to secure emergency first aid assistance?Know how to treat a splinter, cut, burn, insect bite, sprain or strain, heat stress, hypothermia?Know what to do in case of a fall?Have a first aid kit available for all activities, which includes non-latex gloves and face masks?Know the contents of first aid kits and how to use everything in each?Take precautions to prevent heat stress, sunburn, and hypothermia?Use sun block to prevent future health problems?Do you, as a trip leader:Have appropriate First Aid/CPR level training or have a person available with certification as per guidelines for activities in Safety Activity Checkpoints?Check back with girls who have a cut, burn, or blister?Know how to recognize symptoms of physical or emotional problems in individual girls?Make sure first aid kits are kept stocked and accessible?Collect all medications from girls and get written instructions from parents for administering them?Note: epipens, inhalers, and diabetic medications are exempt.Keep a record of all first aid and medications given?Know the procedures for obtaining help and reporting emergencies?
42What is Safety Planning? Page 4 of 8Lodging AreaThe way you live has an impact on attitudes about yourselves, as well as about safety. Most accidents occur in living areas.Do the girls and the adults:Keep the lodging quarters clean and attractive?Identify hazardous situations within the area and take steps to mark or correct them?Put equipment and personal items away as soon as you finish using them so they don’t become a hazard to others and don’t get lost?Wear shoes and socks at all times outside and hard-soled slippers inside to avoid stubbing toes, athlete’s foot, and slivers?Discourage running except in supervised activities in specific areas?Prepare for weather and time of day any time you leave your area?Recycle whenever possible?Bathrooms and ShowersKeep bathrooms and showers clean and picked up?Keep bathrooms lighted (dimly) at night?Keep hand washing facilities stocked with soap and towels?Check the shower water temperature before girls use it?Know when girls get up to use the bathroom at night?Have your room identified for girls (or other staff) who look for you at night?
43What is Safety Planning? Page 5 of 8FireFire is a friend. Out of control, it is an enemy.In case of fire, do the girls and the adults:Know where fire-fighting equipment is kept?Know how to use it?Know how to report a fire?Know what to do, where to go, and what to take if a fire breaks out?Know what to do if your clothing catches fire?StovesWhen using stoves, do the girls and the adults make sure:Fire-fighting equipment is always close at hand?Pots or cooking equipment are used safely (handles in, etc.)?Have baking soda handy?Have sleeves rolled up?Tie back hair and avoid loose clothing?Avoid horseplay?Avoid overcrowding, disorganization?
44What is Safety Planning? Page 6 of 8Sanitary Food and WaterAccidents and illnesses occur if people do not follow safe and sanitary practices.Do the girls and the adults:Wash hands with soap and water before handling food, dishes, and utensils?Follow dish washing, sanitation, and cleanup procedures carefully and promptly?Make sure food preparation surfaces are clean?Know how to handle dishes when setting table s and passing food?Keep and store foods at appropriate temperatures?Always use food and water containers only for food and water, and never use containers that have been used for disinfectants or poisons?Always know that drinking water is potable because it has been tested or treated?Avoid wasting water?Use individual eating and drinking utensils (never share drinking cups, or silverware)?Do not handle food if ill with a communicable disease or skin infection?
45What is Safety Planning? Page 7 of 8Using EquipmentDo the girls and the adults:Use protective equipment such as safety helmets or eye protection for sports or activities that warrant it?Read and follow manufacturer’s instructions for safe use of equipment?Mark and report equipment that is unsafe?Do you, as a trip leader:Consult Safety Activity Checkpoints for use of experts and equipment by activity?Make sure equipment, whether owned, borrowed, or rented, meets requirements?Give instruction in safe use of equipment?Check equipment for safety before use?Adjust equipment to the individual?Make sure equipment is stored (locked, if necessary) when not in use to prevent misuse or abuse?Avoid use of pressurized containers?
46What is Safety Planning? Page 8 of 8Animals Animals, small and large, are appealing, but can do harm if fed or caught.Use SAC for necessary equipment when working with horses or other large animals.Do the girls and the adults:Do not feed and/or play with wile animals?Make sure garbage is carefully stored, sealed, and away from living areas?Depending on where you are, report any small animal or bird you find dead – without touching it?Report the presence of any unidentified dog without feeding it or encouraging it to stay?Leave your domestic animals at home. If sleeping at a troop members house, keep the animal under control at all times and take responsibility for its behavior with children?Conduct regular tick checks, especially during tick season?Safety Consciousness Depends on EveryoneDoes everyone:Follow Girl Scout safety guidelines?Use judgment in taking any additional precautions necessary to avert accidents?Involve girls in safety planning and implementation?Evaluate situations where an extra safety risk is involved?Seek to instill a sense of safe living?Listen to and follow instructions and suggestions?Plan for accident prevention?Set a good example?is a good role model?Avoid smoking and drinking?Plan for safe risk and great adventures?
47What to do in case of emergency? Page 1 of 1When an incident occurs, it is of vital importance that the person in charge at the scene follows all procedures on the Girl Scouts of Colorado Emergency Plan. All volunteers will receive a wallet card to keep these instructions with them.The person at the scene should follow these steps in order:1. Determine extent of injury and give appropriate first aid, as qualified.2. Call for emergency help – police, fire department or hospital as appropriate.3. Call police in the event of a motor vehicle accident.4. Move non-injured people away from the scene as appropriate.5. In the event of a fatality or serious accident, always notify police. Retain a responsible adult at the scene of the accident or emergency. See that no disturbance of the victim or surroundings is permitted until police have assumed authority.6. Speak only to the police or proper authorities.7. Notify Girl Scouts of Colorado of the incident. During business hours, call your service center. After hours, call the emergency answering service at and provide the information they request.8. Do not call the media and do not make statements to them. Refer all media inquiries to the Girl Scouts of Colorado communications office staff at or Do not make any statements or release any names. Do not place any blame or accept liability.9. Do not sign any statements or reports, except for the police and your insurance company. Please, share insurance information with the other party.10. Complete a written report of the events, treatments, calls, etc. and submit to the Girl Scouts of Colorado corporate office within 5 days.
48Food Page 1 of 6 When planning a menu, consider: The right kind of nourishment is important as you may be burning extra calories during your activities away from the regular troop meeting. Gourmet dinners are fun, but you don’t need to spend lots of time cooking to be eating right. You may want to kick back and enjoy the scenery or watch the wildlife. The important thing to remember is to have enough food for everyone and the right kind of food for the trip planned.When planning a menu, consider:Where the troop is going and what they will be doing (this affects the number of calories burned!)What cooking facilities and equipment are available (microwave & refrigerator only? Full kitchen? Etc.)The weather expected (more calories needed in cold weather)Where food will be purchasedWhat everybody likes and doesn’t like to eatSpecial dietary needs, if applicable (consider allergies, requirements for gluten-free menus, religious concerns, menus to accommodate diabetics, vegetarians, etc.)Planning balanced mealsThe amount of money that can be spent per personhow food is going to be packed and carriedHow much preparation can be done beforehandThe cooking time allowed (limits by daylight or altitude?)
49Food Page 2 of 6 Other hints for eating right: Snacking to Satisfy Water is more essential than food, especially at high altitude. Be sure to drink lots of it during the day and with each meal. Avoid drinks with caffeine, as they dehydrate.Pack high-energy snacks like dried fruits, nuts, cheese, and hard candy.Keep in mind any food allergies.Snacking to SatisfyFight fatigue. Increase iron intake by eating lean meats, tuna, prunes, raisins, beans, and broccoli.Eat more fiber! Whole grains are great at fighting fatigue as are beans.Raise attention and alertness with protein (meat, eggs) and yogurt.Remember: Anti-oxidants help with energy & memory; beans, berries.Sugar and Caffeine provide temporary “Ups” and then drop your energy hard and fast.When planning meals – consider the activities you have planned and aim for healthy foods that will sustain energy but won’t keep them up all night!
50Food Page 3 of 6 Examples of Kid-friendly Healthy Snack Combinations: Sandwiches made with meats or peanut/almond/soynut butter (check allergies)Crunchy vegetable sticks with low-fat ranch diphummus and pita wedgesYogurt parfait with low-fat yogurt and fruitBerry cones with yogurt – ice cream cone filled with yogurt and topped with berriesSliced tomato with mozzarella cheeseMelon cubes with a slice of turkeyHard-boiled egg with a slice of whole-wheat bread or crackersLow-fat yogurt with berries and almonds (check allergies)“Light” microwave popcorn with grated parmesan cheeseBowl of cereal with milkBanana slices with peanut/almond/soynut butter (check allergies)Fruit smoothie made in a blender with fresh fruit, yogurt, and juiceStay hydratedIt is very important to stay hydrated while traveling. On a normal day, it is recommended that a person drink 64 ounces of water. If you are doing any strenuous activity, high altitude or it is very hot you should drink as least twice as much. Stay hydrated!
51Food Page 4 of 6 Handling food safely on the road Pack Safely A full cooler will maintain its cold temperatures longer than one that is partially filled. If a cooler is only partially filled, pack the remaining space with more ice or with fruit and some nonperishable foods such as peanut butter and jelly and perhaps some hard Cheddar cheeses.Consider packing drinks in a separate cooler so the food cooler is not opened frequently. For longer trips, take along two coolers – one for the day’s immediate food needs, such as lunch, and the other for perishable foods to be used later in the day.Pack SafelyKeep the cooler in the air conditioned passenger compartment of your car, rather than in a hot trunk. Limit the times the cooler is opened; open and close the lid quickly.For Additional InformationFor additional food safety information, call the toll-free USDA Meat and Poultry Hotline at or visit the USDA Food Safety Inspection Service home page at You can also download a Food Safety Activity book for kids:
52Food Page 5 of 6 Nosebag (brown bag) lunches Girl Scouts call lunches they carry in a bag “nosebag lunches.” The term comes from the bag of food hung under a horse’s nose when she is away from home. When packing a nosebag lunch, choose foods that travel well. Put the heaviest items on the bottom and the lightest, most fragile items on the top. Try to stand up sandwiches to keep them from getting soggy.Include something juicy, munchy, crunchy, and sweet!SOMETHING JUICY (fruits and vegetables)Try apples, oranges, celery, cucumbers, carrots, and pickles.Be careful with those that bruise easily: bananas, grapes, peaches, pears, plums, and tomatoes. If taken, these should be packed on top.Beverages: This might be a time to demonstrate the delights of a good drink of water to satisfy thirst. In hot weather, try drinks that are not too sweet such as lemonade or grapefruit juice. In cold weather, try warm drinks such as cocoa, hot lemonade or tea, and cider.SOMETHING MUNCHY (sandwiches)Bread: try different kinds (brown, date, nut, oatmeal, raisin, rye, or whole wheat). Don’t forget that this doesn’t have to be your everyday loaf bread. Try tortilla wraps or pitas.Spread butter or margarine on bread to act as a shield to keep bread from getting soggy.Use fillings that are NOT perishable such as peanut butter, jelly, marmalade, etc.
53Food Page 6 of 6 SOMETHING CRIMCHY SOMETHING SWEET Potato chips are going to get mashed into little crumbs!Try cheese curls, dry cereal, peanuts (watch allergies), sunflower seeds, veggie sticks, and rice or popcorn cakes.Explore the possibilities How many crunches can you find?SOMETHING SWEETMany cookies have become crumbs on a hike. Look for ones that travel well such as brownies, gingerbread cookies, muffins, Fig Newton’s, etc.Dried fruits provide a lot of sweetness, nutrition, and energy and don’t add much weight or bulk.Chocolate melts in hot weather take along peppermint sticks, lemon drops, or other hard candy.Always carry out everything you take – everyone must be responsible for their own trash.
54Packing lists and equipment Page 1 of 6Plan what clothing and equipment are needed based upon your activities and location.Always be prepared for changes in weather and temperature.Follow the Onion Theory – wear many layers of clothing. As the body’s heat warms the trapped air between the layers, you will be warmer than with one heavy garment.A warm hat is really important when its cold. Between 25 and 50% of total body heat loss radiates from the head. Head protection is good when its sunny.Wear knitted gloves or mittens inside a waterproof outer layer to keep hands warm and dry.Wool and fleece clothing are warmer than cotton, especially when it is wet. When the weather is cold and wet, take care not to wear cotton without additional layers.A wet bandanna around your neck can keep your cool.A plastic garbage bag can become emergency raingear.Always wear shoes and socks that are comfortable and appropriate for the activities you will be completing.Wool socks should be worn if at all possible to assist in keeping the feet dry.
55Packing lists and equipment Page 2 of 6Plan what clothing and equipment are needed based upon your activities and location.Packing pro tipsPACK LIGHT- remember that you will have to carry whatever you bring and you should bring only what is necessary.Remember to leave valuables at home.Label your luggage inside and out with your name and address.Label EVERY article of clothing and anything else you expect to take back home.Bring the appropriate type of luggage for the type of trip.Practice packing before the trip. For younger girls, make sure that they also help pack their bags since it is they, and not their parents, who must find things as well as repack while on the trip. Label clothes if necessary. Do a walk around the block with their luggage fully packed.Sample personal packing listsOn the following slides, you will find a comprehensive list of what a girls might need for an overnight troop/group trip. A good rule of thumb is to take one more set of clothing, complete with underwear, than the number of nights the trip lasts. This provides extra in case of rain, mud or accidents. All items except sleeping bag and pillow should be packed in a duffel bag, suitcase, or backpack that each girl can carry. You might also want to check out: for an interactive list maker! It’s totally customizable for your troop/outing!
56Packing lists and equipment overnight trip Page 3 of 6CLOTHINGunderwear (& bras)long underwearlong pantsshortslong-sleeved shirtsT-shirtssweaters/sweatshirtssocksPJs/sleepwearcap (for sun & rain)hat (for warmth)jacket or coatsnow pantsgloves or mittensswimsuit & towelsturdy/hiking shoesathletic shoeswet swimsuit bagfleece jacketbandannawaterproof bootsrain gear (poncho, jacket, rainpants, etc.)PERSONALhairbrush/combtoothbrushtoothpastetowel 7 washclothdeodorantsanitary itemsshampoo/conditionerbiodegradable soaptoilet paper/tissuesunscreenlip balmsunglassesMedications*insect repellent (non-aerosol, unscented)water bottle
58Packing lists and equipment 2-night overnighter Page 5 of 6HomeCamp1 warm sleeping bag or bedrool (NO slumber bags!)1-2 extra blankets (if needed)1 pillow2 pillow cases1 pair warm pajamas (or sweat suit)2-3 sets underwear (panties, undershirts, socks, bras)1 pair long underwear or knit tights1 pair heavy socks (wool, thermal, etc.)2 long-sleeved shirts1 warm shirt, sweater, or fleece2-3 pairs jeans or long pants2 pairs shoes (one indoor, one outdoor)1 pair boots for snow or rain1 warm coat2 pairs warm gloves or mittens (1 waterproof)1 warm hat1 pair snow pantsrain geartoiletries (in plastic baggie: soap, brush/comb, tissues, toothbrush & paste)sunscreen, lip balm, medications*washcloth, towel (in waterproof bag)mess kit in dunk bag 9unbreakable cup, plate, bowl, knife, fork, spoon)flashlight, extra batteries, extra bulbcup (another one)notepaper2 pencils/pens1 bandanawhistle on lanyard
59Sample Troop Equipment List cont. Adapt for your trips Page 6 of 6Food and Kitchen Equipment (as needed)Check to see what is already available on site.Paper products: tissues, paper towels, toilet paper, napkinsSalt, pepper, spices, condimentsKnives/cooking utensilsSponges, dishcloths, scouring pads, dish detergentCleanser/bleach (in marked container)Coolers/chill bagsZiploc bags, food storage containersTrash bagsCopies of recipesSpecial Equipment/Supplies for Planned Program Activities
60Kaper Charts Page 1 of 4 Things to consider when making kaper charts Kaper charts may appear confusing, but really are simple to make.Consider the following steps:Make a list of all the tasks that need to be done. Put each job on a small piece of paper and the next steps will be easier to do.Plan how many people should be in each work group to equalize the responsibility: individuals, buddies, patrols, other small groups.Then decide which specific tasks listed will be combined to fit the work group. Take the small pieces of paper and sort them into piles according to tasks that will be done by each group.If desired, give the work group names and/or symbols for the chart.Make the chart a graphic representation of delegated responsibilities.Eye-catching charts create interest. Girls form the habit of checking their job at the beginning of a meeting or trip.Provide rotation of jobs, if appropriate.Include a list of tasks for each individual/group.Things to consider when making kaper chartsRotate and shuffle the people who work together; then everyone can work with everyone else over a period of time. This is especially helpful when individuals do not know each other.Kaper charts can help groups avoid cliques.
61Kaper Charts cont. Page 2 of 4 Arrival and Departure Kapers Upon arrival at your site, certain tasks, or kapers, may need to be completed to make the site comfortable. Depending on the facilities, the time of year, and the guidelines for the particular site.Some ARRIVAL kapers might be:Sweep the floorSet up tables and benches or chairsOrganize and store any food and equipmentClean the bathroom or latrineSet up a hand-washing stationWhen leaving your site, DEPARTURE kapers are usually very similar to the arrival kapers.Stack the tables and benches or chairsPack any food and equipmentHandle the trash as requiredSamples of kaper charts are on the next 2 slides.
62Kaper Charts cont. Page 3 of 4 Friday Night Give out snacks Give out drinksPick up all trashWash tableSweep floorGroup 1Group 2Saturday MorningSet table in Dining HallReturn dishes to dishwashing areaWash tableSweep FloorGroup 1Group 2Building CleanupSweep FloorClean toilets, sinksStack tables, chairs, benchesWash FloorsLitterGroup 1Group 2
63Two special reminders: Kaper Charts cont.Page 4 of 4KAPER CHART FOR MEALSJobBreakfast SaturdayLunch SaturdayDinner SaturdaySnack SaturdayBreakfast SundaySLOP –COOKSHOP -HOSTESSMOP –CLEAN UPA kaper chart is not just for fun. It lets everyone help decide how the jobs are divided, and is a record of what has been decided. On our trip, anyone can look at the chart knows when they will be the cook, hostess, or clean-up person.Two special reminders:Exciting activities for everyone should not be scheduled too soon after a meal. You want to be sure the clean-up people will not miss them.Be sure to make a final clean-up chart.Slop – CooksWash handsTie Back HairPost MenuPick Up FoodPrepare Food for CookingDispose of Trash – recycleCook FoodPack up LeftoversClean up food prep areaSet cookware to soakHop – HostessClean and set tableMake a centerpieceLead graceInvite adults to mealPut away condimentsDispose of food not eatenWash leader’s dishesMop – Clean-upHeat DishwaterSet up dishpansFill dishpansClean TableCheck trash canClean Cookware after everyone is done with their own dishesDispose of dishwaterClean & dry dishpan
64Leave No Trace (more information at this website: usscouts Leave No Trace (more information at this website: usscouts.org/advance)Page 1 of 3Leave No Trace is a set of principles for participation in outdoor recreation that seeks to minimize the impact on the natural environment. Proponents of Leave No Trace believe that individual impacts caused by recreation can accumulate to degrade the land. It encourages people who spend time in the outdoors to behave in such a way that they can minimize unavoidable impacts and prevent avoidable impacts. It is often summarized: “Take only photos, leave only foot prints.” (from Wikipedia)Leave No Trace consists of 7 principles:Plan Ahead and PrepareTravel and Camp on Durable SurfacesDispose of Waste ProperlyLeave What You FindMinimize Campfire ImpactRespect WildlifeBe Considerate of Other Visitors
65Leave No Trace cont. (more information at this website: usscouts Leave No Trace cont. (more information at this website: usscouts.org/advance)Page 2 of 3Front Country Leave No Trace:Limit group size to 10, less is better. A large group can’t help but make a bigger noise, visual, and physical impact as they travel.Hike on durable surfaces. Step on snow, rock, sand, or dirt rather than grass and other living things.Hike single file rather than two or three abreast. Be aware of hikers sharing the trail.Stay on the marked, official trail. Even if it is muddy, hike on through. Walking around muddy areas broadens the trail and makes a bigger mud-hole. Creating a secondary trail makes it worse.Don’t cut switchbacks. This causes erosion and another trail scar.Pack out your garbage – and any other garbage you find along the way.Do not feed any animals. Chipmunks, squirrels, geese can become dependent on humans and then starve when they are not ready for harsh weather.
66Leave No Trace cont. (more information at this website: usscouts Leave No Trace cont. (more information at this website: usscouts.org/advance)Page 3 of 3On the trail Leave No Trace:Stay on marked/established trails.Walk single file when possible, don’t shortcut switch backs.If walking off the trail: spread out to minimize impact, stay off of mosses, lichens, flowers, etc. Especially at high altitude as the growing season is very short and the alpine tundra environment, above the timberline, is very fragile.If a trail is muddy, walk through it to avoid creating another trail next to the original. If this is not an option, spread out and go a good way around the muddy part.When you stop for breaks/lunches go off the trail a ways so you’re not blocking its use for others. Spread out your group and don’t leave any trash or food waste (including orange peels, potato chip pieces . . .) behind.Want style points: Fluff up the grass that’s been matted down by you before you leave.Pick up other trash you see If you don’t, who will?
67ActivitiesPage 1 of 5Girl Scouting builds girls of courage, confidence, and character who make the world a better place.Use the three keys: Discover, Connect and Take Actionand three processes: girl led, learning by doing and cooperative learning.Girls plan activities based on the interests of all involved.They consult Safety Activity Checkpoints and Volunteer Essentials Chapter 4 and Appendix: For Travel Volunteers to determine what considerations should be observed.Girls use the Journeys – three at each grade level – to explore and develop leadership skills.They make sure to include “me time,” where everyone can relax.They make a kaper chart.They decide what special equipment you may need and from where it will come.They revisit the “Planning trips and outings checklist” on slides 20 – 22.
68Plan B and the Rescue Box “It’s raining. What can we do?" Page 2 of 5It’s more than just about rain. The troop may have free or unscheduled time; a program consultant may not have shown up or an even cancelled. Girls need to be part of the process of planning what to do “in case . . .”Don’t get stuck – always prepare with “Plan B” – the things you’ll do if Plan A goes astray! Bring your “rescue box” of games and equipment. Be prepared, and the girls won’t have reason to mope and whine.An indoor picnic with special games would be fun. Do you need some active games, such as agility test or balloon soccer? Or are you in need of quiet games? Why not try crafts or sketching?Are you tired out? If in cabin groups, quiet games may be the answer such as Quiz, I Spy or storytelling.Has the inclement weather spoiled plans for an outdoor game day? Then, try an indoor track meet with balloon races, ring toss, etc.See the next slide for a checklist of Plan B activities.
69Activities A checklist of some tested “Plan B” activities: Page 3 of 5Charades, skits, tell about pets, make centerpieces.Story time – no ghost stories permitted.Square dance, folk dancing, creative dance.Plan future trips, overnights, nature hikes.Crafts and sketching anyone?Who can make the funniest newspaper costume?Write poetry.Draw.Make up indoor games, and then play them.Scavenger hunts.Puzzle or riddle games, how about a shadow play?Sing songs, singing games, or a rhythm band.Make puppets and have a puppet show.Make paper plate pictures, sand pictures, or gravel mosaics.Simon Says; I Spy.Blindfold games, identify sounds, objects.Checkers, chess, dominoes.Write a play.Mock trail of storybook characters (Goldilocks, Big Bad Wolf)Practice first aid.Learn a new grace, write thank you notes.Make pet rocks.
70Activities Go on an “Aqua Hike Activities Go on an “Aqua Hike.” (Make sure you have a change of clothes and it is not an electrical storm!)Page 4 of 5Walk in the rain. Hold your face up and catch the drops. Feel them tingle.Splash in all the puddles. It’s fun!Drop a pebble in a puddle and watch the circles grow. Where will they end?Notice how clean everything becomes.Smell the air. It’s delightful!Catch rain in a pan and measure it.Put up a tarp and get under it. Here the drops?Explore your surroundings.Examine soil erosion.Examine “things” growing.Look for insects, animals, etc., they really like the rain.Study the clouds and weather.
71Activities Rescue Box (What you put in your own rescue box depends on what your girls like to do and how old they are. Here are some ideas.Page 5 of 5Crayons Inflatable beach ballsPens Traveling board gamesPencils Deck of cardsPaper Song booksJacks Releasable plastic bags of various sizesString Floss and safety pins for making friendship braceletsFrisbees Scotch tape/masking tapeScissors Game booksGlue Card gamesBalloons Popsicle sticksYarn NewspapersStraws Straight pins
72EvaluationPage 1 of 4Evaluation provides the troop with valuable information to use in setting goals or choosing activities for the future. Everyone should participate in assessing the process and the outcomes of the activity/project. This is an opportunity for the girls in the troop to brainstorm questions that will help them appraise the success of their goals. Questions to ask might include: Was the activity fun? Did it accomplish what we set out to do? Could we have done it differently? Would the troop/group want to do it again? It is important that the girls be honest in their evaluation, without being destructive. Evaluate along the way and adjust goals as necessary. Discuss the lessons learned from mistakes.The final step in any event is the evaluation. Actually putting the girls’ comments down in writing will help you when you’re planning for the next trip. Below is a sample evaluation. If the event planners provide an evaluation form, it goes back to the event planners and the troop adults won’t see it. At the next troop meeting, make sure to take the time to talk about the event, the fun as well as what might not have gone right.Share your experiences and photos on the GSCO blog.
73Evaluation example 1 Trip Evaluation Page 2 of 4 What was the best thing about this field trip or overnight event?Is there some part of the event we would like to do over again? If yes, what?What could have done better?What would we leave out?Were we prepared for this event?Other comments:
74Evaluation example 2 For younger girls Page 3 of 4Girl EvaluationWhat we did: _______________________________________________________Draw a circle around the picture that shows how you liked what we did.KEY:YES NODid you enjoy what we did? 2. Do you want to do it again?3. What did you like best? ______________________________________________4. Would you change anything? ___________________________________________If yes, what? _____________________________________________________5. What would you like to do next time? _______________________________________________________________________________________________________
75Evaluation example 3 For older girls Page 4 of 4Troop Trip Evaluation: 2012–2013 Troop Trips1. On a scale of 1 (one of the worst experiences of my life!) to 5 (Awesome! Super! Stupendous!), please rate the following:OVERALL TROOP TRIP EVALUATIONDid you learn anything new on this trip? (Give an example, please.)What was your favorite part of this trip?What would you have changed to improve this trip?Ideas/Suggestions for our next Troop Trip.Any other comments you’d like to share:Your name (optional):AwfulMediocreAwesomeGovernment Tour12345MuseumOther:Dinner atHotel OvernightZooOvernight at GS propertyTheater
76Celebrating Success Page 1 of 1 Webster’s definition of celebrate is to observe (a day or event) with ceremonies of respect, rejoicing, festivity or simply to praise. It does not define the magnitude of the day or event, so we should not either. Celebrating the troop’s success along the way to reaching the girls’ goals will only enhance the reward of achieving the goal. So – celebrate even the littlest accomplishments as well as the grand end results.Establish milestones to their goals and use these milestones for measuring their success and celebrating. Are all permission slips in on time? CELEBRATE! Did girls who did not participate last year, participate this year? CELEBRATE! Did each girl reach her personal goal ? CELEBRATE! Did the troop reach its money earning goal? CELEBRATE! All of these are successes to be proud of and celebrated.The celebrations don’t have to be elaborate. For example, keep some Hershey Kisses on hand and give each girl a Kiss when all permission slips are turned in!
77Appendix A Forms/Permission/Paperwork Page 1 of 4These are the links to finding forms you will need in order to take a troop/group on a trip:All forms are available in the “Forms” section of GS of Colorado Guide for Volunteers or download them fromGetaways:GSUSA:GSCO property reservation form: this is a fillable form for troops to request a reservation at any of the GSCO properties around the state.
78Appendix A Forms/Permission/Paperwork Page 2 of 4Travel and High Risk Activity Applications – submit to your Membership Manager at least four weeks prior to the trip –http://www.girlscoutsofcolorado.org/travel-formsParent Permission for Girl Scout Activity (fillable and bilingual) needs to be filled out by the parent/guardian of every girl in your troop each time you plan a trip with your troop/group for more than six hours including one and two night tripsHow to Bank and Redeem Cookie Credits – this gives details on how to use cookie creditsMoney Earning Application with Troop Leader Forms
79Appendix A Forms/Permission/Paperwork Page 3 of 4Health FormsGirl Health History Form (fillable and bilingual) should be filled out by parents/guardians and updated with their initials and returned to the troop leader to be kept on file with registration forms. Copies of these forms will “travel” with the troop whenever they plan an even that takes them away from regular meeting time and/or place. Updates to Health History may be provided on Parent Permission form as needed. Note space for this purpose on permission form.Adult Heath History (fillable and bilingual) to be filled out by ALL adult participants who are actively involved with Girl Scouts including parents who are helping with girlsParent Emergency Information form: for listing the girl’s emergency contacts and phone numbersMedication Permission Form: this form is needed for any over-the-counter medications or prescriptions for all persons on the trip. Bug-spray, sunscreen, Tylenol, etc., all need to be listed on this form for the first-aiderFirst Aid LogAccident/Illness/Injury ReportEmergency Plan for Girl Scout Groups Cards: a card that should be kept by every adult member going on the trip. It contains the procedures to be applied in the event of serious accident, emergency or fatality. Ask membership Manager for them.
80Appendix A Forms/Permission/Paperwork Page 4 of 4Other FormsDriver Information Record this is an optional form for Trip Advisors to use a s a resource if drivers are needed for the tripInsurance Form: along with a pamphlet explaining procedures for its use, this form is provided to each troop leader when he/she gets her troop packet. If you are planning a trip of 3 nights or more you must obtain additional insurance through the council. More on this in “Extended Trips” training.
81Appendix B The Buzz (News): A Good Example of Progression in Travel Page 1 of 1The Girl Scout Cadettes in Troop 507 from Mead have enjoyed a close-kit friendship through Girl Scouting for many years. The July trip to Maui, Hawaii, was part of a progression of travel that began in the first grade. From simple overnights, Mother-Daughter overnights to camping and a road trip to South Dakota, the girls moved steadily toward their goal of seeing some place special.The girls researched different destinations and voted on Maui. Their next big challenge would be raising the money. They strategized ideas for money-earning projects and planned an average of one “FUN-d raiser” each month.Over the course of about a year, the girls in Troop 507 identified activities they wanted to do while in Hawaii. With the help of a former University of Colorado at Boulder student and marine biologist who works for the Pacific whale Foundation in Maui, they planned a fabulous and financially feasible itinerary that met all Safety-Wise requirements.During their time in Maui, the troop did a community service project in Haleakala National Park, pulling down and cutting a non-endemic species of pine tree that is crowing out other plants. They also took surfing lessons, went on a tide pool hike, went snorkeling in the small sunken ocean crater of Molokini, went on the Atlantis Submarine to view the Lahaina harbor from 125 feet below the sea, took a zipline through the West Maui rain forest, and, of course, spent a little time relaxing and playing on the beach.
82Appendix C Colorado’s Child Restraint Law Page 1 of 1REMINDER: As of August 1, 2010, Colorado state law requires every child under age 8, regardless of weight, to use a child restraint system during transportation.Infants must ride in a rear-facing car seat until they are at least 1 year old and at least 20 lbs. Safety advocates* recommend that infants continue rear-facing as long as possible for the best protection in a crash. Many larger “convertible” type carseats will allow children to ride rear-facing up to 30 lbs.Children aged 1 to 4 years who weigh 10 – 40 lbs. must be restrained in a forward-facing car seat. Safety advocates* recommend restraining your child in a “5-point” harness system until they are at least 40 lbs. This harness provides the best protection for your child. Use upper tether straps where applicable (refer to your car seat and vehicle’s owner manual for more information).Children over 40 lbs. who are less than 6 years old must continue to ride in a child restraint (unless 55” (4’ 7”) tall) – typically, this is a booster seat. While Colorado Law requires older children to be restrained in booster seats until they are 6 years old or 55” tall, safety advocates recommend keeping children in booster seats until they are about 57” tall. A child’s height is the best predictor of proper seat belt fit.Children between 6 and 16 years old must be restrained with a seat belt. Everyone in a car should always be properly buckled up, either with appropriate car seats, booster seats, or vehicle seat belts. Proper seat belt fit is achieved when: (1) The child can sit all the way back against the seat back with their knees bent naturally at the edge of the seat; (2) The shoulder belt fits comfortably crossing the shoulder between the neck and the arm; (3) The lap belt sits low on their hips, touching their thighs. This is usually achieved when the child is 57” tall, regardless of age or weight.*Safety advocates include the American Academy of Pediatrics, the NationalHighway Traffic Safety Administration and the National SAFE KIDS Campaign.Children who are not registered Girl Scouts are not covered by Girl Scout insurance and thus create a risk of liability for the volunteer, Girl Scouts of Colorado and its members if these children attend Girl Scout meetings or activities. If a Girl Scout activity involves the invitation of families or other non-registered participants, troops should purchase additional insurance.
83Appendix D Insurance Page 1 of 2 Basic Coverage: Every registered girl and adult member is automatically covered by the Basic coverage, which provides supplemental coverage when their Girl Scout registration arrives at a Girl Scouts of Colorado service center. Other plans may be purchased when needed.Information on the Girl Scout Activity Accident Insurance – Supplemental Basic Coverage including how to file a claim, is provided in a brochure available at a service center. Claim forms and order forms for the other plans are also available. Insurance does not cover siblings, tagalongs or adults who are not chaperones or designated helpers. The family’s own insurance should cover these individuals.Additional Insurance: Several forms of insurance are available that provide limited coverage to help pay the medical expenses arising from accidents occurring during approved, supervised Girl Scouts activities. This insurance coverage supplements health and accident insurance carried by the family. For all but Plan 3P, there is a non-duplication provision that coordinates payment for medical and dental benefits with the family insurer. Trip approval is required to purchase any additional insurance. Contact your nearest service center for information and forms.See the table on the next slide.General Liability: Girl Scouts of Colorado carries liability insurance to protect itself and persons acting on its behalf. Those protected include troop leaders and all other registered volunteers. This policy provides coverage for liability claims only.
84X Appendix D Insurance Page 2 of 2 Insurance PlanNo More Than 2 Nights*More Than 3 Nights*Registered Girls and Adults**Non-Registered Participants*Adds Sickness CoverageNon-DuplicatingCost person/dayBasic CoverageXContact Marlene BrunoPlan 2For the mostPlan 3ECurrent informationPlan 3POn costs callPlan 3Pl****Three nights if one is a federal holiday**Registered/non members of Girl Scouts of the U.S.A.***Used for international travel only