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  • Intent to Event Overview
    Please Read Before Submitting


    If your Service Unit is using Service Unit funds for an event, you must submit an Intent to Event Application. This helps GSSOAZ make sure events are safe, follow Girl Scout policies, and set volunteers up for success.

    Before submitting your application:
    • Your SU Program Coordinator must approve the activity plan
    • Your SU Operations Coordinator must approve the budget

    Any approved volunteer may serve as the Event Liaison.

    Before You Submit Your Application

    Step 1: Plan Your Event
    Your event idea may come from:
    • Girls
    • Troops
    • Your Service Team

    Think through:
    • Who can attend
    • Adult volunteers needed
    • Event activities
    • Costs and budget


    Step 2: Create Your Event Flyer
    Please create a simple flyer and save it as a PDF.


    Step 3: Gather Your Event Information
    You will need:
    • Budget form
    • Event location, date, and time
    • Event description
    • Event director/contact person
    • Minimum and maximum number of attendees
    • Registration plan
    • Safety ratios and requirements
    • Volunteer plan
    • Any permits, first aiders, lifeguards, or special safety needs


    Submitting Your Intent to Event Application
    • Submit your application at least 2 months before your event
    • Applications may be submitted up to 13 months in advance
    • Please allow at least 10 business days for approval
    • Do NOT advertise your event until it is approved

    💡 We strongly recommend working with your Membership Specialist before submitting your application.


    After Your Event Is Approved
    Once approved:
    • Your Membership Specialist and SU Program Coordinator will be notified
    • DoubleKnot registration may be created (if requested)
    • Advanced funds may be issued (if requested)
    • Your event may be added to the council calendar


    During the Event
    Please ask attendees and volunteers to complete an event survey.


    After Your Event

    Within 10 Days After the Event
    Please complete:
    • Event Wrap Up Form
    • Receipt Record Form (if advanced funds were used)
    • Reimbursement Request (if needed)

    Need more time? Contact your Membership Specialist to request an extension.

    Thank you for creating amazing experiences for Girl Scouts!

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  • Intent to Event Questions & Reminders
    Questions?
    Questions about planning or running your event?
    Please contact:
    • Your SU Program Coordinator
    • Your Membership Specialist

    Questions about the status of your application?
    Please contact:
    • Mission Delivery Chief


    Helpful Reminders Before You Submit
    Registration & Closing Dates
    Please choose your registration opening and closing dates early.

    • FREE events should use Eventbrite for registration
    • ALL events charging money MUST use GSSOAZ’s registration platform, DoubleKnot


    Budgets
    Every event must include a completed budget worksheet. A worksheet is not a scrap of paper or napkin it is rather all the costs that could be associated, including income and or Double knot fees. AI can be a good friend here - type in all your costs, your goals, your per person fee and Chat will spit you our a budget to upload.

    Your budget should include:
    • Supplies
    • Activities
    • Food
    • Rentals
    • Any other expected costs

    Your SU Operations Coordinator must approve your budget before submitting your application.

    If there are questions about the budget, GSSOAZ staff will work directly with your SU team.


    Advertising Your Event
    The Event Liaison is responsible for promoting the event.

    Please make sure you are sharing your event with:
    • Troops
    • Individual Girl Scouts (Juliettes)
    • Families within your Service Unit

    💡 Remember: You may NOT advertise your event until it has been approved.


    Refund Policies
    If your event charges a fee, please decide your refund policy before submitting your application.

    Please note:
    • DoubleKnot fees ($2 per registration) are non-refundable


    What Makes a Great Girl Scout Event?
    Girl Scout events should be:
    ✨ Fun
    ✨ Safe
    ✨ Girl-focused
    ✨ Full of opportunities to learn and grow

    Girl Scouts is more than “just an activity.” Every event should help girls:
    • Build confidence
    • Learn new skills
    • Try new experiences
    • Work together
    • Discover who they are

    Even simple events can create big moments for girls.


    All Girl Scout Events Must:
    ✅ Be fun and engaging for girls
    ✅ Match the age and ability level of the girls attending
    ✅ Help girls grow, learn, or try something new
    ✅ Connect to a Girl Scout program pillar or GSLE outcome
    ✅ Include at least one of the following:
    • Skill building
    • “Wow” moments (wonder, creativity, excitement)
    • Service opportunities
    • Girl Scout traditions

    ✅ Follow GSLE standards:
    • Girl Led
    • Learning by Doing
    • Cooperative Learning

    ✅ Follow all current Safety Activity Checkpoints

    If your activity is not listed in the Safety Activity Checkpoints, please contact council before planning the activity.


    Important Reminder
    Girl Scout events may NOT be used to promote another business or organization.

    Thank you for helping create safe, meaningful, and unforgettable experiences for Girl Scouts!

  • Format: (000) 000-0000.
  • Event Category*
  • Type of Event:*
  • 4 Program Pillar and/or 5 GSLE Outcomes (check all that apply):*
  • Will you need permits?*
  • Will you need to notify anyone in the community about your event (local businesses, law enforcement, home owners associations, etc.)?*
  • Who can attend as participants (check all that apply)?*
  • Do you need a Certificate of Insurance?*
  • Would you like GSSOAZ to post on social media? Remember we can ONLY do this if WE are hosting your registration - as our Double Knot system allows for Cookie Dough use or IE equitable opportunities. Otherwise you are welcome to post on your local pages.*
  • Would you like GSSOAZ to host your registration?*
  • Will you be charging a fee for this event?*
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  • By signing this form you certify that you have taken SU training, read the Events Guide, and Safety Activity Checkpoints, and have approval from your Service Team (as necessary) to submit this form as the Event Liaison.

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