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Overnight Trips
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GSCO Regions
View the complete staff list at:
www.girlscoutsofcolorado.org
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Table of Contents
4 Learning objectives
5 Program overview
6 Readiness: girls and adults
9 Progression in activities beyond the troop meeting
12 Group planning process
16 Who must accompany the troop
19 Transportation
20 Lodging and program facilities
22 Finances and budgeting
24 Trip safety and security
25 First aid and traveling
26 Safety planning
30 Emergency
31 Food
34 Packing lists and equipment
38 Kaper charts
41 Leave no trace
42 Activities/Plan B
44 Evaluation and Celebrating Success
48 Appendix A: Forms
50 Appendix B: Sample troop progression
51 Appendix C: CO Child Restraint Laws
52 Appendix D: Insurance information
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Learning Objectives
This course will prepare troops/groups to hold activities beyond the regular troop meeting, to two-night indoor
overnights (including platform tents) with no outdoor cooking or campfires.
At the completion of this course, participants will be able to:
understand and apply the concept of progression in the context of planning overnight trips
evaluate and improve the readiness of the troop/group for activities beyond the regular
troop meeting
demonstrate familiarity with Safety Activity Checkpoints, Volunteer Essentials (Chapter Four and Appendix:
For Travel Volunteers) and emergency procedures
identify planning steps for a troop activity beyond the regular troop meeting
locate and complete paperwork required for a troop/group trip
list at least three ways to involve girls in planning activities
describe three trips that are appropriate to the grade level of the troop/group
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Program Overview
What is covered, and what is not covered in
Overnight Trips training
“Extended Trips”
”Cooking and Camping” is “Overnight Trips” is required for
Is required for trips
required if cooking or travel of one or two nights and is
of three nights or
camping on the trip a pre-requisite for all
more
other travel and outdoor trainings
Safety Activity Checkpoints, Volunteer Essentials
and Progression
Safety 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 Essentials
Safety Roles and responsibilities of volunteers and parents/guardians and are found on pages 69-71 of Volunteer
Essentials:
The Girl responsibilities are found on page p. 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 you and other volunteers in safety planning.
Listen to and follow your 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
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Readiness
(See Understanding Healthy Development in Girls on pages 54-58 inVolunteer 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 a successful troop overnight
experience. Here is a checklist you can use to make that determination:
_____Emotional Readiness
A girl is emotionally ready for a field trip or overnight event when she:
Wants to go and is willing to plan and prepare
Is willing to share, play and work with all girls, not just best friends
Doesn’t always have to have her own way; can give in or compromise graciously
Is experienced in being a member of a group
Is comfortable meeting and working with new people
Is 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 environments
Is willing to get along with little or no privacy
_____Physical Readiness
A girl is physically ready for a field trip or overnight event when she:
Has the stamina, strength, skills and coordination for the activities planned
Is strong enough to carry her own gear
Can operate a flashlight
Has been on a series of day trips or on a sleepover
____Skill and Mental Readiness
A girl has sufficient skills for field trips and overnight events when she:
Understands and can abide by safety rules such as the buddy system and is able
to follow directions in emergencies.
Understands and practices good manners and Girl Scout ways
Knows how to dress for planned activities.
Can pack and take care of her own gear
Is able to pay attention in an age-appropriate way and learn new things
Girls do not have to meet every one of the above criteria in order to go to the planned event. For instance, a girl 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.
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Are the GIRLS Ready?
ALL SOME NONE of
OF of THEM
THEM THEM
Do they want to go?
Do they know WHY they are going?
Have they had experiences away from home?
Can they cope with new people?
Can they cope with strange bathrooms?
Can they sleep in unfamiliar places?
Are they willing to interact with everyone in the troop – not just best friends?
Are they willing to plan the trip?
Are they willing to compromise when making plans?
Can they carry their own luggage?
Can they keep track of their property?
Do they follow safety rules?
Do they use the buddy system?
Do they clean up after themselves?
Can they work with others to set goals?
Can they take turns?
Can they plan events that are two-plus months away?
Can they carry out plans that have been made?
Can they follow directions?
Do they respect authority?
Do they 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 enjoyable
the trip will be for the girls and for you, and the easier the trip will be for everyone.
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LEADERS, Are you Ready?
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?
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?
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?
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Progression in activities beyond the troop meeting
(page 97 in Volunteer Essentials)
These trips allow girls to start planning their trips of varying lengths
Short Trips around the neighborhood
Look at the world outside your troop meeting place
Take a walk around the block to see what you can see
Practice using the buddy system
Go bird-watching, observe buildings and gardens, or gaze at the stars
Do a neighborhood or nature sounds hike
Day Trips (day long)
Visit a bakery or fire station, or walk in a parade
Alphabet hike, bird hike, color hike, penny hike, sound hike, hiking a trail, or tree hike
Go to a museum or zoo
Explore a national, state, or city park
Take a train or a bus to a neighboring town
Ride a horse, or a bike, or skate or swim (Check Safety Activity Checkpoints first)
Carry a nosebag (brown bag/sack) lunch
Carry a first-aid kit
Cook In
Plan a nutritious meal
Use a kitchen knife safely
Cook on the stove or in an oven using a skillet or one-pot
Prepare a no-cook meal
Have a first-aid kit
Overnight Trips – Daisies and older (p. 98 in Volunteer Essentials)
Overnights 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 tent
camping, campfires, or outdoor cooking are involved, at least one troop adult must complete Cooking & Camping
training in addition to Overnight Trips.
Overnight Trips – one or two nights
Girls know how to:
Plan activities with girl-led, learning by doing and cooperative learning
Prepare for an indoor overnight at a hotel or someone’s home
Plan what to take and what to eat
Learn to make a bedroll or roll a sleeping bag
Make a toiletries kit
Develop a kaper chart
Bring only what they can carry
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Know how to leave a space better than they found it practicing principles of Leave No Trace
Know how to plan meals and menus, transport and store food and select places to eat
Determine trip costs, make a budget and keep financial records
Go shopping, plan routes, transportation and make other arrangements
Use road maps, city maps, charts, GPS, cellphone apps, and timetables
Select, pack, and transport personal and group equipment
Extended Overnight Trips – three 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 of 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, 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 are travelling . Start planning 2 or more years in advance of trip.
Keep in Mind
High-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 on the GSCO website at
www.girlscoutsofcolorado.org and “Search” forms. These activities may have special insurance requirements. Land,
air and waiter 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.
Basic guidelines for troop travel
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Progression 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 Manager
Age requirements
Troop Overnights
Grades K-1 (Daisy) – One to two-night overnights and and weekend camps at council-approved sites
Grades 2-3 (Brownies) – Maximum two-night overnight provided they have demonstrated progression
Extended trips
Grade 4 - 5 (Juniors) – Domestic trips provided they have demonstrated progression
Grades 6 - 12 (Cadettes, Seniors and Ambassadors) – National and international trips provided they have
demonstrated progression
Process
1. Required training must be completed before a troop begins to plan an extended trip.
2. 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.
3. 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 trip)
Cooking and Camping (if the trip entails outdoor cooking and/or camping)
Extended Trip Training (trips of 3 nights or more)
First Aid/CPR
Level 2 First Aid/ Emergency Planning (check Safety Activity Checkpoints for which activities require
a Level II first aider or if 15-30 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).
4. Extended trips – national – submit the preliminary Travel and High Risk application at least 3 months prior to
the trip.
5. International travel – submit the preliminary Travel and High Risk application 18 months in advance.
6. Upon trip approval, Girl Scouts of Colorado will send the application for Accident/Illness insurance to the trip
chaperone/advisor.
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Group planning process
What can I do as a leader to let the girls plan?
___________Help girls explore activities
In their Journeys and Girls Guide to Girl Scouting, mentor priorities, and help them establish a calendar of activities
and events.
___________Partnership of girls and adults
Put the girl-led philosophy into action; work together to plan and resolve problems or issues.
___________Progression
Together plan an ever-widening array of activities and overnights away from home.
___________Girls need to make choices and plans
Encourage girls to be actively involved with each other, develop leadership skills, learn by doing, and accept
responsibility by making and carrying out their own and the troops decisions.
___________Encourage girls to set personal goals
Achievement goals: selling 15 more boxes of Girl Scout cookies than last year, earning enough cookie 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 skills
Girls should generate most of the conversations and ideas; the trip leader takes on a stronger leadership role when
safety is a concern or when the girls are trying an activity for the first time.
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Planning trips and outings checklist
Activity/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? Notes
Adult Leadership:
Number of adults needed
(girl/adult ratios in
Volunteer Essentials p 21)
First Aider 1 or 2 or
Wilderness First Aid/First
Responder
Special consultants
Training requirements
met?
Any approval needed?
Emergency contact back
home
Transportation (review checklist
for drivers on pp.72-73 of
Volunteer Essentials):
Drivers/each car
Insurance/each car
Directions
Timing
Paperwork/each car
First aid kit/each car
Cellphone and emergency
numbers
Lodging:
Reservations/confirmation
numbers
Number of beds/rooms
Site safety evaluation
Finances/Budgeting:
Lodging/site fees
Transportation costs
Additional insurance
Food costs + tips
Program/event fees
Special materials or
supplies
Admission fees
Baggage fees
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Safety (check p73 of VE for
health history):
All necessary forms
o Permission
o Health
o Medication
o Insurance
o Other?
Itinerary with phone
numbers
Emergency procedures
Location of Emergency
Medical Services along
trip
First aid kit
Have we provided copies
of permission form,
itinerary, and roster of
participants with
emergency contact
numbers to Emergency
Contact person back
home?
Food:
Menu
Quantities
Shopping
Storage
Snacks
Special needs (allergies,
religious restrictions)
Equipment:
Personal
Troop
Check-out/return
Individual Responsibilities:
Group agreement
Kaper chart duties
Schedules
Attitudes/behavior
contracts
Program Activities:
Supplies
Journey books
Plan B/Rescue Box:
Contingency plan
Items for rescue box
Evaluation:
What participants learned,
what went well, things that
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need to be improved for
future
Celebrate success
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Who must accompany the troop?
A 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 a 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 camping, 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 Statutes: "No camper shall sleep in the same room or tent with any person of the opposite sex
excepting members of his/her immediate family."
Who else might accompany the troop?
Adults
Extra Parents/Guardians/Relatives of the Girls
All 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.
Drivers
If the distance is 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 event sponsor allows these 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.
Older Girl Scouts/Younger Children
Program Aides (PAs)
These are older Girl Scout helpers called Program Aides (girls 11 and 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 Girl
Scouts 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 Volunteer Essentials.
Tag-Alongs
These are the other children of the adults attending the event. These additions may force a parent/guardian to divide
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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 another 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 303-778-8774 and e-mail for questions is:
marlene.bruno@gscolorado.org
Who is necessary but does not accompany the troop?
Emergency Contact Person
This 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, event 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.
Adults supervising girls on the trip
(for adults who are not trained leaders)
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Adults accompanying a group should be chosen for their patience, flexibility, and
good judgment
They 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.
Supervision means:
Encouraging girls to try new things
Watching, guiding, directing while allowing the girls to take the lead and learn by doing
Intervening before injuries occur (safety is a primary concern)
Being knowledgeable about the activity to be supervised and the potential for injury
Being 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 asked
Adhering to the Adult to Girl ratios at all times
Providing effective discipline when needed (criticize the behavior, not the child)
Knowing where the girls are at all times
Being easily located by girls who need help
Helping girls understand how to do unfamiliar tasks while giving them real responsibility
for finishing a job so that they see themselves as useful and competent
Providing praise for effort and achievement
Helping girls with tasks such as combing hair, reminding them to wash hands,
change to clean clothes, etc., only if they need it
Tips:
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.
Transportation
Determine how the troop will travel to and from the activity, See Volunteer Essentials page 72
for the Driver’s Checklist:
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-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 cellphones of the other drivers and volunteers
on the trip, and the troop 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 texting. 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)
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Lodging and program facilities
Site orientation
If possible, have the girls 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 available
Contact person and phone number
Directions to location, distance from home and time needed to get there
Facilities available – tables, chairs/benches, heat, sleeping and cooking facilities
Capacity for girls and adults
Total cost for use
Menu provided by facility (if any)
Restroom facilities, showers, flush toilets, latrines, port-o-potties
Safe water supply
Nearby emergency medical services and hospital
Distance from parking to site area
Program possibilities available
Equipment available, free or for rent
Accessibility to the site and activities for participants with disabilities
Terrain – grassy, shaded, muddy, rocky, sandy, wooded
Site organizer, if any, and location
Have the girls find out what is and what is not Included
Facility (beds, kitchen, bathroom, temperature, storage, parking)
Shelter/sleeping arrangements
If at a public venue (museum, YMCA, zoo) find out about changing facilities, common practices,
packing tips (ie, limited space), sleeping facilities
If 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 unles
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)
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Site safety sheet
When selecting a location for overnight accommodations (or program activities), this form below 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 cellphones do not work)
PHONE #:
NEAREST SAFE BATHROOM:
NEAREST SAFE DRINKING WATER:
NEAREST HOSPITAL:
PHONE #:
NEAREST EMERGENCY SERVICE:
PHONE #:
Safety checklist for site:
___Site is easily accessible for all members
___Site is safe and secure
___Site is properly ventilated, heated, and lit
___Site is free from obvious hazards
___Site has at least two exits
___First aid equipment is on hand
___Toilets and sanitary facilities are accessible
___Telephones or other communications equipment is accessible, adequate, and well marked.
___Adequate lighting is available after dusk
*Covered in Safety Activity Checkpoints and Volunteer Essentials
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Finances and budgeting
Managing group finances Chapter Five, Volunteer Essentials
• Review Council guidelines on troop money earning on page 82 of Volunteer Essentials
• Girls 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 bring
• Product sales/cookie credits can only be used for troop/group travel – not personal travel
• Make sure the troop has a bank account
A sample budget worksheet is included on the next page.
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Sample budget sheet for troop activities and overnights
Budget Items Estimated Actual Cost Notes
Cost
EXPENSES:
Lodging - Rentals
Transportation
Parent’s Gas Mileage?
Food + tips
First Aid Supplies
Telephone Expenses
Postage
Insurance
Admission Fees
Program Activity Supplies
Recreation – Equipment Rental
Other:
TOTAL EXPENSES
INCOME:
Bank Account Funds to be Used
Money-Earning by Girls:
Council Sales:
Cookies
QSP or Nuts
Other Money-Earning Activities
Dues:
Amount Covered by Participants
TOTAL INCOME
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Trip safety and security
1. Know where each girl is at all times
Use the buddy system regularly before the trip – practice!
Follow the girl/adult ratios listed on page 21 of in Volunteer Essentials.
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 time
Use Site Safety list on page 21 of this Handout
3. Teach girls what to do if confronted by strangers
Develop an agreed upon signal for girls to use if they are uncomfortable
Teach them how to react safely when confronted by a stranger who is bothering them
Observe each girl practice the procedure
4. Teach girls what to do if they become separated from group
Identify safe sources of help
Identify whom NOT to ask for help
If possible and safe, instruct girl to stay where she first realizes she is lost
Give each girl the number of a place or person to call if they become separated from the group
If in outdoor hiking situation, practice “Hug-a-Tree” (girl 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 practice the procedure
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First aid and traveling
Review Chapter Four in Volunteer Essentials
Safety is a major concern when taking the troop/group traveling. Each troop/group should
have a first aid kit that follows 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 Safety Activity
Checkpoints, 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 epi pens, bronchial inhalors and
diabetic medication (Volunteer Essentials p. 73). This includes the medication of all the 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.
Each 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 the 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 girls are getting ready to take; what do you think should be added to the first aid kit for the
troop/group that is traveling?
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What is safety planning?
Accidents 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 or group!
General Supervision
Two-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 girls are, 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 instruction, supervision, or equipment, you are still responsible for
safety and knowing that guidelines are being met?
Emergency, Evacuation, Security
Knowing 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?
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First Aid
If 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 you and your co-leader:
_____ 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 them?
_____ Take precautions to prevent heat stress, sunburn, and hypothermia?
_____ Use sun block to prevent future health problems?
Does the first aider:
_____ 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: epi
pens, inhalors, and diabetic medications are exempt.
_____ Keep a record of all first aid and medications given?
_____ Know the procedures for obtaining help and reporting emergencies?
Lodging Area
The 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 Showers
Do the girls and the adults:
_____ Keep 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?
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_____ 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?
Fire
Fire 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’?
Stoves
When 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?
Sanitary Food and Water
Accidents 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 tables 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 sharing drinking cups, or silverware)?
_____ Do not handle food if ill with a communicable disease or skin infection?
Using Equipment
Do 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):
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_____ 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?
Animals
Animals, small and large, are appealing, but can do harm if fed or caught. Use Safety Activity Checkpoints for
necessary equipment when working with horses or other large animals.
Do the girls and the adults:
_____ Do not feed and play with wild 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.
_____ Keep domestic animals out of food preparation and eating areas?
_____ Conduct regular tick checks, especially during tick season?
Safety Consciousness Depends on Everyone
Does 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?
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What to do in case of emergency?
When 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 1-877-425-4886 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 303-778-8774 or 303-815-9386. 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 five days.
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Food
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 purchased
What everybody likes and doesn't like to eat
Special dietary needs, if applicable (consider allergies, requirements for gluten-free menus, religious
concerns, menus to accommodate diabetics, vegetarians, etc.)
Planning balanced meals
The amount of money that can be spent per person
How is food going to be packed and carried
How much preparation can be done beforehand
The cooking time allowed ( limits by daylight or altitude?)
Other hints for eating right:
Water is more essential than food, especially at high altituded. 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 Satisfy
Fight fatigue. Increase iron intake by eating lean meats, tuna, prunes, raisins, beans, and broccoli.
Eat more fiber! Whole grains are great at fighting fatigue.
Raise attention and alertness with protein and yogurt.
Remember: Anti-oxidants help with energy & memory.
Sugar and Caffeine provide temporary "Ups" but 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!
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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 dip
Hummus and pita wedges
Yogurt parfait with low-fat yogurt and fruit
Berry cones with yogurt – ice cream cone filled with yogurt and topped with berries
Sliced tomato with mozzarella cheese
Melon cubes with a slice of turkey
Hard-boiled egg with a slice of whole-wheat bread or crackers
Low-fat yogurt with berries and almonds (check allergies)
"Light" microwave popcorn with grated parmesan cheese
Bowl of cereal with milk
Banana slices with peanut/almond/soynut butter (check allergies)
Fruit smoothie made in a blender with fresh fruit, yogurt, and juice
Stay hydrated
It 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, higher altitude or it is very hot you should drink as least twice as
much. Stay hydrated!
Handling food safely on the road
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 like 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 safely
Keep 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 Information
For additional food safety information, call the toll-free USDA Meat and Poultry Hotline at 1(800) 535-4555 or visit
the USDA Food Safety Inspection Service Home Page at www.usda.gov/fsis. (You can also download a Food Safety
Activity book for kids: http://www.fsis.usda.gov/PDF/BFS_Activity_Book_Color.pdf)
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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, munch, 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.
SOMETHING CRUNCHY:
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 SWEET:
Many 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.
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Packing lists and equipment
Plan 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 percent 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 you 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.
Packing pro tips
Pack 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.
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 lists
On the following pages, you will find a comprehensive list of what a girl 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:
www.neighborhood13-1.com/what_to_bring-gen.htm for an interactive list maker! It's totally customizable for your
troop/outing!
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Sample personal equipment list for an overnight trip
Please adapt for your troop’s activities and make a copy for each person attending.
Clothing
underwear long underwear long pants
shorts long-sleeved shirts T-shirts
sweaters/sweatshirts socks PJs/sleepwear
cap (for sun & rain) hat (for warmth) jacket or coat
snow pants gloves or mittens swimsuit & towel
sturdy/hiking shoes athletic shoes waterproof boots
shower shoes bandanna Rain gear (poncho, jacket, rain
pants, etc.)
fleece jacket ________________ ________________
________________ ________________ ________________
Personal Care Items
hairbrush/comb toothbrush toothpaste
towel & washcloth deodorant sanitary items
shampoo/conditioner biodegradable soap toilet paper/tissue
sunscreen lip balm sunglasses
insect repellent (non-aerosol, water bottle medications*
unscented)
________________ ________________ ________________
Sleeping Gear
sleeping bag/ bedroll pillow Comfort item (small stuffed
animal, etc.)
extra blankets sleeping pad
______________ _______________ _______________
Other Items
uniform notebook & pencil/pen Journeys and Girls Guide
plastic garbage bag mess kit flashlight/extra batteries
camera ________________ ________________
________________ ________________ ________________
Do NOT Bring:
________________ ________________ ________________
*All medications should be in their original containers and given to the First Aider except epi pens, diabetic medications and inhalors.
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Sample personal equipment list for 2-night overnighter
.
Home Camp
____ _____ 1 warm sleeping bag or bedroll (NO slumber bags!)
____ _____ 1-2 extra blankets (if needed)
____ _____ 1 pillow
____ _____ 2 pillow cases
____ _____ 1 pair warm pajamas (or sweat suit)
____ _____ 2-3 sets underwear (panties, undershirts, socks, bras)
____ _____ 1 pair long underwear or knit tights
____ _____ 1 pair heavy socks (wool, thermal, etc.)
____ _____ 2 long-sleeved shirts
____ _____ 1 warm shirt, sweater, or fleece
____ _____ 2-3 pairs jeans or long pants
____ _____ 2 pairs shoes (one indoor, one outdoor [indoor ones can be hard-soled slippers])
____ _____ 1 pair boots for snow or rain
____ _____ 1 warm coat
____ _____ 2 pairs warm gloves or mittens (one should be waterproof)
____ _____ 1 warm hat
____ _____ 1 pair snow pants
____ _____ Rain gear
____ _____ Toiletries (in plastic baggie: soap, brush or comb, tissues, toothbrush and paste.)
_____ _____ Sunscreen, lip balm, medications *
____ _____ Washcloth, towel (in bag)
____ _____ Mess kit in dunk bag (unbreakable cup, plate, bowl, knife, fork, spoon)
____ _____ Flashlight, extra batteries, extra bulb
____ _____ Cup (another one)
____ _____ Notepaper
____ _____ 2 pencils/pens
____ _____ 1 bandanna
____ _____ Whistle on a lanyard
REMEMBER: *All medications should be in their original containers and given to the First Aider except for epi pens, diabetic medications
and inhalors.
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Sample troop equipment list
Please adapt for your trips
General Troop Equipment:
Original and copies of permission and health forms from all participants
Emergency phone numbers for all participants
"Emergency Card(s)" with instructions, Council phone #
Safety Activity Checkpoints
1st Aid Kit (with 1st Aid book)
Resource books: Volunteer Essentials, Girls Guide to Girl Scouting, journey books
Insurance claim form
Kaper charts
“Rescue Box”, Plan B equipment
2-3 extra blankets
At least 1 extra sleeping bag or bedroll
For each car/vehicle:
Car tools, including jack, flares
Spare tire
Emergency phone numbers for each passenger and the driver
Permission forms and health forms for each driver
Rope and small shovel
Dark color blankets
Umbrella, preferably large
Fire extinguisher
First aid kit
Food and Kitchen Equipment (as needed)
Check to see what is already available on site.
Paper products: tissues, paper towels, toilet paper, napkins
Salt, Pepper, spices, condiments
Knives/cooking utensils
Sponges, dishcloths, scouring pads, dish detergent
Cleanser/bleach (in marked container)
Coolers/chill bags
Ziploc bags, food storage containers
Trash bags
Copies of recipes
Special Equipment/Supplies for Planned Program Activities:
_________________________________
_________________________________
_________________________________
Kaper charts
Kaper charts may appear confusing, but really are simple to make.
Consider the following steps:
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With the girls, 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.)
1. Plan how many people should be in each work group to equalize the responsibility: individuals, buddies,
patrols, other small groups.
2. The girls then decide which specific tasks listed in step 1 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.
3. If desired, give the work group names and/or symbols for the chart.
4. 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 for the girls to consider when making kaper charts
Rotate 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.
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 floor
Set up tables and benches or chairs
Organize and store any food and equipment
Clean the bathroom or latrine
Set up a hand-washing station
When leaving your site, departure kapers are usually very similar to the arrival kapers:
Sweep the floor
Stack the tables and benches or chairs
Pack any food and equipment
Clean the bathroom or latrine
Handle the trash as required
The samples below are very general kaper charts:
Friday Night
Give out snacks Give out drinks Pick up all trash Wash table Sweep floor
Girls
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Adults
Saturday Morning
Set table in Dining Hall Return dishes to Wash Table Sweep Floor
dishwashing area
Girls
Adults
Building Cleanup
Clean toilets/sinks Stack tables
Sweep Floor chairs/benches Wash Floors Litter
Girls
Adults
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KAPER CHART FOR MEALS
Job Breakfast Saturday Lunch Saturday Dinner Saturday Snack Saturday Breakfast Sunday
SLOP-COOKS
HOP-HOSTESS
MOP-CLEAN
UP
A kaper chart is not just for fun. It lets each girl 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 and know when she 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 - Cooks Hop - Hostess Mop - Clean-Up
Wash Hands Clean and set table Heat Dishwater
Tie Hair Back Make a centerpiece Set up dishpans
Post Menu Lead grace (optional) Fill dishpans
Pick Up Food Invite adults to meal Clean Table
Prepare food for Cooking Put away condiments Check trash can
Dispose of trash - recycle Dispose of food not eaten Clean Cookware after everyone is done
Cook food Wash leader's dishes with their own dishes
Pack up leftovers Dispose of dishwater
Clean up food prep area Clean & dry dishpan
Set cookware to soak
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Leave no trace
(more information at this website: usscouts.org/advance )
Leave 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 seven principles:
Plan Ahead and Prepare
Travel and Camp on Durable Surfaces
Dispose of Waste Properly
Leave What You Find
Minimize Campfire Impact*
Respect Wildlife
Be Considerate of Other Visitors
Front 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 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 all 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.
On the trail
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 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 your
group out and don’t leave any trash or food waste (including orange peels…) 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?
*Remember: you MUST attend Cooking & Camping before you can build a fire or campfire with your group!
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Activities
Girl Scouting builds girls of courage, confidence, and character who make the world a better place. Use the three
keys: Discover, Connect and Take Action and 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 Four and Appendix: For Travel
Volunteers to determine what considerations should be observed.
o 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 where it will come from.
• They revisit the “Planning trips and outtings checklist” on pages 13-15 of this handbook.
Plan B and the Rescue Box
“It’s raining. What can we do?”
It’s more than just about rain. The troop may have free or unscheduled time; a program consultant may not have
shown up or an event 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 activities? 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.
A checklist of some tested “Plan B” activities that we have found to be of value follows:
__ Charades, 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 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.
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__ I Spy.
__ Blindfold games, identify sounds, objects.
__ Checkers, chess, dominoes.
__ Write a play.
__ Mock trial of storybook characters (Goldilocks, Big Bad Wolf)
__ Practice first aid.
__ Learn a new grace, write thank you notes.
__ Make pet rocks.
Go on an “Aqua Hike.” (Make sure you have a change of clothes and it is not an electrical storm!)
__ Walk 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. Hear the drops?
__ Explore your surroundings.
__ Examine soil erosion.
__ Examine “things” growing.
__ Look for insects, animals, etc., that really like the rain.
__ Study the clouds and weather.
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:
Crayons Inflatable beach balls
Pens Traveling board games
Pencils Frisbees
Paper Song books
Jacks Releasable plastic bags of various sizes
Decks of cards Game books
String Balloons
Scissors Newspapers
Glue Yarn
Scotch tape/masking tape Card games
Popsicle sticks Floss and safety pins for making friendship bracelets
Evaluation
Evaluation 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.
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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.
Trip Evaluation
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?
What could have been done better?
What would we leave out?
Were we prepared for this event?
Other comments:
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For young Girl Scouts:
GIRL EVALUATION
What we did:
Draw a circle around the picture that shows how you liked what we did.
KEY:
YES NO
1. Did you enjoy what you did?
2. Do you want to do it again?
3. What did you like best?
4. Would you change anything?
If so, what?
5. What would you like to do next time?
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For older Girl Scouts:
Troop Trip Evaluation: 2012-13 Troop Trip
1. On a scale of 1 (one of the worst experiences of my life!) to 5 (Awesome! Super! Stupendous!), please rate the
following:
Awful Mediocre Awesome
GovernmentTour ______ 1 2 3 4 5
Museum ___________ 1 2 3 4 5
Other: ___________________ 1 2 3 4 5
Dinner at __________ 1 2 3 4 5
Hotel overnight 1 2 3 4 5
Zoo 1 2 3 4 5
Other: ___________________ 1 2 3 4 5
Dinner at _________ 1 2 3 4 5
Overnight at GS property 1 2 3 4 5
Theatre 1 2 3 4 5
Dinner at _________ 1 2 3 4 5
Other: ___________________ 1 2 3 4 5
OVERALL TROOP TRIP EVALUATION 1 2 3 4 5
2. Did you learn anything new on this trip? (Give an example, please.)
3. What was your favorite part of this trip?
4. What would you have changed to improve this trip?
5. Ideas/Suggestions for our next Troop Trip.
6. Any other comments you’d like to share?
Your name (optional):
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Celebrating Success
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 turned 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!
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Appendix A
Forms/Permission/Paperwork
These are the links to finding the forms you will need in order to take a troop/group on a trip:
o All forms are available in the “Forms” section of GS of Colorado Guide for Volunteers or download them from
www.girlscoutsofcolorado.org/formsGetaways: the link to Getaways:
http://www.girlscoutsofcolorado.org/troop-travel
o http://www.girlscoutsofcolorado.org/volunteers/travel http://www.girlscoutsofcolorado.org/troop-travel
o GSUSA: http://www.girlscouts.org/who_we_are/global/travel_toolkit.asp
o GSCO property reservation form - this is a fillable form for troops to request a reservation at any of the GSCO
properties around the State
• Travel and High Risk Activity Application – submit to your Membership Manager at least four weeks weeks
prior to the trip.
• Parent 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 trips.
• How to Bank and Redeem Cookie Credits – this gives details on how to use cookie credits
Money Earning Application
Health forms:
• Girl 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 event 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 Health History
• Parent Emergency Information Form: for listing the girl’s emergency contacts and phone numbers
• Medication Permission Form: this form is needed for any over-the-counter medications or subscriptions for
all persons on the trip. Bug-spray, sunscreen, Tylenol, etc, all need to be listed on this form for the first-
aider.
• Adult Health History Form: This form is to be filled out by ALL adult participants who are actively involved with
Girl Scouts including parents who are helping with girls.
• First Aid Log
• Accident/Illness/Injury Report
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• Emergency 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. This can
be obtained by contacting you Membership Manager. Found at:
http://www.girlscoutsof Colorado.org/assets/upload/files/Emergency%20card%20v2.pdf
Other forms:
• Driver Information Record – this is an optional form for Trip Advisors to use as a resource if drivers are needed for the
trip
• Insurance 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.
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APPENDIX B
The Buzz (News) : A Good Example of Progression in Travel
Progression of travel lands girls in Hawaii
Submitted by Shawna S. -- Troop 507 Leader
The Girl Scout Cadettes in Troop 507 from Mead have enjoyed a close-knit friendship through Girl Scouting for many years. The July 15-22
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 crowding 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.
Read more in upcoming council publications about their adventures and how their progression of travel and planning has helped to build
girls of courage, confidence and character.
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Appendix C
Colorado’s Child Restraint Law
REMINDER: 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 20 – 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’s 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” 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 the 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 National Highway
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
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Appendix D
Insurance
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 Scout 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.
The table below can be used to determine the appropriate insurance for your activity.
Insurance Plan No More More Than Registered Girls Non-registered Adds Non-Duplicating Cost person/day
Than 2 2 Nights* and Adults** Participants* Sickne
Nights* ss
Covera
ge
Basic Coverage X X X Contact Marlene
Bruno
Plan 2 X X X X For the most
Plan 3E X X X X X Current
information
Plan 3P X X X X On costs @
Plan 3PI*** X X X X 303-778-8774
*Three nights if one is a federal holiday
**Registered/non members of Girl Scouts of the U.S.A.
***Used for international travel only
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.
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