Travel like a Girl Scout!

Troop Travel & High-Risk Activity Planning Guide – 2018/2019

Troop Travel & High-Risk Activity Approval at a Glance

Activity or Trip Age Levels Examples Forms Required* Is Council Approval Required

• Day trips less than 100 miles or

• Overnight Troop Camp on GSCV properties

• Overnights of 3 days/2 nights or less – not including camping

1st grade Daisy: one night Brownies - Ambassador: two nights

• An overnight stay at Camp Pamunkey Ridge

• Girl Scout Night at the Diamond

• Touring the local fire station

• Follow process for event registration on COMAR if required.

• Consult Safety Activity Checkpoints for specific activity and required training

No

• High-Risk Activities

• Camping • Contracts require

GSCV CEO signature

All age levels Safety Activity Checkpoints Activities at a Glance pg. 16 - 26

• Horseback riding

• Zip lining • Bus charters • Camping • Other high risk

activities not operated by GSCV.

• Troop Travel & High-Risk Activity Form submitted at least 4 weeks in advance

YES

• Extended Travel 4 days/3 nights OR more than 100 miles one way from regular meeting and not more than a few hours from home

GS Juniors or older

Three or more nights staying in park, hotel, motel, campground, etc.

• Troop Travel & High-Risk Activity Form submitted at least 6 weeks in advance

YES

• National Trips 4 days/3 nights or more that take the troop more than a few hours from home

GS Cadettes and older

Troop trip to Savannah, New York or Portland

• Troop Travel & High-Risk Activity Form submitted at least 6 weeks in advance and before money earning

YES

• International Trips Overnights outside U.S.A.

GS Seniors and Ambassadors

Trip to Canada or Mexico; visits to the WAGGGS World Centers; trips to anywhere a passport is required, cruises

• Troop Travel & High-Risk Activity Form submitted at least 1 year in advance

• Other required forms will be sent after application is approved.

YES

Troop Trip Planning Guide

Taking trips is one of the many ways troops can Discover, Connect and Take Action. Traveling with your troop is a progressive experience. Your experiences may begin with a hike outside your troop meeting place and then progress to overnight camping, a visit to a city in another state, and potentially a long excursion to one of the five World Centers of Girl Scouting (India, Africa, Mexico, England, or Switzerland). When planning trips, it is important to keep a few points in mind:

• Trips should have a purpose and involve girl planning with volunteer guidance. To ensure that any travel you do with girls infuses the Girl Scout Leadership Experience at every opportunity, limit your role to facilitating the girls’ brainstorming and planning – but never by doing the work for them.

• The trip should meet the needs and interests of the girls and be appropriate for their age group. A Girl Scout Daisy troop might visit a local farm or take a behind-the-scenes tour of a local restaurant. A Girl Scout Cadette troop, on the other hand, might plan a weekend trip to Washington DC or New York City.

• All Safety-Wise Volunteer Essentials and Safety Activity Checkpoints procedures must be strictly observed. These resources are a great reference and will help you balance fun with safety. Be sure you are aware of all policies and procedures before venturing out. You can find these resources for Girl Scouts of the Commonwealth of Virginia at www.comgirlscouts.org.

• For all trips & activities outside the normal troop meeting place, leaders must carry a Single Use Permission Slip for the event/activity and Health History Form for each participant.

• All volunteer drivers and adult chaperones need to be approved Girl Scout volunteers who are registered members and have an approved criminal background check within the last 3 years. Each approved driver should complete the Girl Scout Activity Driver Information for the leader to keep.

Girl-Led Trip Planning

Girls of all ages have ideas of places they want to go, and, through the progression of experience and skills, they can research, plan, budget, earn money and put together an itinerary for the trip. Facilitate a brainstorming session with the girls. Let them discover:

• Where could we go? • When? • Why? What do we want to do and see? • How will we get there? • How much will it cost? • How should we get ready? • What will we do along the way?

To ensure this adventure is truly a Girl Scout trip, troops should limit the number of adults to the required girl to volunteer ration for the trip. The girls should plan the trip, not the adults. Even Girl Scout Daisies can brainstorm a list of ideas; Girl Scout Juniors can make phone calls to find out admission fees and hours of operation. Girl Scout Seniors can make airline reservations. Let the girls take on the leadership roles in planning and carrying out their trip.

Travel Progression Short trips to local points of interest (Daisies and older): A walk to a nearby garden or a short ride by car or public transportation to a firehouse or courthouse is a great first step for Daisies.

Day trip (Daisies and older): An all-day visit to a point of historical or natural interest (bringing their own lunch) or a daylong trip to a nearby city (stopping at a restaurant for a meal) allows younger girls to select locations and do much of the trip-planning, while never being too far from home.

Note: Full-day trips may be very challenging for Daises, especially for kindergarteners who have not experienced short trips. Make sure girls take some short trips before they progress to a full day trip.

Overnight trips (Daisies and older): A trip of one—or possibly two—nights away could start with one-night camping or staying at a Girl Scout property and progress to a visit to a state or national park, or nearby city for sightseeing, staying in a hotel, motel, or campground—or even an overnight at a large museum! These short trips are just long enough to get girls excited about travel, but not long enough to generate homesickness.

Note: A Daisy troop may participate in an overnight experience if the girls are ready. Brownie troops can participate up to two nights. For camp this differs: girls who have completed kindergarten may independently participate at day camp and in resident camp experiences lasting up to three nights. Girls who have completed first grade may independently participate in resident camp experiences lasting four or more nights.

Extended overnight trips (Juniors and older): Three or four nights camping or staying in a hotel, motel, or hostel within the girls’ home region take girls up to a few hours away from home.

National trips (Cadettes and older): Travel anywhere in the country can often lasting a week or more. Try to steer clear of ordinary recreational trips girls might take with their families and consider those that offer some educational component—such as incredible cities, historic sites, and museums around the country. Perhaps the girls want to plan a trip to some national parks as part of the Girl Scout Ranger program.

International trips (Cadettes and older): Travel around the world can require one to three years of preparation. Ensure passports, documentation, visas, and customs requirements are in order well in advance of your trip. International trips are available to Cadettes, Seniors, and Ambassadors, but only to those who have successfully participated in a progression of overnight and extended trips within Girl Scouting.

When thinking about progression, consider things like girls’:

• Ability to be away from parents and their homes • Ability to adapt to unfamiliar surroundings and situations • Ability to make decisions for themselves and the good of the group well and easily • Ability to get along with each other and handle challenges • Previous cross-cultural experiences, skills, interests, and language skills

Activity and Trip Checklist

o Girls brainstorm ideas. Make a list of viable options.

o Discuss activity/travel opportunities and research ideas on the list. o Adults reference applicable sections of Volunteer Essentials and Safety Activity

Checkpoints. (These can be found on the GSCV website under Forms and Resources.)

o Adult/Girl Ratio to determine how many volunteers will be needed. o Girls vote or use troop government to choose a destination. o Girls consider cost and money earning potential and develop an activity/trip budget.

o If council permission is needed, submit completed Troop Travel & High-Risk Activity

Form to gshelper@comgirlscouts.org. o Once council approval is obtained, proceed in booking activity/trip. o Participate in Council Fall Product and Cookie Program to raise monies. Plan and

participate in additional troop money earning activities, if needed.

o Secure enough approved Girl Scout volunteer drivers and chaperones to appropriately supervise the trip or activity. (All drivers and chaperones for troop trips must be a current Girl Scout member at the time of the trip and have a current criminal background check.)

o Collect signed Parent/Guardian Permission Slips and bring these and girls’ Health

Histories with you on the trip, along with First Aid Kit and First Aid Certified adult, if required.

o Purchase additional insurance, if needed, at least 4 weeks prior to event/trip.

o Have FUN on your trip! o After the activity evaluate the experience as a troop:

o What did you enjoy? o What would you change? o What did you learn? o Activity highs and lows? o Looking forward, brainstorm ideas for future activities.

Troop Travel & High-Risk Activity Form Council permission must be obtained for the following activities and trips within the stated timeline:

• Extended Travel – 3 nights or more OR 100 miles one way from regular troop meeting (Juniors and older) – submit request 6 weeks in advance

• International Travel – any travel that requires a passport, including a cruise (Cadettes and older) submit request 1 year in advance or prior to any money earning activities

• High-Risk Activities – Age level appropriate as per Safety Activity Checkpoints. These activities require specialized equipment, skills, and training. An easy way to remember this is that when “the girl’s feet leave the ground” council approval is required. Submit request at least 4 weeks in advance.

• Any activity or camping on GSCV property does not require approval. • Contracts – (I.e. tour bus) must be signed by GSCV CEO – submit 6 weeks prior to trip

To obtain council approval, complete and submit the Troop Travel & High-Risk Activity Form with roster and itinerary to gshelper@comgirlscouts.org. When a Travel Form is submitted, troops will receive an email within 2 weeks with one of the following responses:

1. Trip or activity is approved – no further steps are required. 2. Trip or activity is tentatively approved. This email will describe additional steps. 3. Trip or activity is not approved and reasoning with alternative options.

Once pre-approval is granted, troops may start booking the trip. If plans change significantly, a new Travel Form must be submitted.

Troop Money-Earning Activities Any troop wishing to conduct a money-earning activity must have participated in both the Girl Scout Fall Product and Cookie Program prior to additional money-earning activities. Money-earning activities must adhere to Girl Scouts of the Commonwealth of Virginia policies, be age and skill appropriate, properly supervised and decided upon with girl input and leadership. All money-earning activities must be approved by your Service Unit/Troop Support Specialist prior to participation. Volunteer Essentials, pg. 80.

Contracts As a troop leader, you might encounter contracts that need to be signed. All contracts for buses must be signed by the GSCV CEO. To submit a contract for review and to be signed, submit a Troop Travel and High-Risk Activity form to gshelper@comgirlscouts.org. You will then receive an email requesting the contract. It can be submitted via email, fax or mail. We will request a Certificate of Insurance from the bus company.

Service Unit Events Service Units should follow the same trip and activity guidelines as if a troop was planning the

activity/trip. The event planner will need to submit one Troop Travel & High-Risk Activity Form for the event. Individual troops do not need to submit an individual application.

Safety The most important factor in having a safe and successful outing is good planning. Let girls do as much of the planning as possible. When girls have been included in planning, they will take the responsibility for enforcing safety procedures. The leader needs to guide the group to ensure that the plans are appropriate to the girls’ experience and skill level. Part of the planning process is to learn and practice the basic skills that girls will need to carry out the trip. Before planning any activity or trip, a leader is responsible for reviewing the following resources:

• 2018 Volunteer Essentials- Volunteer Essentials is a great resource for planning activities. It includes basic policy and procedure information; health and safety guidelines; and information about Girl Scout basics, volunteer tips, Girl Scout activity resources and traditions; and ideas for ways to engage girls. The following chapters are especially important for troops planning an activity or trip.

o Volunteer Essentials: Chapter 4 - Safety-Wise is the key safety reference document, providing volunteers with basic program activity guidelines and assuring safe and quality experiences for girls.

o Volunteer Essentials: Appendix for Travel Volunteers provides key information for troops planning overnights or trips.

• Safety Activity Checkpoints 2018/2019 – These provide specific instructions for staying safe while participating in various activities. They are activity specific and should be reviewed before engaging in activities with girls.

Approved Adults/Chaperones Troops must maintain proper adult/girl ratios during all Girl Scout activities. Troops use the Events, Travel and Camping ratios when planning field trips, overnights and travel. Adults accompanying a group should be chosen for their patience, experience, flexibility and good judgment. Adult/Girl Safety ratios must be met. This information is available in Volunteer Essentials. Each approved adult should understand their responsibilities during the trip and be a current Girl Scout member with an approved background check within the past 3 years. Traveling with Girl Scouts is unique because girls take the lead – both during the planning and on the trip. This helps girls to build essential skills, develop confidence, overcome challenges, and practice collaboration. Girls are most likely to achieve these outcomes when they travel with the recommended girl/adult ratios, rather than with too any adults on the trip. Non–Girl Scouts. If you plan to include non–Girl Scouts on your trip, such as siblings, they should also be the same appropriate grade level in progression with travel experience. For example, an eight-year-old sibling of a Senior should not participate in an international trip. And remember, you will have to purchase supplemental insurance for nonmembers.

First-aider As a best practice, we require every troop to have a certified First Aider at any activity outside your regular meeting and a First Aid kit. For many activities, Safety Activity Checkpoints recommends that at least one adult volunteer be First Aid/CPR certified. A first-aider is an adult volunteer who has taken Girl Scout-approved first-aid training and CPR training that includes specific instructions for child CPR. If your activity takes you more than 30 minutes from Emergency Medical Services, an adult certified in Wilderness First Aid must be present.

Family Trips Most Girl Scout trips are intended for the girls in the troop and their adult volunteers. In some cases, it might be appropriate to host a family event or overnight. To qualify as a family event, the following conditions must be followed:

• The event must be advertised as such and all families are invited. • The activity must be age appropriate for all attending including tags-a-longs. • For trips, If you plan to include non–Girl Scouts on your trip, such as siblings, they should

also be the same appropriate grade level in progression with travel experience. For example, an eight-year-old sibling of a Senior should not participate in an international trip. And remember, you will have to purchase supplemental insurance for nonmembers.

• For Girl Scouts who do not have family attending there must be enough adults to fulfill ratios who are approved (background check and a current registration) and who are not responsible for any other children.

Emergency Contact Person Designate an emergency contact person who will remain near home during the duration of the trip.

• Leave a list of names, phone numbers, emergency contacts and other vital information of all people going so that they can contact you or the girls’ families in an emergency.

• Provide the contact person with a complete trip itinerary including contact numbers for hotels, campgrounds and attractions you plan to visit.

• Leave your route of travel with the contact person along with basic vehicle information.

Health History Leaders should collect a complete, current, signed health history from each girl and active adult in the troop annually and carry these forms to any activity as an easy reference in case of emergencies. A Health History Form is available at www.comgirlscouts.org.

Transporting Girls How parents decide to transport girls between their homes and Girl Scout meeting places is each parent’s individual decision and responsibility. For planned Girl Scout field trips and other activities (outside the normal meeting time and place) in which a group will be transported in private vehicles keep in mind the following:

• Every driver must be an approved volunteer at least 21 years old, and have a good driving record, a valid license and a registered/insured vehicle.

• Girls never drive other girls. • If a group is traveling in one vehicle, there must be at least two unrelated, approved adult

volunteers in the vehicle, one of whom is female. In addition, the girl-volunteer ratios in the “Knowing How Many Volunteers You Need” section must be followed.

• If a group is traveling in more than one vehicle, the entire group must consist of at least two unrelated, approved adult volunteers, one of whom is female, and the girl-volunteer ratios in the “Knowing How Many Volunteers You Need” section must be followed. Care should be taken so that a single car is not separated from the group for an extended length of time.

Private transportation includes private passenger vehicles, rental cars, privately owned or rented recreational vehicles and campers, chartered buses, chartered boats and chartered flights. Each driver of motorized private transportation must be at least 21 years old and hold a valid operator’s license appropriate to the vehicle. In addition, state laws must be followed, even if they are more stringent than the guidelines here. Anyone who is driving a vehicle with 12 or more passengers must follow all state laws regarding driving these vehicles. Note, you must check with your council to determine specific rules about renting large vehicles. Fifteen passenger vans are not permitted for use to transport girls. Special exceptions can be approved when renting a Transit Van. Please keep in mind the following non-negotiable points regarding private transportation:

• Even though written agreements are always required when renting or chartering, you are not authorized to sign an agreement or contract, except for rental car agreements, even if there is no cost associated with the rental. Such agreements must instead be signed by the person designated by your council. The designated signatory at Girl Scouts of the Commonwealth of Virginia is the CEO. If you have a written agreement that needs to be signed, please notify your Troop/SU Support Specialist or contact our team by emailing gshelper@comgirlscouts.org

• Check with your council to make sure you are following accepted practices when using private transportation. This ensures that both you and your council are protected by liability insurance in the event of an accident.

• If your council has given permission to use a rented car, read all rental agreements to be sure you comply with their terms and avoid surprises. For example, in many cases the minimum age of drivers is 25, and the maximum age is often under 70. In addition, make sure the car is adequately insured and you know who is responsible for damage to, or loss of, the vehicle. Finally, ensure you have a good paper trail that shows the vehicle rental is Girl Scout–related.

• Obtain parent/guardian permission for any use of transportation outside of the meeting place.

Checklist for Drivers When driving a car, RV or camper, take the following precautions and ask all other drivers to do the same:

• Ensure all drivers are volunteers at least 21 years old • Girls should not be transporting other girls. • Never transport girls in flatbed or panel trucks, in the bed of a pickup, or in a camper-

trailer. • Keep directions and a road map in the car, along with a first-aid kit and a flashlight. • Check your lights, signals, tires, windshield wipers, horns and fluid levels before each trip,

and recheck them periodically on long trips. • Keep all necessary papers up to date including, but not limited to: your driver’s license;

vehicle registration; any state or local inspections; and insurance coverage. • Wear your seat belt at all times and insist that all passengers do the same. Girls under 12

must ride in the back seats. • Follow all the established rules of the road in your state, including the speed limit. Some

additional guidelines include: keeping a two-car-length distance between you and the car ahead of you; not talking or texting on a cell phone or other personal electronic device while driving; not using ear buds or headphones while driving; and turning your lights on when your windshield wipers are on.

• Plan rest stops every few hours and avoid driving for extended periods at night. If traveling with others, prearrange stopping places along the way. When planning longer trips, arrange for relief drivers.

• Do NOT drive when you are tired or taking medication that makes you drowsy.

GSUSA requires volunteer Drivers to successfully pass a background screening every 3 years. GSCV requires additional approval for volunteers renting or leasing a vehicle. Please see the Request for Council Business Auto Insurance Coverage for Leased Vans and Automobiles form at www.comgirlscouts.org>Forms.

Overnight Safety/Sleeping Arrangements Involve girls in arrangements. Safe overnight outings include preparing girls to be away from home by involving them in planning, so they know what to expect. Avoid having men sleep in the same space as girls and women to promote a girl-led experience. During family or parent and daughter overnights, one family unit may sleep in the same sleeping quarters in designated program areas. When parents are staffing an event, daughters should remain in sleeping quarters with other girls rather than in staff areas.

Insurance A portion of the individual annual Girl Scout membership dues pays for supplementary/basic insurance for Girl Scout members only. This insurance provides up to a specified maximum for medical expenses incurred because of an accident while a member is participating in an approved, supervised Girl Scout activity lasting two nights or less, after the individual’s primary insurance pays out. This is one reason that all adults and girls should be registered members. Non-registered parents, tagalongs (brothers, sisters, friends), and other persons are not covered by basic coverage. Per 2018 Safety Activity Checkpoints, trips that are three overnights or more are not covered under

automatic Basic activity insurance. International trips and any activity with non-members are not

automatically covered. Activity accident insurance for members must be individually purchased under the

following scenarios:

• Involve three or more overnights • Take place outside US territory • Include non-members, such as siblings, and friends

For plan descriptions, see below or visit Mutual of Omaha’s website (https://www.mutualofomaha.com/girl_scouts_of_the_usa/forms.html) for more detailed information. To purchase additional insurance, complete Additional Insurance form on comgirlscouts.org and send to gshelper@comgirlscouts.org.

Types of Additional Insurance Plan 2 Accident only insurance -$0.11 per participant per calendar day

Required: For member’s participating in approved Girl Scout activities lasting 4 days/3 nights or longer.

Required: For non-members participating in an approved and supervised Girl Scout activity such as Thinking Day or Father Daughter Dance.

Plan 3E Accident and Sickness Insurance (supplemental to individual’s insurance) -$0.29 per participant per calendar day

Optional: For member and non-member participants in approved Girl Scout activities 4 days/3 nights or longer. This acts as a supplement to an individual’s personal insurance.

Plan 3P Accident and Sickness Insurance -(primary insurance) -$0.70 per participant per calendar day

Optional: For member and non-member participants in approved Girl Scout activities – most often purchased for council sponsored activities such as resident camp or for troop travel of 4 days/3 nights or longer. This acts as a primary and is recommended for trips outside council boundaries.

Plan 3PI Accident and Sickness Insurance for International Trips -$1.17 per participant per calendar day

Required: For member participants in approved international trips. Primary coverage, not subject to coordination of benefits and includes emergency travel assistance service. See Mutual of Omaha website for details.

If troops are purchasing the EF Global Protection insurance, they do not have to purchase the Mutual of Omaha 3PI on top of that. Every individual traveling should have accident/sickness insurance that works internationally. Plans differ. Be aware of differences and plan accordingly. Please forward any questions to activityapproval@comgirlscouts.org.

Trip Roster - Troop Activity

Troop Number: ______________ SU Number: _____________ Leader/Trip Leader Name: _____________________________________________

Leader Email ________________________________________________________

Telephone:( )______________________ ( )_________________________ Home Cell Activity Start Date: ________________ Activity End Date: _________________ Destination: _________________________________

Name (First & Last) Girl or Adult?

List Additional Names on Separate Page

Travel Budget Expenses Item Examples Cost per

Person # People Total Cost

for Troop Food Breakfast, Lunch, Dinner,

Snacks

Transportation Air, Train, Bus, Boat/Ferry, Subway, Rental Car, Gas

Lodging Hotel/Motel, Youth Hostel, Campsite

Miscellaneous Additional Insurance (Plan 3P or 3PI, first aid supplies, laundry, lifeguards, tolls

Fees for Side Trips/Entrance Fees

Equipment/Clothing Tents, sleeping bags, outdoor cooking equipment

Emergency Money (10% of total) per person Total Estimated Expense

$ $

Income Item Examples Total

Income for Troop

Fall Product Program Girl Scout Cookie Program

Money-Earning Activities

Amount Paid by Participants

Other Total Estimated Income

Should equal estimated expenses

$

GS TROOP 124 – SAVANNAH, GA - ITINERARY Saturday, October 31 6:00 AM Arrive at Powhatan High School 6:30 AM Depart school for Savannah, GA Rest/Food stop enroute as needed (food stop-own expense) 3:30 PM Arrive at JGL Inn & Suites 357 Main Street, Savannah, GA 31408 4:00 PM Depart for walk/shopping near river – gift shops 6:30 PM Dinner at Lady & Sons -Paula Dean’s restaurant

Possible tourist-walk along downtown River 8:30 PM Depart for JGL Inn & Suites Sunday, October 31 7:15 AM Breakfast at Denny’s 8:15 AM Depart Hotel for Captain Mike’s Dolphin Cruise 8005 Highway. 80 E. 9:00 AM Depart for 2 ½ hour sightseeing dolphin trip. Watch & learn about

trawling shrimp, etc. 11:30 AM Boat returns to shore

Depart for Juliette Gordon Low House –Birthplace tour 10 E. Oglethorpe Ave. Savannah 31401 912-233-4501

12:15 PM Lunch at Blimpee’s Sub Shop 1:30 PM Juliette Low House Tour – ceremony in garden/gift shop 4:00 PM Free Time 6:00 PM 90 minutes Trolley Ghost Tour and Pirate House Dinner 9:00 PM Return to JGL Inn & Suites 357 Main Street, Savannah, GA 31408 Monday, November 1 7:30 AM Breakfast at JGL Inn & Suites 8:30 AM Depart hotel for Andrew Low House 329 Abercorn Street, Savannah, GA 31401 9:30 AM Andrew Low House Tour 912-233-6854

Walk to Carriage House (behind Andrew Low House) 10:30 AM Carriage House Tour (1st GS Headquarters) (2-21/2 hours)

Activities earning GS badge 1:00 PM Lunch – Debbie’s Restaurant (Forrest Gump filmed here) 2:00 PM Tybee Island 6:30 PM The River House Seafood 125 West River Street 31401 912-233-2901 8:00 PM Return to JGL Inn & Suites 357 Main Street, Savannah, GA 31408 Tuesday, November 2 7:00 AM Breakfast at JGL Inn & Suites 8:00 AM Depart Hotel for Powhatan High School, Anderson Highway, Powhatan, VA

Rest/Food stop enroute as needed (food stop-own expense) 6:00 PM Arrive to Powhatan High School

Troop Travel Resources:

Troop Travel & High-Risk Activity Form Adult/Girl Ratio Chart

Single Use Permission Form Driver Form for Girl Scout Activities

Additional Insurance Request Health History