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