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Section 1: Girl Scout Travel Overview
Traveling with Girls
Travel Pathway
Troop/Group Travel
Girl Scout Travel Affiliates
Travel and the Girl Scout Leadership Experience
Travel Progression
Section 2: Getting Started
Troop/Group Travel Planning
Section 3: Seeking Council Permission
Travel Application Process
Travel Checklist
Section 4: Transportation
Section 5: Lodging
Travel Security and Safety Tips
Sleeping Arrangements
Section 6: Itinerary, Activities, and Safety
Involving Chaperones
Safety Activity Checkpoints
Sample Itinerary
Adult Learning Requirements
Staying Safe During the Trip
Section 7: Budgeting for the Trip
Using Cookie Credits for Troop/Group Travel
Budget Worksheet
Section 8: Permission, Authorization, and Insurance
Section 9: Additional Topics to Consider
Food
Equipment
Section 10: Reengaging Girls
Links & Resources
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Not only do some of the most memorable moments in a Girl Scout’s life happen while taking trips, but travel also offers a
wealth of opportunities for girls to develop leadership skills. This appendix helps you prepare girls for local, regional, or
international travel of any scope and duration.
To honor Juliette Gordon Low’s love of travel, of experiencing different cultures, and of making friends, Girl Scouts
created the Juliette Low World Friendship Fund in 1927. Today, this fund supports girls’ international travel, participation
in adult learning, and attendance at other international events—any event that fosters global friendships that connect Girl
Scouts and Girl Guides from 145 nations. Click here to find out more or to donate to the fund.
Girls love trips. And Girl Scouts is a great place for them to learn how to plan and take exciting trips, because travel is built
on a progression of activities—that is, one activity leads to the next. Girl Scout Daisies, for example, can begin with a
discovery walk. As girls grow in their travel skills and experience and can better manage the planning process, they
progress to longer trips. The adult guide for each Journey has a lot of other ideas about trips that bring the Journey to life.
Here are some examples of the progression of events and trips in Girl Scouting’s Ladder of Leadership:
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Short trips to points of interest in the neighborhood (Daisies and older): A walk to the nearby garden or a
short ride by car or public transportation to the firehouse or courthouse is a great first step for Daisies.
Day trip (Brownies and older): An all-day visit to a point of historical or natural interest (bringing their own
lunch) or a day-long trip to a nearby city (stopping at a restaurant for a meal)—younger girls can select
locations and do much of the trip-planning, while never being too far from home.
Overnight trips (Brownies and older): One (or possibly two) nights away to a state or national park, historic
city, or nearby city for sightseeing, staying in a hotel, motel, or campground. These short trips are just long
enough to whet their appetites, but not long enough to generate homesickness.
Extended overnight trips (Juniors and older): Three or four nights camping or a stay in a hotel, motel, or
hostel within the girls’ home region (for example, Girl Scouts with GSKH may choose to travel to Dallas,
Denver, Chicago, St. Louis and so on). Planning a trip to a large museum—and many offer unique
opportunities for girls to actually spend the night on museum grounds—makes for an exciting experience for
girls.
National trips (Cadettes and older): Travel anywhere in the country, often lasting a week or more. Try to
steer clear of trips girls might take with their families and consider those that offer some educational
component—this often means no Disney and no cruises, but can incorporate some incredible cities, historic
sites, and museums around the country.
International* trips (Cadettes, Seniors, and Ambassadors): Travel around the world, often requiring one or
two years of preparation; when girls show an interest in traveling abroad, contact your council to get
permission to plan the trip and download the Global Travel Toolkit. Visiting one of the four World Centers is
a great place to start, but also consider traveling with worldwide service organizations. Recently, girls have
traveled to rural Costa Rica to volunteer at an elementary school, to Mexico to volunteer with Habitat for
Humanity, and to India to work with girls living in poverty in urban slums.
* Girl Scouts of Kansas Heartland requires any troop/group planning to travel internationally to work with
a Girl Scout affiliated Tour Company: EF Tours, Global Explorers, Holbrook, and Hostelling International.
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Travel opportunities allow Girl Scouts to see new places, meet new people, and learn about different cultures and ideas.
The Travel Pathway offers leadership opportunities and cross-cultural understanding through council and nationally
sponsored trips, along with troop travel. Girls progress along the Travel Pathway by participating in smaller, local trips to
prepare for longer national or international ones.
Although some girls who are in a group (for example, a troop of Cadettes) may decide to travel together, opportunities
exists for girls who are not otherwise involved in Girl Scouts to get together specifically for the purpose of traveling
locally, regionally, and even internationally. Girls can travel regardless of how else they are—or aren’t—participating in
Girl Scouting.
GSKH sponsors travel opportunities for girls that are posted online on the travel page. There are also travel groups across
the council: volunteers working with girls specifically interested in travel opportunities. Check with your regional office to
find out about travel groups near you.
Girl Scout destinations is the national travel program through Girl Scouts of the USA (GSUSA). Girl Scout destinations fall
into five categories: international, outdoors, science, people, and getaways. Facilitated by Girl Scouts of the USA and
hosted by individual Girl Scout councils, GSUSA, and contracted organizations, such as Outward Bound, Girl
Scout destinations events or trips open girls up to whole new worlds and ideas. Visit http://forgirls.girlscouts.org/travel/
for details and upcoming trips.
In order for girls to benefit from traveling, keep the following in mind when planning troop travel.
 Troop Travel must have a clear purpose, developed and understood by the girls and adults.
 Troop Travel should incorporate the Girl Scout Leadership Experience processes (girl-led, learning by doing, and
cooperative learning) by supporting girls to work successfully in groups and accept the responsibilities of working
together to make realistic, detailed plans well in advance.
 Council permission, parent permission, and health form requirements vary by the length and destination of
travel. Requirements are designed to ensure trips are planned and budgeted properly, and to minimize risk for
trip participants.
Regional Option:
CoCo Key Waterpark has many Girl Scout activities where girls can work on Journeys and badges.
Website
http://www.cocokeykansascity.com/
Contact
1-816-737-0200
National option:
Students Live has many Girl Scout packages and workshops. They offer Girl Scout NYC hostel room rates. Contact
Website
http://www.studentslive.net/
Contact
[email protected]
International options:
EF Tours has dozens of all-inclusive itineraries to the best destinations all over the world, each one designed just
for Girl Scouts. They provide free international training for first time trip directors.
Website
http://girltrips.eftours.com/
Contact
1-800-457-9023
Global Explorers
Website
http://www.globalexplorersonline.com/
Contact
[email protected]
Holbrook
Website
Contact
1-800-451-7111
Contact
[email protected]
http://www.holbrooktravel.com/
Hostelling International
Website
https://www.hihostels.com/
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The Juliette Gordon Low Birthplace in Savannah, Georgia, is a fantastic place for Girl Scout Juniors and older to
visit. Reservations and council approval are required to take a group of girls to visit the birthplace, and most
educational opportunities are booked at least a year in advance, so book early! Families and individuals,
however, do not need to reserve a tour in advance.
In addition, four lodges are available in England, Mexico, Switzerland, and India for use by Girl Guides and Girl
Scouts, each with hostel- or dormitory-style accommodations. The world centers are operated by WAGGGS
(World Association of Girl Guides and Girl Scouts) and offer low-cost accommodations and special programs.
They are also a great way to meet Girl Guides and Girl Scouts from around the world.
Closer to home, check with your council to see whether council-owned camps and other facilities can be rented
out to the group of girls with which you’re working.
Girl Scout travel is an ideal way to offer girls leadership opportunities. Encourage girls to choose one of the three series of
National Leadership Journeys. The Journey’s theme will give girls a way to explore leadership through their travels. Use
the adult guide to incorporate activities and discussions that help girls explore the Three Keys to Leadership (Discover,
Connect, and Take Action) as they plan their trip and eventually travel.
Tying your trip to the topic of a Leadership Journey is a cinch. For example, if Cadette girls have chosen MEdia, before
their trip they can read online newspapers from the area to which they’re traveling—and evaluate when they arrive how
well the media reflects the realities there. If Senior girls are using SOW WHAT?, they can plan to observe agricultural
practices in other parts of the country or around the world. Ambassadors using BLISS: Live It! Give It! can build a trip
around dreaming big—and empowering others in their community to dream big, too.
If girls also want to complete skill-building badge requirements as part of their trip, they can. The most obvious example is
the Senior Traveler badge, which fits perfectly into planning a trip. In addition, girls can explore other badge topics,
depending on the focus of their trip. For examples, Cadettes can explore the food in other regions or countries for their
New Cuisines badge, Seniors can find out about international business customs as part of their Business Etiquette badge,
and Ambassadors can work on their Photography badge while documenting their trip.
Begin the process of travel planning well in advance. The planning process itself is a learning experience and integral part
of the Girl Scout program. Girl-led planning will take more time than if adults do all the trip planning. To ensure that any
travel you do with girls infuses the Girl Scout Leadership Experience at every opportunity, limit your role to facilitating the
girls’ brainstorming and planning—but never doing the work for them. Allow the girls to lead, learn collaboratively, and
learn by doing (and by making mistakes). All the while, however, provide ideas and insight, ask tough questions when you
have to, and support all their decisions with enthusiasm and encouragement!
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If your group is thinking about travel, consider first whether the girls are mature enough to handle the trip. Determine a
group’s readiness for travel by assessing the girls in the following areas.
Letters indicate the Girl Scout Program Level
D = Daisy (K-1)
B = Brownie (2-3)
J = Junior (4-5)
CSA = Cadette (6-8), Senior (9-10), A = Ambassador (11-12)
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Ability to use the buddy system – D, B, J, CSA
Ability to behave politely in public – D, B, J, CSA
Ability to respect people who are different – D, B, J,
CSA
Ability to work together with others as a group – B, J,
CSA
Ability to get along with each other and handle
challenges – B, J, CSA
Ability to plan and carry out money-earning activities –
B, J, CSA
Ability to be away from their parents and their homes
for trip duration – B, J, CSA
Ability to order their own food – B, J, CSA
Ability to try new foods – J, C, S, A
Ability to show responsibility for belongings – J, CSA
Ability to do research on places to see/ things to do – J,
CSA
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Ability to create and follow an itinerary – J, CSA
Knowledge of what to do if separated from the group –
J, CSA
Ability to spend own money wisely – J, CSA
Ability to manage own money and understand
expenses - CSA
Knowledge of others’ special needs – J, CSA
Ability to be reliable (being on time, staying together) –
J, CSA
Ability to adapt to unfamiliar surroundings and
situations – J ,CSA
Ability to make decisions well and easily – J, CSA
Knowledge of personal safety skills – J, CSA
Knowledge of how to get emergency help – CSA
Skills, interests, and language skill (where applicable) CSA
Your troop/groups level of readiness may not match these guidelines precisely. Follow precautions in Safety Activity
Checkpoints for camping, travel, and activities.
TYPE OF TRAVEL
GRADE LEVEL
Girl Scout
Daisy (K-1)
Girl Scout
Brownie (2-3)
Girl Scout
Junior (4-5)
Day Trips (depart
and return within
the same day)
Overnight One or Two
Nights
X
One night with
adult family
member
6:2 plus 1 adult for
every 4 additional
girls
One night
(possibly two)
12:2 plus 1 adult
for every 6
additional girls
X
X
International Travel*
Three to four
nights
X
16:2 plus 1 adult
for every 8
additional girls
X
GSUSA destinations or GSKH
council-sponsored travel –
age 12 and above
20:2 plus 1 adult
for every 10
additional girls
X
X
X
24:2 plus 1 adult
for every 12
additional girls
X
X
X
24:2 plus 1 adult
for every 12
additional girls
Girl Scout
Cadette (6-8)
X
X
Girl Scout
Senior (9-10)
X
X
Girl Scout
Ambassador
(11-12)
Overnight Three or more
Nights
Girl to Adult
Travel Ratio
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Whether the trip is a day hike or a cross-country trek, the basic steps of trip planning are essentially the same. It’s true
that as the locale gets farther away, the itinerary more complex, and the trip of greater duration, the details become
richer and more complex, but planning every trip—from a day-long event to an international trek—starts by asking
questions. Be sure to read through the entire Travel Appendix for details on transportation, lodging, activities, safety,
budgeting, permission, and more. A sample itinerary and sample budget can be found in those sections of the Travel
Appendix.
Preparation:
o What can we do now to get ourselves ready? Make sure the girls have had plenty of opportunities to develop
and practice skills before they are expected to use them. If you go on a complex trip without having spent much
time in preparation, it could be a disaster.
o Think about travel progression - if a troop has experience going on smaller trips, they should be prepared to do
an extended trip later.
o Will everyone in our group be able to go? When are we all available?
Purpose of the trip:
o What does the troop want to learn? What is the best way to learn it?
o What activities are the girls interested in?
Destination:
o Remember, this is the girls’ trip and all girls have good ideas. Have all the girls give their ideas and as a troop, pick
3-4 choices.
o Be prepared to help them along by asking leading questions and pointing out options they may not have
considered.
o Have the girls do research on the places picked and bring back their findings. Then as a group, decide where and
how long you will go.
Build an itinerary:
o Start to build an initial itinerary based on where you are going, how long you are going, how you traveling, who is
going, and what you will be doing.
o What safety factors must we consider? Review Safety Activity Checkpoints for each planned activity.
o Are there adults on-site with needed certifications and experience or do chaperones need to be certified for the
activities?
Budgeting:
o What’s the least and most this trip could cost?
o What funds are available in the group’s treasury?
o What money-earning opportunities will you have between now and the trip? Does the group need to plan
additional money-earning projects to fund the trip?
Parent Meetings:
o Make sure to have several parent meetings along the way of planning and before going on the trip.
o Parents need to be involved through this process and know exactly what is planned to accurately decide if they
will be allowing their child to participate.
o Make sure to give them all information in writing and notify them immediately of any changes in the plan.
o Hold one final parent meeting right before the trip to relay to them all the final details.
Conduct and Behavior
o Plan on spending several meetings talking about appropriate behavior and also discuss what will happen if there
is inappropriate behavior. This should also be discussed at a parent meeting so the parents are aware of the
expectations.
o Before the trip, the group needs to decide on behaviors that can make things go more smoothly. Create a
behavior agreement.
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You and the girls must obtain council permission for any overnight travel using the travel forms posted on the council
website. Required forms vary on the type of trip. As part of the planning process, include older girls as much as possible in
gathering and submitting the necessary information. Within 10 business days of the receipt of your travel application, you
will be notified of the status of your request. Applications must be approved before girls proceed with further planning.
Application deadlines:
 Submit at least 6 weeks before travel for:
o day trips using Cookie Credits (Application not required for day trips unless Cookie Credits are
requested).
o in-town overnights at non-council owned property.
o one or two night trips.
 Submit at least 12 weeks before travel if traveling three or more nights.
 Submit at least 6 months before international travel
o This will often need to be submitted a year or more before travel. Submit an application with known
details as soon as you begin working with a Girl Scout affiliated agency. Submit an updated application
with all details at least 6 months before travel.
If the trip is to a GSKH-owned property, fill out the Facility Usage Application form instead of the Travel Application.
For any length of trip, the purpose of the application process and required forms is to ensure a safe, well-planned, and
age-appropriate experience for girls. The Travel Application contains important trip details so that GSKH is aware of when,
where, and with whom girls are traveling for Girl Scout activities. Additionally, this helps us track how girls are
participating in travel opportunities.
Permission forms establish that parents/guardians have granted permission for the trip based on the planned itinerary.
Authorization or health forms include basic health history information, and any specific instructions for girl health, as well
as authorization for medical treatment in the case that the parent/guardian cannot be reached. In the case of
international travel, notarized permission and medical authorization forms provide an extra level of assurance that minors
have permission to enter a foreign country with an adult who is not a parent/guardian.
GSKH staff members are available to help with questions on the travel planning process or any specific requirements.
Experienced volunteers in your Service Unit may also be available to mentor troops though travel planning.
After your troop/group trip, please submit completed Travel Surveys to your regional office, so that other Girl Scout
troops/groups can learn from your experiences.
After submitting a Travel Application, you may be contacted to provide additional information. Once all required
information is provided, applicants will be notified with 10 business days of the status of the application. Here are
some reasons a trip may NOT be approved:
o Failure to submit application in sufficient time to plan a safe and organized trip with girls
o Less than 50% of troop members participating in a troop trip
o Planning a trip that is not age- or budget-appropriate for the girls or for the troop
o Planning a trip without an adult certified in First Aid and CPR
o Planning a camping trip without meeting the appropriate Outdoor Leadership requirement
GSKH staff members will work with troops/groups to adapt travel plans to meet the requirements for troop/group travel,
which may include postponing a trip until all requirements are met.
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TRAVEL CHECKLIST
Find all Travel Forms online at:
http://www.kansasgirlscouts.org/en/our-council/forms---documents.html
Bolded Items must be submitted to a GSKH office for approval. Use the Date box to track date submitted.
Italicized Items must be collected and maintained by the Leader/Advisor in charge of the trip.
Day Trips (depart and return within the same day)
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Review Safety Activity Checkpoints for all planned activities
Travel Application* (submit at least 6 weeks before travel)
Date
*If cookie credits are not being requested, a Travel Application is not required for day trips.
□
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Collect Health History and Authorization forms for all participants
Collect Permission Form for Troop/Group Activities for all girls
One or two night trips (including in-town overnights at non-council owned property)
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Review Safety Activity Checkpoints for all planned activities
Travel Application* (submit at least 6 weeks before travel)
Date
*If the trip is to a GSKH camp/property, the Travel Application is not required.
Instead, submit a Facility Use Application.
□
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Collect Health History and Authorization forms for all participants
Collect Permission Form for Troop/Group Activities for all girls
Three or more night trips
□
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Review Safety Activity Checkpoints for all planned activities
Travel Application* (submit at least 12 weeks before travel)
Date
*If the trip is to a GSKH camp/property, the Travel Application is not required.
Instead, submit a Facility Use Application.
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Collect Health History and Authorization plus Medical Exam form for all girl participants
Collect Health History and Authorization forms for all adult participants
Collect Permission Form for Troop/Group Activities for all girls
Purchase supplemental insurance through GSKH shop
Date
International Travel
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Review Safety Activity Checkpoints for all planned activities
Contact Girl Scout affiliated tour company to begin coordinating trip
Travel Application (submit at least 6 months before travel)
Date
Follow all guidelines and timelines presented by Girl Scout affiliated tour company
Collect Health History and Authorization plus Medical Exam form for all girl participants
Collect Health History and Authorization forms for all adult participants
Collect notarized Permission to Travel Form for Minors for all girls
Collect notarized Authorization for Medical Treatment for all girls
Purchase supplemental insurance through GSKH shop
Date
Cookie Credits
Cookie Credits can be used for travel if the destination is at least 125 miles one-way from origin. Once the Travel Application is
approved, submit the following to a GSKH office.
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Submit Troop Cookie Credit Request for Travel form (submit 4 weeks before travel)
*Each parent must sign to authorize use of his/her daughter’s cookie credits.
Questions? Contact us at 1-800-686-MINT(6468) or [email protected].
Travel Surveys: Following the trip, please submit surveys to [email protected] or mail to:
Girl Scouts of Kansas Heartland, 360 Lexington Rd, Wichita, KS 67218
Date
Be sure to follow the transportation guidelines below from Volunteer Essentials Chapter 4 :Safety-Wise.
Public transportation options include buses, trains, or airplanes. Private transportation includes private passenger
vehicles, rental cars, privately owned or rented recreational vehicles and campers, chartered buses, chartered boats, and
chartered flights.
For Girl Scout activities in which a group will be transported in private vehicles, follow these guidelines.
 Every driver must be an approved adult volunteer at least 21 years old and have a good driving record, a valid
license, and a registered/insured vehicle. State laws must be followed, even if they are more stringent than the
guidelines here.
 Each adult drives no more than six hours in one day, with rest breaks every two hours. For trips of more than six
hours, there is a relief driver who meets all requirements. Plan to drive only in daylight hours.
 Anyone who is driving a vehicle with 12 or more passengers, including the driver, must also be a professional
driver who possesses a commercial driver’s license (CDL). (If transporting 11 or less passengers in a 12 passenger
van, no CDL is required.)
 Girls never drive other girls.
 If a group is traveling in one vehicle, there must be at least two unrelated, approved adult volunteers in the
vehicle, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed.
 If a group is traveling in more than one vehicle, the entire group must consist of at least two unrelated, approved
adult volunteers, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed.
Care should be taken so that a single car (with a single adult driver) is not separated from the group for an
extended length of time.
 If there is an adult male in a car, an unrelated female must accompany him. If there is more than one adult in a
vehicle, they should not be related.
 Each person transported in a non-commercial vehicle must have a specifically designed passenger seat and wear
a seat belt.
 Never transport girls in flatbed or panel trucks, in the bed of a pick-up, or in a camper-trailer.
 Keep directions and a road map in the car, along with a first-aid kit and a flashlight.
Please keep in mind the following non-negotiable points regarding private transportation:
 Even though written agreements are always required when renting or chartering, you are not authorized to sign
an agreement or contract—even if there is no cost associated with the rental. Such an agreement must instead
be signed by the council CEO.

If a troop/group is planning to contract with others for chartered transportation for Girl Scout travel, the council
must ensure the owner/operator is properly licensed, registered, and insured for liability, and that the vehicle is
well-maintained. Council staff will communicate with the travel leader/advisor and the charter transportation
company to obtain required documentation for chartered transportation. Whenever possible, choose public
transportation (trains, commercial airlines, bus lines, and ship lines), which are preferable to chartered forms of
travel.
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If your council has given permission to use a rented car, read all rental agreements to be sure you comply with
their terms and avoid surprises. Note the minimum age of drivers (often 25), as well as the maximum age (often
under 70). Be sure the car is adequately insured, knowing who is responsible for damage to or the loss of the
vehicle itself. Also, ensure you have a good paper trail, with evidence that the vehicle rental is Girl Scout–related.
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If a Girl Scout Cadette, Senior, or Ambassador will be traveling alone during any part of a trip, use the opportunity to help
her feel comfortable with and capable of being on her own. Always talk first with her parents to assess her maturity and
ability to handle herself, and have them complete an emergency form. If she is flying, discuss the possibility of booking a
nonstop flight to make her trip less stressful, and ask parents to contact the airline, which will make special arrangements
for any unaccompanied minor. With the girl herself, develop a trip plan, discuss hotel security and safety, and talk about
avoiding excess communication with strangers, not wearing a nametag, and avoiding exposing money or other items
(such as smartphones, iPads, and iPods) that are attractive to pickpockets.
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The following is a list of possibilities for lodging:
Hotels or Motels – many hotels allow children, up to a certain age, to stay free in a room with a paid adults. Some
hotels will also provide rollaway beds at minimal cost. Be sure to ask if they offer a discount for Girl Scouts.
GSKH properties – GSKH has several properties across the state available for troop/group use. Find details online at
http://kansasgirlscouts.org/about-us/camps-2/council-properties/. If you use a GSKH property for a troop trip, you do
not need to fill out the Trip Application but you will need to submit a property usage agreement.
Kansas State Parks - Girl Scout members have access to basic/primitive campsites at 26 Kansas State Parks, thanks
to the Girl Scouts of Kansas Heartland Council’s partnership with the Kansas Department of Wildlife, Parks and
Tourism. Find all details and the required application here: http://kansasgirlscouts.org/about-us/camps2/stateparkcampingoptions/.
Other Girl Scout council properties – other Girl Scout councils may have options for staying at their camps or
properties. You can find a list of councils at www.girlscouts.org.
Hostels – there are many hostels located throughout the world that offer cheap rates. They can also offer you
information on the area. Some of them provide breakfast or special Girl Scout activities. Make sure to tell them you
are a Girl Scout troop. You can find hostels at www.hiusa.org.
Churches – you can locate the names and address of churches from the state headquarters of various denominations.
Many churches have gyms with showers, unused classrooms, or auditoriums where you can unroll your sleeping bags
for a night or two.
Military Installations – contact the public information officer at any base to ask if they have facilities a troop can use
for free or at minimal cost. Don’t forget sleeping bags!
College campuses – especially during summer vacations, colleges will frequently open up a dorm room or two for Girl
Scout troops.
Share these safety tips with girls before you leave on any trip that involves a stay at a hotel, motel, hostel, or dormitory:
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Always lock the door behind you, using the deadbolt and the chain or anchor.
Do not open the door for strangers; if hotel staff claims to be at the door, call the front desk to confirm.
Don’t mention or display your room number when in the presence of strangers.
Never leave jewelry, cameras, electronics, cash, or credit cards in your room.
Never leave luggage unattended in the hotel lobby (or in an airport or train or bus station).
When arriving at the hotel, locate emergency exits.
Keep a small flashlight on your bedside table, along with a small bag with your room key, wallet, passport, and
cell phone. Take the flashlight and bag with you if you have to leave the room in an emergency.
If a fire alarm goes off, get out as quickly as possible. Don’t stop to pack your suitcase. Before leaving your room,
feel the door: If it is warm, do not open it. Stay in your room and stuff towels around the door. Call the hotel
operator immediately. If the door is cool, proceed slowly out the door, looking for flames or smoke. Repeat these
instructions for any door you encounter.
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Adults should:
 Contact the front desk to make sure girls’ rooms are cleared of any minibars or refrigerators.
 Be sure the hotel doesn’t provide access to inappropriate movies on TVs and does not allow long-distance calls.
 Alert the hotel management that underage girls are staying in the hotel, and ask them to contact you if any girls
are seen out of their rooms after bedtime.
Always ensure the following:
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Each participant has her own bed. Parent/guardian permission must be obtained if girls are to share a bed.
Girls and adults do not share a bed.
It is not mandatory that an adult sleep in the sleeping area (tent, cabin, or designated area) with the girls, but if
an adult female does share the sleeping area, there should always be two unrelated adult females present.
If an adult is not going to be in a room with girls, adults should have adjoining rooms, suites, or rooms next door.
An adult must be nearby.
Men, couples, or boys can NOT sleep in the room with girls. They must make other accommodations.
On trips where male volunteers are part of the group, it is not appropriate for them to sleep in the same space as
girl members. Men may participate only if separate sleeping quarters and bathrooms are available for their use.
o In some circumstances, such as a museum or mall overnight with hundreds of girls, this type of
accommodation may not be possible. If this is the case, men do not supervise girls in sleeping area of
the event, and the adult-volunteer-to-girl ratio is adjusted accordingly.
During family or parent-daughter overnights, one family unit may sleep in the same quarters in program areas.
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To determine how many volunteer chaperones the girls will need with them on the trip, see the Adult-to-Girl ratios in
Volunteer Essentials or the Progression Guideline chart on page 7. Be sure every chaperone reviews and follows the 12
Girl Scout Safety Guidelines, available in the “Safety-Wise” chapter of Volunteer Essentials.
As you ask for chaperones, be sure to look for ones who are committed to:
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Being a positive role model
Respecting all girls and adults equally, with no preferential treatment
Creating a safe space for girls
Prioritizing the safety of all girls
Supporting and reinforcing a group agreement
Handling pressure and stress by modeling flexibility and a sense of humor
Creating an experience for and with girls
Getting fit (appropriate to the trip)
Be sure every chaperone reviews and follows the 12 Girl Scout Safety Guidelines found in Volunteer Essentials and on
www.kansasgirlscouts.org.
All volunteers, including drivers, must be registered adult Girl Scout members with a current (within 3-years)
background check on file.
Just like any other Girl Scout activity, travel presents a certain amount of risk. Risk management does not guarantee a
seamless trip, but it can improve decision making, help avoid surprises, and improve the group’s experience. Volunteers
are responsible for reviewing and following the Safety Activity Checkpoints for all activities.
How can you, as a Girl Scout volunteer, determine whether an activity is safe and appropriate? Good judgment and
common sense often dictate the answer. What’s safe in one circumstance may not be safe in another. An incoming
storm, for example, might force you to assess or discontinue an activity. If you are uncertain about the safety of an
activity, call your council staff with full details and don’t proceed without approval. Err on the side of caution and make
the safety of girls your most important consideration.
Prior to any activity, read the specific Safety Activity Checkpoints (available at
www.kansasgirlscouts.org) related to any activity you plan to do with girls. Each Safety
Activity Checkpoint offers you information on where to do this activity, how to include
girls with disabilities, where to find both basic and specialized gear required for the
activity, how to prepare yourselves for the activity, what specific steps to follow on the
day of the activity, and so on.
In addition to reading these checkpoints yourself, you can email or print them for covolunteers, parents/guardians, and the girls themselves. The checkpoints are formatted
as checklists, so that you can check off each step that has been accomplished.
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In keeping with the three processes of the Girl Scout Leadership Experience, be sure that:
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All activities are girl-led. Take into account the age and abilities of the girls. Older girls can take the bulk of the
responsibility for carefully planning and executing activities, while younger girls will require more of your
guidance but should still be deeply involved in making decisions about their activities.
Girls have the chance to learn cooperatively. Have girls teach each other new skills they may need for the
activities, rather than hearing all that from you.
Girls learn by doing. If research or special equipment is needed, they’ll learn better by doing that research
themselves than by having you do the legwork and report back to them. Even Daisies can do basic research and
give reports or do show-and-tell for each other. Ambassadors may need you only for moral support as they
research, teach each other, and plan every detail of their excursions.
If Safety Activity Checkpoints do not exist for an activity you and the girls are interested in, check with your council before
making any definite plans with the girls. A few activities are allowed only with written council pre-approval and only for
girls 12 and over, while some are off-limits completely:
 Caution: You must get written pre-approval from your council for girls ages 12 and older who will:
o Use firearms for target shooting (see Sport Shooting Safety Activity Checkpoints)
o Take trips on waterways that are highly changeable or uncontrollable (See Whitewater Rafting Safety
Activity Checkpoints)
 Warning: When activities involve unpredictable safety variables, they are not recommended as Girl Scout
program activities. These include but are not limited to:
o Bungee Jumping; flying in small private planes, helicopters or blimps; go-Carting; hang gliding; hot air
ballooning; hunting; motor biking; parachuting; parasailing; riding all-terrain vehicles; riding motorized
personal watercraft such as jet skis; skydiving; stunt skiing; outdoor trampolining; zorbing
When planning activities with girls, note the abilities of each girl and carefully consider the progression of skills from the
easiest part to the most difficult. Make sure the complexity of the activity does not exceed girls’ individual skills. Bear in
mind that skill levels decline when people are tired, hungry or under stress. Also use activities as opportunities for
building teamwork, which is one of the outcomes for the Connect key in the Girl Scout Leadership Experience (GSLE).
Sunday, July 11
 Leave at 10:30 a.m. from church in Wichita
 Stop at McDonald’s & Totem Pole Park (Chelsea, OK)
 Visit Price Tower in Bartlesville, OK
 Dinner at the Copper Restaurant at the hotel in Bartlesville
 Lights out at 11:00 p.m.
 Stay: Price Towers, 510 Dewey Ave, Bartlesville, OK (918-336-4949)
 Mileage: 191 miles
Monday, July 12
 Wake up at 7:00 a.m.
 Price Towers Museum Tour at 9:00 a.m.
 US412 to Tahlequah, OK
 Stop for fast food for lunch
 Canoeing at Eagle Bluff Resorts in Tahlequah, OK (918-456-3031)
 Dinner at Napoli’s Italian Restaurant
 Movie at Arrowhead Mall
 Lights out at 11:00 p.m.
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Stay: Comfort Inn & Suites, 101 Reasor St, Tahlequah, OK (918-431-0600)
Mileage: 45 Miles
Tuesday, July 13
 Wakeup at 8:00 a.m. and eat breakfast at hotel
 10:00 a.m. tour at Cherokee Heritage Center in Park Hill, OK followed by 2 Girl Scout programs
 Dinner at Dave & Busters (Tulsa)
 Bowling at Andy B’s (Tulsa)
 Lights out at 11:00 p.m.
 Stay: Holiday Inn, 2159 Muskogee Ave, Tulsa OK (918-299-8888)
 Mileage: 60 miles
Wednesday July 14
 Wakeup at 8:00 a.m. and eat breakfast at hotel
 Go to OSU Challenge Course (Stillwater, OK)
 Sack lunches
 Dinner at Eskimo Joe’s restaurant in Stillwater
 Snack at POP’s in Stillwater
 Lights out at 11:00 p.m.
 Stay: St. Jerome’s United Methodist Church, 78 W Jefferson, Stillwater OK (405-928-7477)
 Mileage: 186 miles
Thursday, July 15
 Wake up at 8:00 a.m.
 Breakfast at IHOP in Tulsa
 Cake decorating class at 10:00 a.m.
 Work with Brownie Troop #590 from Tulsa OK from 2-4 p.m.
 Go to Discovery Land for activities and dinner at 6:30 p.m.
 Lights out at 11:00 p.m.
 Stay: St. Jerome’s United Methodist Church, 78 W Jefferson, Stillwater OK (405-928-7477)
 Mileage: 62 miles
Friday, July 16
 Breakfast at Hardee’s (Stillwater)
 Drive home
 Arrive back in Wichita at 11:00 a.m.
 Parent pickup arranged at church in Wichita
 Mileage: 128 miles
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Emergencies require prompt action and quick judgment. For many activities, Girl Scouts recommends that at least one
adult volunteer be first-aid/CPR-certified. For that reason, if you have the opportunity to get trained in council-approved
first-aid/CPR, do it! You can take advantage of first-aid/CPR training offered by chapters of the American Red Cross,
National Safety Council, EMP America, American Heart Association or other sponsoring organizations approved by your
council.
Caution: First-aid/CPR training that is available entirely online does not satisfy Girl Scouts’ requirements. Such courses do
not offer enough opportunities to practice and receive feedback on your technique. If you’re taking a course not offered
by one of the organizations listed in the previous paragraph, or any course that has online components, get approval from
your support team or council prior to enrolling in the course.
To serve as the troop’s “First Aider,” a troop leader or other registered adult will need to become certified through a
GSKH course or another certifying organization. If you are certified through another organization, please submit proof of
certification and expiration information to your regional GSKH office. See full details on First Aid and CPR certification in
Volunteer Essentials, or at www.kansasgirlscouts.org, under “Volunteer Resources.”
Girl Scouts of Kansas Heartland has developed a series of Outdoor Leadership Skills courses to prepare volunteers for
outdoor adventures with girls. Information about volunteer learning opportunities including scheduled courses can be
found at www.kansasgirlscouts.org. GSKH Outdoor Leadership courses are required before facilitating outdoor activities
with girls including outdoor cooking. See full details on Outdoor Leadership certification at www.kansasgirlscouts.org,
under “Volunteer Resources.”
Check with your regional office team if your service unit is interested in a presentation on travel planning for
volunteers.
Be sure to discuss the following items with the girls and their parents before you leave on any trip (you may also want to
put this information in writing and have girls sign it):
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Who her buddy is—and how the buddy system works
What to do if she is separated from the group, whether by accident or because of a crime
What to do if she loses something significant: money, passport, luggage
How to report a crime
What to do if emergency help is needed
How to perform basic first-aid procedures
How to deal with a large crowd (if applicable)
What to do in the event of a crime
What behaviors you expect—and what consequences exist for not living up to those behaviors
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When planning a trip, keep in mind the guidelines from Volunteer Essentials Chapter 5: Managing Group Finances. One of
your opportunities as a volunteer is to facilitate girl-led financial planning, which may include the following steps for the
girls:
1.
Set goals for money-earning activities. What do girls hope to accomplish through this activity? In addition to
earning money, what skills do they hope to build? What leadership opportunities present themselves?
2.
Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies, admission to events,
travel, and so on) and available income (the group’s account balance, projected cookie proceeds, and so on).
Don’t forget to include transportation costs, lodging, and food.
3.
Determine how much the group needs to earn. Subtract expenses from available income to determine how
much money your group needs to earn.
4.
Make a plan. The group can brainstorm and make decisions about its financial plans. Will cookie and other
product sales—if approached proactively and energetically—earn enough money to meet the group’s goals? If
not, which group money-earning activities might offset the difference in anticipated expense and anticipated
income? Will more than one group money-earning activity be necessary to achieve the group’s financial goals? In
this planning stage, engage the girls through the Girl Scout processes (girl-led, learning by doing, and cooperative
learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and
safety factors.
5.
Write it out. Once the group has decided on its financial plan, describe it in writing. If the plan involves a group
money-earning activity, fill out an application for approval from your council and submit it along with the budget
worksheet the girls created.
Cookie credits, earned through participation in the annual Girl Scout Cookie Sale, may be used for approved troop trips of
at least 125 miles one-way, including day trips. The reason for the 125-mile minimum for Cookie Credit use is to ensure
that those earned cookie credits are going towards special experiences for girls outside of their communities and
everyday settings.
In order to use Cookie Credits for Troop Travel:
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Appropriate travel forms must be submitted and approved. Note: Day Trips do not require a Travel Application
unless the troop is requesting Cookie Credits; then a Travel Application must be submitted with all trip details.
Once approved, troop submits the Troop Cookie Credit Request for Travel at least 4 weeks prior to travel.
The Troop Cookie Credit Request for Travel must be submitted by a registered adult volunteer with the troop who
is also an authorized signer on the troop checking account.
The troop must have submitted an annual Finance Summary for the previous or current year, as applicable.
A parents/guardian must sign the Troop Cookie Credit Request for Travel authorizing the use of his/her
daughter’s cookie credits.
Cookie Credits will not be issued for more than the estimated travel cost per person.
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Amount per
participant
Income/Available Funds
Troop Account
Future Product Sales
Proceeds
Future Money Earning
Proceeds
Girl Cookie Credits
Girl/Family
Contributions
Amount budgeted for trip from the
troop's treasury
Anticipated income from upcoming
Product Sales
Total
n/a
Anticipated income from upcoming
Money Earning Projects
Average amount transferred per girl
(individual amounts may vary)
Amount contributed per participant
Total Income:
Amount per
participant
Estimated Expenses
Transportation
Bus/Train/Airplane Tickets
Vehicle rental fees
Estimated fuel cost
Parking and tolls
Lodging
Rate per night
Activities
Event registration fees
Admission fees or tickets
Other activity fees
Food
Breakfast (x number of meals)
Lunch (x number of meals)
Dinner (x number of meals)
Snacks
Travel Insurance
Plans begin at $0.11 per day per person
Other Expenses
Patches
Souvenirs
Emergency Funds
Total Expenses:
Cost per participant (total expenses divided by number of participants):
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Total
The following forms must be collected and maintained by the leader/advisor in charge of the trip:
Permission Form for Troop/Group Activities: For each girl participant for all trips within the United States.
Health History and Authorization: For each girl participant for day trips and one or two night trips; For each adult for
all trip lengths and types.
Health History and Authorization plus Medical Exam: For each girl participant for three or more night trips and all
international trips.
Permission to Travel Form: For each girl participant for all international trips. Must be notarized.
Authorization for Medical Treatment for Minors: For each girl participant for all international trips. Must be
notarized.
Every registered girl and adult Girl Scout member is covered under basic Girl Scout Activity Insurance upon registration.
The entire premium cost for this protection is borne by Girl Scouts of the USA. The basic plan is effective during the
regular fiscal year (October to the following October). Up to 14 months of insurance coverage is provided for new
members who register in the month of August. This insurance provides up to a specified maximum for medical expenses
incurred as a result of an accident while a member is participating in an approved, supervised Girl Scout activity, after the
individual’s primary insurance pays out. This is one reason that all adults and girls should be registered members. Nonregistered parents, tagalongs (brothers, sisters, friends), and other persons are not covered by basic coverage.
This insurance coverage is not intended to diminish the need for or replace family health insurance. When $130 in
benefits has been paid for covered accident medical or dental expense, any subsequent benefits will be payable only for
expenses incurred that aren’t compensable under another insurance policy. If there is no family insurance or healthcare
program, a specified maximum of medical benefits is available.
Additional insurance is available for Girl Scouts taking trips lasting three nights or more, and for non-members who
participate in Girl Scout activities. Additional insurance is mandatory for any Girl Scouts of Kansas Heartland activity
involving three nights or more, as well as all international travel. For details about insurance coverage and to apply for
additional coverage, contact the Girl Scouts of Kansas Heartland at 1-888-686-MINT (6468) or [email protected]. Review the
Girl Scouts insurance plan description here.
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There are plenty of options and inexpensive ways to handle food while traveling. Here are some tips:
o You can have each girl bring something, or have the troop plan what they want and buy it – whether from
existing troop funds or from an assessment from each girl attending.
o If you are staying in a public place, plan all the meals and snacks.
o If you plan to do any meal preparation, be sure to plan the menus and supplies carefully. Include all the “extras”
– like salt, pepper, sugar, pot-holders, aluminum foil, etc.
o Girls tend to get hungry every two hours, regardless of the size of the meal they have just eaten.
o Whenever possible, bring sack lunches form home for the first meal. Carry cold drinks and snacks as a means of
keeping your budget reasonable. If there is room for a cooler, bring it.
o If it is necessary to eat in restaurants, consider having the main meal at lunch time. Many restaurants have lower
prices at lunch time. The portions may be smaller, but so will the costs. In food courts give the girls a set amount
of money and let each one decide what to eat.
o Be sure to include plenty of money in the food budget. Remember, in tourist areas and some large cities, food
may cost more than what you are used to paying.
o Don’t forget to check over the girl’s medical history for food allergies or special diets.
Decide ahead of time on rules for what to bring.
o Each girl must be responsible for carrying and managing her own bag. How big of a bag is there room for?
o What will the rule be for electronic devices? Discuss the pros and cons of electronic devices.
Below is a list of basic equipment the leader should bring:
o First Aid kit
o Copies of permission and health forms
o Emergency contact information
o Change for tolls, vending machines, etc.
o Maps
o Reservation and confirmation information
o Plan to have access to an emergency fund – credit/debit card or at least $200.
o For international travel: copies of all participants’ passports
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Have the girls take the lead on bringing the group back together to reminisce, tell stories, and share photos. Also plan
some formal debriefing time with the girls for the following tasks:
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Clean up and return borrowed or rented equipment
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Write thank-you notes to people who helped along the way
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Evaluate the trip by discussing what was worthwhile and what the group would change
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Complete Travel Surveys and turn in to the council
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Encourage girls to keep in touch
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Share their experience with others
The end of this trip doesn’t have to be the end of a girls’ time with Girl Scouting. Some girls participate in Girl Scouting in
all sorts of ways; others are excited only about travel. What lies ahead for them—and for you?
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Girls who have never been involved in any other way besides travel may be looking for longer-term
opportunities closer at home. Younger Cadettes may want to participate in resident camp, while Seniors and
Ambassadors—as well as older Cadettes—will want to hear all about upcoming series and events at your
council.
Girls who have traveled once tend to want to travel again. Be sure girls are aware that other travel
opportunities, such as GSUSA destinations, will exist for them in the years ahead. The great experiences they
had on this trip may have prepared them for longer and more global trips in the future.
Girls may want to hear about the Girl Scout Silver and Gold Awards, which are opportunities for them to
make a dramatic difference in their communities—and to have plenty to brag about with college admissions
officers, too!
And what about you? If you’re ready for more opportunities to work with girls, be sure to let your council know how
you’d like to be a part of girls’ lives in the future. Are you ready for a year-long volunteer opportunity with a troop? Help
organize a series or event? Take another trip? The possibilities are endless.
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FORMS
Find travel forms at: http://www.kansasgirlscouts.org/en/our-council/forms---documents.html#
Including:
o
o
o
o
o
o
o
o
Travel Checklist
Travel Application
Permission Form for Troop/Group Activities
Health History and Authorization
Health History and Authorization plus Medical Exam
Permission to Travel Form for Minors
Authorization for Medical Treatment of Minors
Troop Cookie Credit Request for Travel
Find volunteer resources at: http://www.kansasgirlscouts.org/en/for-volunteers/volunteer-resources.html#4
Including:
o
o
o
Volunteer Essentials
Volunteer Essentials: Travel Appendix
Safety Activity Checkpoints
ADDITIONAL RESOURCES
Girl Scouts Kansas Heartland Travel Opportunities
http://kansasgirlscouts.org/just-for-us/travel/
GSUSA Destinations
http://www.girlscouts.org/forgirls/travel/destinations/
International Travel
http://www.girlscouts.org/who_we_are/global/travel.asp
Global Travel Toolkit
http://www.girlscouts.org/who_we_are/global/travel_toolkit.asp
World Centers
http://www.girlscouts.org/who_we_are/global/wagggs/world_centers.asp
Juliette Low World Friend ship Fund
http://www.girlscouts.org/who_we_are/global/juliette_low_fund.asp
Juliette Gordon Low Birthplace
http://www.juliettegordonlowbirthplace.org/
World Association Girl Guides Girl Scouts
www.wagggsworld.org
CONTACT INFORMATION
o For questions on Troop/Group travel, contact your Volunteer Support Specialist by calling toll-free (888)686MINT (6468) or emailing [email protected].
o For Council Sponsored travel opportunities, contact: [email protected] or visit http://kansasgirlscouts.org/justfor-us/travel/
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