Service Unit Event Planner Girl Scouts of the Mississippi Valley

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1 Service Unit Event Planner Girl Scouts of the Mississippi Valley Information for Girl Scout Volunteers 2006 Top Five Reasons to Plan a Service Unit Event 1. Service Unit events create a stronger community presence. 2. Service Unit events create a stronger connection with Girl Scout families. 3. Girls enjoy meeting other Girl Scouts from their local neighborhood and surrounding areas. 4. Teen Girl Scouts can become leaders and role models while completing requirements toward leadership and service awards. 5. Service Unit events are fun! Girl-Approved Ideas for Service Unit Events Service Units can plan a fun event to encourage active and continued participation in Girl Scouting. Events can also be held to involve and connect with Girl Scout families or as an opportunity for registered Girl Scouts to bring-a-friend and invite a non-registered girl to explore new things and meet other Girl Scouts. Always start planning an event by asking the girls want they would like to do. Girl-approved suggestions include: Artistic workshops to learn pottery, basket weaving, knitting, or sewing Bus trip to Adventureland or Great America on Girl Scout Day Camping at Camp Conestoga in the spring or fall Carnival Day with a ring toss, fishing game, duck pond, and ball throw Craft/SWAP Day with several different craft/swap projects Family dinner or picnic to thank families for their support during the past year and present the Family Partnership Appeal campaign Overnight lock-in at the local recreation center or high school with a GirlSports sports sampler or board game tournament Swimming and pizza party at the local pool or water park Questions? Comments? Contact the Girl Scout office nearest you. Rock Island Office 2011 Second Ave Rock Island, IL Cedar Rapids Office 680 2nd Street SE Suite 100 Cedar Rapids, IA Join the Fun as an Event Coordinator Have you considered becoming an Event Coordinator for your Service Unit? The purpose of the Event Coordinator position is to train, coordinate, and support other adults planning event for the Service Unit and troops. The Event Coordinator attends Service Unit meetings and mentors event planning committee members and troop leaders who are planning events, often advising them in the areas of girl planning and partnership, as well as national and council safety standards, procedures, and practices. The Event Coordinator is appointed by the Regional Manager for one year and reports to the Service Unit Director. If this sounds like fun to you, contact your Regional Manager or Service Unit Director for more information.

2 Resources for Planning a Successful Event FORMS (available at or on the GSMV volunteer resource CD) Accident Report Form Activity Permission Form Adult Health History for Events Event Participation Agreement Event/Trip Planning Packet Girl Health History for Events Health Exam Record for Events Individual Event Registration Form Sensitive Issues Activity Permission Form Troop Event Registration Form RESOURCES Camp Conestoga Site Use & Activity Reservation Information Packet Leader s Digest Outdoor Education in Girl Scouting Program Resource Packets Safety-Wise Volunteer Resource Guide TRAINING Enrichment Workshops Exploring Outdoors First Aid & CPR refer to Safety-Wise for approved courses and sponsoring agencies Moving Out Outdoor Adventure Specialized Activities refer to Safety-Wise for activity guidelines and approved courses and sponsoring agencies The Ultimate Event Planning Checklist 8 TO 12 WEEKS PRIOR TO THE EVENT Survey the intended audience (girls, adults, etc.) to see what they want to do. Using the suggestions gathered, choose a purpose and/or theme for the event. Review Safety-Wise for related standards and guidelines. Form a committee to plan the event. Possible members can include: a chairperson, treasurer, event registrar (accepts registrations), media coordinator, event recruiter (recruits event volunteers.) Decide the responsibilities of each person in the group. Select three possible dates that don t interfere with religious or national holidays, community events, and activities that may impact on participation, such as councilwide Girl Scout events. Will a rain/snow date be needed? Make a list of possible facilities/locations. Reserve a facility for chosen date. The facility must meet all criteria for a meeting place; review Safety-Wise (pages 72 and 140) for related standards and guidelines. Determine the maximum number of participants allowed. (This is usually determined by the facility s capacity). Plan the specific activities for event. Will people with specific experience/skills or specialized training be needed? If the first choice is not available, what is the secondary plan? Will there need to be special arrangements for girls with special needs? Determine event details, such as: who is eligible to attend, when are the start and end times, will additional adults be needed, how will troops and/or individuals register, when is the registration deadline, and which phone number should leaders/parents call for questions. Plan the specific menu for event. Choose a caterer or other food source. Will there need to be special arrangements for participants with dietary restrictions? Plan a publicity strategy. How will this event be advertised? Will a flyer be needed? If so, who will design, print, and distribute the flyer? Create a budget for the event. Include the cost of administrative fees, food, facility rental, materials, awards, etc. Determine cost of event for each participant. Determine minimum number of participants needed to hold the event. Is additional fundraising necessary? If money-earning and/or solicitation of donations will be necessary, contact the council Director of Development for guidelines. Review Safety-Wise for related standards and guidelines. Set another meeting. 6 TO 7 WEEKS PRIOR TO THE EVENT Obtain a Certificate of Liability Insurance for the site and service providers naming Girl Scouts of the Mississippi Valley as additionally insured. Contact the council Director of Finance to obtain a Certificate of Liability Insurance for the contracted business, if requested. Develop a crisis management plan. Plan for an emergency (such as a tornado, snow storm, fire, etc.) How will participants be notified if the event is postponed? Who is responsible for bringing a first aid kit to the event? Will additional first aid supplies need to be purchased? What type of first aid certification is needed? Review Safety-Wise for related standards and guidelines. Notify the local fire and police departments of the event details. (Some towns require a uniformed firefighter and/or police officer to be present for events with a group over a specific number of people). If food will be sold at the event, check with the county Board/Department of Health for local food handler regulations. 4 TO 5 WEEKS PRIOR TO THE EVENT Review the event schedule and activities. Make a list of the materials needed to be purchased. Decide on how facility will be set up chairs, tables, decorations, food, first aid station, parking. Brainstorm possible problems and implement changes.

3 Tips for Events Using Bus Transportation Assign a bus captain for each bus. Provide each bus captain with a copy of the Girl Scout Bus Trip Captain position description. Provide a first aid kit for each bus captain. Assign all participants to a specific bus, based on bus capacities. Provide a list of participants for each bus captain. Confirm bus pick-up time(s) and place(s) and anticipated dropoff time(s) and place(s) with the bus company. Notify all participants of this information. Confirm the bus company s policy on food and beverages on the bus. Notify all participants of this information. Develop a communication plan in case the bus is delayed. Notify all participants of this information. Provide leaders/parents with a phone number that they can call if they are delayed. Make a list of tasks that can be completed by volunteers. Recruit teen Girl Scouts, leaders, and parents to volunteer during the event. Complete and submit the Event/Trip Planning Packet. If needed, contact the Director of Finance to purchase insurance for non-girl Scout participants and/or the council Adult Development Manager for a listing of upcoming training opportunities. Print copies of the required health and safety forms including the Accident Report Form available at or on the GSMV volunteer resource CD. If a signed contract is required, submit it to the Girl Scout office for approval by the council CEO. Secure resource people and/or speakers. Confirm the event details (date, time, location.) Confirm the location reservation. Who will open and close the facility? Is special equipment available on-site or will it need to be rented? Determine the award links, based upon the planned activities. Order official Girl Scout awards or custom participation patches, if needed. Check the event budget and make any needed changes. Set another meeting. 2 TO 3 WEEKS PRIOR TO EVENT Confirm that all committee members have begun to finalize their responsibilities. Confirm the total number of people expected to attend. Make final plans for event activities. Purchase any materials needed for event. Order food from the caterer or other food supplier. Develop a comprehensive check-in procedure. Design an evaluation form for participants. Check the event budget and make any needed changes. Set another meeting. 1 WEEK PRIOR TO EVENT Secure a cash advance from the treasurer or make out checks to pay bills due on the day of event. Confirm that all non-perishable materials needed for event have been purchased. Confirm the resource people and/or speakers. Confirm the total number of people expected to attend with the caterer or food supplier. Send out a press release for the event. Check the event budget and make any needed changes. Set another meeting. DAY OF EVENT Buy any perishable supplies. Arrive early to set up for the event. Review the crisis management plan with all event volunteers. If members of the press are expected, assign someone to great and escort them so that questions can be quickly and easily answered and the best story can be presented to the public. Have fun! Take photos of the participants during the activities. Have the participants evaluate program at conclusion of activity. Provide pencils, if needed. Thank the volunteers and resource people and/or speakers. Set a final meeting to go over evaluations, complete follow-up plans, and celebrate a great event! 1 TO 2 WEEKS AFTER THE EVENT Meet with the committee members to review the participants evaluations, evaluate the event, and make recommendations for improving future events. Send thank-you notes to all donors, resource people and/or speakers, volunteers, and facility staff. Pay all outstanding bills. Create a final budget report and an event summary and file for future reference.

4 Tips for Scheduling a Successful Event Load-in of supplies and set-up at the facility should start at least 90 minutes before the event is scheduled to begin and should be completed at least 30 minutes before the event is scheduled to begin. Participants often start arriving approximately 30 minutes before the event is scheduled to begin. This is a good time to begin check-in, so the event can start on time. Plan for a simple activity to be offered such as songs or ice-breaker games while the participants wait for the event to begin. Allow 5 to 10 minutes at the beginning of the event for late check-in, opening activities such as a flag ceremony and/or recitation of the Girl Scout Promise, introductions, and announcements. Allow enough time during the event for a snack/bathroom break. One minute per person is a general guideline. (i.e.: a group of 15 = 15 minute break) If planning an event with a wide game or round-robin format, allow enough time for groups to move to the next activity station. This also allows time for the activity facilitators to clean up from the last group and prepare for the next group. Whenever possible, alternate active, hands-on activities with more stationary activities, such as presentations or craft projects. Allow 10 to 15 minutes at the end of the event for evaluations, final announcements, thank-you s, and closing activities such as a flag ceremony or sharing of projects. Allow approximately 45 minutes for clean-up and load-out of supplies after the event. Create Your Own Service Unit Event Schedule START TIME FOR LOAD-IN AND SET-UP: AM PM START TIME FOR CHECK-IN: AM PM START TIME FOR EVENT: AM PM EVENT SCHEDULE: START TIME FOR OPENING ACTIVITIES: AM PM START TIME FOR ACTIVITY 1: AM PM START TIME FOR ACTIVITY 2: AM PM START TIME FOR ACTIVITY 3: AM PM START TIME FOR ACTIVITY 4: AM PM START TIME FOR ACTIVITY 5: AM PM START TIME FOR SNACK AND BREAK: AM PM START TIME FOR CLOSING ACTIVITIES: AM PM END TIME FOR EVENT: AM PM END TIME FOR CLEAN-UP AND LOAD-OUT: AM PM

5 Girl Scout Special Days and Traditions Juliette Gordon Low s Birthday (October 31) PURPOSE: To learn about and remember the founder of Girl Scouting in the USA, Juliette Gordon Low. This day is also known as Founder s Day. Birthday party with fall or Halloween theme Community-wide service project Juliette Low World Friendship GSMV council patch workshop Meet Juliette event with activities from the late 1800 s and early 1900 s GSMV Council Patch Booklet GSMV Program Resource Packets: Daisy Flower Power; Girl Scouting Around the World; What s Next World Thinking Day (February 22) PURPOSE: To celebrate international friendship and world peace and to learn about Girl Scouts and Girl Guides in other countries. Around the World in 80 minutes event with international songs, stories, and games International food tasting festival Juliette Low World Friendship GSMV council patch workshop Presentations and demonstrations from people who have traveled to or hosted people from other countries GSMV Council Patch Booklet GSMV Program Resource Packets: Girl Scouting Around the World; People Near and Far; Sing Me a Song, Tell Me a Tale; What s Next Let s Celebrate! World Association of Girl Guides and Girl Scouts web site:

6 Girl Scout Birthday (March 12) PURPOSE: To celebrate the birthday of Girl Scouting in the USA, which began on March 12, Girl Scout Week begins on the Sunday prior to March 12 and ends on the Saturday following March 12. Art workshops to design Girl Scout posters or mural (on butcher paper) for display at local school or business(es) during Girl Scout Week Community-wide service projects to celebrate Girl Scout Week: Sunday Girl Scout Sunday, Monday Citizenship and Patriotism Day, Tuesday Health and Safety Day, Wednesday International Friendship and Cultural Diversity Day, Thursday Arts Day, Friday Out-of-Doors Day, Saturday Girl Scout Sabbath Girl Scout Movie Night event to view The Golden Eaglet and Troop Beverly Hills Girl Scouting Through the Years event with activities from past Girl Scout handbooks GSMV Program Resource Packets: Daisy Flower Power; Girl Scouting Around the World; What s Next Girl Scout Leader s Day (April 22) PURPOSE: To recognize and thank adult Girl Scouts for their efforts as volunteers. Holiday shopping trip to outlet mall or shopping district in large city for adult volunteers Leader-daughter workshops, such as flower arranging, jewelry-making, knitting, photography, or scrap booking Overnight camping event for adult volunteers Trip to an amusement or water park for volunteers and their families

7 Bridging Ceremony PURPOSE: To welcome girls in to the next level of Girl Scouting. Bake a Batch of Brownies ceremony for bridging Daisy Girl Scouts Leaving the Nest fly-up ceremony for bridging Brownie Girl Scouts The Twelve Candles of Girl Scouting for bridging Senior Girl Scouts and graduating STUDIO 2B members Take My Hand ceremony for multiple levels of bridging Girl Scouts GSMV Bridging Booklet GSMV Program Resource Packet: What s Next Let s Celebrate! Court of Awards PURPOSE: To recognize and honor girls who have accomplished something, such as completing a service project or earning awards. Court of Awards may be combined with a bridging ceremony when the girls are ready to bridge to the next level of Girl Scouting. Family potluck dinner with presentations from the troops related to the activities they have done as Girl Scouts Ice cream social with Girl Scout songs and lawn games Medieval/royalty-themed event with castle decorations and crowns for the girls Summer picnic at local park, arboretum, or botanical gardens Let s Celebrate!

8 Girl Scouts Own PURPOSE: To allow girls to express their thoughts and feelings on chosen topic through a girl-planned program or ceremony. Courage, Confidence, and Character program for Girl Scout Birthday (March 12) Environmental program for Earth Day (April 22) or the changing seasons Patriotic program for Memorial Day (last Monday in May), Flag Day (June 14), Independence Day (July 4), Patriot Day (September 11), or Veterans Day (November 11) Women of Courage program for Juliette Gordon Low s Birthday (October 31) or Women s History Month (February) Let s Celebrate! Investiture and/or Rededication PURPOSE: To welcome girls into Girl Scouting for the first time and help returning Girl Scouts think about the meaning of the Girl Scout Promise and Law. Girl Scout Ways event with activities related to each part of the Girl Scout Law Secret Sisters pen pal network between troops with a celebration lock-in Welcome to Girl Scouts ice cream social or swimming party in the fall What Girl Scouting Means to Me poster, poem, or essay contest with pizza party for all participants Let s Celebrate!

9 More Ideas for Service Unit Events Environmental Education PURPOSE: To develop an interest in activities and careers related to environmental education, conversation, and wildlife care. Community-service projects related to the environment and conservation during Environmental Education Week the week prior to Earth Day (April 22) Day trips and overnight camping at Camp Conestoga or at a local park Get with the Land GSUSA patch project in partnership with federal natural resource agencies Water Drop GSUSA patch workshops Earth Day web site: Fun and Easy Activities Nature and Science Fun and Easy Nature and Science Investigations GSMV Program Resource Packets: Animals; Earth, Wind, and Fire; Natural Artist; Prairie Girls; Winter Olympics Outdoor Education in Girl Scouting STUDIO 2B Focus Books: Makin Waves, Parks Matter Financial Literacy PURPOSE: To develop an interest in activities and careers related to financial literacy, entrepreneurship, and personal finance skills. Finance skills event using The Penny Project and/or CentsAbility Scavenger hunt event at local mall or downtown shops to comparison shop and learn about customer service Service Unit Cookie Rally event to learn about safe selling, setting goals, and customer service during the annual Cookie Sale Program Tours of family-owned businesses, banks, and/or business schools ABC Bakers web site: CentsAbility GSMV Program Resource Packet: Money Madne$$ The Penny Project STUDIO 2B Focus Books: Cashin In, Got Money?, Mind Your Own Business, On the Money

10 He & Me and She & Me Activities PURPOSE: To build relationships between girls and a special male role model (father, brother, uncle, grandfather, or other male adult) or a special female role model (mother, sister, aunt, grandmother, or other female adult.) HE & ME Car care event Fishing event at local lake He & Me at the Tee golf skills event Powder Puff Derby event with model cars built by father-daughter teams Snowflake Ball dance SHE & ME Afternoon Tea Party at a local park with tea, lemonade, finger sandwiches, and cupcakes Bead jewelry-making workshops Scrap booking event Spa Day with home-made soaps and beauty products Family Fun magazine web site: GSMV Program Resource Packets: Family and Friends; Family Fun Night Talk About It! Family Fun for Girls Ages 8-11 Health and Wellness PURPOSE: To develop an interest in habits, activities, and careers related to health, wellness, and fitness. Community-wide volkssports event GirlSports sports sampler day Healthy cooking and nutrition workshop shape UP! GSUSA patch workshop American Volkssport Association web site: GSMV Program Resource Packets: Buddies and Pals; Family and Friends; Forever Friends; Important Choices; Winter Olympics Girls Health web site: GirlSports Basics kit GirlSports Fun & Fit Activity Guide Girl Scouts Against Smoking booklet series In the Zone: Living Drug Free booklet series Let s Play! Games for Girls Ages 5-11 Staying Safe book series STUDIO 2B Focus Books: Don t Sweat It!, Looking In, Reaching Out, On Track

11 Literacy PURPOSE: To develop an interest in activities and careers related to literacy and writing. Book exchange event to trade books and/or donate them to a library, school, day care center, children s hospital, or domestic violence shelter Book of the Month club event to read various stories and participate in activities related to the story/theme Family reading night to share favorite childhood stories Folk tale event to learn about stories from other countries/cultures Follow the Reader booklet series GSMV Program Resource Packets: Kool Kreations; Sing Me a Song, Tell Me a Tale STUDIO 2B Focus Books: Express It!, Write Now Science, Math, Engineering, and Technology (STEM) PURPOSE: To develop an interest in activities and careers related to science, math, engineering, and technology. CSI: Cool Science Investigations event with science and math puzzler activities Introduce a Girl to Engineering event during Engineer Week (week of February 22) Mission: Space event to celebrate Space Day (first Thursday in May) Powder Puff Derby event with model cars built by father-daughter teams Engineer Week web site: GSMV Program Resource Packets: Earth, Wind, and Fire; Kool Kreations; Science Phenomenon; Snow Day Girls Go Tech web site: Scoutorama web site: Space Day web site: ZOOM by PBS web site: