• Intent to Plan an Extended Overnight or International Trip Form

    Intent to Plan an Extended Overnight or International Trip Form

  • Hello,

    Welcome to Girl Scouts of Southern Arizona Intent to Plan an Extended/International Trip Form. Thank you for letting us know about your troop's plans.  

    Complete this form to notify the council of your troop's intent to plan a trip that meets any of the following criteria: 

    • Extended trip lasting more than 3 nights within the United States
    • Travel to any locations outside of the United States (including ocean cruises), regardless of trip duration. 

    This form is used to inform council staff of your troop's intent to plan an extended overnight or international trip. It is designed to be submitted at the earliest stages of the trip planning process, before plans have been finalized. We understand that your troop may not have all details planned at this time. Please complete this form as accurately and with as much detail as possible. Changes may be made to trip details as the planning evolves.

    Please submit this form at least 4 months in advance for extended trips within the continental United States and at least 1 year in advance for trips involving travel outside of the continental United States AND before making any definitive plans, including reservations, deposits, purchases, or other payments. This timeframe will allow GSSOAZ staff to review your plans and collect any additional information needed to grant preliminary approval. Some trips take longer to plan, adjust accordingly!

    Submission of this form DOES NOT provide final troop/group permission for extended or international travel, only approval to start the planning process.

    Once GSSOAZ receives your submission, it will be added to the queue of Intent to Plan an Extended or International Trip Forms to be processed. Forms are reviewed in the order they are received. Girl Scouts of Southern Arizona cannot guarantee the approval of any forms submitted closer than the stated timeline. We understand that some opportunities may come up closer to desired travel dates. In these cases, please contact us at travel@girlscoutssoaz.org. 

    After submitting this form you will receive an automated confirmation email confirming your submission. The confirmation email is for your records only and does not constitute approval of your activity/trip. Council staff will review your submission and contact you via email within two (2) weeks to let you know the approval status of the activity/trip and if additional information is required. Please consider this timeline in your planning process. 

    This form is not required for Girl Scouts of Southern Arizona council staff-led programs OR day trips or overnights taking place on GSSOAZ camp property, including troop reservations on GSSOAZ property that are not part of a council staff-led program.  

    Have questions or need assistance? We're here to help! Please contact travel@girlscoutssoaz.org.

  • Before You Begin

  • Before you begin, please ensure you are properly prepared by having the following information ready:

    • Name and contact information for the volunteer acting as trip coordinator. (May or may not be a troop leader.)
    • Name and contact information for the troop leader responsible for reviewing and approving all information related to this trip, if the trip coordinator is not a troop leader or co-leader.
    • Trip dates
    • Locations troop plans to travel to/visit during the trip. May be specific or more general, depending on what details are known at this time. 
    • General description of activities the troop plans to participate in during the trip. 
    • Names of all Girl Scouts planning to participate
    • Names of all adult chaperones planning to participate
    • Type(s) of transportation troop plans to use
    • Types of accommodations troop plans to use 
    • General information about the purpose of this trip, how the planning is/will be girl-led, and your troop's travel readiness and progessive travel experiences. 

     

  • Safety Activity Checkpoints

  • It is important that you review the current version of Safety Activity Checkpoints, which lists safety guidelines for Girl Scouts of the United States of America and Girl Scouts of Southern Arizona’s approved activities. Share this information with the Girl Scouts, their caregivers, adult chaperones, and any program partners or vendor locations you may be working with. 

    Adult volunteers and Troop Leaders should always review:

    • the Introduction: Standard Safety Guidelines section, which provides the standard safety guidelines that apply to all Girl Scout activities, and
    • the related individual activity’s safety activity checkpoints (e.g., Swimming, Backpacking, Camping) as soon as the troop/group begins planning a particular trip or activity. 

    As part of your activity planning, be sure to pay particular attention to the following areas:

    • When the adult-to-Girl Scout ratio, or other safety parameters, are stricter for a specific activity than the Standard Safety Guidelines, always follow the stricter paramteres given in the individual activity's safety activity checkpoints.
    • COVID-19 Guidelines. Review the Coronavirus Safety in Girl Scouts section under the Standard Safety Guidelines. Always call ahead to the vendor, property or facility involved to check their COVID-19 safety requirements as you prepare girls for this activity.
    • Emergency Action Plan (EAP). Review and document your Emergency Action Plan (EAP) before taking Girl Scouts out for any activity and review it with the them so they too are prepared. Think through scenarios of what can go wrong such as an accident, physical injury to a girl, missing girl, sudden illness, or sudden weather or water emergencies.
    • Travel/Trips. Review the Travel/Trips section anytime your troop is participating in an activity away from your normal meeting site.
    • Safety checkpoints for any specific activities your troop is planning.


    If an activity your troop is interested in cannot be found in Safety Activity Checkpoints, contact Girl Scouts of Southern Arizona before making any definite plans. 

  • This activity/trip includes activities labelled as "high risk" and/or requiring prior approval from Girl Scouts of Southern Arizona.*

  • Trip Coordinator

    The trip coordinator is the adult coordinating the trip. This person must be a registered Girl Scout volunteer. If the trip coordinator is not the troop leader or co-leader, then a leader or co-leader will have to review and approve this form before submission.
  •  -

  • Troop Leader

    If the trip leader is not a troop leader/co-leader, please list the information for the troop leader or co-leader responsible for reviewing and approving this field trip.
  •  -

  • Activity/Trip Details

  • Trip Start Date*
  • Trip End Date*

  • GSSOAZ can't wait to hear more about where your troop plans to go and what activities you'll be doing once you get there! Please be as specific as possible at this time - we understand that specific details may not be determined yet. Use the "Add More" button to include additional locations. 

    Under "Activity/Trip Locations" list locations your troop plans to visit during this trip. If specific locations with addresses are known, please include that information. If only general information, such as "Grand Canyon" or "London, England" are known at this time, that is ok too. If visiting multiple locations on the same trip, please enter each location separately by using the "Add More" button.

  • Activity/Trip Locations*
  • Will this trip involve a cruise?*

  • U.S. State Department Travel Alert Levels Notice

    Confirm the travel advisory level for the countries that your troop plans to visit via the U.S. State Department's Bureau of Consular Affairs. Note that the State Department now classifies travel advisories with travel alert levels as follows:

    • Level 1: Exercise Normal Precautions
    • Level 2: Exercise Increased Precautions
    • Level 3: Reconsider Travel
    • Level 4: Do Not Travel - not allowed per GSUSA and the State Department 

    Confirm that both Girl Scouts and their parents/guardians have the advisory information and are aware of the travel alert level in the region you plan to visit. This can be reflected on a permission slip if your Girl Scout council choses to handle it that way.

    When the travel alert Level is 4 ("do not travel"), Girl Scouts are not to travel to a location under any circumstances. It is the responsibility of the Travel Lead on your trip IE Troop Leader to monitor.

    Note that travel alert levels are subject to change and should be monitored regularly throughout the planning process and prior to the planned departure date. Girl Scouts are NOT permitted to travel to a country with a Level 4 travel alert under any circumstances, including situations where purchases, deposits, or reservations have already been made. 

  • I understand that it is my responsibility to monitor the U.S. State Department's travel alerts for the countries my troop/group is planning to travel to as part of this trip.*
  • I agree to inform the Girl Scouts and their caregivers about the Safety Checkpoints related to travel alert levels and to keep them informed of the travel alerts related to the countries the troop/group is planning to travel to as part of this trip.*
  • I understand that Girl Scouts are not permitted to travel to any country with a Level 4 travel alert under any circumstances, even if reservations, deposits, or purchases have already been made.*

  • Participants

    Please tell us about the Girl Scouts and adult chaperones who plan to attend.

  • All activities require a minimum of two unrelated, approved adult volunteers, at least one of whom is female. Depending on the age of the Girl Scouts and/or the specific activities planned, additional adults may be required to satisfy the volunteer-to-Girl Scout ratios as outlined in Safety Activity Checkpoints.

    Girl Scout troop travel is not intended to be a "family" or "tag-a-long" experience. No troop/group travel that is a "family outing" utilizing troop proceeds will be permitted. Troop/group travel should be a programatic experience that enhances a Girl Scout's progression and focuses on the Girl Scout Leadership Experience. 

    Tag-a-longs (non Girl Scout members, such as siblings, friends, or non-registered adults) are not permitted to attend overnight activities or trips. All participants of an overnight activity or trip are required to be registered Girl Scout members. All adults must be registered Girl Scout members with approved background checks on file. 

     

  • List the names (first AND last) of all adult chaperones attending:*
  • List the names (first AND last) of all additional adults that will be attending:*
  • List the names (first AND last) and grade level of all Girl Scouts attending:*

  • Transportation

    Please tell us about the types of transportation your troop/group will be using.

  • If leaders are helping to arrange transportation in any way, every driver must be an approved GSSOAZ volunteer, over 21 years old, have a good driving record, valid license, and registered/insured vehicle. 

    It is the trip coordinator and troop leader's responsibility to ensure that all drivers meet these requirements, as well as to review transportation guidelines as detailed under "Transporting Girls" in Safety Activity Checkpoints.

  • Please select all types of transportation your troop will be using during this trip:*

  • Overnight Accommodation

    Please provide information regarding the accommodations your troop will be using during this activity/trip.
  • Type(s) of accommodations:*

  • Private Residences

    Troops spending the night in a private residence or on private property surrounding a private residence or home (including backyard camping) must follow all GSSOAZ guidelines for meeting in the home. For detailed guidelines, please refer to Safety Activity Checkpoints. 

    Troops must submit a Permission to Meet in Private Residence Application and Approval Form and council staff must approve this form before an activity or overnight may take place at that location. 

  • Airbnb, VRBO, and HomeAway 

    Airbnb, VRBO, and HomeAway are permitted; however, because these are privately owned properties, it can be difficult to qualify safety and credibility. For these reasons, additional steps for Airbnb, VRBO, and HomeAway are required. Please refer to Safety Activity Checkpoints for detailed guidelines. 

  • Girl Scout Activity Accident/Sickness Insurance

  • Activity accident insurance is supplemental health insurance that protects registered Girl Scout members. Registered members are automatically covered under basic activity accident insurance when participating in all approved, supervised Girl Scout events and activities,  including overnight domestic trips. Note that international trips are not automatically covered under basic activity insurance. Additional activity accident insurance must be purchased for international trips (trips that involve travel outside of U.S. territory). 

    Additional activity insurance is NOT required for domestic trips within the United States.

    Additional activity insurance IS REQUIRED for international trips. 

    International trip activity accident insurance costs $1.17 per person per calendar day, with an overall $5.00 minimum. 

    Council facilitates the purchase of this insurance through Mutual of Omaha, using your troop funds. Detailed instructions are provided at a later stage in the approval process. 

  • Our troop/group understands that additional activity accident insurance must be purchased for any trip involving travel outside of U.S. territory and needs to be considered when developing the travel budget.*

  • Girl Scout Progression & Readiness

    Troop trips should not mimic family vacations, but instead should be a girl-led extension of the Girl Scout Leadership Experience based on experience, skills, and travel progression. Please tell us about your troop's travel progression and readiness, as well as how this trip will relate to the Girl Scout Leadership Experience
  • Please select the benefits this trip will help provide for your Girl Scouts:*
  • Girl Scouts (leaders and youth) have participated in & been responsible for planning (check all that apply)*

  • COVID-19

    Troops are required to follow Girl Scouts of Southern Arizona's COVID-19 guidelines.

    It is the troop's responsibility to follow all rules/guidelines for the location and activities of their trip. Troops going to a location that requires proof of negative test or vaccinations will need to prepare accordingly and follow all rules of the venue/location.

  • I have read and understand the above statement regarding COVID-19 guidelines.*

  • Review

    Please take a few moments to review the information you've included on this form before submitting. If desired, click "Print" before submitting to print and save copy of your submission. 
  • Trip Coordinator's Signature*

  • For Staff Use Only

    These field are for staff use only and should remain hidden from customer-facing.
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