Hosting an Event

You are thinking about hosting an event and you have questions.

First: THANK YOU!  Fun events keep Girl Scouts exciting and interesting.

What paperwork do I need to fill out to host an event?

  • We have a very handy document that will help you make sure you don’t forget anything: The Event Planning Worksheet.
  • If your girls are holding the event as a fund-raiser, be sure you’ve read and understand the Fund Raising requirements.
  • If you think you’ll have unregistered adults or tag-a-longs at your event, you’ll want to get Plan 2 insurance.  Contact Council for details.
  • Afterwards, you must fill out and submit the last page of The Event Planning Worksheet.
  • If you had any injuries, you must fill out and submit a copy of your First Aid Log.
  • If you had any incidents, you must fill out and submit a copy of your Incident and Injury Report.  A copy of this report MUST be submitted to council within 48 hours of any incidents.

Where can I hold my event?
Many local schools and churches will let you use their space.  Parks are another good choice.  Private homes are not a good choice for many reasons, including lack of room, insurance reasons, and the comfort level of other parents.

Do I have to give out fun patches to people who come?
No, but it does give the girls a memory for the back of their vest.  If you don’t know  how many to buy, buy them after the event, once you know how many girls came.

Can my event be a fun event or must the girls earn badges or do community service?
Life is made up of many different puzzle pieces and fun should always be in there somewhere.  Badge and Journey workshops are great, skill building workshops are wonderful, community service opportunities are awesome – and pure fun is fabulous too!

How much should I charge for my event?  Can my troop use it as a fundraiser?
You can host the event as a service project, charging less than it costs to run the event.  You can charge just enough to break even.  And yes, you can charge extra so it is a fund raiser for your troop.
How much you charge is up to you. Think about how much you would be willing to spend to do this activity with YOUR troop.  Think about how much your girls need to raise to do the things they have planned.

How do I spread the word about my event?
We’ll help!  Send us the details, a digital copy of the flyer (if you made one), and a fun image for your event.