• Extended/International Trip Approval Form

  • Hello,

    Welcome to Girl Scouts of Southern Arizona's Extended Overnight or International Trip 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 by following Girl Scout safety protocols while participating in extended trips of 3+ nights and for all trips involving travel outside of the United States.

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

    • Extended trip lasting 4+ nights within the continental United States
    • Travel to any locations outside of the continental United States, regardless of trip duration. 

    Before submitting an Extended/International Trip Approval Form, a troop must have submitted an Intent to Plan an Extended Overnight or International Trip Form and received preliminary approval from GSSOAZ.  

    Please submit your Extended/International Trip Approval Form at least two (2) months in advance for extended trips within the United States and at least six (6) months in advance for trips involving travel outside of the United States (this includes trips involving ocean cruises). This timeframe will allow GSSOAZ staff to review your plans and collect any additional information needed to grant approval. Some trips take longer to plan, adjust accordingly! 

    Once GSSOAZ receives your submission, it will be added to the queue of Extended Overnight or International Trip Approval 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 to the travel dates 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 as part of a troop reservation.

    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. 

  • 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. 
    • Description of activities the troop plans to participate in during the trip. 
    • Names of all Girl Scouts participating
    • Names of all adult chaperones participating
    • Type(s) of transportation troop plans to use
    • Types of accommodations troop plans to use 
    • Trip Budget

    You may save your progress at any time by clicking the "Save" button at the bottom of the screen. An automated link allowing you to pick up right where you left off when you're ready will be automatically emailed to you. 

  • 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. Be certain to consult our council's specific COVID-19 guideance HERE as well. 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 may include 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.
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  • Troop Leader

    If the trip coordinator 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.
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  • 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.

    Under "Activity/Trip Locations" list locations your troop plans to visit during this trip. Please include location addresses when applicable/available. If visiting multiple locations on the same trip, please enter each location separately by using the "Add More" button. 

  • Activity/Trip Locations*
  • Does this trip involve a cruise?*
  • Will your troop/group be participating in any of the following activities during this trip?*

  • 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. 

  • Participants

  • 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 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 required adult chaperones attending (those needed to meet safety ratio):*
  • List the names (first AND last) of additional registered, background cleared adults 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 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 Girl Scouts" in Safety Activity Checkpoints.

     

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

  • If GSSOAZ volunteers will be transporting Girl Scouts, please provide the names of the drivers below:*

  • Overnight Accommodations

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

  • Private Residence (including backyard camping)

    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.

  • Airbnb, VRBO, and HomeAway 

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

  • First Aid and Certification

  • An adult volunteer certified in Girl Scout approved general first aid/CPR is required to be present for all off-site activities and trips. 

    Some activities require the presence and 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 activity/trip. 

  • First Aider Certification Expiration Date*
  • This activity/trip requires the presence of an advanced first aider.*
  • Advanced First Aider Certification Expiration Date:*

  • 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 a GSSOAZ volunteer certified in Troop Camp Certification 2, all swimming activities require a lifeguard, and horseback riding

    If your activity does require additional experts, please provide the information about this additional training below.

  • Please provide information about additional training below:*

  • I certify that for any activity requiring an adult volunteer or expert with specialized training or certification, I have verified that the requirements as detailed in Safety Activity Checkpoints will be met. I understand that this is my responsibility and that council may ask for further details before approving this activity/trip.*

  • Budget

    Please provide an estimated budget for your troop/group's trip. Troops should utilize the Troop Trip Budget Worksheet included in the Troop Travel Guide to create a more detailed, itemized budget plan for their trip. If desired, troops may upload the completed form by clicking the "Upload Trip Budget Worksheet" button below, OR provide a basic outline of the trip budget below.
  • How would your troop/group like to share your estimated budget for this trip?
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  • Please provide an estimated budget that is as accurate as possible at this time:
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  • How is your troop/group financing this trip?
  • Please provide information about how your troop will finance this trip:
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  • Activity Insurance

  • Activity Accident Insurance for International Trips

    Troops/groups participating in an international trip involving travel outside of the United States are required to enroll in and purchase specific accident/sickness activity insurance through Mutual of Omaha. 

    Insurance for international trips costs $1.17 per person per calendar day, with a minimum $5.00 fee. 

    GSSOAZ facilitates the purchase of insurance for troops through Mutual of Omaha, using troop funds. Troops will complete insurance forms as part of the International Trave - Final Check In Form closer to the travel dates. 

  • Emergency Contact

    The emergency contact must be an adult who will NOT be attending the trip, will be staying close to home, and will be easily reachable in case of emergency.
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  • COVID-19

    Troops are required to follow Girl Scouts of Southern Arizona's COVID-19 guidelines. For full details, please refer to the COVID-19 information on our website.

    We are closely monitoring the COVID-19 updates from the Centers for Disease Control, the World Health Organization, the local public health departments and all of the counties and cities within our Council boundaries. At times, this may result in updates or changes to the council's COVID-19 guidelines. Troops are expected to follow the COVID-19 guidelines that are current at the time of their activity/trip.

    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 as well as council's COVID-19 guidelines and will share them with activity/trip participants. Our troop agrees to follow the COVID-19 guidelines that are current as of the date(s) of our activity/trip.

  • 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 Leader's Signature*

  • For Staff Use Only

    These field are for staff use only and should remain hidden from customer-facing.
  • Troop has an APPROVED Intent to Plan an International/Extended Trip Form on file?
  • Should be Empty: