Extended Overnight and International Troop Travel Application

This Application is used for domestic travel with a duration of three (3) or more nights and international travel of any length. This form must be submitted for approval at least six (6) weeks in advance of the date of departure for domestic travel, and three (3) months in advance for international travel. While it’s rare, some trips may need to be altered to meet Girl Scout guidelines.

If you are looking for the Simple Overnight Troop Travel Application for trips less than three (3) nights, you can find it here.

Volunteer Essentials and applicable Safety Activity Checkpoints, including the Travel section, must be reviewed prior to planning your Girl Scout trip.
At the time of travel, all participents must be currently registered Girl Scout members.
At the time of travel, all adult chaperones must be currently approved volunteers with eligible background checks.
All troop travel requires an adult with a Girl Scout approved First-Aid and CPR certification.
At least one adult on the trip is required to take the Traveling Troops training.
For a Travel Planning Checklist, Sample Itinerary, and additional information, please visit www.gswcf.org/travel
*Insurance Update* Volunteers are no longer required to purchase additional insurance for Girl Scout sponsored and supervised events.
Previously, additional insurance was required for certain activities. This is no longer the case. Every participant of the Girl Scouts of the USA is automatically covered under the insurance plan. To assure coverage of all registered members, the entire cost of the plan is paid for by the Girl Scouts of the USA, making trip planning easier and more streamlined for you.

To help you understand what’s covered and how it works, please review the Mutual of Omaha Insurance Guide.

Be sure to check out the guide before your next trip to ensure you’re familiar with coverage details and any applicable procedures.
Snapshot of the New Insurance Policy:

Name

First NameLast Name

Phone Number

Format: (000) 000-0000.

Email

Confirmation Email

5-Digit Troop Number

Service Unit Approval By:

First NameLast Name

Service Unit

Date (SU)

Date

Council Approval By:

First NameLast Name

Date (CM)

Date

Trip Destination(s)

Departure Date

Hour MinutesAM/PM Option

Return Date

Hour MinutesAM/PM Option

I understand that Accident and Sickness Insurance is required for international travel and cruises. (A link to more information on purchasing insurance is provided at the top of this form.)

Troop Leader Trained Adult #1

First NameLast Name

Traveling Troops Trained Adult

First NameLast Name

Traveling Troops Date of Completion

Traveling Troops

First-Aid & CPR Certified Adult

First NameLast Name

First-Aid & CPR Date of Completion

First-Aid & CPR

Will your troop be camping on this trip?

Camp Trained Adult

First NameLast Name

BOLT Date of Completion

Advanced Camp Training Date of Completion

Wilderness I, II, & III Training Date of Completion

Select any other specialized certifications that will be needed for this trip and list certified person below:

Lifeguard Certified Adult

First NameLast Name

Lifeguard Training Date of Completion

Lifeguard Certification

Waterfront Lifeguard Certified Adult

First NameLast Name

Waterfront Lifeguard Date of Completion

Waterfront Lifeguard Certification

Small Craft Safety Trained Adult

First NameLast Name

Small Craft Safety Date of Completion

Small Craft Safety

River Level 1 Canoe/Kayak Certified Adult

First NameLast Name

River Level 1 Canoe/Kayak Date of Completion

River Level 1 Canoe/Kayak

Level I Archery Certified Adult

First NameLast Name

Level I Archery Date of Completion

Level I Archery

According to Safety Activity Checkpoint, will your troop be participating in any activities that require council approval/ high risk?

Please list all activities that require council approval/ high risk.

NOTE: GSWCF is only able to vet and approve high risk activities/facilities if they are located within our council 8-county footprint. If your troop is traveling OUTSIDE of our council and participating in a high risk activity requiring council approval, please confirm the activity/facility conforms to Safety Activity Checkpoints (SAC) and obtain approval from the Girl Scout council covering that activity/facility location.

Emergency Contact Name

First NameLast Name

Phone Number

Format: (000) 000-0000.

2nd Phone Number

Format: (000) 000-0000.

Email

example@example.com

I have researched and identified the nearest hospital or emergency medical provider for the trip destination:

Number of Female Adults

Number of Male Adults

Number of Girls

Age Level of Girls

I have reviewed in Volunteer Essentials the required adult volunteer/girl ratios for Events, Travel, and Camping, and confirm that the minimum ratio will be met for this trip.

Will there be any Tagalongs on this trip?

Provide details for each Tagalong:

List ADULTS participating in the trip:

List GIRLS participating in the trip:

What type of transportation will be used on the trip? (Select all that apply.)

All drivers have read and signed the Safe Driver Pledge

Please attach a trip itinerary.

This trip has been planned with girl input at a level appropriate for the girls’ grade level and progression.

Accommodations (Select all that apply.)

Other

Please provide the name and address for each overnight accommodation:

Have you completed and submitted your most recent Troop Finance Report?

Please explain why your most recent troop finance report hasn't been submitted:

How did the girls earn the money for the trip?

If you selected "other" above, please explain:

Please upload the trip budget.

I affirm that I have verified every participant is a registered Girl Scout member and all adults have approved background checks that will not expire before the trip is over.

I affirm that I have on hand a permission form for each girl participant and a health form & COVID waiver for every girl and adult participant.

I affirm that I have reviewed and will comply with the COVID mitigation guidelines that can be found at gswcf.org/covid, including the sections on in-person meetings and activities, and Troop Camping, Travel and Overnight Stays.

I affirm that I have reviewed the travel requirements and applicable Safety Activity Checkpoints for this trip.

My signature below indicates that all the information provided is correct to the best of my knowledge. I also acknowledge that intentional failure to follow published guidelines and procedures found in the most current version of Volunteer Essentials and Safety Activity Checkpoints could result in a reduction of available Girl Scout provided insurance and may result in personal liability to myself. I understand that all travel approval is tentative until the final email notification is received from my service unit.

Signature

Once submitted you will receive a copy of this form in your email.

Extended Overnight and International Troop Travel Application

Section 1: Trip Coordinator

Section 2: Description of Trip

Section 3:Trained Volunteers/Trip Activities

Section 4: Emergency Contact Information

Section 5: Troop Roster

Section 6: Transportation

Section 7: Itinerary and Accommodations

Section 8: Budget

Section 9: Signature