I2E Troop FINAL

Event name:

Let’s Plan a Great Event!

Girl Scout events are a chance for girls to lead, learn and have fun! If your troop is planning an event using troop funds, please tell GSSOAZ by completing the Intent to Event Application.

This process helps everyone plan a safe, successful event that follows Girl Scout guidelines. Please review the Event Guide and event training before you begin.

Your Role as Event Director
Any approved volunteer may serve as the Event Director. The Event Director will:

Work with Girl Scouts to plan the event.
Create and manage the event budget.
Turn in all required forms on time.
Follow Girl Scout safety rules and other event requirements.
Make sure the event is fun, welcoming and girl-led.
Help girls learn through the Girl Scout Leadership Experience.
Your Volunteer Liaison is available to help you along the way!

Steps for Planning Your Event
Start with the girls! Ask what kind of event they would like to create.
Review the Event Guide and event training with the girls and volunteers.
Build your event plan together.
Decide who may attend and how many volunteers you will need.
Complete the budget form found in the Event Guide. Include all expected costs and income.

Create a simple event flyer and save it as a PDF.
Gather the event details, including:

Event date, time and location
Day or overnight event
Event description
Event Director’s contact information
Minimum and maximum number of participants
Registration plan
Participant and volunteer requirements
Adult-to-girl safety ratios
First aider, lifeguard or other trained helpers
Permits, insurance or special notices that may be needed
How the event supports Girl Scout Leadership Experience outcomes
Submit the complete Intent to Event Application at least two months before the event.

Applications may be submitted up to 13 months early.

Please allow at least 10 business days for review.

Do not advertise the event until it has been approved.

After approval, the Event Director will receive a notice.

If requested, GSSOAZ will also begin the Doubleknot registration process and add the event to the council calendar.

Hold your event and have fun! Ask participants and volunteers to complete the event survey.

Complete the Event Wrap-Up Form within 10 days after the eventin order to recieve pay out.

Planning early gives us more time to support you with registration, promotion and event details.

We cannot wait to see what your Girl Scouts create!

Name Event Director

First NameLast Name

Email Event Director

example@example.com

Event Category

Type of Event:

Plans (detailed description including all dates and times)

4 Program Pillar and/or 5 GSLE Outcomes (check all that apply):

Will you need permits?

If yes, please explain:

Will you need to notify anyone in the community about your event (local businesses, law enforcement, home owners associations, etc.)?

If yes, please explain:

List the section names and page numbers that you have reviewed in Safety Activity Checkpoints in relation to this event:

List of all First Aiders (level 1 or 2 as required) that will be present at this event:

Who can attend as participants (check all that apply)?

Minimum/Maximum number of participants:

Number of volunteers needed to meet safety ratios:

Do you need a Certificate of Insurance?

Emergency plan (include details about location):

Plans for advertising:

Would you like GSSOAZ to post on social media?

Will you be charging a fee for this event?

If yes, how much per person/troop?

What do the fees include?

Please write a short description of the event to be shown on registration/calendar (this will be what potential registrants will see about your event, be sure to include any information that troops or individuals need to know in order to participate- GSSOAZ required forms, age restrictions, safety notices, etc...):

Please upload copy of Budget Worksheet here: https://bit.ly/4gwJVQ0

Upload any other supporting documents here:

By signing this form you certify that you have taken Event Director training, read the Events Guide and Safety Activity Checkpoints, and have approval from your event committee (as necessary) to submit this form as the Event Director.

Signature

Intent To Event - For Troops