side menu icon
SUEncampments_Web_WIN2018_SESSION4_DAY2_WISHYOUWEREHERE_SUNSETHIJE (39)

For Event/Encampment Directors

This page is for use by event and encampment teams to help plan, budget, and meet safety requirements for events and encampments.

Encampment Lottery: The second encampment lottery is NOW OPEN! Service units, submit your preferred encampment dates, properties, and activity options.

Training requirement: Event and Encampment Director training is required for those in a director role. However, all members of the planning team are encouraged to take the 30-minute, online training. Contact training@sdgirlscouts.org to get started.

Have a question that’s not answered here? Contact encampments@sdgirlscouts.org or training@girlscout.org (if you have questions about large events where 50 or more will attend).

Contents

Large Event/Encampment Approval

Getting approval for a large event (50 or more attendees) or an encampment (three or more troops) is a two-step process that’s followed by submitting a final report. Select the steps below to access the approval portal and learn more.

Note: For smaller group activities, use the activity approval portal for troops.

Step 1: Submit a Proposal

Planning a large event or encampment? Begin by submitting a proposal to your service unit.

  1. Start by completing these documents (save the forms to your computer first):
    - Event/Encampment Approval Checklist (Side 1)
    Money-Earning project Application (if your event or encampment will be designed to earn money)
  2. Visit the Large Event/Encampment Approval Portal.
  3. Enter the requested information and select the “submit a new proposal” option.
  4. Complete the remainder of the form and upload the documents you completed in Step 1 when prompted.

Your information will be sent to your service unit. If you are planning a money-earning project and expect to earn more than $500, the council finance support specialist will receive your money-earning application for review.

Read this: Once you start, you can leave the portal for up to 48 hours. If you start and stop, return to the portal using the same device in order to re-access your info. If you return after 48 hours or use a different device, your info will not be available.

Have questions or need help? Contact training@sdgirlscouts.org.

Step 2: Request Final Approval

Request final approval from your service unit when you’ve gathered most of your event or encampment information, including estimated expenses and safety information. Final approval is generally submitted at least 30 days prior to the event or encampment.

  1. Start by completing these documents:
    - Event/Encampment Approval Checklist (Side 2)
    Event/Encampment Budget Worksheet (Steps 1-4)
    Safety Management Plan
  2. Visit the Large Event/Encampment Approval Portal.
  3. Enter the requested information and select the “request final approval” option.
  4. Complete the remainder of the form and upload the documents you completed in Step 1 when prompted.

Read this: Once you start, you can leave the portal for up to 48 hours. If you start and stop, return to the portal using the same device in order to re-access your info. If you return after 48 hours or use a different device, your info will not be available.

Have questions or need help? Contact training@sdgirlscouts.org.

Step 3: Submit a Final Report

Submit a final report to your service unit when your event or encampment has wrapped up. 

  1. Start by completing these documents:
    Event/Encampment Budget Worksheet (Section 5)
    - Summary of the evaluations you received from attendees
    - Summary of event or encampment team reflection (i.e., lessons learned, what went right, what you’d do differently next time).
    - Scanned receipts (in one document) Note: You can also submit receipts in person to your service unit instead of uploading them.
  2. Visit the Large Event/Encampment Approval Portal.
  3. Enter the requested information and select the “request final approval” option.
  4. Complete the remainder of the form and provide the information you gathered in Step 1 when prompted.

Read this: Once you start, you can leave the portal for up to 48 hours. If you start and stop, return to the portal using the same device in order to re-access your info. If you return after 48 hours or use a different device, your info will not be available.

Have questions or need help? Contact training@sdgirlscouts.org


Meals at Mountain Properties

Food service is required for large groups at both Camp Winacka and Whispering Oaks.

How to Request Meals

To request food service at mountain properties, rent the kitchen/lodge by selecting “kitchen/lodge “on your encampment application. The food service specialist will contact you prior to your encampment to discuss meals and any special dietary needs.

Meal Schedule and Procedure

Meals at mountain properties are served buffet-style, unless grab-and-go meals have been planned. Here is the standard Saturday meal-time schedule:

Breakfast 7:30-8:30 a.m.
Lunch noon-1 p.m.
Dinner 5:30-6:30 p.m.

Mealtimes can be extended or reduced depending on group size. The food service specialist will discuss and confirm mealtimes with you. 

Girls do not need to arrive early to set up or stay to clean up. If you plan to include sweeping or other kapers, coordinate these kapers with the food service specialist in advance.

Once all attendees have had a chance to eat, kitchen staff will break down the food service line, usually about 30 minutes after the last group has come though.

The lodge is available for your group to use on Saturdays during these times: 9:15-11:45 a.m., 1:30-5:15 p.m., and after 7:15 p.m.

Note: Our meal-time format has changed from sit-down to buffet-style. If the buffet-style is new to you, read the frequently asked questions section to learn how to plan around mealtime.

Paying for Meals

You’ll receive a final invoice from Girl Scouts San Diego for all meals provided at mountain properties. The payment deadline is two weeks after your encampment. Payment can be made to Girls Scouts San Diego-Imperial Council. Have questions about an invoice? Contact encampments@sdgirlscouts.org.

Special Diets

Ask about dietary needs on the event or encampment registration form so that you can plan for those with special diets (i.e., religious restrictions, food allergies, and preferences like vegan or vegetarian).

At mountain properties, the cook will work with you to accommodate girls and volunteers with special diets. Advanced notice is required. Those with extreme dietary needs may bring their own food.

Food cooked by staff at mountain properties is nut-free.

Questions? Contact encampments@sdgirlscouts.org.

Frequently Asked Questions

Q: How do we know if we need food service?

A: Any group can request food service. However, food service is a particularly good idea if your group is larger than 50 people or if it’s made up of primarily Brownies and Juniors.

Q: Can we do our own cooking, even though food service is an option?

A: Smaller groups and groups of older girls can do their own meal planning and outdoor cooking as long as outdoor training requirements have been met by adult volunteers in each troop.

Training requirements for outdoor cooking: At least one adult volunteer in each troop must have completed Basic Overnights, Let’s Camp, and Let’s Cook Out in order to use BBQs, campfire cooking, box ovens, etc.).

Need training? See the training calendar to find courses, dates, and times. You can self-sign up for Basic Overnights. Use the code “sleepingbag” for this online course. Register for in-person courses on the Events page at sdgirlscouts.org.

Note that troops can only cook for themselves, not for larger groups.

Q: How do we decide on a menu?

A: The food service specialist will contact you in advance to discuss menu options that are nutritious and feasible for the size of the group.

Q: We used to assign “hoppers” to set tables and serve meals. Will girls still take on this role?

A: Since meals are served buffet-style, girls won’t need to arrive early to set up or stay late to clean up. You can still schedule sweeping and other kapers. Please arrange these in advance with the food service specialist.

Q: How can we conduct flag up and a fire drill for all to attend if groups are eating breakfast in shifts?

A: We recommend two rotations of flag up and fire drill on Saturday morning so that all have a chance to attend. For example, troops that attend the meal between 7:30 a.m. and 8 a.m. can attend flag up at 8:30 a.m. followed by a fire drill. Troops scheduled for a meal at or after 8:15 a.m. can do flag up at 7:45 a.m. followed by their fire drill. They’ll head to their meal after the fire drill.

The fire drill and evacuation plans can also be discussed Friday night with anyone who might not be available Saturday morning, like those who leave after a meal for ropes or archery.

Q: We want to use the lodge for an activity.  When will it be available?

A: When the standard mealtime schedule is followed, the lodge is available to use in its fullest capacity on Saturdays from 9:15-11:45 a.m., 1:30-5:15 p.m., and after 7:15 p.m. Outside of these times, you can request tables at the back of the lodge. Contact the food service specialist in advance.

Q: How can we make group announcements if the girls eat in shifts?

A: You can make announcements at the start and end of meal time to connect with most attendees. You can also create an announcement board for attendees to read as they enter the lodge. Or, plan a mailbox system where each troop brings a decorated “mail box” to camp. Use the box to distribute announcements, notes, and even snacks.

Q: What’s the best way to hold grace or have a greeting before a meal?

A: Use the outside time in line to sing a song or say a greeting or grace. Individuals are free to say grace on their own at their table.

Q: Do we have to eat buffet-style?

A: Grab-and-go meals are available and may be swapped out for a buffet meal on either Saturday or Sunday. The meals are packed by each troop and are available for pick-up during mealtime. Coordinate grab-and-go meals with the food service specialist in advance. Plan to provide a list of troops and a total number of attendees.

Don’t see your question? Contact encampments@sdgirlscouts.org.


Meals at Urban Properties

Food service is not available at the Balboa Campus or at the Escondido Program Center. Select the topics below to learn about serving meals at these locations.

Meal Options

You have several meal options when planning events and encampments at our urban properties. You may decide to do a combination of these options:

  1. Each individual troop can plan meals and bring food to prepare for the troop. Troop volunteers (and girls) prepare food based on the level of outdoor training completed. Note that troops cannot cook for other troops.
  2. Each individual troop can plan a potluck, with volunteers providing entrees and sides.
  3. The whole group can be fed with food from a restaurant or pre-packaged food from a grocery or big box store (i.e., sack lunches, monkey breakfasts, etc.).
  4. The whole group can be fed by a food truck.
  5. The whole group can be fed by a professional, licensed caterer. The caterer must hold a permit issued by the city or county health authority. At Balboa, the caterer can prepare or heat food in the Cabin 3 kitchen and should plan to clean up when done, returning everything to its place. Caterers with questions about available kitchen equipment can contact encampments@sdgirlscouts.org.
Special Instructions for Cooking at Balboa

Indoor cooking: Due to the age of the plumbing at the Balboa property, the City of San Diego requires that these rules be followed when cooking in the cabin kitchens:

  • Do not cook raw meat products. Bring pre-cooked meats instead or cook outdoors (training required).
  • Do not fry foods.
  • Scrape all plates, silverware, utensils, containers, pans, etc. used for preparing or serving food into the provided trash cans. Wipe plates and utensils clean with paper towels prior to washing them in the kitchen sinks.

Note: Kitchen sinks are not equipped with garbage disposals.

Outdoor cooking: Outdoor cooking methods at Balboa include charcoal or wood fires. Grills are also provided.

Outdoor cleanup: Scrape all plates, silverware, utensils, containers, pans, etc. used for preparing or serving food into the trash cans and wipe them clean with paper towels prior to outdoor dishwashing. This process helps keep waste water cleaner.

Training Requirements for Cooking Meals

At least one adult volunteer in each troop must have completed the appropriate training for the type of cooking the troop chooses. Remember to share the skills you learn with the girls!

Training Completed

Food Preparation

Basic Overnights

Adults cook indoors. Girls assist with some preparation.

Let’s Camp

Adults and girls carry out basic indoor cooking.

Let’s Cook Out

Adults and girls cook outdoors
(BBQs, campfire cooking, box ovens, etc.).

Need training? See the training calendar to find courses, dates, and times. You can self-sign up for Basic Overnights. Use the code “sleepingbag” for this online course. Register for in-person courses on the Events page at sdgirlscouts.org.

Restaurant/Food Options Close to Balboa

See the chart for some of the restaurants close to the Balboa cabins that may provide meals. Many will include plates and napkins with large orders. Some will deliver.

Papa John’s
papajohns.com
1280 University Ave
San Diego, CA 92103
619-297-7272
$
  • Offers carryout and delivery.
  • Place orders online and by phone.
  • Place credit card orders up to three days in advance and cash orders up to 21 days in advance, choosing a specific pickup or delivery time.
  • On request, the manager may arrange for plates and napkins with large orders.
  • A large pizza serves five to six campers. Consider including a salad or a veggie platter from the grocery store.
  • Cost: About $2.50 per person.
Costco
costco.com
2345 Fenton Pkwy
San Diego, CA 92108
619-358-4000
$
  • Carryout only.
  • Place advance order by phone or in-person.
  • Plates and serving utensils provided.
  • To make large food court orders, arrange at least 24 hours in advance; you may be asked to pay ahead of time.
  • A pizza serves six to eight, and ten hot dogs serve about eight. Purchase sides including chips, salad, and/or fruit in the store.
  • Great for a Friday night meal or lunch for large groups needing a super simple meal plan.
Einstein Bagels
420 Robinson Ave
Suite B
San Diego, CA 92103
einsteinbros.com
$-$$
  • Carryout and delivery on large orders with fee.
  • Place advance order by phone.
  • Plates and serving utensils provided.
  • The online ordering system is very user friendly.
  • They charge a flat-rate delivery fee. Plan to pick up for smaller orders.
  • Customize your assortment of bagels and cream cheese varieties. The Bagels and Smear Nosh Box of 24 bagels and four tubs of cream cheese serves 16-20. For a larger breakfast, order an extra baker’s dozen for every three Nosh Boxes (there will be plenty of cream cheese). Supplement with yogurt and fruit purchased at a grocery store. Coffee is available in sets of ten servings, including creamers, cups, and sugars, at $1.60 per person.
  • For lunches ask about the group option of ten sandwiches, wrapped and cut in half, which serves about 15 at less than $5 per person. While the sandwiches are especially cost effective, the flavor combinations may be more popular with older campers than younger. 

Panda Express
pandaexpress.com
120 Washington St.
San Diego, CA 92103
619-297-1326
$$

 

  • Delivery service is not available.
  • Place advance orders online and by phone.
  • Don’t use the catering option on their website, but do select party trays.
  • Plates and serving utensils provided.
  • The four side, four entrée option could serve 60-70 if most are children. Each pair of a sides/entrees serves 12-14. You can also add extra entrées or sides.
  • Recommended order: two steamed rice, one chow mein, one fried rice, one orange chicken, one broccoli beef, two grilled teriyaki chicken and two add on pans of mixed vegetables. A great hot meal option for a large group with a tight budget.
Note: Panda Express does not consider any nonmeat items vegetarian or guarantee that any item is gluten-free. If you have any strict vegetarian or gluten-free attendees, arrange a different meal for these attendees.
Chipotle
chipotle.com/catering
734 University Avenue
Unit C
San Diego, CA 92103
619-209-3688
$$$
  • Carryout only.
  • Plates and serving utensils provided.
  • Requires 24-hour notice for catering.
  • Willing to take orders months in advance.
  • Catering includes holding pans to keep the food hot in the buffet line, as well as plates, napkins, forks, serving spoons and tongs for the number you specify.
  • This option is an easy way to have a big meal; but it is expensive. Plan less expensive meals for the rest of the weekend.

Vons
vons.com (deli)
515 Washington St.
San Diego, CA 92103
619-220-0195
$

Albertsons
albertsons.com
655 14 th Street
San Diego, CA 92121
$

  • The Vons and Albertsons’ deli offers sandwiches, wraps, salads, deli platters, condiment platters, veggie platters, fruit platters, chicken wings, fried chicken, bagels, muffins, desserts and more.
  • Call 24 hours in advance for large quantities of a specific item and ask if they have limit policies or can hold items for you.
  • Call ahead to get prices, ask questions, and find out when to order. Limitations may apply based on date. Coupons may be available. 
Cooking/Clean-Up Supplies to Bring

At the Balboa cabins and Escondido Program Center, troops will need to bring:

  • Their own mess kits/plates and utensils.
  • Coolers for storing food (refrigerator space is available but limited).
  • Cleanup supplies (wash bins, soap, bleach, etc.).
  • Specialized cooking supplies like charcoal, box ovens, and pots and utensils for outdoor cooking.

Note: Equipment and space is shared by the whole group. Prior to the event or encampment, it’s a good idea to map out designated areas and determine timing of equipment use.

Food Safety

Food-borne illness is a potential but preventable danger. Make safe practices for food handling a part of event or encampment. Share the Food Safety Checklist in the Event and Encampment Director Guide with those who will be preparing food. The guide can be downloaded from the Event and Encampment Director training in Litmos. See the “additional references” tab.

Those who will prepare food can also visit the Centers for Disease Control food safety website to see videos that can help keep girls and volunteers safe from food-borne illness.

Have a volunteer who is interested in getting a Food Handler’s Card? Learn more at the San Diego County website: sandiegocounty.gov.

Food Allergies and Special Diets

Ask about dietary needs on the event or encampment registration form so that you can plan for those with special diets, including religious restrictions, food allergies, and eating preferences like vegan or vegetarian. For food allergies, talk to parents about the nature of the allergy and how best to accommodate it. In some cases, parents may need to provide meals that are safe. If you would like suggestions on how to provide for your participants with allergies and dietary needs, contact encampments@sdgirlscouts.org.


Programs and Activities

Adventure Zone

Available at Balboa Campus

Age requirement: Girls must be in second grade or higher.

Rental info: 
The Adventure Zone is available to encampments by the session, between the hours of 8:30 a.m. and 6 p.m. Maximum of 15 girls per session; additional fee for 10 additional participants. You must use staff facilitators. 

For second grade and higher: Two-hour session includes teambuilding initiatives and low elements. Can run up to four sessions per day.

For fourth grade and higher: Three-hour session includes teambuilding initiatives and 40 ft. climbing tower. Can run up to three sessions per day.

Fee (includes facilitators): 

  • $80 per two-hour session
  • $160 per three-hour session

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.

Archery

Available at Balboa Campus, Escondido Program, Camp Winacka and Whispering Oaks

Age requirement: Girls must be in second grade or higher.

Rental info: 
Range is available to rent in two-hour blocks. Instructor must be currently certified per safety activity checkpoints for archery and familiar with Girl Scouts range rules and procedures.

  • Block A: 8:30-10:30 a.m.
  • Block B: 10:30 a.m.-12:30 p.m.
  • Block C: 1:30-3:30 p.m.
  • Block D: 3:30-5:30 p.m.

Range and instructor is available to rent in four-hour blocks.

  • Block AB: 8:30 a.m.-12:30 p.m.
  • Block CD: 1:30-5:30 p.m.

Fee: 

  • $35 per two-hour block (range rental only; supply your own certified instructor)
  • $125 per four-hour block (includes range and instructor)

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.

Ellen Browning Scripps Nature Center

Available at Balboa Campus

Age requirement: none

Rental info:
Available by the session, between the hours of 8:30 a.m-5:30 p.m. Four-hour sessions include up to four 60-minute rotations. Maximum of 20 girls per rotation (80 girls total per session).

Badge workshops (Brownies-Cadettes):

  • Naturalist
  • Do It Yourself
  • Animals
  • Badge completion contingent on group size.

Journeys:
Customizable programs to compliment Daisy through Cadette Journeys, service learning, and/or projects.

Fee (includes facilitators): $200 per four-hour session

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.

High Ropes

Available at Winacka and Whispering Oaks

Age requirement:  Girls must be in fourth grade or higher.

Rental info:
Sessions are designed as a sampler. Girls participate in team-building games and use only the elements designated in the selected package. You must use staff facilitators. All packages include icebreakers and safety talk/gear up. Rental includes up to four one-hour sessions with a maximum of 20 girls per session (80 girls total). The course is available to rent in four-hour blocks at the following times: 

  • Winacka: 8:30 a.m.-12:30 p.m.
  • Whispering Oaks: 1:30-5:30 p.m.

High ropes and low ropes challenge courses can be run simultaneously.

Fee: Course rental includes facilitators.

Package One

Activity: Zip line or climbing tower. (Each girl will get at least one zip or climb on the tower; girl’s choice.)

Sessions:
2 two-hour sessions

Maximum girls: 60 total
(30 per two-hour session)

Fee: $490

Package Two

Activity: Incomplete and Burma Bridges. (Each girl will get to try at least one bridge.)

Sessions:
2 two-hour sessions

Maximum girls: 40 total
(20 per two-hour session)

Fee: $490

Package Three

Activity: Vertical Playpens and Giant’s Ladder. (Each girl will get at least one climb on an element; girl’s choice.)

Sessions:
2 two-hour sessions

Maximum girls: 40 total
(20 per two-hour session)
MUST be 6th grade & up

Fee: $490

Package Four

Activity: Two to four elements. (Several elements will be open simultaneously. Girls will get to move around and choose what they want to do. Note: Each girl won’t have time to try every open element. However, girls will get to try two to three elements each.)

Sessions:
1 four-hour session

Maximum girls: 45 total

Fee: $810

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.

Low Ropes

Available at Winacka and Whispering Oaks

Age requirement:  Girls must be in second grade or higher.

Rental info:
Sessions are designed as a sampler. Girls will participate in team-building games and use one to two low elements. Rental includes up to four, one-hour sessions with a maximum of 20 girls per session (80 girls total). The course is available to rent in four-hour blocks at the following times:

  • Winacka: 8:30 a.m.-12:30 p.m.
  • Whispering Oaks: 1:30-5:30 p.m.

High ropes and low ropes challenge courses can be run simultaneously.

Fee: $180 per four-hour block (includes facilitators)

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.

Sandy Brue Art Center

Available at Balboa Campus

Age requirement: none

Rental info:
Available by the session, between the hours of 8:30 a.m-5:30 p.m. Four-hour sessions include up to four 60-minute rotations. Maximum of 20 girls per rotation (80 girls total per session).

Badge workshops (Brownies-Cadettes):

  • Artist
  • Craft
  • Outdoor Art
  • Badge completion contingent on group size.

Journeys:
Customizable programs to compliment Daisy through Cadette Journeys, service learning, and/or projects.

Fee (includes facilitators): $200 per four-hour session

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.

Self-led Activities

Self-guided fishing available at Winacka

Age requirement: Participants must be in second grade or older.

Rental Info: Fishing gear and lake are available to rent in two-hour blocks with maximum 20 participants per two-hour block.

  • Block A: 8:30-10:30 a.m.
  • Block B: 10:30 am-12:30 p.m.
  • Block C: 1:30-3:30 p.m.
  • Block D: 3:30-5:30 p.m.

Fee: $35 per two-hour block. Gear and instructions provided.

Questions? Contact encampments@sdgirlscouts.org or 619-610-0782.


Hiking at Winacka

Hiking at Whispering Oaks

Hiking at the Escondido Program Center

Outdoor Adventures for Brownies and Juniors

Swimming Pool

Available at Winacka and Whispering Oaks

Rental info: 

The pool is available May-October, weather permitting. Winacka encampments have first choice on times. The pool is available in two-hour blocks.

  • Block A: 8:30-10:30 am
  • Block B: 10:30 a.m.-12:30 p.m.
  • Block C: 1:30-3:30 p.m.
  • Block D: 3:30-5:30 p.m.

Lifeguards and rules:

  • One certified lifeguard (18 or older) and two watchers required per 25 swimmers. Contact training@sdgirlscouts.org if you need a certified lifeguard.
  • Must be familiar with the pool rules (posted), procedures, and safety activity checkpoints.
  • Maximum of 97 persons in the pool area at any one time.

Fee: $75 per two-hour block (does not include cost of lifeguards)

Questions? Contact encampments@sdgirlscouts.org or 619-298-8391.


Budgeting

Property and Activity Costs

Property and activity costs depend on the location of your event or encampment and the activities you include. See the Price List to learn more.

Food Costs at Mountain Properties
  • Meals served in the lodge at mountain properties cost $4 per person per meal.
  • Grab-and-go meals like sack lunches or bagel breakfasts are $3 per person per meal.
  • One snack and supplies to make s’mores are included when a group stays the weekend and purchases three meals per person, per day.
  • Additional snacks cost $.50 per person per snack.

Here’s an example meal calculation:
There is an encampment of 145 girls and volunteers that are staying for the full weekend (three meals on Saturday and one meal on Sunday). Fifteen day campers are coming up for Saturday only, and they will arrive for lunch and leave after dinner. Lunch on Saturday is a sack lunch, and an additional snack was purchased for the full weekend group.

145 Saturday breakfast 145 x $4.00 = $580
160 Saturday sack lunch 160 x $3.00 = $480
160 Saturday dinner 160 x $4.00 = $640
145 Sunday breakfast 145 x $4.00 = $580
145 additional snack 145 x $.50 = $72.50
Total   $2,352.50
Payment Schedule for Girl Scouts San Diego Properties
  • 90 days before the event: Confirm the facilities you’ll use and the activities you’ll include to receive an invoice.  
  • 60 days before the event: 50% of total invoice balance is due.
  • 30 days before the event: Final invoice balance is due.

Keep us in the loop! If you believe you are in danger of cancelling your event or missing a payment, please let us know. We can work with you to amend your reservation, recruit more campers from other service units, or help with additional training.


Completing a Safety Management Plan

Important: Troop leaders attending large events and encampments do not complete their own safety management plan, so be sure to share your plan with all troop leaders and attendees.

Why Do I Need a Safety Management Plan?

Event and encampment directors must complete a safety management plan for large events and encampments. The plan helps directors focus on safety and understand the steps to take in an emergency.

Note: You don’t need to wait until your final numbers are in before beginning the plan. Simply complete the plan based on the number of attendees in your estimated budget. After registration closes, check to see if you need to adjust supervision, lifeguard, or first aider requirements. 

Resources for Filling Out Your Plan

Consult the Safety Activity Checkpoints for activities that are planned for your large event or encampment and follow the safety guidelines.

See the Safety Chapter in the Property Resource Guide to learn about safety procedures for the Girl Scout San Diego properties.

About First Aid

First aid is covered in depth in the Large Event and Encampment online training and reference guide. Find general first aid information below.

Activity Type of First Aid Needed
Small to medium gatherings (less than 200) Each troop can provide its own first aider and first aid kit—just make sure that all troop leaders know in advance.  Troop first aiders must have current first aid/CPR/AED certification from a credited provider.
Large gatherings  (200 or more) In addition to troop first aiders, you must have a first aider with a higher level of training, such as a nurse, doctor, EMT, lifeguard, wilderness first aider, or first responder.
Remote gatherings
When emergency medical services (EMS) is more than 30 minutes away, the first aider must have Wilderness First Aid or Wilderness First Responder certification.
Note: Some activities may require additional safety or first aid training. See the Safety Activity Checkpoints at sdgirlscouts.org/safety to learn more. Discuss any questions with your service unit activity consultant.

Forms

Completed Girl Health History and Annual Permission forms and Adult Health History forms (for adult volunteers) must be on hand at large events and encampments.

  • Accident/Incident Report forms must be available and completed as necessary.
  • Any First aid provided must be recorded by the first aider in the Health Log.

First Aid Area

At large gatherings, set up a first aid area. Include first aid kit and supplies. The first aider should be posted in this area and available for incidents and emergencies.

Prescription Medications

Prescription medicines belonging to girls or adults must be stored safely in a locked receptacle. At mountain properties, lock boxes are provided in each cabin. Locking fanny packs are available for medicines that must be stored in the refrigerator or carried on a hike or other activity away from facilities.

At urban Girl Scout properties (Balboa or Escondido) or while on non-Girl Scout properties, troop leaders must bring a lock box or a lock to secure a backpack or a fanny pack so that prescription medicines can be stored securely. Over the counter medicines, like Tylenol, do not need to be locked away.

Do not lock away rescue medicines, like asthma inhalers, epi-pens for allergies, or rescue medicines use to treat diabetes. Medicines like these must remain readily available.  Girls can carry these medicines with parent and physician approval.


Marketing Materials and Custom Items

Branding Guidelines

Follow Girl Scout San Diego branding guidelines and when creating flyers and other materials that advertise events and encampments. 

Girl Scout Logo

Please visit our Branding 101 page for important information about using the GSSD logo. Contact media@sdgirlscouts.org for a high-quality logo file. We will also provide information about using the Girl Scouts San Diego logo. Please do not use the logo without permission, and please do not use images or logos downloaded from the web.

Approved Vendors (Custom Patches or Souvenirs)

Work with an approved vendor to create T-shirts, patches, or other souvenirs with the Girl Scout logo. Use a vendor of your choice for customized items that will not feature the Girl Scout logo (i.e., those that include just the theme or service unit name). Please see our Branding 101 page for more important information. 

Approved Girl Scout Vendors

Parrott Screen Printing and Embroidery
parrottscreen@aol.com
858-571-5425
Advantage Emblem
advantageemblem.com
800-626-4948
Colortime Crafts dba Studs Plus
colortime.com
516-377-8430
Live Shoot-1 Photography
liveshoot1.com
951-343-0484
National Emblem, Inc.
nationalemblem.com
310-515-5055

 


Supplies and Equipment

Whenever possible, rent or borrow supplies and equipment to decrease expenses and minimize the items you need to store when your event or encampment is over. Check the Equipment Catalog to see if council has any of the items you need. Your service unit may have some supplies and equipment too.

Note: Walkie-talkies are available for use at mountain properties.


Forms for Large Events and Encampments

Approval
Form Purpose

Large Event/Encampment Checklist

Complete side one of this form and upload it when you submit a large event or encampment proposal. Complete side two of this form and upload it when you request final approval.
Completed by: event or encampment director.
Returned to: your service unit via the Large Event/Encampment Approval Portal.
Safety and First Aid
Form Purpose

Accident/Incident Report

Use this form when you need to report an accident or incident that occurs at an event or encampment. Initiates an insurance claim, when applicable.
Completed by: Event or encampment director or first aider.
Returned to: council or email to accidentreporting@sdgirlscouts.org.
Contact Log
Use this form for encampments so that all families can be contacted if necessary. 
Completed by: troop leader.
Returned to: designated in-town contact.

Health Record Log

First aiders at large events and encampments use this form to document injuries, illnesses, or any time treatment or medication is given.
Completed by: first aider
Returned to: service unit

Safety Management Plan

Use this form to plan for safety and think through potential hazards at large events and encampments.
Completed by: event or encampment director.
Returned to: your service unit via the Large Event/Encampment Approval Portal.
Need help? Contact your service unit safety activity consultant.

Transporting Girl Scouts-A Message to Volunteer Drivers

Give this form to adult volunteer drivers to read and complete before transporting girls. The form sets clear expectations for volunteer drivers.
Completed by: adult volunteer drivers.Returned to: troop leaders.
Insurance and Accident Report Forms
Form Purpose

Accident/Incident Report

Use this form when you need to report an accident or incident that occurs at an event or encampment. Initiates an insurance claim, when applicable.
Completed by: Event or encampment director or first aider.
Returned to: council or email to accidentreporting@sdgirlscouts.org.
Activity Insurance, Non-Member Participants Use this form (Plan 2) to get accident insurance coverage for non-members who attend a troop activity.
Completed by:
Returned to:
accountspayable@sdgirlscouts.org .

Activity Insurance Extended Events

Use this form (Plan 3P) to get accident insurance coverage if you will be leaving San Diego or Imperial County or if the event or encampment duration is longer than two nights.
Completed by:
Returned to:
accountspayable@sdgirlscouts.org .

Activity Insurance International Trips and Events

Use this form (Plan 3PI) to get accident insurance coverage if your event or encampment will be outside the United States.
Completed by:
Returned to:
accountspayable@sdgirlscouts.org .

Certificates of Liability Insurance

Are you are using a vendor or a venue as part of an event or encampment? Check to see if your vendor or venue is listed. If not, request that the vendor/venue upload a certificate of liability.
Completed by:
Returned to:
receptionist@sdgirlscouts.org .
Budgeting and Finances
Form Purpose
Encampment Budget Estimator
Use this form to estimate encampment costs.
Completed by: encampment director.
Event/Encampment Budget Worksheet
Complete Steps 1-4 of this form and upload it when you submit a large event or encampment proposal. Complete Step 5 of this form and upload it when you request final approval.
Completed by:
Returned to:
your service unit via the Large Event/Encampment Approval Portal.

Check Request

Use this form when requesting reimbursement for personal funds spent on an event or encampment. The form documents the use of service unit funds for reimbursement. Note: Limit personal expenditures and discuss them in advance with your service unit treasurer.
Completed by:
Returned to:
Service unit treasurer.

Money-Earning Application

Use this form if your event or encampment is designed to be a money-earning project.
Completed by: event or encampment director or other team member.
Returned to: your service unit via the Large Event/Encampment Approval Portal. If the anticipated profit is $500 or more, your application will also be routed to a finance support specialist.


Additional Resources

Flag Up / Flag Down Script (coming soon)
Community Kaper(coming soon)
Sample Schedule for Encampments(coming soon)
Property Resource Guide

Confirmation packets (coming soon)

Balboa Escondido Winacka Whispering Oaks