Service Unit Events Requirements
Girl Scouts are encouraged to take leadership on activities and manage the process and the paperwork that is involved in a successful event. To spread the word for those events, a detailed application must be submitted outlining the date and time, location, and details of the event- including the cost for participating or if it is open to friends or tag-alongs. Please submit the information 2 months in advance, so that fliers can be distributed at leader meetings and posted to the website's events calendar. We want the word to get out to make their event a success!
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For Money Earning Events instructions, click here.
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Steps to submit a proposal for a SU Event
- Download and fill out the Event Planning Packet. This packet provides step by step instructions and deadline requirements to put on a Service Unit event. This can be for events that are planned a year in advance or less, depending on the details of your event. At a minimum, the process needs to be started at least 3 months in advance so that the proper paperwork is submitted on time. Delays will require the event date to be moved.
- Contact the Service Unit event chair with your proposed date for your event. She can check the calendar to see if there are other events already planned for your proposed date or if there are additional requirements for your date, such as insurance forms or background checks required.
- If your date is approved, create a Event Proposed Budget Report, which is on page 10 of the Event Planning Packet. Include the cost to host the event, any necessary deposits, supplies necessary, and net profit or loss. You can add additional pages if you require more information for your event than the budget report has listed, it is just an example of a budget and can be modified.
- Create a flyer for your event, including the date, time, location and all pertinent information needed. You can contact the Service Unit team for a template if you need one, we have a good one that is editable in Microsoft Word and can be formatted to a PDF for easy printing.
- Submit your Event Budget proposal, flyer, and Plan 2 insurance form, if necessary, to the SU Events Chair, the SU Treasurer, and the SUM for approval 2 months or more in advance of the proposed date. When your event is approved, the flyer will be uploaded to the Service Unit website, you will be contacted on adding your event to the calendar, any required deposit checks that are needed, and about distributing the flyer at the leader meeting.
*Remember to send in your Plan 2 insurance form and check as soon as your get approval, as it has to be turned in at least 3 weeks in advance of the event date. - After the event, submit any receipts and a breakdown of expenses and total profit to the SU Treasurer. This includes any requests for reimbursements from the Service Unit account.
- Distribute any badges or patches to attendees if they did not receive them at the event date.
If you have any additional questions or need clarification, or you have an idea about an event you'd like to see in our service unit, feel free to contact the Shark Squad- our dedicated Service Unit Team.