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
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.
Service Unit/Troop Hosting the Event
SU or Troop Number
Volunteer/Member submitting Event:*
Primary Point of Contact for the Event
Submitter's E-mail*
Needed for your confirmation email
Preferred Phone Number*

Area CodePhone Number
Event Details

Specific information about the event
Event Title*
Title for Website (City, State)
Type of event

SeriesVirtual activityIn-person activityAdult activityOther
Is this activity in partnership with another organization?

NoYes
Name of partner organization:
Event Start DATE and TIME*

MonthDayYearHourMinutesAM/PM Option
Event End DATE and TIME*

MonthDayYearHourMinutesAM/PM Option
Registration Deadline (@ 11:59pm)*

MonthDayYear
What day will you start collecting registrations?*

MonthDayYear
Event Location *
Business/Building name and Full Location Address (i.e. YMCA, 123 Main Street, YourTown, NY 13000)
Full description*
Program Details
County of Program Location*

ALLEGANYBRADFORDBROOMECAYUGACHEMUNGCHENANGOCORTLANDDELAWAREHERKIMERJEFFERSONLEWISMADISONONEIDAONONDAGAONTARIOOSWEGOOTSEGOSCHUYLERSENECAST. LAWRENCESTEUBENTIOGA NYTIOGA PATOMPKINSWAYNEYATESOnline EventOther
Fee per Girl: $*
Mark 0 if no fee
Fee per Adult: $*
Mark 0 if no fee
Participation open to the following Girl Scout Levels:*

DaisyBrownieJuniorCadetteSeniorAmbassadorAdultsAll
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?*

YesNo
We are interested in discussing options for incorporating recruitment into our event with our Membership Manager

YesNo
Capacity Category*

Restricted: separate capacities for Girls and AdultsUnrestricted: 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?

gsEventsExternal linkOther
Additional Information (ex: Packing list, parking map, additional information, flyer)

Browse Files
Attachments will be visible in GS Events Dashboard, not on event page. Cancelof
Please include external registration URL link
First Aider*

First Aider providedTroops 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-membersLasts more than two consecutive nights (over 48 hours)International travelIncludes campingIncludes travel to a destinationNone of theseOther
On rare occassions, additional insurance may be required. If the event requires additional insurance, a staff member will contact you.
Do you want Girl Scouts to collect additional information about the registrants? Allergies, Health Information, who is picking them up etc. etc.*

YesNo
Any further details not collected above.
Please attach supporting documents below.

Browse Files

Cancelof
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
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.
After reading the details above, if you would like to discuss the option of offering registrants to order custom apparel check YES.

YES – Please connect me with retail and marketing to discuss custom apparel.NO – I do not think custom apparel is a good idea for this event.
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/theaterCollege/CareerCommunity ServiceEnvironmentEquestrianFinancial LiteracyHealthy LivingLife SkillsOutdoor AdventureSportsSTEMTravelOther
Official Program Category to classify as

Life SkillsSTEAMOutdoorsTravelSchool Break ScoutsSpecial Events & Offers
Processes (check all that apply)

Girl LedLearning by doingCooperative learning
Anticipated outcomes (check all that apply)

Girls develop a strong sense of selfGirls develop positive valuesGirls seek challenges in the worldGirls develop healthy relationshipsGirls can identify community needs
Approved by NYPENN?

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

MonthDayYear
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

Custom Pre-Ordered Apparel

GSNYPENN Supervisor Approval: