SEL 1/2019

TROOP TRIP APPLICATION PACKET

Who can take a troop trip?

• All registered Girl Scouts and registered, background-checked and approved adults for the membership year during which the trip will take place may participate in trips. Distance and duration permitted vary by program level.

• Troop Trip Applications are not required for day trips. Day trips are activities away from the regular troop meeting time and place or backyard camping and non-camping overnights at locations such as the YMCA, church, school or leader's home. While no application is needed for day trips, the neighborhood manager should be informed.

• Daisies may only participate in day trips and overnights as listed above. Daisies require a registered adult leader and a parent/guardian for each girl.

• Brownies and Juniors may participate in domestic trips of no more than two nights and three days. Applications are due to the Troop Support Coordinator six months prior to departure.

• Cadettes, Seniors and Ambassadors may participate in trips of any duration, as well as international trips. Applications for domestic trips are due to the Troop Support Coordinator six months prior to departure, and applications for international trips are due 18 months prior to departure.

• Unapproved adults and tagalongs may not attend troop trips.

What is required for a troop trip?

• A completed Troop Trip Application, except for day trips and overnights as listed above.• The appropriate adult-to-girl ratio (see Chapter 5 of Volunteer Essentials).• A registered, approved adult who is certified in Standard First Aid and Adult and Child CPR/AED. A

healthcare provider who is an MD, PA, NP, RN or LPN, a paramedic, military medic or EMT fulfills theStandard First Aid requirement, although they must also have a current Adult and Child CPR/AEDcertification. All certifications must be held by the same adult. For a list of approved agencies that canprovide training for these certifications, see Volunteer Essentials.

• An appropriately certified adult, if participants will be swimming*, camping or using water crafts, morethan 30 minutes from EMS, or doing any other activities that require certifications and/or additionaltraining. Refer to Safety Activity Checkpoints for information about activities that require certificationsand/or additional training. (*You may also provide proof that the swimming location providesappropriately-certified lifeguards. For open water/oceans, lifeguard(s) must be Beach LifeguardCertified; Basic Lifeguard Training is not sufficient.)

• All contracts and/or agreements must be approved by the Director of Camping Services andRisk Management. Submit the completed, unsigned contract(s)/agreement(s) to the CommunityEngagement Manager and allow up to three weeks for review.

• The trip leader must carry the following documentation at all times during the troop trip:o Girl Health History & Annual Permission Form, F-57o Girl Health and Permission Form for Travel, F-59 if the trip exceeds three days and two nights

or is international.o Adult Activity Waiver, VP-84o Permission to Travel for Minors for girls under the age of 18 on an international trip. The

leader should keep the originals and submit copies to the Community Engagement Manager.o Copies of passports (that will be valid at least six months beyond the return date of the trip) for

all girls and adults. Also submit copies to the Community Engagement Manager.

SEL 1/2019

Are travelers covered by Girl Scout insurance?

Basic Accident Activity Insurance (Plan 1) i s provided as part of the Girl Scouts of the USA (GSUSA) membership registration fee and covers every registered girl and adult Girl Scout when they are participating in an approved Girl Scout activity lasting three days and two nights or less ─ a third consecutive night is covered when one of the nights is a federal holiday. If your troop is taking a trip of longer than three days and two nights or an international trip, it is strongly encouraged that you purchase additional insurance, as such trips are not covered under the Basic Accident Activity Insurance. In some cases, Girl Scouts of Eastern Missouri (GSEM) may make this insurance mandatory, particularly for international travel. There are three accident and sickness plans available for purchase for such trips:

• Plan 3E (coordinates with family health plan): Enrollment Form Description of Coverage• Plan 3P (primary coverage):• Plan 3PI (international):

Enrollment Form Description of Coverage Enrollment Form Description of Coverage

What Certificate(s) of Insurance do I need for a trip?

A Certificate of Insurance (COI) is a form that identifies how much insurance coverage the holder possesses. GSEM is obligated to ensure, to a reasonable extent, that external entities, such as vendors, program providers or collaborators, organizations, companies, sites or facilities used by our members are safe. One measure of safety is evidence of adequate insurance coverage.

• When planning something on behalf of GSEM, including troop trips, you should obtain a COI fromall external entities. COIs may be required for certain activities, modes of transportation,accommodations, etc., to verify that they meet GSEM’s insurance standards (a minimum total peroccurrence limit of $1,000,000 in primary commercial general liability, with higher limits for certainexternal entities, such as commercial bus transportation and watercraft).

• COIs must be issued with GSEM listed as a Certificate Holder. For high-risk activities, including butnot limited to high adventure (such as challenge courses, rock climbing, zip-lining, etc.), hayrides,food-related and transportation, GSEM must also be named as an Additional Insured.

o When requesting a COI for an accommodation, you may use the following language: “My Girl Scout troop plans to stay at your facility on our upcoming trip. When our Girl

Scout Council’s members stay at a facility for which the Council does not have acurrent Certificate of Insurance on file, they would like one for their records. Would itbe possible to obtain a copy of your COI with Girl Scouts of Eastern Missouri, 2300Ball Dr., St. Louis, MO 63146 listed as a Certificate Holder?”

o When requesting a COI for an activity, you may use the following language: “My Girl Scout troop plans to visit your attraction on our upcoming trip. When our

Girl Scout Council’s members visit an attraction for which the Council does not havea current Certificate of Insurance on file, they would like one for their records. Wouldit be possible to obtain a copy of your COI with Girl Scouts of Eastern Missouri,2300 Ball Dr., St. Louis, MO 63146 listed as a Certificate Holder?”

o When requesting a COI for a high-risk activity, you may use the following language: “My Girl Scout troop plans to visit your attraction on our upcoming trip. When our

Girl Scout Council’s members participate in high-risk activities, the Council wouldlike a Certificate of Insurance with Girl Scouts of Eastern Missouri, 2300 Ball Dr., St.Louis, MO 63146 listed as a Certificate Holder and Additional Insured. Would it bepossible to obtain this?”

• If you need assistance obtaining a COI for a trip or have questions about whether a COI is neededfor a trip, contact the Community Engagement Manager. Further information about COIs can befound on GSEM’s Insurance page.

SEL 1/2019

When transporting girls:

• Refer to “Transporting Girls” in Chapter 5 of Volunteer Essentials.• The use of 15-passenger vans is not permitted, as they have been flagged as unsafe by the National

Highway Traffic Safety Administration.• The use of Uber, Lyft, Curb and other similar pooled vehicle companies is not permitted, because

the safety, credibility and insurance of the drivers is difficult to qualify. Complete auto insurancecoverage is often unavailable for a majority of rideshare drivers.

• Chartered buses must meet Public Service Commission regulations.• If you will be traveling more than 4 hours or 240 miles in one day, all drivers must complete a Check

Driving Record Request form. Driving records will be checked no sooner than 3 months prior todeparture.

• If you will be renting a vehicle:o Provide copies of rental confirmation(s) including complete Terms & Conditions.o Know that, as the renter, you are responsible for all damage to the rented vehicle(s). The

contract(s) state(s) what costs are your responsibility in the event of damage or anaccident. You may wish to accept the insurance coverage offered through the rentalagency; use a credit card that offers vehicle rental insurance coverage to pay for therental(s); and/or rely on your personal automobile insurance coverage to pay for anydamage to the rental(s).

o Rent from a nationally-recognized agency. Keep in mind, GSEM troops renting fromEnterprise receive a discount (see Enterprise Rent-A-Car Booking Guide).

When planning accommodations:

• Men must have separate sleeping quarters and bathrooms away from females.• Sufficient space must be reserved so that every participant has their own bed.• It is not required that an adult female sleep in the same sleeping area as girls to supervise (i.e. tent,

cabin or designated area), but if an adult female does sleep in the same sleeping area as girls,there must always be a second unrelated adult female present.

• You do not need to request COIs from nationally-recognized hotel chains.• All rental contracts and agreements must be approved by the Director of Camping Services

and Risk Management. Submit the completed but unsigned contract(s)/agreement(s) to theCommunity Engagement Manager and allow up to three weeks for review.

• For overnight accommodations that are private residences, such as a family vacation home orrelative’s home, a COI must be submitted six months prior to departure. If not, the trip will not beapproved until alternate accommodations are arranged.

• Airbnb and other personally-owned accommodations for hire, such as but not limited to,Flipkey, VRBO, Homeaway, Housetrip, Vacasa and VTrips are not permitted. The safety,credibility and insurance of these facilities is difficult to qualify, unlike those for traditional orwell-known commercial properties. Proper liability or homeowner’s insurance coverage is oftenunavailable or not applicable to personal housing when guests are paying for the service. In otherwords, there is no effective insurance on personal property being used for commercial use.

SEL 1/2019

Additional information and resources for international travel:

• International trips are available to Cadettes, Seniors and Ambassadors who have successfullyparticipated in a progression of overnight and extended trips in Girl Scouting.

• Obtain originals of Permission to Travel Form for Minors (signed by both parents/guardians andnotarized) for any girl under the age of 18, and copies of passports that will be valid at least sixmonths beyond the return date of the trip for all girls and adults. Also submit copies of both to theCommunity Engagement Manager.

• Enroll in the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). It is alsorecommended that you complete GSUSA’s International Intent to Travel form, as well as utilizeGSUSA’s Global Travel Toolkit.

• Review the Center for Disease Control and Prevention’s website for any health concerns for thecountries to which you will be traveling.

• Periodically check the travel advisory/alert level(s) for the countries via the U.S. Department ofState’s Bureau of Consular Affairs. Confirm that both girls and parents/guardians have thisinformation. For Level 3 travel alerts (“reconsider travel”), further discussion and a potentialchange in location may be required. For Level 4 travel alerts (“do not travel”), travel will not bepermitted to those countries.

Ready to plan your trip? Some final guidelines:

• Girl Scouts take the lead when they travel, helping to build confidence and develop decision making skills. Ensuring trips have the recommended adult-to-girl ratio, rather than too many adults, allows girls to let their leadership skills shine! Start travel experiences with Daisies by inviting parents to join field trips and day trips where they support girls while they plan their trip. Avoid having parents tag along on regional, national and international trips. If girls are not prepared to travel without a parent, they are not ready for more intensive trips.

• If your trip is a camping experience of less than one week at a non-GSEM-owned site that is within, or no more than 100 miles beyond, GSEM’s boundaries, please complete the Application for Camping on Non-Council-Owned Sites, C-9a. For camping experiences at non-GSEM-owned sites that are more than 100 miles beyond GSEM’s boundaries, please submit theTroop Trip Application.

• It is recommended that you keep copies of all forms you submit for your trip. Submit forms toGirl Scouts of Eastern Missouri, ATTN: Troop Support Coordinator_________________________, 2300 Ball Dr., St. Louis, MO 63146 or email to __________________________________________.

• Unless otherwise stated, all requested documentation must be submitted no less than 30 days prior to departure for the trip to be approved. If not, the Troop Support Coordinator will notify the trip leader, troop leader, parents/guardians and neighborhood manager which aspects of the trip are not approved or that the trip itself is not approved and must be canceled.

• Refer to Volunteer Essentials and Safety Activity Checkpoints (current publications and any recent updates can be found at GSEM’s Publications and Guidelines page) for guidelines and standards, including those for activities, health and safety, transportation and accommodations. Further information about Girl Scout travel can be found on GSEM’s Travel page.

• Scholarships are not available for individual, troop, neighborhood or district travel.• If the troop is paying for any adults, the troop may pay for no more than the number of adults

required to meet ratio and/or drive.• The troop should not make final payments for transportation, accommodations, activities, etc., until

the trip has been given final approval by the Troop Support Coordinator.• Ensure the Troop Year-End Report for the most recent reporting period has been completed

and submitted.• The Troop Support Coordinator will email final approval for the trip to the trip leader, troop leader

and neighborhood manager. Have fun!

TROOP TRIP LEADER CHECKLIST This form can be utilized by the trip leader to assist in planning. It does not need to be turned in to the Troop Support Coordinator.

It is recommended that you keep copies of all forms you submit for your trip. Submit forms to Girl Scouts of Eastern Missouri, ATTN: Troop Support Coordinator _________________________________________, 2300 Ball Dr., St. Louis, MO 63146 or email to __________________________________________________.

I mailed/emailed our Troop Trip Application to the Troop Support Coordinator on ________________.

All girls are registered members of Girl Scouts of Eastern Missouri for the Girl Scout year during which the trip will take place. All accompanying adults are registered members of Girl Scouts of Eastern Missouri and have current background checks through Verified Volunteers for the Girl Scout year during which the trip will take place. I mailed/emailed copies of Standard First Aid Certification (or equivalent medical license) and Adult and Child CPR/AED Certification to the Troop Support Coordinator on ________________. We will be participating in activities that require additional certifications (swimming, camping, etc.). I mailed/emailed certifications for these activities to the Troop Support Coordinator on _________________. We received a contract and/or agreement for a rented accommodation, activity, etc. I mailed/emailed a copy of the completed but unsigned contract/agreement to the Troop Support Coordinator on _________________. We are renting a vehicle. I mailed/emailed a copy of the rental confirmation to the Troop Support Coordinator on _______________. One or more adults will be driving on our trip, and we will be traveling 4+ hours or 240+ miles in one day. I mailed/emailed Check Driving Record Request forms to the Troop Support Coordinator on ________________. There is additional information I need to obtain for my trip to be approved (such as Certificates of Insurance (COIs) needed for certain activities, modes of transportation, accommodations, etc.). I mailed/emailed this information to the Troop Support Coordinator on __________________. We will be traveling internationally. I mailed/emailed copies of Permission to Travel Forms for Minors for any girl under the age of 18, and copies of all girls’ and adults’ passports, to the Troop Support Coordinator on __________________. We will be traveling longer than three days and two nights or traveling internationally and wish to purchase insurance. I mailed an insurance enrollment form and check to the Troop Support Coordinator on __________________. Our Troop Year-End Report for the most recent reporting period has been submitted. The Troop Support Coordinator approved the trip. Hooray! During the trip, I will carry with me at all times:

Girl Health History & Annual Permission Form, F-57 for all girls. Girl Health and Permission Form for Travel, F-59 for all girls for trips exceeding three days and two

nights and international trips. Adult Activity Waiver, VP-84 for all adults. Permission to Travel for Minors for any girl under the age of 18 (international trips only). Copies of passports for all girls and adults (international trips only).

I have reviewed Volunteer Essentials and Safety Activity Checkpoints for all guidelines and standards relating to the trip, including those for activities, health and safety, transportation and accommodations.

P-9SEL 1/2019

JCR 8/2018

TROOP TRIP APPLICATION Due to the Troop Support Coordinator 6 months prior to departure for domestic trips and 18 months prior to departure for international trips.

Date submitted: ______________ Troop #: ______________ District: __________ Neighborhood: __________ Level(s) (at time of departure): Brownie Junior Cadette Senior Ambassador

Troop Leader: ______________________________________________________________________________ Phone #: _____________________________________ Email: _______________________________________ Address: __________________________________________________________________________________

Trip Leader (adult completing application/planning trip, if different than Troop Leader): _____________________ Phone #: _____________________________________ Email: _______________________________________ Address: __________________________________________________________________________________ Role in troop: ____________________ Leadership experience: _______________________________________

Trip information Purpose of trip: _____________________________________________________________________________ Destination(s): ______________________________________________________________________________ Departure date: _________________________________ Return date: _________________________________

1-2 nights (Brownies and older) 3+ nights (Cadettes and older)* International (Cadettes and older)**The troop will purchase accident and sickness insurance: 3E 3P 3PI

We are declining insurance, with parent agreement.

# of girls in troop: ___________ # of girls participating: ___________ # of adults accompanying: ____________ If not all girls in the troop are participating, why? ____________________________________________________ __________________________________________________________________________________________

Yes No All parents/guardians in the troop have been informed of plans for the trip and support has been obtained.

Yes No All accompanying adults have reviewed this application and support has been obtained.

Participating girls’ first and last names and ages (at time of departure): ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________

All accompanying adults (attach additional sheet of paper if more than four adults are accompanying trip): Name: _____________________________________ Phone #: ___________________________________ Email: _____________________________________ Address: ___________________________________

Name: _____________________________________ Phone #: ___________________________________ Email: _____________________________________ Address: ___________________________________

Name: _____________________________________ Phone #: ___________________________________ Email: _____________________________________ Address: ___________________________________

Name: _____________________________________ Phone #: ___________________________________ Email: ______________________________________ Address: ___________________________________

P-10

JCR 8/2018

Certifications and activities Who is the adult certified in Standard First Aid and Adult and Child CPR/AED? _______________________ Attach Standard First Aid Certification (or MD, PA, NP, RN, LPN, paramedic, military medic, or EMT license) and Adult and Child CPR/AED Certification.

If any of the below apply to your trip, complete the below and attach appropriate certification(s). If not, mark “N/A.” Refer to Safety Activity Checkpoints and Volunteer Essentials for guidelines and standards for the below and any other activities. If swimming, where will the troop be swimming? ___________________________________________________ Name of American Red Cross-certified lifeguard? __________________________________________________ You may also provide proof that the swimming location provides appropriately-certified lifeguards. For open water/oceans, lifeguard(s) must be Beach Lifeguard Certified; Basic Lifeguard Training is not sufficient.

If camping, who is the Certified Troop Camper? ___________________________________________________

If 30+ minutes from EMS, who is the American Red Cross-certified Wilderness and Remote First Aider? __________________________________________________________________________________________

If using watercraft, who is the American Red Cross-certified instructor for the type of craft being used? __________________________________________________________________________________________

Are certifications required for any other activities you will be doing? If so, what are the activities, and who is/are the certified individual(s)? (Check Safety Activity Checkpoints and note activities that require certifications and/or additional training.) __________________________________________________________________________

Transportation and overnight accommodations During the trip, the following form(s) of transportation will be used: Privately-owned vehicle(s) Rented vehicle(s) - attach copy/ies of rental confirmation including complete Terms & Conditions

Bus: __________ Train: __________ Airplane: __________ Ship: __________ Other: _________

Adults who will be driving during the trip: __________________________________________________________

During the trip, the following accommodation(s) will be used (attach additional sheet if needed): Name: _____________________________________ Type (hotel, cabin, campground, etc.): ____________ Phone #: ___________________________________ Address: ___________________________________

Planning and troop funds Girls’ part in planning: ________________________________________________________________________ Adults’ part in planning: _______________________________________________________________________ Troop’s previous trip location(s)/experience: _______________________________________________________

Approx. total cost per participant: $________ x________ # of participants for which troop funds may be used (if troop

is paying for any adults, troop may pay for no more than the number of adults required to meet ratio and/or drive)

= $________ Approx. total cost of trip for troop

Estimated budget for troop for: $________ Transportation $________ Accommodations $________ Activities $________ Food $________ Insurance $________ Emergencies

$________ Other (specify): _____________________________________

Amount raised by troop: $________

If “amount raised by troop” does not cover “approx. total cost of trip for troop,” how is remaining cost being paid? __________________________________________________________________________________________ How will funds be safeguarded during the trip? _____________________________________________________ What are the plans for the troop funds if the trip is not carried out? _____________________________________ P-10

JCR 8/2018

Itinerary Attach additional sheet if needed.

Day Date

Mode(s) of transport (and approx. travel miles if driving)

Itinerary for the day (activities, meals, etc.)

Overnight accommodations

1

2

3

4

5

6

7

8

9

10

At-home emergency contact Alternate Trip Leader/adult

Neighborhood Manager approval Trip Leader’s signature

It is recommended that you keep copies of all forms you submit for your trip. Submit forms to Girl Scouts of Eastern Missouri, ATTN: Troop Support Coordinator ____________________________________________________, 2300 Ball Dr., St. Louis, MO 63146 or email to _____________________________________________________________.

Emergency contact availab le during the entire time of the trip. Name: _____________________________________ Day phone #: _______________________________ Evening phone #: ____________________________ Email: _____________________________________ Address: ___________________________________ Relationship to troop: _________________________

If the trip leader is unable to lead the trip, this person will assume trip leadership. If only two adults are accompanying the trip, list a THIRD adult here as an alternate to ensure ratio will be met. Name: _____________________________________ Phone #: ___________________________________ Email: _____________________________________ Address: ___________________________________ Role in troop/leadership experience: _____________

I understand the information and guidelines provided in the Troop Trip Application Packet. All the information I provided on this application is correct. I understand that, if for any reason the plans for the trip change after the trip has been approved, I should notify the Troop Support Coordinator. Printed name: ______________________________ Signature: _________________________________ Date: _____________________________________

The district manager should sign if the neighborhood manager is involved with the troop going on the trip.

I have reviewed this application and endorse the trip with the following suggestion(s): _________________ ___________________________________________ Printed name: ______________________________ Manager of: District: _____ Neighborhood: _____ Signature: _________________________________ Date: ______________________________________

P-10