Hello,

Welcome to Girl Scouts of Southern Arizona Overnight or Short Trip (1-3 nights) Approval Form. Thank you for letting us know about your troop's plans. 

This form is used to ensure Girl Scouts, their adults, and other participants are safe while participating in short overnights. 

Complete this form to notify the council of an upcoming troop activity or trip that meets any of the following criteria: 

• Overnight: Single overnight - maybe at a council camp or nearby attraction - recommended for Brownie, Junior. Minimum age: Daisy with Girl Scout Day Trip experience.
• Short Overnight: Overnight activities or trips involving 2-3 consecutive nights up to a six hour drive away from meeting place. May or may not include high risk activities if age appropriate. Recommended for Junior, Cadette. Minimum age: Brownie with Girl Scout overnight experience.

Please submit this form at least four (4) weeks in advance from the planned start date of the trip 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 approval.

After submitting an Overnight or Short Trip (1-3 night) Approval Form, you will receive an automated email confirming your submission. The confirmation email is for your records only and does not constitute approval of your 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 overnight activity and if additional information is required. Please consider this timeline in your planning process. 

Girl Scouts of Southern Arizona cannot guarantee the timely approval of any Overnight or Short Trip (1-3 night) Approval forms submitted closer than 4 weeks prior to your desired trip dates. We understand that some opportunities may come up closer than 4 weeks prior the to trip date. In these cases, please contact us at travel@girlscoutssoaz.org.  

This form is not required for Girl Scouts of Southern Arizona council staff-run programs OR day trips or overnights taking place on GSSOAZ camp property (with appropriate reservations).

Please stop here and fill out the Intent to Plan and Extended or International Trip Form if your troop's activity or trip includes any of the following:

• Trips lasting more than 3 nights, regardless of location.
• Trips involving international travel to locations outside of the United States (including ocean cruises), regardless of length of trip.

 Have questions or need assistance? We're here to help! Contact us at travel@girlscoutssoaz.org.

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. 

Certificates of Insurance

At times, facilities, vendors, instructors, etc. may request a copy of Girl Scouts of Southern Arizona's certificate of liability insurance (COI). These requests are reviewed on a case-by-case basis and additional information may be requested by council staff. It is the trip coordinator or troop leader/co-leader's responsibility to notify council by email travel@girlscoutssoaz.org. Please include all details related to the request. Please allow a minimum of one week for council to process this request. 

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.

Tag-a-longs

Tag-a-longs are non-member youths and adults who are not registered members of Girl Scouts. They may not attend meetings, outings, field trips, travel, etc. unless the troop, through girl-led planning, has decided that tag-a-longs may be included.

Tag-a-longs must meet the same age level requirements as Girl Scout members for the designated activities as detailed in Safety Activity Checkpoints.

Adults must have a current Girl Scout membership and approved background check if responsible for girls in any way. 

Tag-a-longs are not permitted to participate in overnight activities/trips.

An adult volunteer certified in Girl Scout approved First Aid/CPR/AED is required to be present for all off-site activities and trips. 

Some activities require the presence of an advanced first aider. 

Please refer to "First Aid" in Safety Activity Checkpoints for more detailed information as it relates to your troop's planned trip. 

Per Safety Activity Checkpoints, many activities require additional trained volunteers or experts with specialized training, experience, or qualifications. 

For example, all tent camping trips require the presence of a registered, background cleared GSSOAZ volunteer certified in Troop Camp Certification 2, all swimming activities require a lifeguard, etc.

If your activity does require additional training or experts, please provide further information below.

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 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.

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.