gsEvents Initiation Form for Volunteers (PIF)

gsEvents Initiation Form (PIF)

If you have issues with this form, please call 315-698-9400 or email info@gsnypenn.org
Directions for completing the gsEvents Initiation Form for
Service Units/Troops
- 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, allowing a minimum of 30 days 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 both a "full" description of your program and a catchy short description. Think of your short description as one sentence which will be so intriguing that it will make someone want to find out more! Your full 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.
- 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.
Event Coordinator

The contact information of the organizer will be available to the registrants in case there are specific questions about the event.
Service Unit/Troop Hosting the Event
SU or Troop Number
Volunteer/Member submitting Event: *
Primary Point of Contact for the Event
Submitters E-mail *
Needed for your confirmation email
Event Details

Specific information about the event
Event Title *
As it will be listed on our website
Type of event

Series Virtual activity In-person activity Adult activity
Is this activity in partnership with another organization?

No Yes
Name of partner organization:
Event Start DATE and TIME *

Month Day Year Hour Minutes AM/PM Option
Event End DATE and TIME *

Month Day Year Hour Minutes AM/PM Option
Registration Deadline (@ 11:59pm) *

Month Day Year
What day will you start collecting registrations? *

Month Day Year
Date
Event Location *
Business/Building name and Full Location Address (i.e. YMCA, 123 Main Street, YourTown, NY 13000)
Full description *
This will be copied/pasted for website
County of Program Location *

ALLEGANY BRADFORD BROOME CAYUGA CHEMUNG CHENANGO CORTLAND DELAWARE HERKIMER JEFFERSON LEWIS MADISON ONEIDA ONONDAGA ONTARIO OSWEGO OTSEGO SCHUYLER SENECA ST. LAWRENCE STEUBEN TIOGA NY TIOGA PA TOMPKINS WAYNE YATES Online Event
Fee per Girl: $ *
Mark 0 if no fee
Fee per Adult: $ *
Mark 0 if no fee
Participation open to the following Girl Scout Levels: *

Daisy Brownie Junior Cadette Senior Ambassador Adults All
Does this help fulfill a Badge or Journey requirement? *

Yes. No.
Which badge(s) or journeys does this help fulfill?
Is this an "Outdoor" activity? *

Yes No
Capacity Category *

Restricted: separate capacities for Girls and Adults Unrestricted: do not need separate capacities for girls and adults
MIN. Capacity - GIRLS *
MAX. Capacity - GIRLS *
MIN. Capacity - ADULTS
MAX. Capacity - ADULTS
MIN. Event Capacity *
MAX. Event Capacity *
Registration Details
How do attendees register for the activity?

gsEvents External link Special form of flyer - use attachment
Please attach flyer or special registration form

Browse Files

Cancel of
Please include external registration URL link
First Aider *

First Aider provided Troops must provide First Aider
Adult participation requirement *

Adults within ratio required (adults stay in order to maintain girl/adult ratio) Adults not required (can drop girls off and leave)
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:
Tell us more about your activity. Select all special circumstances that apply.

Open to non-members Lasts more than two consecutive nights (over 48 hours) International travel Includes camping Includes travel to a destination None of these
Your activity may require additional insurance. Please complete the Additional Insurance Request form.
Do you want Girl Scouts to collect additional information about the registrants? Allergies, Health Information, who is picking them up etc. etc. *

Yes No
Any further details not collected above.
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.
Program focus area (check all that apply)

Arts/theater College/Career Community Service Environment Equestrian Financial Literacy Healthy Living Life Skills Outdoor Adventure Sports STEM Travel
Official Program Category to classify as

Life Skills STEAM Outdoors Travel School Break Scouts Special Events & Offers
Processes (check all that apply)

Girl Led Learning by doing Cooperative learning
Anticipated outcomes (check all that apply)

Girls develop a strong sense of self Girls develop positive values Girls seek challenges in the world Girls develop healthy relationships Girls can identify community needs
Approved by NYPENN?

yes yes, with changes (Please see comments below) No (Please see comments below)
Approving NYPENN Supervisor Name (as signature)
Date of Approval

Month Day Year
Comments from Dept. Director/Supervisor to Program Submitter:
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
Should be Empty:

gsEvents Initiation Form (PIF)

Event Coordinator

Event Details

Registration Details

Drop-off Program Ratios

GSNYPENN Supervisor Approval: