Extended Overnight and International Troop Travel Application

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.
- Please note that due to COVID, at this time international travel is only allowed for countries designated by the CDC as Level 1 or 2. Refer to CDC Travel Recommendations by Destination for details.
- 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
- All cruises and international troop travel requires the purchase of Accident and Sickness Insurance. For other trips you may choose to purchase the optional primary coverage (Plan 3P). Please refer to this form for more information and to purchase the insurace.
- If you are looking for the Simple Overnight Troop Travel Application for trips less than three (3) nights, you can find it here.
Section 1: Trip Coordinator
Name*

First NameLast Name
Phone Number*
Email*

Confirmation Email
5-Digit Troop Number*
Service Unit Approval By:

First NameLast Name
Service Unit*
Date (SU)

MonthDayYear
Date
Council Approval By:

First NameLast Name
Date (CM)

MonthDayYear
Date
Section 2: Description of Trip
Trip Destination(s)*
Departure Date*

MonthDayYear

Hour MinutesAM/PM Option
Return Date*

MonthDayYear

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.)*

Yes
Section 3:Trained Volunteers/Trip Activities
Troop Leader Trained Adult #1*

First NameLast Name
Traveling Troops Trained Adult*

First NameLast Name
Traveling Troops Date of Completion*

MonthDayYear
Traveling Troops
First-Aid & CPR Certified Adult*

First NameLast Name
First-Aid & CPR Date of Completion*

MonthDayYear
First-Aid & CPR
Will your troop be camping on this trip?*

Yes, in cabinsYes, in tentsYes, primitive camping and/or primitive hiking or backpackingNo
Camp Trained Adult*

First NameLast Name
BOLT Date of Completion*

MonthDayYear
Advanced Camp Training Date of Completion*

MonthDayYear
Wilderness I, II, & III Training Date of Completion*

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

LifeguardWaterfront LifeguardSmall Craft SafetyOpen Water KayakRiver Level 1 Canoe/KayakArcheryWilderness First AidNoneOther
Lifeguard Certified Adult*

First NameLast Name
Lifeguard Training Date of Completion*

MonthDayYear
Lifeguard Certification
Waterfront Lifeguard Certified Adult*

First NameLast Name
Waterfront Lifeguard Date of Completion*

MonthDayYear
Waterfront Lifeguard Certification
Small Craft Safety Trained Adult*

First NameLast Name
Small Craft Safety Date of Completion*

MonthDayYear
Small Craft Safety
River Level 1 Canoe/Kayak Certified Adult*

First NameLast Name
River Level 1 Canoe/Kayak Date of Completion*

MonthDayYear
River Level 1 Canoe/Kayak
Level I Archery Certified Adult*

First NameLast Name
Level I Archery Date of Completion*

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

YesNo
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.
Section 4: Emergency Contact Information

Home Emergency Contact Person. Provide name of person at home to serve as troop contact in case of emergency. Please provide the emergency contact person with a copy of the itinerary, an emergency action plan and contact information for the caregivers of everyone attending.
Emergency Contact Name*

First NameLast Name
Phone Number*
2nd Phone Number
Email*
example@example.com
I have researched and identified the nearest hospital or emergency medical provider for the trip destination:*

Yes
Section 5: Troop Roster

Who will be going on the trip?
Number of Female Adults*
Number of Male Adults*
Number of Girls*
Age Level of Girls*

DaisyBrownieJuniorCadetteSeniorAmbassador
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.*

Yes
Will there be any Tagalongs on this trip?*

YesNo
Provide details for each Tagalong:*
Please provide a Roster of all adults and girls participating in the trip by typing their information below. Remember, everyone attending must be a registered Girl Scout and Adults must have a current background check. Background check expiration dates are noted for each adult i troop leaders’ MyGS/My Account under their Troop number.
List ADULTS participating in the trip:*
List GIRLS participating in the trip:*
Section 6: Transportation

Please note: The use of 12-15 passenger vans does not meet the GSWCF safety criteria and should not be used for transporting children.
What type of transportation will be used on the trip? (Select all that apply.)*

Private Car(s)Rented Car or MinivanChartered BusAirplaneTrainBoat/ShipOther
All drivers have read and signed the Safe Driver Pledge*

Yes
Section 7: Itinerary and Accommodations

Please provide a detailed itinerary including dates, approximate times, daily activities, and major sites or stops. If you would like to see a Sample Itinerary, you can find one towards the bottom of this page under Resources: www.gswcf.org/travel
Please attach a trip itinerary.*

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

YesNo
Accommodations (Select all that apply.)*

HotelCampsitePrivate Rentals (Airbnb, VBRO, etc)Other
Please provide the name and address for each overnight accommodation:*
Section 8: Budget
Have you completed and submitted your most recent Troop Finance Report?*

YesNo
Please explain why your most recent troop finance report hasn't been submitted:*
How did the girls earn the money for the trip?*

Fall Product ProgramCookie ProgramOther
If you selected "other" above, please explain:*
Please upload the trip budget.*

Cancelof
Section 9: Signature
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.*

Yes
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.*

Yes
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.*

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

Yes
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.*

Yes
Signature*

Clear
Once submitted you will receive a copy of this form in your email.
Should be Empty:

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