Event/Camp Notification & Approval Form

Please refer to the COVID-19 Guidance on the GSNorCal website before completing this form. It contains the requirements that must be met for Girl Scout activities to take place as well as help volunteers and families determine when and how to plan, host and participate in any event safely and in compliance with county guidelines, and to understand and accept the inherent risks involved in any in-person meeting or activity due to COVID.

Note that for Troop and Service Unit activities, please follow youth sports state and county guidelines for low contact sports. No troop overnight events or carpooling is allowed at this time in ANY risk tier.

We're excited that you are planning an event or camp!

Girl Scouts of Northern Califonia is here to support your service unit or event and volunteer-run camp comittees as you plan your camp or event. In preparation for your event/camp we need to gather some information from you so that:

Girls are safe
Adults are protected from liability
We can find you in case of emergency

Event Managers or Volunteer-Run Camp Directors should complete this entire form including all required asterisked (*) fields to ensure proper planning, paperwork, and training has been completed prior to your event. This form should be completed and approved by your service unit or camp committee before sending out flyers or registration materials.

Save & Return

Save your progress and complete this form later. (Required)

New Users/Returning Users click the Create Account/Login button. Creating an account enables you to save your progress and return to this form and your submitted results. An account will also enable you to partially complete this form and return later to finish. The account you establish is only for this form. If you use this feature we recommend using your email as login and troop number as password.

Let's Begin!

What Type of Event Are You Planning? *

Service Unit Name and Number *

Event/Camp Information

Event Details

Event Title: *

Full Description of Event/Camp *

Event Start Date: * +

Event End Date: * +

Start Time (E.g., 7:00 am/pm): *

End Time (E.g., 10:00 am/pm): *

Is your event open to members outside of your service unit? *

Yes

No

Would you like your event promoted on the Events Website?
Please note: all applicable previous information will be uploaded to the Events Website as is *

Yes

No

If you would like an image uploaded please upload here:

Link to register for event: *

Event website:

Event Location

Name of location or if virtual event link: *

Street Address: *

City: *

State *

Zip Code: *

Will the facility manager require you to get a contract signed? *

Yes

No

Will the facility owner or manager require you to provide a Certificate of Insurance (COI)? *

Yes

No

If the facility owner/manager requires a contract to be signed or needs a certificate of insurance, you may submit it with this form. If you need assistance, please contact Risk Management at insurance@gsnorcal.org.

Participant Information

How many girls? *

How many adults? *

Is this event open to non-Girl Scout participants (youth or adults)? *

Yes

No

Expected number of participants who are NOT registered Girl Scout members. *

You must buy additional Plan 2 Insurance for any non-Girl Scout members participating in your event/camp

(for example, unregistered girls/adults, siblings, other family members, or friends who are not Girl Scout members). Cost is approximately 11¢ per person/per day. Make sure to complete the Plan 2 Insurance Enrollment Form at least two weeks before your event. If you need assistance, please contact Risk Management at insurance@gsnorcal.org.

Registration & Payment

Date Registration Opens * +

Will your event use an online registration system or group website? *

Yes

No

If your event/camp is offering or thinking about offering online camp or event registration, you must choose a web-based provider who ensures protection of credit card data in accordance with industry standards which are known as PCI Compliance. You can find out more information about PCI guidelines and a list of approved vendors by using the online PCI Compliance- Info Packet and Acknowledgement Form.

Will there be a participation fee? * 🛈

Yes

No

Will you allow Fall or Cookie Reward Cards to be used as payment for your event? * 🛈

Yes

No

You may accept Fall or Cookie Reward Cards from girls as payment for their event/camp fees. Please accept these credits as you would money. The council will reimburse the total amount redeemed for your event/camp fee for each girl submitting credits. Reward cards can not be used by adults. Complete the Product Program Reward Card Conversion Form to receive reimbursement.

You will need to collect girl first and last name, reward card number, and the amount she will use. If she does not have enough credits, she can pay the balance with cash or check. Note - Card values can be checked at www.mercury-gift.com

When submitting the form, you will need to include a copy of the event/camp flyer or registration form that includes the event/camp name, date(s), and fee amount per girl.
Allow 4 weeks for processing. The reimbursement check will be sent directly to the contact person noted.