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Girl Scout Event Planning Guide

Overview

Purpose and Goals

Deciding on the purpose and goals of your event is essential if you are to be successful. If you are unclear about your event, the flyers and messages you send out about the event will also be unclear. Here are some questions to consider when determining the purpose and goals.

• What type of event is this?

Is it for girls or adults?
If it is for girls, how involved will the girls be in planning it?
What age group of girls are you targeting?
Is it to serve current membership or is it to recruit new members or both?

• Will your event support GSUSA program goals? Will it help girls to:

Develop self-potential?
Relate to others?
Develop values?
Contribute to society?

• Are there specific try-its, badges, interest patches, or contemporary issues related to the event? What program links do you want to emphasize?
• Will your event support council goals and objectives? Check with your membership staff if you need more information about these.
• Who are you inviting to the event? Will it be open to non-members as well as members? Could you invite girls or adults from other service units or regions? What can you do to make your event as inclusive as possible?
• Will the event lend itself to newspaper articles or other public relations tools? Are there other agencies/organizations in the community with whom you could collaborate to do this event? What impact will the event have on Girl Scouting?

Definitions of Events

Programs for girls may be generated within regions to be responsive to the specific regional needs. When events, trainings and programs are planned on a regional basis, girls have opportunities to make choices and to participate in a wider variety of programs. Regional boundary lines may be crossed to plan events. This flexibility will allow a program to be more culturally diverse or to take advantage of resources in other regions. Programs may also be planned for council-wide participation.

Neighborhood Event - an event for girls and/or adults in a specific neighborhood. It is envisioned, planned, and implemented by a committee, sub-group of the neighborhood service team, troop of girls, or any other group that is meeting the needs of a specific neighborhood. The event could be age specific or it could be open to the entire membership of a neighborhood.

Multi-Neighborhood Event - an event for girls and/or adults that encompasses some combination of neighborhoods. This might be all the neighborhoods in a region, or it may cross regional boundaries. Whenever possible, event planning committees should have input of some form from the entire area served by the event. This input could be from volunteers on the committee, phone contact, discussion at service or team meetings.

Regional Event - girls and/or adults of an entire region have been invited. To be considered a regional event, all members from the event’s target age level's) must be invited. A regional event may also plan to leave a percentage of its registration open to another area, specifically to increase the diversity of the experience for the girls involved.

Council Event - all members of one or more age levels throughout the council have been invited.

All event directors are encouraged to work closely with neighborhood chairs and with the membership manager is. Discuss your expectations of her, and hers for you.

All events must follow the established council event guidelines found in this manual, your Leader’s Guide, council directives and manuals, and Safety-wise.

Scheduling Events

Overview
The timing of your event is very important - schedule it when several other things are already going on and you will create conflicts for people and perhaps make it impossible to succeed before you even get started. Be sure you take religious holidays into consideration.

Location Issues

Where to Start

1. Read Safety-Wise
2. Review event purposes and goals
3. Make a list of all possible sites

Points to be Considered in Choosing the Location

_____ Size - large enough or too large
_____ Wheelchair accessibility
_____ Adult planning event has toured property
_____ Written permission to use the property has been obtained from the property owner
_____ Standards for heating, electricity, ventilation, lighting, kitchen, toilets, and water are commensurate with local fire and health regulations and local building codes
_____ Procedures to protect campers from harmful insects, poisonous plants, and rodents are established
_____ Adequate water supply is available and is certified as safe by a government or private laboratory as required by local city or county regulations
_____ At least one toilet facility and one adjacent hand-washing facility are provided for every 15 persons in an overnight site or every 30 persons for a day event
_____ Provisions have been made for proper disposal of garbage
_____ Areas for campfires are well cleared with fire fighting equipment nearby
_____ Shelter is provided for inclement weather
_____ One story buildings are preferred. If upper story is used, it must have two or more exits, remote from each other.
_____ Exits are by stairs, not ladders, with well secured hand rails or guards. One exit is an outside staircase.
_____ If beds are used: a bed for each person is provided that is no more than two beds high, with two feet between beds and a minimum of 40 square feet per person
_____ Sufficient area is provided for group activities - cooking, eating, games, meetings, etc.
_____ Local law enforcement and fire protection agencies are known and notified if the area is at all remote
_____ All toilets meet state health standards of construction, maintenance and cleanliness
_____ Swimming and boating areas meet Safety-Wise standards

The bottom line is, not only are you responsible for the items listed above, but you are responsible that the site meets all the requirements as stated in Safety-Wise

Financial Issues

Finances

• Setting Event Fees - All events should be self-sustaining. Fees should be based on actual costs of the event. Event Directors should know what the break-even point is (for number of participants) and publish minimum and maximum numbers on flyer.
• Fees by participants should be paid by check. If cash is received, a receipt should be given.
• Financial aid may be available from your Neighborhood or Opportunity funds.

Budgeting and Record Keeping

• Keeping accurate records and receipts of all transactions for your event will ensure good management practices and keep the event on budget. Planning can help you to define your budget. Review the budget items below to help you plan expenses.
• Once the event is completed, a financial report is due to support staff or service unit manager. Use an Event Financial Report Form to make your report.

• Budget Items

Expenses

1. Promotion, Photography, Registration
   Promotion: cost of flyers, artwork, posters (this may be donated)
   Photography: Excellent way to promote next time around. How many pictures/slides? Cost of film and processing.
2. Office Supplies
   Most events need a few small items: name tags, stationary, paper, etc. Include duplicating materials, mailing labels, etc.
3. Telephone
   Toll calls prior, during and after the event should be a part of the budget.
4. Postage
   Will you mail registration flyers? Will you mail confirmation of registration? Include postage also for reports after your event.
5. Medical Supplies
   The service unit may have a large well-stocked first aid kit for loan. Be sure kit is up-to-date before and after event, and replace used items. For any event, a bound journal with pages numbered consecutively is required for first aid treatment. (May be used year after year.)

1. Training Costs
   Staff training and recruitment materials: easel paper, marking pens, hand-outs, snacks, etc.
2. Program
   This is a big item and should reflect the event goals. Art supplies, equipment for special programs, repair of equipment, speaker’s fees, resource publications, hand-outs, participation incentives such as patches.
3. Housekeeping
   This includes clean-up equipment, paper towels, toilet paper (none is provided at council sites), trash bags, etc., that you’ll need to keep things neat and clean up after the event.
4. Volunteer Staff Recognition
   Given by Event Director to event volunteers. THIS IS VERY IMPORTANT! Patches, certificates or other tokens of appreciation. Letters from girls and small plants are appreciated. There are many ways to show appreciation.
5. Transportation
   Includes buses, ferry fares, tolls, parking, drivers, etc.
6. Insurance
   Insurance for tag-alongs who are not participants is the responsibility of parents. Insurance is also needed for registered Girl Scouts at events lasting more than two nights. Non-member participants (boys and girls) will need insurance coverage. Be sure that the request for additional coverage and accompanying money is sent to the council office no later than two weeks before the event, to insure coverage. Contact council for specific details and forms.
7. Food and Beverages
   Depends on the number and type of meals and snacks, girl menu-planning. Consider sack lunches vs. cookouts, milk vs. fruit juices, coffee, tea, cocoa.
8. Meeting Space and Equipment Rental
   Cost of using building, site and/or other facilities, electricity, tables/chairs, projectors, screens, etc.
9. Miscellaneous
   This is for all the little things that don’t fall into the other categories.
10. Child Care for Volunteers
11. Volunteer Reimbursement

Income

1. Program or Registration Fees

2. Contributions: Monetary or in-kind. Check with your membership manager for policies on monetary contributions

People Issues

Girl/Adult Partnership

Girl Planned Events Are Possible

• Be realistic - an individual’s involvement depends on many factors.
• Daisy Girl Scouts:  Limit the number of items to choose between two or three, such as menu items.
• Brownies:  Enthusiastic support for any event that involves them individually or as a troop.  Brownies CAN make choices.  Involvement Examples:

choosing basic theme or idea
rules of conduct
making name tags/invitations
doing flag ceremony, etc.

• Juniors:  Can be active support as teams, patrols or troops for an event.  Involvement Examples:

All the above plus…
development of theme
teaching Brownies songs, games, crafts
short-term planning
teaching ceremonies, skills, plays, etc.

• Cadettes:  Can help with planning support as individuals, teams, patrols, or troop for events (their time involvement is limited).  Those with Program Aide Training can be given more responsibility.  Involvement Examples:

All the above plus…
telephone or personal contact
working well with adults
planning of songs, skits, ceremonies, events, etc.
sharing their skills
sharing their experiences: wider opportunity, special trips, etc.

• Seniors:  Great event planners - individually, in teams, patrols or troops (their time is limited).  Involvement Examples:

All the above plus…
total planning of some events with adult support and advice

• KNOW YOUR INDIVIDUAL GIRLS - Their abilities vary widely.

• Leaders, advisors, event directors MUST WORK WITH THE GIRLS having the idea firmly planted in their own minds that GIRLS CAN DO IT AND WILL DO IT.  It comes down to “Be honest, loving, and have lots of faith and patience.”
• When delegating to girls, remember:

give one task at a time
spread out the task
give a time line
follow up to see if she needs help

Criteria For Quality Program

Criteria to keep in mind when striving for a good program:

• be related to at least one of the Five Worlds (People, Well-Being, Today & Tomorrow, Arts, Out-of-Doors) and the Four Program Goals
• reflect the Promise and Law
• address current needs of the girls, community
• provide opportunity for personal growth, exploring and discovering
• be appropriate to the age level
• be fun
• be flexible
• be inexpensive
• have girl input (if not girl planned)
• be challenging
• be positive learning experiences
• be inclusive of all members
• have a well-trained and happy staff

Other questions to ask yourself:

• Will the program teach or reinforce some knowledge?
• Will it develop skills?
• Is the program suitable to age, group and experience?
• Is the program consistent with progression guidelines?
• Does your event support event goals?
• Do you offer participants a chance to give feedback on the event?

Diversity

As an Event Director, you need to be aware of many differences among the girls and adults in our Council.  These differences include geographic location, age, religion, ethnic group, education level, physical abilities, economic level, number of years in Girl Scouting, and countless other differences that enrich the overall Girl Scout experience.

Be careful not to stereotype and to consider all girls.  For instance, it might take some girls over two hours of travel to reach your event.  Will you have time for snacks near the beginning of the event?  Or will your letter of confirmation remind leaders to provide for this themselves?  Do your written materials include lots of white space and big margins to help those with dyslexia?  When planning a Native American Day, for instance, realize that there are many important differences between tribes.  You might focus on tribes in your area and find some local tribal representatives to help with the event.  Try to recruit adults to help with the event that reflect our diversity and provide girls with diverse role models.

Remember, too, that our girls and adults share many similarities as well as differences.  With attention to your overall program goals and sensitivity to both similarities, your event is sure to be a success.

Recruitment of Staff

Do you need…

• Apprentice/Assistant Event Director - in training for next year
• Business Manager
• Registrar
• Child care staff
• Cooks (check with council for training needed for use of camp kitchens)
• Dishwashers
• Emergency telephone contact at “home base” to relay messages to event
• Equipment Manager
• First Aider (who has current certification) with vehicle to insure an accident-free event
• Girl Planning Group
• Greeter/Hostess
• Maintenance/Clean-up Crew
• Meal Planner's)
• Outside Resource People
• Photographer
• Program Specialists (crafts, music, outdoor skills, etc.)
• Program Aids
• Publicity Coordinator
• Shopper's)
• Transportation Chair
  • Traffic Controller
  • Parking Attendants
  • Arrangements for Commercial Carriers:  airlines, buses, trains, boats. (Contact council for specific procedures for approval of these companies)
• Unit Leader's) and Staff
• Waterfront Personnel
• Kaper Crew - for cleanup chores or to help cook.  Make sure Kaper helpers do not miss scheduled events

Delegating
The chief purpose of delegating is to divide the work load.  It is the entrusting of an activity or responsibility to another person.  It also provides opportunities for growth and development for you and your staff.

• Give a clear and brief description of the work to be done
• Give specific results expected
• Give a timeline for completion of tasks
• Give guidance and assistance when needed
• Follow up (check on timelines, etc. to see how it’s going)
• Give credit to those who do the job (frequent verbal “thank-yous” go a long way)

How to Train Your Staff

1. Be sure to put training on your timeline.
2. Determine what your staff needs to know and what needs to be done.
3. At the training:
   • create a team feeling and sense of common purpose
   • review expectations of the event - yours and theirs
   • cover the basics:
   • site boundaries
   • procedures
   • timing of activities, etc.
   • number at stations or activities
   • general program content
   • discipline
   • emergency procedures
   • weather conditions
   • budget - how to handle unplanned and planned expenses
   • alcohol policy
   • smoking policy
4. A happy, confident staff makes for a good, safe and fun event.  Happy leaders make for happy girls.
5. Don’t forget to plan a staff recognition.

Administrative Issues

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Registration and Confirmation Procedures

If you are doing your own registration, you may want to adapt some of these council procedures for your use.  If participant registration is being received by the council office, you will have the following supports:

• A confirmation of receipt of registration will go out the week it is received.
• A confirmation packet, including directions, schedule, arrival and departure times, meal information, equipment to bring, etc., should be sent out at least one month prior to the event.  The contents of that packet is your responsibility and we ask that it be given to your Director of Membership and Marketing for printing at least six weeks prior to the event.  Please limit the material going in the packets in order to keep printing and postage costs down.
• A list of the troops or individuals participating will be sent to you after the registration deadline.  The list will include the name, address and phone number of the person making the reservation, troop number, and number of girls and adults participating.
• The membership staff receive a weekly update of number registered in each event.  They will keep you posted as to how well your event is filling up.
• Girl event registrations are processed by the Program Registrar.  Adult event registrations are processed by the Training Registrar.
• Late registrations?  Let the registrar know the week of the registration deadline whether or not you will accept late registrations.
• To receive money to purchase supplies, food, etc., please ask your staff support to submit a check authorization for an advance.  You may request up to the amount you would expect to receive in income for the event.  Receipts must be kept for all purchases and a financial report completed immediately after the event.  The costs of mailing and printing confirmations should also be covered by your event budget.
• Any registrations received at council will be forwarded to you.  Checks will also be forwarded if they are made out to you.  If the checks are made out to council, they will be cashed and deposited.  You will then receive an advance to cover the amount received by council.
• Confirmation materials (within reason) may be printed at council offices.
• The council event registrar will answer basic questions about programs, covering any information that is in Panorama. However, all other questions will be referred to the event director or to the staff and service center providing support for the event.

• If the event fills up, a waiting list will be developed.  This waiting list will be utilized to fill spaces created by cancellations.  Troop/individuals will be notified that they are on a waiting list.  Check with your membership staff for procedures regarding refunds, deposits, etc.
• Registration fees for events are not refundable unless the event is canceled or full.  If a troop or individual cancels after registering, the fee will only be refunded if their space can be filled by someone on the waiting list.

Confirmation Packets

• Welcome note
• Map/directions to location
• Check-in and check-out times and locations
• Emergency number at site or emergency contact person if a number is not available
• List of equipment to bring
• Information about meals, if appropriate
• Schedule for event
• Who to call with questions
• Girl Scout Council identification
• Balance due on registration, if appropriate

How to Promote Your Event

The best way to promote your event is to use both written materials like flyers or published notices and word-of-mouth.  Members of your committee can go to local Service Units and let leaders know about the event you have planned.  Timing is important.  Six to eight months is not too soon.

Don’t forget to let your local community know about your event - before the event to register girls and adults, and after the event for publicity purposes.  If registration is open to registered Girl Scouts only, your radio or newspaper notice should say that.

Any notice you would like published should contain the essentials of your program:  What the purpose of the program is;  who can come;  when the event will take place;  where the event will take place;  and how much it will cost.

You can also send pictures and press releases to your local newspaper, council publication or service unit newsletter, or ask them to come out and cover your event.  You will have more success in getting coverage if you can give the editor at least two weeks advanced notice and if you suggest times during the event when activities that are especially photogenic will be happening.  Check with your Membership Manager to see if you have a volunteer Public Relations Manager for your area to help with local promotion.

Registration Flyer Essentials

The quality of your flyer and the information it contains can save you money and a lot of time, especially if a contact person’s phone number is on it for further information.

Production of flyers for regional and council events may available through your council. Please contact your membership manager for more information. Production generally must be requested at least one month in advance.

Production of Girl Scout Flyers

When you put words on a piece of paper and send it to people, you create a communication tool that is important not only to the success of a particular event but to the perception people will have of the organization. We want the impression we create to be a positive one. There is clip art for the Girl Scout logo, Council logo and United Way logo available from your council. Also, your membership manager may have templates for flyers, including vital pieces like the council name, onto which you can put your event information.

1. Planning

a) Identify the reader/audience. Are you communicating with:

1) Parents? Leaders? Professional people outside the organization?
2) Girls? Identify age levels. Is flyer written for girls or their parents?
3) Members? Non-members?

b) Identify the most appropriate writing style, visual message for the reader/audience. Avoid “busy” flyers.

c) What do you want the flyer to accomplish?

1) Give information?
2) Get someone to do something? Remember to include:

a response/registration form
person/number for additional information

3) Does the flyer communicate your goals for the event?

d) Determine how flyer will be distributed.

1) If the flyer is mailed, verify the position of mailing label, use of postage and method of folding flyer.

2. Elements of the flyer

a) Flyer heading/title
b) Event Information

1) Description of event
2) Identify participants
3) Date/time
4) Place/address (map or route instructions, if necessary). Beware of local vernacular that may be unclear to others outside the area.
5) Cost (including statement re. $6.00 national membership for non-members). Also include availability of financial assistance, breakdown of what is covered in the fee, cost for adults.
6) Items to bring (if applicable, including medical forms)
7) If overnight event, description of lodging; i.e. outside or inside units at camp
8) Contact person's) for additional information
9) Registration deadline
10) Event cancellation and refund policy
11) Confirmation information
12) And something to tell me why I should want to do whatever it is you want me to do.

c) Girl Scout identification (service mark)
d) Council identification (sponsoring organization)
e) Response/registration form for event should include:

1) Name's) of participant's). (or leader’s name and number of girl participants.)
2) Address
3) Telephone: day and evening numbers
4) Service Unit
5) Grade or program level
6) Troop number
7) Information on making out and forwarding payment checks; amount enclosed
8) Parent/guardian permission for participation and for use of any photos
9) Permission for daughter to join Girl Scouts (if applicable)
10) Other choices on event, such as workshops, unit at camp, dietary restrictions.

f) United Way affiliation

3. Flyer Design Basics

a) Design styles

1) Symmetrical - balanced or central format

·        dignified, comfortable, but can be boring.

2) Asymmetrical - unequal right/left, top/bottom, text/graphic balance

·        creates tension, and tension adds interest to the page

b) Visual Interest (use of graphics) 

1)      Illustrations/photographs

·        Try to organize the page around one dominant visual element.  Avoid the measles (i.e. lots of small “things”).

·        Select clip-art that will reproduce (avoid blue inks and heavy shadings).

·        Make certain that clip-art is not demeaning to any racial/ethnic group.

·        Do not use copyrighted materials without permission from the owner of the copyright (see “Copyright Regulations”).

2)      Boxes

·        Use with discrimination - use to organize space or to emphasize an item.

3)      Margins/white space

·        Do not fill up every smidgen of space.  White space is a good thing and can make you flyer much more inviting to read.

·        Margins of full-page flyers, 8.5 x 11”, should be at least .75” wide.  The larger the page, the wider the margins should be.

 
4) Girl Scout logo and the words “Girl Scout”

·        These are copyrighted corporate symbols and are subject to specific regulations.  Refer to GSUSA Graphic Guidelines for specifics; available through council.

5) Council logo

• Council Identification symbol - the integrity of the design should be protected.
• Check with your membership staff for current design and regulations.

c) Use of type

1) Hand printed text should be created in a solid black for best reproduction.
2) Typewritten text - make certain the typewriter ribbon gives solid, black impression.

• Also applies to computer generated text.

3) Lines/Headings set in all capitals are more difficult to read.
4) Lines set in italic are more difficult to read.
5) Keep “decorative” lettering to a minimum.
6) Keep the number of different type styles to a minimum.
7) Caps, italics, decorative and contrasting type styles are all used for emphasis and interest, but should not be overdone.  If your flyer is too much “work” to read, it will not be read.

4. General Comments

a) Try to lead the reader’s eye (with text or graphics) from one important element to another.
b) Handouts at community events, etc., should always have clear organization identity.
c) Paper color: select a color that is appropriate for the intent and audience of your flyer.

• Your favorite color may or may not be the most appropriate.

d) There is an inviting array of type fonts, graphics, photos, etc. online to search for. If you see something you like on another web site, check their credits to find a link to their source. Most graphic sites allow copying, as long as you give them credit for their work. BUT, resist the urge to use them all on one page;  it will look too busy and will probably be a visual annoyance to the reader.

e) Proofread! - Then proof again.
f) Ask someone who is unfamiliar with the event to look at your flyer.  Don’t ask them if they “like it” or if “it’s okay.”  They will glance and say it’s fine.  Ask them if they would be interested in attending the event. This will make it necessary for them to read your piece.  Don’t assume the reader will understand something you don’t tell her/him.

Girl Scout Logo:  Dos and Don’ts

• The Girl Scout service mark is composed of two parts: The symbol (the trefoil with three profiles) and the logotype (the words "Girl Scout"). Both parts must be used together in all printed materials.
• The service mark may never be redrawn, re-proportioned, or modified in any way.
• The positive reproduction symbol is used when 1) the background is white, or 2) the background is light enough to offer sharp contrast to the darker service mark.
• The reverse reproduction symbol is used when 1) the background is dark, or 2) the background does not offer sharp contrast to the darker service mark.
• If the service mark is used in two colors, the symbol must always be green and the logotype blue: never the reverse.
• Do not change the placement of color in the symbol (i.e. don’t color in the "white" face shapes).
• Do not place the service mark against a background of complicated graphics, patterns or textures that could hinder readability.
• Do not use the service mark as part of another design or graphic element (i.e. bars, panels).
• Do not incorporate the service mark with other graphic devices or shapes. Do not use the service mark as part of another design.

Copyright Regulations

Copyright laws protect the authorship of materials in a variety of categorized which include: written materials, graphics (including cartoons and cartoon characters), music (including accompanying words), dramatic works (including accompanying music), movies and other audiovisual works, recordings, computer programs, blueprints and maps.

Copyright Girl Scout materials include the corporate symbol (the trefoil), most of the GS,USA books and packets and Girl Scout Leader. Council logos are corporate identification symbols as well and are covered by similar restrictions.

Girl Scout program and event directors need to remember that locally reproduced songbooks, recipe books and program materials that include copyrighted elements without permission for use are illegal and place the person producing them in a position of liability.

If use of copyrighted materials is needed, contact the owner of the work (not necessarily the published user) and request written permission to use. If permission is granted, remember to credit the source of the information you use.

 

 

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Last modified: 09/06/04.