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TROOP FIELD-TRIPS AND TRAVEL

WHAT IS A GIRL SCOUT TRIP
A Girl Scout trip is an opportunity for girls to have fun and experience adventure. Taking a trip is a
way to enrich ongoing programs and accomplish the 9 outcomes for healthy girls. The trip should
have an immediate purpose, stimulate good programs or be the climax of an activity in which the girls are already involved.
The trip is not something planned for girls by adults … the girls themselves do the planning
with guidance from adults. The adult/girl partnership makes taking a Girl Scout trip an important way for girls to learn.

THE PLANNING PROCESS
Learning to plan a trip should be a progressive experience for a Girl Scout, one that begins
at a level which the girls can handle. Brownies may want to begin with a discovery hike. Older
girls may want to begin with a simple trip to a museum or a historical bus tour. Once the planning process is understood, girls can progress to longer and more experiential trips. Regardless of the troop/group’s level, the basic steps to plan a trip never change. Every group starts with the same questions:

Where are we going?
When are we going?
How will we get there?
How much will it cost?
How should we get ready?
What will we do along the way?

Through the planning process, the girls will be able to answer these questions themselves by developing overall plans, making arrangements, budgeting and handling money, accepting responsibility for personal conduct and safety, and by evaluating and sharing their experience with others.

THE PROGRESSION OF TRIPS
Every troop should start with meeting-time trips to points of interest in the neighborhood. A walk
to see a nearby garden, a short ride by public transportation or car to visit a civic interest.
Day trips are daytime excursions away from the troop meeting place and outside the regular
meeting time. Girls may plan an all day visit to a point of historical or natural interest that includes
a packed lunch. They may also choose to sightsee in a nearby city, and schedule time for lunch
in a restaurant. Longer trips will range from overnight stops to extensive travel within the United States. The destination might be a national Girl Scout program center, a state or national park, or a historic site. The group may stay in a hotel, hostel or motel. The group may also choose to camp at a Girl Scout campsite or nearby camp grounds.

Trips to other countries. Girls who have progressed through extended trips may eventually choose to plan trips across the border or overseas. Trips to Canada or Mexico are good introductions to international travel and offers girls an opportunity to be good ambassadors. Trips overseas take two or three years of planning and preparation. Before initiating trips to other countries, including Canada and Mexico, the girl/adult team must demonstrate to Council their ability to plan, organize, budget, accept responsibility, observe emergency and safety measures, work together and evaluate previous experiences through a variety of successful mini and extended trips.

PROGRESSION BY AGE LEVEL
Groups will vary in their ability based on age and experience. Therefore, it is important to plan trips according to each level. Working with the girls over time, allows you to assess their readiness to plan a trip. In addition, your Age Level Leader Guide and your Safety-Wise provide appropriate ideas for progression.

Brownies. For travel of any distance, the leader takes the trip in advance, preferably with another adult, to see how long it will take, to check points of interests appropriate for Brownies, locate drinking water, bathroom facilities and lunch places. She sets arrival and departure times, schedules tours or guides, arranges transportation, parent’s permission (YOU MUST USE COUNCIL FORMS), or alternate plans. In preparation, the Brownies and the leaders talk about activities available, how much the trip will cost, choose what they will do and see on the trip. They also discuss what to bring and what is expected of them, particularly in regard to courtesy and safety.

Junior. Junior Girl Scouts will often discuss how the Girl Scout Law applies to their trip, how they can be courteous and considerate, how they respect authority, use resources wisely and how to be cheerful if things go wrong, protecting and improving the world around them. As they plan, the girls learn to deal with time, money, people and equipment. The leaders advise the girls as needed and when necessary, help them scale down their ideas to what is possible and fun.

Cadette. New adventures appeal to girls of Cadette age. As girls mature, they can learn more and more about how to manage group activities. The Cadette handbook suggests trips to state capitals, Girl Scout national centers, and visits with troops in other parts of the country.

Senior. The expanded outlook for Senior Girl Scouting fosters unlimited possibilities for travel. Senior groups can plan a variety of trips related to their major interests. The excitement and anticipation involved in planning a trip will help the girls strengthen bonds of friendship that have been developing through other Girl Scout activities. After a destination has been chosen, each person in the troop/group can work on a different logistical matter so that everyone becomes involved in the project.

PROGRESSION IN GIRL SCOUT TRAVEL ACTIVITIES
A trip is any activity not held at the time and location of the usual troop/group meeting as listed on the registration summary. (Please review the following charts for description of trips, prerequisites and other requirements.) Please contact your Membership Manager to make sure that you are filling out all of the necessary forms for the trip, you may also need to purchase additional insurance so make sure that you ask. Always consult Safety-Wise, 2000 Edition, Chapter 5, Planning Trips with Girls Scouts, pages 44-60 for Activity Checkpoints for activity planning policies/procedures and First Aid Requirements.

* An adult who has completed Advanced Outdoor Skills Training must accompany the group.

PLEASE NOTE: When traveling, all girls, adult leaders and other adult volunteers must carry an identification
card on their person AND wear an identifying bracelet or necklace with the following information:

Name of Girl or Adult
Name of Girl Scout Council
Telephone Number for Emergency Contact
Allergies and Medications

AREAS OF PREPARATION
Girl Scout Trip Procedures
All trips. Leaders and girls should know and follow council policies and standards concerning trips, adequate supervision, preparation, and money earning projects. Talk with your Membership Manager at Council about the plans and get Council approval, when needed. Also, it is important to refer to Safety-Wise for Girl Scout travel and camping standards. On longer trips, everyone should follow council policies concerning camping or overnight trips. Seek council advice early in planning to check on procedures and to get whatever council approvals may be necessary.

Trips to other countries. As soon as there is interest in traveling outside the country, leaders and girls should inform the Council through the General Program Department and secure permission when planning any trip. Always work with the council from the beginning and establish checkpoints for reporting progress as plans develop. Be sure to secure final council permission and other permission as required along the way.

All trips require the completion of a Girl Scouts of Columbia River Council Parent Permission slip and completed Girl Health Card that should be taken with on the trip. Extended trips also require an Intent To Travel.

SOUND PLANNING

All trips. Travel should take its place as a part of ongoing group activities, with all participants included in each planning step. Plan the trip in patrols, committees, or Brownie rings. Develop plans and budgets with all the girls and adults who are going, taking into consideration the religious and ethnic diversity of the participants.

“Before a leader develops plans for these activities, she must inform parents and guardians and discuss these activities with them. (Safety-Wise, pg. 67, Standard 10, Par. 3).” It is important for leaders to ensure that parents understand the plans. Parents should have confidence in you as the leader and should be behind the project wholeheartedly behind the project and the intent of the trip. In addition, the involvement of girls is successful when they can excitedly articulate the purpose of the trip and the plans they have made. Girls should play a major role in explaining travel plans to the parents.

Girls and adults must prepare for each new experience, whether it is a day trip to the zoo or travel to another city or country. Use community resources, people, organizations and libraries to enrich travel plans and the ongoing troop program. A librarian can lead the group to helpful books, films or websites. You can also invite someone to a group meeting who can talk to the girls about the place they are going.

On longer trips, the itinerary is the basis for troop planning and budgeting. It is important that all parties involved agree on where the group will go and how long the trip will last, with the understanding that the itinerary may be revised, as the plans proceed, if necessary. Before deciding how to travel, investigate transportation items, then select the form of transportation that best suits the group’s needs. Plan overnight stops, decide what kind of accommodations are needed, and make reservations in advance and obtain confirmations in writing. Be creative and make contacts with Council's and troops in the area you are traveling to. You may save money by being hosted by a different troop and make good Girl Scout friends.

When planning trips overseas, the average troop and council are wise to work through a reliable, experienced travel agent who can suggest the best route, and make the best arrangements. Find out what travel documents are needed and what they cost (i.e., passports, visas, tourist card or other proof of nationality and International Certificate of Vaccination.) Passports are generally required for travel outside North America; Mexico requires only a tourist card. Passports and information can usually be obtained at U.S. Post offices or from the U.S. Department of State. Most countries outside Western Europe and South America require visas and immunizations that are recorded on an International Certificate of Vaccination. Applications for visas are made to the missions or consulates established by foreign countries in U.S. cities. Obtain passports and visas at least two months prior to departure. Get customs information on what can be taken into foreign countries and what can be brought back to the United States.

The troop should learn as much as possible where they will visit. Preparation is half the fun and everything the group learns will enhance the trip. Decide well in advance who will be responsible for gathering materials and briefing troop members on places and subjects of interest. Obtain maps of target areas and cities from the travel agent or identify location in a travel guide. Find points of interest on maps and work out sight-seeing schedules before leaving. Bear in mind that it is not necessary to do everything as a troop while traveling. Provisions should be made for groups and individuals to pursue personal special interests on the trip.

The community may have a lot of information to offer girls preparing for a trip to another country. Besides using library resources, girls can invite someone who has traveled or lived in that country to a troop meeting. Each girl should also learn a few phrases in that Country’s native language. The more the group is able to relate to the people in their country’s language, the more real and enjoyable the experience will be.

Financial Arrangements
All trips. Check the costs of trips in advance. As a troop, decide on a budget, if one is needed; deter- mine from where the money will be coming and how long it will take to earn. Determine how much the trip will cost each girl and how much the troop will pay. Be sure to budget for unexpected expenses and spiraling costs. Choose someone to handle the group expenses. Many girls of Junior age and older are ready or can learn how to take care of expenses. With less experienced Girl Scouts, it is wise to have a girl/ adult partnership responsible for the group funds.

For overnight and longer trips, the group should work out a realistic budget that includes sources of income and expenses, transportation, lodging, food tips, insurance, recreation admission fees, taxes and emergency funds. Remember to gain Council permission for group money earning projects.

Money Earning Ideas

A. Sales:

Cookies
Bake sale
Home-made candy, popcorn, or other food sale
Lemonade
Home-made holiday card sale
Daisy, daffodil or long-stem rose sale
Potted plant sale
Helium balloon sale
Bean soup, beans & rice, dog treats, or other home-made package sale

B. Events:

Rummage/Garage/Yard Sale
Flea Market
Book Fair
Uniform Swap
Spaghetti Dinner
Pancake Breakfast
International Food Festival
Sock Hop/Rock-a-Thon/Dance Party
Girl’s Art Show and Sale

C. Services:

Face painting
Clown or magician service
Children’s craft booth
Car wash
Leaf raking
Baby sitting or clean-up/set-up for special events or meetings
Holiday gift wrapping

CALL YOUR MEMBERSHIP MANAGER FOR CLARIFICATION ON ALL FUND-RAISING, AND MAKE SURE TO FILL OUT THE COUNCIL MONEY EARNING PROJECT APPLICATION AND GET THE PROPER AUTHORIZATION FOR THE PROJECT.

Financing Trips to Other Countries. In many places in Western Europe and Canada prices are equal to or higher than in major U.S. cities. Know the value of the dollar or rate of exchange at the time of the trip and base the budget on the economy of the countries to be visited.

Carrying large amounts of money in cash can pose a safety risk. Make sure to carry all group and personal funds in traveler’s checks and only cash them at reliable places, i.e,: banks, hotels, tourist offices and shops. (Banks will generally give the best rates.) Cash only the amount needed, but be sure to save enough local currency to cover airport taxes and tips. Some countries will not allow its currency out of the country, exchanging the leftover amounts at the border can cause inconvenience and delay, as well as increased expense.

It is important to have each person keep a record of the numbers of her personal traveler’s checks. This information should be kept in a place separate from the checks, so a refund can be claimed if the checks are lost. Also, a daily record of all expenditures should be kept. Choose someone to handle the group’s funds and expense records. It is important to save the purchase slips of anything carried back or mailed home, U.S. customs officials may ask to see them.

The person handling the group funds must be able to make quick conversions in each currency to pay bills and tips. Every girl and adult should have a chart of money values in each currency. These charts are available from banks, airlines, guide books, or travel agents. Get the charts ahead of time so each person can become familiar with the different coins and learn their values in dollars.

HEALTH AND SAFETY

All trips. Leaders and girls should always refer to Safety-Wise and should understand and observe all health and safety practices pertinent to the trip. Be sure everyone knows what to do in case of sickness, accident or emergency.

Health and Safety on Overnight and Longer Trips. Travel can be strenuous and all travelers should be in good health. For an extended trip, each person should have the recommended health exams and immunizations, and should take their health records, medication, lens prescription and extra eye glasses.

Make sure that a first aid kit and a Council approved first aider is present at all times. A Council approved First Aider is an adult with a current National Health & Safety or Red Cross First Aid Certificate. On extended trips, it is also desirable that one of the adults is a registered nurse who has camp or school experience.

Necessary Health and Safety Forms

Pink - Girl Scouts- Columbia River Council Emergency Contact Card
Girl Health Records
Parent Permission Slips

Follow this Health and Safety Checklist for a Meeting Trip, Day Trip or Extended Overnight Trip.

Secure a permission slip for each girl signed by the custodial parent or guardian.
Bring a first Aid Kit. (See Safety Wise page 38)
Bring emergency/health history information for each girl. This should include information on medical concerns, including allergic reactions and asthmatic conditions.
Divide the group into buddies and be certain the girls know what to do if they are lost or separated.
Check the Activity Checkpoints for the activities planned ( See Safety-Wise page 78).

Keeping the Girls Together — The Buddy System.

Under the buddy system, girls are divided into teams of two. Each person chooses or is assigned a buddy and is responsible for staying with her buddy at all times, warning her buddy of danger, giving her buddy immediate assistance if it is safe to do so, and calling for or going for help when the situation warrants. The buddy system is one of the most effective methods of protecting girls while they are away from the regular group meeting place or engaged in outdoor activities. This system enables the leader to determine quickly the name of a missing person. The system does not relieve the leader of her responsibility to know the whereabouts of each member of the group; but requires that each person share responsibility. Leaders need to involve everyone in the buddy system during the pre-trip planning, at the beginning of each outing, and during the outing. If the buddy system is to be really effective, all members of the group need to understand how it works and how to adapt the system to each outing or camping trip.

Girls and adults can choose their buddies at the start of a trip or upon arrival at a campsite. If there is an odd number, expand one team to include three members. Review all possible hazards, do’s and don’ts, an emergency signaling system, where adults can be found and where to go for help. During a trip, the leaders or other adults in charge must conduct periodic buddy checks.

When girls with disabilities are participating, make sure they are paired with other girls rather than with adults, if possible. It is important that all girls spend time with their peers.

Lost Person Search Procedure.

The following is the procedure to follow should any person become lost during a trip, an outdoor outing, or while at camp:

All persons should be told during their trip or outdoor program orientation that if they ever become completely lost from their group and are unable to find their way back, to remain where they are. It might be helpful to attract attention by blowing a whistle, singing or making a signal with a bandanna or signal mirror.
When a person is discovered missing, determine immediately when and where the person was last seen. Care must be taken to assure that the person truly is missing.
If the person cannot be found, the Adult in Charge (Leader, Camp Director) should be notified.
The Adult in Charge will organize a search utilizing selected adults. The remainder of the adults should calmly continue the program with the group. First places to look for a missing person should include, as applicable: all bodies of water (pool, creek, pond), building on or near the site (bathrooms/latrines, tent units, restaurants) and any potentially dangerous areas (parking lot, roadways.)
If the person cannot be found, the Adult in Charge will contact local authorities to determine the next course of action. At this point the Council’s needs to be contacted, and/or emergency numbers need to be called.

OUTDOOR PLANNING
Camping or canoeing trips, or other high risk activity trips need leadership training related to the activity, such as Advanced Outdoor Skills, and must be proficient and certified in Life-Saving, Water Safety and Canoe Instruction. Consult with your Membership Manager when considering this kind of a trip or activity to find out what special leadership training is needed and the availability of a course.

Before a day in the outdoors or a camping trip, the following key points can help ensure a good experience. In preparation for the trip and before departure:

Learn the location and telephone number of the police station, fire department, rescue squad or ambulance service, and civil defense center; find out the route to the nearest hospital; and obtain any other applicable emergency information.
Have on hand the name and the telephone number of the camp’s manager or property owner.
Obtain required information and/or equipment from parents for girls who may be asthmatic, diabetic, seizure-prone, or who may have other health impairments requiring attention.
Prepare a list that includes:
- the name of girls and adults going on the trip,
- the name of each girl’s parent's)/guardian's), complete address and telephone numbers.
- a telephone number for the site. Girl Scout council emergency information.
- a map of the site with proposed side trips.
- the route and return trip route if different.
- an approximate timetable for departures and arrivals.
- identification of the vehicle staying with the group (i.e., license plate number, make, year and color of the car.
Appoint at least two emergency contact people at the home base or at the local Girl Scout Council office. In the event of delays or changes in the original itinerary, the leaders are to notify the emergency contact people. Parent's)/guardian's) should be instructed to speak with the emergency contact person to obtain important information to be used in an emergency.
Review all safety rules and procedures to be followed on the trip. Skits, role plays, quiz or flash card games and discussions can be used to teach girls about safety and security problems that may be encountered on the way to an event or during a camping trip.

FIRST AID.
A certified First Aider must accompany each troop/group, when meeting away from the regular meeting place and there is a risk of potential injury, or if transportation is involved. If a girl must go to a doctor or hospital while on an outing, follow the procedure below: This would be for an injury or illness NOT considered critical.

Contact the parent's)/guardian.
Ensure adult coverage for the rest of the group.
Take the Mutual of Omaha Insurance Claim form, the girl’s emergency/health history information and permission slip with you to the hospital.
Notify the Council office, Risk and Insurance Director, as soon as possible.
Complete the Incident/Accident Report form and submit it and the Mutual of Omaha claim form to the Council office as soon as possible.

Medication. All prescribed and over the counter medications should be given to the group’s First Aider. Exceptions to this rule include asthma medication and bee sting kits; these must remain with the child at all times. The medications must be in their original container and have the child’s name and a legible prescription dosage.

For outdoor activities, each girl must bring her own sunscreen and non-aerosol insect repellant; the girl’s name should be clearly marked on the container. Sharing of these items is NOT permitted, as some people have allergic reactions to certain types of sunscreen and insect repellant. The child must be able to administer her own medication and apply her own sunscreen and insect repellant. The First Aider and/or leader are not permitted to administer or apply medications, sunscreens or insect repellants. They are required to ensure that these items are used safely and as instructed.

Transportation and Liability Insurance

Making decisions about transportation is a very important part of planning a trip. The first concern is always safety. Leaders and girls have a responsibility to evaluate what transportation can be taken, to understand safety requirements and then determine what mode of transportation is best for the trip.

Council has policies and procedures related to transportation for group travel. Troop/Groups should follow these procedures to ensure that travelers and Council are properly protected by insurance in the event of an accident/incident.

Insurance protection needed is called liability insurance. This is different from the Plan of Basic Activity Accident Insurance that automatically covers every registered member of the Girl Scout Movement. The Basic Plan reimburses individuals for out-of-pocket medical expenses due to accidents that happen while they are engaged in, or are traveling to and from, approved supervised Girl Scout activities. General liability and automobile liability policies provide insurance for claims or suits arising out of an accident that occurs during a Girl Scout activity. When groups are making travel decisions, it is important for the Council to know if there is liability coverage and how much, if the amount of coverage is adequate, and if not, whether additional insurance is available.

When planning trips, there are several modes of transportation that Girl Scout groups might use. When approaching what form of transportation to choose, keep in mind responsibilities involved, paperwork that may be required and what special insurance is required for that type of transportation.

Public Transportation

Regional Carriers. Transportation companies that serve the public tend to be the safest way to travel. Many of the common carriers are subject to regulations that set standards for equipment and personnel. Regulated transportation involves bus inspection, driver qualifications and also minimum amounts of insurance that must be carried in order to operate. Carriers have primary responsibility for the operation of the conveyance or the operating personnel. Time schedules and routes are established by the companies; but, it is possible to negotiate reduced group fares if a certain number of passengers can be guaranteed.

Charter Buses. To reach a location that is beyond scheduled routes, the group may want to charter a bus. This is a service provided by most good bus companies. Under a charter agreement, the company supplies the vehicle and the driver. The cost of the Charter bus remains the same regardless of the number of passengers. Chartering a bus usually requires signing an agreement, leaving a monetary deposit, and verifying the type and condition of the charter bus are acceptable.

It is important as the adult in charge, to check out the terms of the agreement before submitting it to the Council to be signed. Remember: An agreement that needs to be signed must be approved/signed by Council.

Private Passenger Cars, Station Wagons and Mini Vans. Cars, sports vans and family wagons/suburbans are all suitable vehicles for transportation, provided each passenger has a proper seat, the vehicle is not overcrowded and there is adequate insurance on the vehicle.

In the event of an accident, the insurance carried by the owner of the vehicle is the primary applicable insurance. All vehicles used for Girl Scout activities should be adequately insured by the owner.

READY TO GO—ON THE ROAD CHECKPOINTS FOR A SUCCESSFUL OUTING

Where We Are Going

The girls have chosen where they would like to go.
At least two weeks ahead of time prepare and send home permission slips.
All Forms have been
- completed
- returned
- approved by Neighborhood/Membership Manager/Council
Transportation reservations have been confirmed [Two weeks prior to trip.] (Conf. No. _____ )
Overnight reservations have been confirmed. [One week prior to trip] (Conf. No. _____ )
Necessary equipment confirmed.
Money for trip has been collected.
Traveler’s checks processed (when necessary).

Preparing the Troop

Review the buddy system with the girls and what their responsibilities are.
Review safety considerations. (What to do if hurt or lost; special considerations due to the nature of the outing.)
If the First Aider is not already known to the girls, introduce her/him to the girls in advance.
Practice being considerate guests.
Go over everything (where to meet, when to meet, route being taken, what will happen, when and where you will return and what is expected of the girls).
Remind all girls that they must have an ID tag or bracelet on their person when traveling. Making these may be a good pre-trip activity for the troop/group.
Have the girls discuss their goals for the outing.

AFTER THE TRIP
When a trip is over, all bills should be paid promptly. Girls and adults should write thank-you letters and return borrowed or rented equipment in good condition.

Evaluate the trip. Discuss what was fun and worthwhile, what girls and adults would like to change or eliminate on future trips, and report back to your Membership Manager with the group’s evaluation.

Find ways for the group to build new activities based on their travel experiences. Share experiences with others and don’t forget the people in the community who helped the group prepare. The group may also want to pass tips along to others who are planning similar trips.

Keep in touch with friends made along the way. Group members may enjoy exchanging letters, photographs, postcards, cassette tapes or handmade gifts. Some day these new found friends might be travelers visiting your area in the United States. Keeping in touch as you travel and after returning builds lasting friendships.

Last modified: 09/06/04.