gsEvents Initiation Form for Volunteers (PIF) Logo
  • gsEvents Initiation Form (PIF)

    If you have issues with this form, please call 315-698-9400 or email info@gsnypenn.org
  • gsEvents Initiation Form for Service Units/Troops

    Directions and Tips

     

    • Determine which Girl Scout level(s) the event will be open to.
    • Determine where your event will take place.
    • Determine your event’s capacity for both girls and adults.
      • Are adult chaperones required?
      • Must attendees be Girl Scouts?
    • Set a date for your event, as well as a deadline for registration. Plan well in advance. Allow a minimum of 30 days for the registration to remain open and for us to promote your event to our membership. Note: gsEvents Initiation Forms submitted less than 40 days before the event date may not be accepted.
    • Write a catchy, detailed description with an intriguing first sentence that will make someone want to find out more! Your description should include information about what girls will be doing, badges they will earn (if any), and instructions.
    • How will attendees register? Via gsEvents, an external registration link (like Eventbrite or a form), or email? Include contact information and emails in the description and include any external links.
    • Determine a participation fee, if any. Are adults paying the same fee as a youth?
    • Give your program a catchy title.
    • Fill out and submit the gsEvents Initiation Form. Please be as thorough as possible. 
    • A GSNYPENN staff member will reach out to review the event and move forward with posting.
    • Remember to check Safety Activity Checkpionts for safety guidance, and as needed:
      • Collect health and permission forms as needed
      • Provide a certified first aider
      • Keep a stocked first-aid on hand
    • Send participants a detailed confirmation with parking instructions; include event detail like the date, start/end times, and physical address, as well as listing any items they should bring or what they will need to wear.
    • Plan ahead for emergencies, know who to call and where permission forms will be held.
  • Event Coordinator

    The contact information of the organizer will be available to the registrants in case there are specific questions about the event.
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  • Event Details

    Specific information about the event

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  • Registration Details


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  • Drop-off Program Ratios

    For outings, activities, travel and camping, the adult-to-girl ratio means a minimum of two registered, approved, adult volunteers who are unrelated, including one female, for up to this number of girls:

    • 6 Girl Scout Daisies
    • 12 Girl Scout Brownies
    • 16 Girl Scout Juniors
    • 20 Girl Scout Cadettes
    • 24 Girl Scout Seniors
    • 24 Girl Scout Ambassadors

    There should be one extra adult for every:

    • 1-4 Girl Scout Daisies
    • 1-6 girl Scout Brownies
    • 1-8 Girl Scout Juniors
    • 1-10 Girl Scout Cadettes
    • 1-12 Girl Scout Seniors
    • 1-12 Girl Scout Ambassadors
  • Additional Registration Details:


  • On rare occassions, additional insurance may be required. If the event requires additional insurance, a staff member will contact you.

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  • By submitting this form, you agree to adhere to all council policies, standards, and procedures outlined in Volunteer Essentials and the Safety Activity Checkpoints during the planning and hosting of this event.

  • Custom Pre-Ordered Apparel

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    Would you be interested in adding a pre-order apparel option for this event? Here are some important pieces to consider, before checking YES!

    You will work with our retail and marketing team to create an awesome design to add to your apparel. This takes about two weeks, which means we will need an extra two weeks to create and build your event.
    All apparel proceeds stay with GSNYPENN. You will still have 100% of registration funds go to your troop or service unit.
    In order to allow time to fulfill all orders, we will need a minimum of 18 days between the event deadline and actual event. This will allow time to have apparel created and time for the apparel  to be delivered to the event host.
    By checking YES you are not locked into your answer. Rather, we will connect you with retail and marketing. If after meeting with retail and marketing you feel it is not the best choice for your event, we will move forward with the event without apparel.

  • EVENT ORGANIZER:  PLEASE DO NOT GO BELOW THIS LINE.

  • GSNYPENN Supervisor Approval:

    To be completed and signed by Department Supervisor. All parties will be emailed after approved/denied.

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  • After Supervisor has approved/denied and signed this form, the following will receive an update (via email).

    • GSNYPENN Dept. Director/Supervisor
    • Person who submitted the form
    • gsEvents Admin
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