Definition of "Trip"

Any Girl Scout activity that takes place outside of your troop’s regular meeting TIME or meeting PLACE.

Requirements

ALL trips must be in writing approved before the trip occurs. REMEMBER: TRIPS NOT APPROVED ARE NOT INSURED BY GIRL SCOUTS.
  • Bring signed Parent Permission for Troop Activity, High Risk Permission (if needed), and Health History Record forms for each girl on the trip.
  • Take the Troop First Aid Kit
  • Leader must review and follow Safety Activity Checkpoints for the particular type of activity. Make sure you follow the required Adult/Girl trip ratio.

Driver Requirements

All drivers of Girl Scouts to an activity or event must comply with all of the following:
  • Be an approved adult volunteer
  • Be registered with GSEP
  • Have all background clearances needed to be a volunteer.
  • Have a good driving record, a valid license and a registered / insured vehicle.
  • Every driver must have completed the Volunteer Driver Form.
  • Girls are never permitted to drive other girls.

Day Trip

For any one-day activity(ies) outside of your regular troop meeting time and/or place, you MUST, complete the GSEP Day Trip Application. Note: if the destination is a day trip sponsored by GSEP or the Horizon SU you don’t need this form. (All Council and Service Unit Events are considered approved).
  • High Risk Activity (that is any distance from your troop meeting location) – Review GSEP High Risk Activity Fact Sheet and GSUSA Safety Activity Checkpoints – Submit 1 month prior to trip.

Overnight Trip

Overnight Trips within the boundaries of GSEP (1-2 nights or 3 night travel if it occurs over a US Federal Holiday weekend or during the summer months) including camping at GSEP properties – Submit 1 month prior to trip
  • High Risk Activity (that is any distance from your troop meeting location) – Review GSEP High Risk Activity Fact Sheet and GSUSA Safety Activity Checkpoints – Submit 1 month prior to trip.

High Rick Activity

Are those that demand greater physical ability, emotional stamina and skill. There activities may require specialized training, equipment, and supervision. Please see the Safety Activity Checkpoints and GSEP High Risk Activity Fact Sheet for requirements when participating in a high risk activity.
  • When participating in any high risk activity, all registered Girl Scouts must have a signed High Risk Activity Permission Form, Parent Consent for Troop Activity Form and a current Health History Form.

Extended Travel

Is any trip lasting 3 or more nights and international trips of any length. Extended trips require both a Proposal and a Final Submission to be submitted. One form now serves both purposes – check off “Proposal” at the top of the form for your first submission, and check off “Final Submission” for your final paperwork. Should be submitted to travel@gsep.org and notify SUM or SU Trip Advisor
  • First submit an Extended Trip Form to travel@gsep.org. Once it is approved, you can proceed with planning your trip. This needs to be submitted at least 3 months prior to an in-council trip, 6 months prior to a USA trip, and 12-18 months prior to an international trip.
  • You will need parents to sign the Parent Permission Form for Extended Trips. You will submit this with your Extended Trip Form.
  • Once your proposal is approved, you can make the preparations for your trip. Part of this includes submitting a Certificate of Insurance (COI) for any venues for which GSEP does not have a certificate. You can find a list of approved vendors under “Forms – Travel” Please send these to Susan Schmalzried at sschmalzried@gsep.org .
  • If there are any high risk activities on this trip, you will also need parents to sign the High Risk Activity Permission Form. If there more than one high risk activity on this trip, you can list them all on one sheet.
  • Lastly, you must submit an Extended Trip Form. This needs to be submitted at least 60 days prior to your trip (30 days for in-council trips). Any COIs need to be received before/at this time, and a copy of the High Risk Activity Permission Forms need to be submitted before/at this time as well.

Certificates of Insurance are Required for Some Destinations

Examples - gymnastics, horseback, skiing, theme parks, specialized play centers, skating, whitewater rafting, boating, rock climbing, hayrides, and transportation companies. The list of current sites with Certificates of Insurance is located on the GSEP website/Forms/Travel
  • If your destination/site is not on the list it is the troop leader's responsibility to contact the destination/site and have the appropriate Certificate of Liability Insurance faxed to Susan Schmalzried, 215-745-4947 at GSEP.
  • The trip cannot be approved until the Certificate has been received by GSEP.
  • In addition, if non-GS people will be attending the trip/event then additional insurance should be purchased (see Plan 2 Form).

Forms

NEW Trip and Permission Forms
gsep_trip_quick_guide.pdf
File Size: 5353 kb
File Type: pdf
Download File
troop_trip_application_fillable.pdf
File Size: 685 kb
File Type: pdf
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extended-trip-application_.pdf
File Size: 481 kb
File Type: pdf
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parent_permission_for_troop_activity_fillable.pdf
File Size: 109 kb
File Type: pdf
Download File
hsu_trip_procedures_2017-18.doc
File Size: 60 kb
File Type: doc
Download File
pro_15_form_volunteerdriver_web.pdf
File Size: 64 kb
File Type: pdf
Download File
insurance-summary.pdf
File Size: 318 kb
File Type: pdf
Download File
plan-2.pdf
File Size: 28 kb
File Type: pdf
Download File
mutual-of-omaha-claim-form.pdf
File Size: 45 kb
File Type: pdf
Download File