EVENT PLANNING -- SERVICE UNIT 1
I. Determine if the activity you are planning
is an official “Event” by Girl Scout rules
A. Ask yourself the following questions:
1. Will this activity be open to the public? (“public” does not include: Troop parents, relatives, close friends, or guest presenters)
2. Will more than 2 troops, including yours, be present?
3. Does this activity go above and beyond a normal troop activity?
B. “No” to all above: plan activity using guidelines in Leaders Resource Guide & Safety-Wise
C. “Yes” to any above:
· Your plans may or may not qualify GSSCC’s definition of a Service Unit Event
· Contact the Program Support Manager (PSM) to describe the activity and determine next step (Contact information and acronyms are listed in Sections III and IV)
II.
Planning steps for qualified event; periodically check with the PSM
□ Schedule: Clear your event’s date in advance with Service Unit Team to avoid conflicts
□ Training: At least one person planning event must have completed Event Training course[i]
□ Handouts:
·
All event flyers, etc. must contain the 5 required
elements. See Everything
You Wanted to Know About Communications[ii]
·
Get approval from the Community Development Director
(CDD) before distribution and e-mail copy to Susie Henderson at
shenderson@girlscoutsofscc.org
·
Permission form must explicitly note any photography or
video taping. See Everything
You Wanted to Know About Communications
□ Event
Patches: if custom designed, it
must be approved by CDD or PSM before
manufacture; if design includes Girl Scout trademarked logo, use
official GSUSA vendor[iii]
□ Council notification: submit Program 411 form (available online, see Forms on GSSCC website) to GSSCC at least one week prior to event
□ Finances: event must be self-funded if possible
·
Contact Leader Support Manager (LSM) as soon as
possible when requesting advance or supplemental funds from Service Unit
·
Funding is considered on a case-by-case basis and is
dependent upon SU funds
·
For fund raiser, submit Money Earning Application form
to the LSM prior to event
□ Site Rental: rental contracts usually require proof of liability insurance; some may require proof of nonprofit status for discounted nonprofit rate. Contact Jeri Thorne at Council for insurance documentation at (650) 968-8396 Ext. 240, jthorne@girlscoutsofscc.org
□ Insurance: Event Training course explains which events require supplemental insurance; may be purchased very reasonably through GSSCC; contact Jeri Thorne above
□ First Aid:
· Provide First Aid kit at the event
· Adult with current First Aid certification must be present during event
· Events with over 200 participants require Level II First Aid certified adult
· First Aid Log (supplied by the Council) record any first aid given beyond a band aid
□ Post-Event Paperwork: Submit to PSM who will forward to GSSCC; copies will be placed in the SU binder to help the next person planning a similar event
· Event Financial Report (see Appendix of Event Training manual)
· Event Information & Resources form (available online)
III. Contacts to help you with Event Planning:
· Program Support Manager (PSM): Diane Reklis, 856-1973, reklis@comcast.net , or
Leslie Burchyns, 321-1043, leslie.burchyns@sbcglobbal.net
· Leader Support Managers (LSM): Vicki George, 941-6975, vgeorge@gtg.us
· Community Development Director (CDD): Nancy Kenyan, 650-968-8396 Ext. 259 nkenyan@girlscoutsofscc.org
· Any Service Team member listed on Leaders’ Meeting agendas
IV. Acronyms and their meanings
GSSCC: Girl Scouts of Santa Clara County, our local Girl Scout council.
SU1: Service Unit 1. The Girl Scouts of Santa Clara County is divided into 23 geographic regions, community neighborhoods and school districts, called Service Units. Service Unit 1 serves all public and private schools within the Palo Alto Unified School District as well as all neighborhood and faith communities within the City of Palo Alto and Stanford.
SU Team: The Service Unit Team. Similar in function to an executive board, this group serves as an interface between troop leaders and the Council. The SU Team is in charge of registering members, organizing local activities, putting on leader meetings, and more.
LSM: Leader Support Manager. This member of the Service Unit Team is responsible for running monthly Leader Meetings, overseeing the mentoring of volunteers, and ensuring everyone is versed in the goals, policies, and operating procedures of the GS organization.
PSM: Program Support Manager. This member of the Service Unit Team is responsible for overseeing Girl Scout programs planned and executed inside the Service Unit and sharing information with troop leaders about Council-sponsored programs.
TDM: Troop Development Manager. This member of the Service Unit Team is responsible for development of local troops. Tasks include setting up registration events, processing registration forms, and working magic at organizational parent meetings.
CDD: Community Development Director. This Council staff person serves as a member of the Service Unit, providing clarification about Council policies and direction, helping plan future activities, etc.
Footnotes
[i] An Event-trained person must be involved in the
planning of your event, as well as being physically onsite during the event
itself. However, this does not need to
be the same person. Event training is
offered by the Council several times per year.
It is best if someone from your group takes (or has taken) the training.
But, in rare cases of desperation,
someone from the Service Unit may be willing to step in as your Event-trained
person. Talk to your PSM if you need
assistance.
[ii] The next page contains a sample event flyer with
all the required components as of November, 2005. You can download the required elements from the GSSCC website to
be sure.
[iii] CDD says: can't use the GS logo unless it is thru
one of our pre-authorized vendors since it is copyrighted and requires GSUSA
approval. Can't use "GSSCC" since that is reserved for Council
events/patches. Just knowing this should save some time. Usually
people put the name of the event and/or SU # or name and/or year on
things. CDD has lots of patch company catalogs and websites she can refer
people to if anyone wants them.
Sample Event Flyer
Be sure your flyer covers the following topics:
Remember to have your event flyer approved by your CDD before you hand it out.
The 5 elements required by GSSCC include:
All 5 elements are contained below. It is often helpful to cut and paste this information at the bottom of a flyer. Don’t forget to insert your contact information.
For more information, contact ______ at: 650-xxx-xxxx, e-mail: ____________
Girl Scouting:
For Every Girl, Everywhere.
Girl Scouts of Santa Clara County / www.girlscoutsofscc.org