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TROOP TRIP APPLICATION PACKET (Girl Scouts of Eastern Missouri)

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SEL 1/2019
TROOP TRIP APPLICATION PACKET
Who can take a troop t
rip?
• All registered Girl Scouts and registered, background-checked and approved adults for the
membership year during which the trip will take place may participate in trips. Distance and duration
permitted vary by program level.
• Troop Trip Applications are not required for day trips. Day trips are activities away from the regular
troop meeting time and place or backyard camping and non-camping overnights at locations such
as the YMCA, church, school or leader's home. While no application is needed for day trips, the
neighborhood manager should be informed.
• Daisies may only participate in day trips and overnights as listed above. Daisies require a registered
adult leader and a parent/guardian for each girl.
• Brownies and Juniors may participate in domestic trips of no more than two nights and three days.
Applications are due to the Troop Support Coordinator six months prior to departure.
• Cadettes, Seniors and Ambassadors may participate in trips of any duration, as well as international
trips. Applications for domestic trips are due to the Troop Support Coordinator six months
prior to departure, and applications for international trips are due 18 months prior to
departure.
• Unapproved adults and tagalongs may not attend troop trips.
What is required for a troop trip?
• A completed Troop Trip Application, except for day trips and overnights as listed above.
• The appropriate adult-to-girl ratio (see Chapter 5 of Volunteer Essentials).
• A registered, approved adult who is certified in Standard First Aid and Adult and Child CPR/AED. A
healthcare provider who is an MD, PA, NP, RN or LPN, a paramedic, military medic or EMT fulfills the
Standard First Aid requirement, although they must also have a current Adult and Child CPR/AED
certification. All certifications must be held by the same adult. For a list of approved agencies that can
provide training for these certifications, see Volunteer Essentials.
• An appropriately certified adult, if participants will be swimming*,
camping or using water crafts, more
than 30 minutes from EMS,
or doing any other activities that require certifications and/or additional
training. Refer to Safety Activity Checkpoints for information about activities that require certifications
and/or additional training. (*You may also provide proof that the swimming location provides
appropriately-certified lifeguards. For open water/oceans, lifeguard(s) must be Beach Lifeguard
Certified; Basic Lifeguard Training is not sufficient.)
• All contracts and/or agreements must be approved by the Director of Camping Services and
Risk Management. Submit the completed, unsigned contract(s)/agreement(s) to the Community
Engagement Manager and allow up to three weeks for review.
• The trip leader must carry the following documentation at all times during the troop trip:
o Girl Health History & Annual Permission Form, F-57
o Girl Health and Permission Form for Travel, F-59 if the trip exceeds three days and two nights
or is international.
o Adult Activity Waiver, VP-84
o Permission to Travel for Minors for girls under the age of 18 on an international trip. The
leader should keep the originals and submit copies to the Community Engagement Manager.
o Copies of passports (that will be valid at least six months beyond the return date of the trip) for
all girls and adults. Also submit copies to the Community Engagement Manager.
SEL 1/2019
Are travelers covered by Girl Scout insurance?
Basic Accident Activity Insurance (Plan 1) is provided as part of the Girl Scouts of the USA (GSUSA)
membership registration fee and covers every registered girl and adult Girl Scout when they are
participating in an approved Girl Scout activity lasting three days and two nights or less ─ a third
consecutive night is covered when one of the nights is a federal holiday. If your troop is taking a trip of
longer than three days and two nights or an international trip, it is strongly encouraged that you
purchase additional insurance, as such trips are not covered under the Basic Accident Activity Insurance.
In some cases, Girl Scouts of Eastern Missouri (GSEM) may make this insurance mandatory, particularly
for international travel. There are three accident and sickness plans available for purchase for such trips:
• Plan 3E (coordinates with family health plan): Enrollment Form Description of Coverage
• Plan 3P (primary coverage):
• Plan 3PI (international):
Enrollment Form Description of Coverage
Enrollment Form Description of Coverage
What Certificate(s) of Insurance do I need for a trip?
A Certificate of Insurance (COI) is a form that identifies how much insurance coverage the holder
possesses. GSEM is obligated to ensure, to a reasonable extent, that external entities, such as vendors,
program providers or collaborators, organizations, companies, sites or facilities used by our members are
safe. One measure of safety is evidence of adequate insurance coverage.
• When planning something on behalf of GSEM, including troop trips, you should obtain a COI from
all external entities. COIs may be required for certain activities, modes
of transportation,
accommodations,
etc., to verify that they meet GSEM’s insurance standards (a minimum total per
occurrence limit of $1,000,000 in primary commercial general liability, with higher limits for certain
external entities, such as commercial bus transportation and watercraft).
• COIs must be issued with GSEM listed as a Certificate Holder. For high-risk activities, including but
not limited to high adventure (such as challenge courses, rock climbing, zip-lining, etc.), hayrides,
food-related and transportation, GSEM must also be named as an Additional Insured.
o When requesting a COI for an accommodation, you may use the following language:
“My Girl Scout troop plans to stay at your facility on our upcoming trip. When our Girl
Scout Council’s members stay at a facility for which the Council does not have a
current Certificate of Insurance on file, they would like one for their records. Would it
be possible to obtain a copy of your COI with Girl Scouts of Eastern Missouri, 2300
Ball Dr., St. Louis, MO 63146 listed as a Certificate Holder?”
o When requesting a COI for an activity, you may use the following language:
“My Girl Scout troop plans to visit your attraction on our upcoming trip. When our
Girl Scout Council’s members visit an attraction for which the Council does not have
a current Certificate of Insurance on file, they would like one for their records. Would
it be possible to obtain a copy of your COI with Girl Scouts of Eastern Missouri,
2300 Ball Dr., St. Louis, MO 63146 listed as a Certificate Holder?”
o When requesting a COI for a high-risk activity, you may use the following language:
“My Girl Scout troop plans to visit your attraction on our upcoming trip. When our
Girl Scout Council’s members participate in high-risk activities, the Council would
like a Certificate of Insurance with Girl Scouts of Eastern Missouri, 2300 Ball Dr., St.
Louis, MO 63146 listed as a Certificate Holder and Additional Insured. Would it be
possible to obtain this?”
• If you need assistance obtaining a COI for a trip or have questions about whether a COI is needed
for a trip, contact the Community Engagement Manager. Further information about COIs can be
found on GSEM’s Insurance page.
SEL 1/2019
When transporting girls:
• Refer to “Transporting Girls” in Chapter 5 of Volunteer Essentials.
• The use of 15-passenger vans is not permitted, as they have been flagged as unsafe by the National
Highway
Traffic Safety Administration.
• The use of Uber, Lyft, Curb and other similar pooled vehicle companies is not permitted, because
the safety, credibility and insurance of the drivers is difficult to qualify. Complete auto insurance
coverage is often unavailable for a majority of rideshare drivers.
• Chartered buses must meet Public Service Commission regulations.
• If you will be traveling more than 4 hours or 240 miles in one day, all drivers must complete a Check
Driving Record Request form. Driving records will be checked no sooner than 3 months prior to
departure.
• If you will be renting a vehicle:
o Provide copies of rental confirmation(s) including complete Terms & Conditions.
o Know that, as the renter, you are responsible for all damage to the rented vehicle(s). The
contract(s) state(s) what costs are your responsibility in the event of damage or an
accident. You may wish to accept the insurance coverage offered through the rental
agency; use a credit card that offers vehicle rental insurance coverage to pay for the
rental(s); and/or rely on your personal automobile insurance coverage to pay for any
damage to the rental(s).
o Rent from a nationally-recognized agency. Keep in mind, GSEM troops renting from
Enterprise receive a discount (see Enterprise Rent-A-Car Booking Guide).
When planning accommodations:
• Men must have separate sleeping quarters and bathrooms away from females.
• Sufficient space must be reserved so that every participant has their own bed.
• It is not required that an adult female sleep in the same sleeping area as girls to supervise (i.e. tent,
cabin or designated area), but if an adult female does sleep in the same sleeping area as girls,
there must always be a second unrelated adult female present.
• You do not need to request COIs from nationally-recognized hotel chains.
• All rental contracts and agreements must be approved by the Director of Camping Services
and Risk Management. Submit the completed but unsigned contract(s)/agreement(s) to the
Community Engagement Manager and allow up to three weeks for review.
• For overnight accommodations that are private residences, such as a family vacation home or
relative’s home, a COI must be submitted six months prior to departure. If not, the trip will not be
approved until alternate accommodations are arranged.
• Airbnb and other personally-owned accommodations for hire, such as but not limited to,
Flipkey, VRBO, Homeaway, Housetrip, Vacasa and VTrips are not permitted. The safety,
credibility and insurance of these facilities is difficult to qualify, unlike those for traditional or
well-known commercial properties. Proper liability or homeowner’s insurance coverage is often
unavailable or not applicable to personal housing when guests are paying for the service. In other
words, there is no effective insurance on personal property being used for commercial use.
SEL 1/2019
Additional information and resources for international travel:
• International trips are available to Cadettes, Seniors and Ambassadors who have successfully
participated in a progression of overnight and extended trips in Girl Scouting.
• Obtain originals of Permission to Travel Form for Minors (signed by both parents/guardians and
notarized) for any girl under the age of 18, and copies of passports that will be valid at least six
months beyond the return date of the trip for all girls and adults. Also submit copies of both to the
Community Engagement Manager.
• Enroll in the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). It is also
recommended that you complete GSUSA’s International Intent to Travel form, as well as utilize
GSUSA’s Global Travel Toolkit.
• Review the Center for Disease Control and Prevention’s website for any health concerns for the
countries to which you will be traveling.
• Periodically check the travel advisory/alert level(s) for the countries via the U.S. Department of
State’s Bureau of Consular Affairs. Confirm that both girls and parents/guardians have this
information. For Level 3 travel alerts (“reconsider travel”), further discussion and a potential
change in location may be required. For Level 4 travel alerts (“do not travel”), travel will not be
permitted to those countries.
Ready to plan your trip? Some final guidelines:
• Girl Scouts take the lead when they travel, helping to build confidence and develop decision making
skills. Ensuring trips have the recommended adult-to-girl ratio, rather than too many adults, allows
girls to let their leadership skills shine! Start travel experiences with Daisies by inviting parents to
join field trips and day trips where they support girls while they plan their trip. Avoid having parents
tag along on regional, national and international trips. If girls are not prepared to travel without a
parent, they are not ready for more intensive trips.
• If your trip is a camping experience of less than one week at a non-GSEM-owned site that is within,
or no more than 100 miles beyond, GSEM’s boundaries, please complete the Application for
Camping on Non-Council-Owned Sites, C-9a. For camping experiences at non-GSEM-owned sites
that are more than 100 miles beyond GSEM’s boundaries, please submit the
Troop Trip Application.
• It is recommended that you keep copies of all forms you submit for your trip. Submit forms to
Girl Scouts of Eastern Missouri, ATTN: Troop Support Coordinator_________________________,
2300 Ball Dr., St. Louis, MO 63146 or email to __________________________________________.
• Unless otherwise stated, all requested documentation must be submitted no less than 30 days prior
to departure for the trip to be approved. If not, the Troop Support Coordinator will notify the trip
leader, troop leader, parents/guardians and neighborhood manager which aspects of the trip are not
approved or that the trip itself is not approved and must be canceled.
• Refer to Volunteer Essentials and Safety Activity Checkpoints (current publications and any recent
updates can be found at GSEM’s Publications and Guidelines page) for guidelines and standards,
including those for activities, health and safety, transportation and accommodations. Further
information about Girl Scout travel can be found on GSEM’s Travel page.
• Scholarships are not available for individual, troop, neighborhood or district travel.
• If the troop is paying for any adults, the troop may pay for no more than the number of adults
required to meet ratio and/or drive.
• The troop should not make final payments for transportation, accommodations, activities, etc., until
the trip has been given final approval by the Troop Support Coordinator.
• Ensure the Troop Year-End Report for the most recent reporting period has been completed
and submitted.
• The Troop Support Coordinator will email final approval for the trip to the trip leader, troop leader
and neighborhood manager. Have fun!
Jen Robertson
JRobertson@girlscoutsem.org
TROOP TRIP LEADER CHECKLIST
This form can be utilized by the trip leader to assist in planning. It does not need to be turned in to the Troop Support Coordinator.
It is recommended that you keep copies of all forms you submit for your trip. Submit forms to Girl Scouts
of Eastern Missouri, ATTN: Troop Support Coordinator _________________________________________,
2300 Ball Dr., St. Louis, MO 63146 or email to __________________________________________________.
I mailed/emailed our Troop Trip Application to the Troop Support Coordinator on ________________.
All girls are registered members of Girl Scouts of Eastern Missouri for the Girl Scout year during
which the trip will take place.
All accompanying adults are registered members of Girl Scouts of Eastern Missouri and have
current background checks through Verified Volunteers for the Girl Scout year during which the
trip will take place.
I mailed/emailed copies of Standard First Aid Certification (or equivalent medical license)
and Adult and Child CPR/AED Certification to the Troop Support Coordinator on ________________.
We will be participating in activities that require additional certifications (swimming,
camping, etc.). I mailed/emailed certifications for these activities to the Troop Support Coordinator
on _________________.
We received a contract and/or agreement for a rented accommodation, activity, etc.
I mailed/emailed a copy of the completed but unsigned contract/agreement to the Troop Support
Coordinator on _________________.
We are renting a vehicle. I mailed/emailed a copy of the rental confirmation to the Troop
Support Coordinator on _______________.
One or more adults will be driving on our trip, and we will be traveling 4+ hours or 240+
miles in one day. I mailed/emailed Check Driving Record Request forms to the Troop Support
Coordinator on ________________.
There is additional information I need to obtain for my trip to be approved (such as
Certificates of Insurance (COIs) needed for certain activities, modes of transportation, accommodations,
etc.). I mailed/emailed this information to the Troop Support Coordinator on __________________.
We will be traveling internationally. I mailed/emailed copies of Permission to Travel Forms for Minors
for any girl under the age of 18, and copies of all girls’ and adults’ passports, to the
Troop Support Coordinator on __________________.
We will be traveling longer than three days and two nights or traveling internationally and wish to
purchase insurance. I mailed an insurance enrollment form and check to the Troop Support
Coordinator on __________________.
Our Troop Year-End Report for the most recent reporting period has been submitted.
The Troop Support Coordinator approved the trip. Hooray!
During the trip, I will carry with me at all times:
Girl Health History & Annual Permission Form, F-57 for all girls.
Girl Health and Permission Form for Travel, F-59 for all girls for trips exceeding three days and two
nights and international trips.
Adult Activity Waiver, VP-84 for all adults.
Permission to Travel for Minors for any girl under the age of 18 (international trips only).
Copies of passports for all girls and adults (international trips only).
I have
reviewed
Volunteer Essentials and
Safety Activity Checkpoints for all guidelines and
standards relating
to the trip, including those for activities, health and safety, transportation and
accommodations.
P-9
SEL 1/2019
Jen Robertson
JRobertson@girlscoutsem.org
JCR 8/2018
TRO
OP TRIP APPLICATION
Due to the Troop Support Coordinator 6 months prior to departure for domestic trips and 18 months prior to departure for international trips.
Date submitted: ______________ Troop #: ______________ District: __________ Neighborhood: __________
Level(s) (at time of departure): Brownie Junior Cadette Senior Ambassador
Troop Leader: ______________________________________________________________________________
Phone #: _____________________________________ Email: _______________________________________
Address: __________________________________________________________________________________
Trip Leader (adult completing application/planning trip, if different than Troop Leader): _____________________
Phone #: _____________________________________ Email: _______________________________________
Address: __________________________________________________________________________________
Role in troop: ____________________ Leadership experience: _______________________________________
Trip information
Purpose of trip: _____________________________________________________________________________
Destination(s): ______________________________________________________________________________
Departure date: _________________________________ Return date: _________________________________
1-2 nights (Brownies and older) 3+ nights (Cadettes and older)* International (Cadettes and older)*
*The troop will purchase accident and sickness insurance: 3E
3P 3PI
We are declining insurance, with parent agreement.
# of girls in troop: ___________ # of girls participating: ___________ # of adults accompanying: ____________
If not all girls in the troop are participating, why? ____________________________________________________
__________________________________________________________________________________________
Yes No All parents/guardians in the troop have been informed of plans for the trip and support has been
obtained.
Yes No All accompanying adults have reviewed this application and support has been obtained.
Participating girls’ first and last names and ages (at time of departure):
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
All accompanying adults (attach additional sheet of paper if more than four adults are accompanying trip):
Name: _____________________________________ Phone #: ___________________________________
Email: _____________________________________ Address: ___________________________________
Name: _____________________________________ Phone #: ___________________________________
Email: _____________________________________ Address: ___________________________________
Name: _____________________________________ Phone #: ___________________________________
Email: _____________________________________ Address: ___________________________________
Name: _____________________________________ Phone #: ___________________________________
Email: ______________________________________ Address: ___________________________________
P-10
JCR 8/2018
Certifications and activities
Who is the adult certified in Standard First Aid and Adult and Child CPR/AED? _______________________
Attach Standard First Aid Certification (or MD, PA, NP, RN, LPN, paramedic, military medic, or EMT license) and
Adult and Child CPR/AED Certification.
If any of the below apply to your trip, complete the below and attach appropriate certification(s). If not,
mark “N/A.” Refer to Safety Activity Checkpoints and Volunteer Essentials for guidelines and standards
for the below and any other activities.
If swimming, where will the troop be swimming? ___________________________________________________
Name of American Red Cross-certified lifeguard? __________________________________________________
You may also provide proof that the swimming location provides appropriately-certified lifeguards. For open
water/oceans, lifeguard(s) must be Beach Lifeguard Certified; Basic Lifeguard Training is not sufficient.
If camping, who is the Certified Troop Camper? ___________________________________________________
If 30+ minutes from EMS, who is the American Red Cross-certified Wilderness and Remote First Aider?
__________________________________________________________________________________________
If using watercraft, who is the American Red Cross-certified instructor for the type of craft being used?
__________________________________________________________________________________________
Are certifications required for any other activities you will be doing? If so, what are the activities, and who is/are
the certified individual(s)? (Check Safety Activity Checkpoints and note activities that require certifications and/or
additional training.) __________________________________________________________________________
Transportation and overnight accommodations
During the trip, the following form(s) of transportation will be used:
Privately-owned vehicle(s)
Rented
vehicle(s) - attach copy/ies of rental confirmation
including complete Terms & Conditions
Bus: __________ Train: __________ Airplane: __________ Ship: __________ Other: _________
Adults who will be driving during the trip: __________________________________________________________
During the trip, the following accommodation(s) will be used (attach additional sheet if needed):
Name: _____________________________________ Type (hotel, cabin, campground, etc.): ____________
Phone #: ___________________________________ Address: ___________________________________
Planning and troop funds
Girls’ part in planning: ________________________________________________________________________
Adults’ part in planning: _______________________________________________________________________
Troop’s previous trip location(s)/experience: _______________________________________________________
Approx. total cost per participant: $________
x________ # of participants for which troop funds may be used (if troop
is paying for any adults, troop may pay for no more than the
number of adults required to meet ratio and/or drive)
= $________ Approx. total cost of trip for troop
Estimated budget for troop for: $________ Transportation $________ Accommodations
$________ Activities $________ Food
$________ Insurance $________ Emergencies
$________ Other (specify): _____________________________________
Amount raised by troop: $________
If “amount raised by troop” does not cover “approx. total cost of trip for troop,” how is remaining cost being paid?
__________________________________________________________________________________________
How will funds be safeguarded during the trip? _____________________________________________________
What are the plans for the troop funds if the trip is not carried out? _____________________________________
P-10
JCR 8/2018
Itinerary
Attach additional sheet if needed.
Day
Date
Mode(s) of transport
(and approx. travel
miles if driving)
Itinerary for the day (activities, meals,
etc.)
Overnight
accommodations
1
2
3
4
5
6
7
8
9
10
At-home emergency contact Alternate Trip Leader/adult
Neighborhood Manager approval Trip Leader’s signature
It is recommended that you keep copies of all forms you submit for your trip. Submit forms to Girl Scouts
of Eastern Missouri, ATTN: Troop Support Coordinator ____________________________________________________,
2300 Ball Dr., St. Louis, MO 63146 or email to _____________________________________________________________.
Emergency contact available during the entire time of the
trip.
Name: _____________________________________
Day phone #: _______________________________
Evening phone #: ____________________________
Email: _____________________________________
Address: ___________________________________
Relationship to troop: _________________________
If the trip leader is unable to lead the trip, this person will
assume trip leadership. If only two adults are
accompanying the trip, list a THIRD adult here as an
alternate to ensure ratio will be met.
Name: _____________________________________
Phone #: ___________________________________
Email: _____________________________________
Address: ___________________________________
Role in troop/leadership experience: _____________
I understand the information and guidelines provided
in the Troop Trip Application Packet. All the
information I provided on this application is correct. I
understand that, if for any reason the plans for the trip
change after the trip has been approved, I should
notify the Troop Support Coordinator.
Printed name: ______________________________
Signature: _________________________________
Date: _____________________________________
The district manager should sign if the neighborhood
manager is involved with the troop going on the trip.
I have reviewed this application and endorse the trip
with the following suggestion(s): _________________
___________________________________________
Printed name: ______________________________
Manager of: District: _____ Neighborhood: _____
Signature: _________________________________
Date: ______________________________________
P-10
Jen Robertson
JRobertson@girlscoutsem.org
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