WHY HOST AN EVENT?: There are many reasons for troops or individuals to host an event.
- They are a great source of raising funds for Service Projects or Higher Awards (Bronze, Silver, & Gold).
- They are fun ways to show girls that they belong to a big sisterhood.
- They inspire girls to continue growing through Girl Scouts.
- Offer an opportunity for the girls to learn or show leadership.
- They provide a great opportunity to include older Girl Scouts in planning and hosting events.
Deciding to host an event: It’s never too early to introduce the idea that events are hosted by other Girl Scout troops. If you have a younger troop, introduce the idea a few years ahead of time to get them thinking about hosting.
Set the Date & Book the site: So you’ve picked an event to host. Now what? Meet with your girls and involve your parents if needed. Pick several dates that will work for your girls, and then discuss the venue options, and then book it! The Service Unit is available to help you in booking the facilities and assisting with the rental fees if the event is a non money-making event, see Event & Budget Worksheet. If your troop is considering hosting an event as a money-making activity, the Service Unit may be able to assist in a loan for the facility fees, see Event & Budget Worksheet. You should talk to the su402 Manager, su402 Team, or su402 Finance Manager about the options and procedures. The time frame for booking different facilities varies greatly. The earlier you plan, the more likely you are to get your preferred date and location.
Non-members & Additional Insurance: Most events are typically planned for registered Girl Scouts and their adult volunteers. For those events, all girls and adults must be registered in order to participate. Some events, like father/daughter dances, bridging ceremonies or family picnics, are open to family members. For these events, additional activity insurance, must be purchased to cover all non-registered adults or tags. Tagalongs (tags) are able to participate in events where age-appropriate activities are provided for them. They must have proper supervision apart from the adults who are responsible for their Girl Scout troops.
Contracts: When planning events, you might encounter contracts that need to be signed. Some common contracts include facility rental or equipment rental agreements. Contracts must be signed by an authorized Girl Scout staff person through Council.
Planning, Paperwork, & Budget: A good place to start planning any event is choosing a theme; the activities will all evolve from the theme. It’s difficult to figure out a budget without knowing the types of activities, cost of supplies, facility fees, etc. You will also need to know how many girls can be accommodated at the venue based on the Fire Code/Maximum Occupancy. Create an event planning time-line so every detail can be given adequate time to accomplish. Assign responsibility to girls/families, especially for big events. Make sure everyone in the troop is helping to the best of their ability. The girls should be helping with the research, shopping, and decisions. Older Girls should help with registrations and keeping track of the money and number of attendees. Think through the event: access to water, electricity, bathrooms, tables, chairs, adult-girl ratios, first aid, security, set–up/clean-up, transportation/delivery of donations after the event, refreshments, music, etc.
Advertise Your Event: Even before you make a flier or select a theme, get the date on the su402 calendar so leaders know when it’s happening. Create an event flier with all the pertinent information: Name of event, date, time, location, who its for, (age level, troop or individual event), how to register, the troop that’s hosting, the name and contact details for more information, how to pay, deadlines for registering, parking, and what attendees need to bring. Have the flier approved by the su402 manager or su402 team before distributing. The best way is to have the flier available at the Leader Meeting and also as an electronic file (pdf format is best) that can be emailed directly to troops and posted on the su402 website and facebook. Girls from your troop can come and present the event at a Leader Meeting. This is a great public speaking opportunity for the girls! Make sure to get your item on the Leader Meeting agenda ahead of time.
Volunteers: Do you need additional help outside of your troop: another troop to take care of a flag ceremony, a photographer, a CPR/First Aider, a DJ, Certified Lifeguards? Book these people in advance and reconfirm their availability regularly as the event approaches. If you are planning a Camporee, do you need additional Program Aides to help run activities? Talk to the su402 Team about resources available for finding additional help.
Organization: Keep track of receipts, deposits, registrations and supplies. Make detailed lists of who is responsible for even the smallest of supplies. Do you need extensions cords, card tables, name tags, PA systems, water coolers, etc? Who is bringing them and how many? What time will they arrive on site? Do you want to collect everything in one place a day or two prior to the event so you know the condition of everything? If you think of it write it down so you don’t forget, no detail is too small.
KEEP CALM! Even when you have planned everything out, something invariably goes wrong. A parent or girl becomes sick the day of the event, the weather changes, an electrical outlet doesn’t work. Stay cool and be flexible. Let those in the troop know what is going on and see what solutions might work. If the problem is really beyond your control, you will be surprised at how understanding people can be!
After the Event: Finalize all the paperwork. Turn over checks to the su402 Finance Manager along with receipts for reimbursement if needed. Get feedback from your troop, families, other leaders about how things went. Would they make changes if they did it again? What advice would they pass on? How did the registration process work, did their girls have fun, what activities did they like/dislike and why.
Certificates of Insurance: If you are asked for a certificate of insurance, please email insurance®girlscoutsgcnwi.org. Include the full name of the venue, address, city, state, zip, venue contact name, and the venue contact email address.
Service Unit 402 