This form has been updated as of 2.8.2018. The Preliminary Event Planning and Budget Worksheet has been incorporated into this document. It is no longer necessary to submit a seperate document.
Event Director training is mandatory!
Planning Events Beyond the Troop w/Emergency Preparedness is required training for all event directors. The event director is responsible for the overall management of the event and in the case of an emergency situation, must manage all response utilizing their emergency response team. This is an online, self-paced class. Ideally the event director should take this training before beginning planning and forming a committee. A committee is vital to ensuring that the event is girl led and girl focused! Visit LARC for more information.
Please note that effective August 1, 2017, legacy classes related to events will no longer be accepted. Plan accordingly so that you do not have a hold up on approval of your event.
First Aid/CPR Requirements:
The first aid/CPR approved adult volunteer must be currently certified; should have no other responsibilities aside from first aid/CPR (although it would be permissible for them to help with other activities, they should not be included in the required adult ratio in case they are called away for an emergency and should be available at all times through a means of two-way communication.
Effective September 2016 - we are no longer able to update your training record with first aid/CPR credentials. Please do not fax in your training cards, each individual must update their own record through LARC.
When Should This Form be Used? Use this form for all multi-group, service unit events or large group events involving Girl Scouts that are planned and hosted by services units and/or troops. These types of events can include:
Father/daughter Mother/daughter event
Ingathering, camporees, skills days and overnights
Thinking Day and Founders Day events
Participation in SU Annual Fund events that are organized by the service unit to close the gap during the final months of the campaign
Participation events such as 5K's and walks organized by the service unit
(note - these require extensive additional information and approval is not guaranteed)
This list is not inclusive of all types of events. Please contact the risk management team if you are not sure if you need to complete this form. We can be reached at BTTE or you can call the council helpline at 800-771-1139.
Complete the Beyond the Troop Event Application and click submit. Once received in the office we will confirm with your service unit director that your troop has participated in the product sales program and the annual fund and that the event does not conflict with other previously planned and approved events in your area.
Your application will automatically be submitted to the council once you click on the Submit button below. If you chose to print the form and email it at a later time you may send your form to
Certain events may require additional information before approval can be granted. You will be contacted directly for any additional information needed.
If you are required to sign any type of contract, release of lien, hold harmless or other indemnifying documents, you must submit them for review along with the application.
have to submit a separate Money Earning Application - this form is inclusive
The event or activity is not approved until this process is complete - this process is complete after you have separate an email from the council stating the event is approved
You many not advertise your event until the approval process is completed
The earlier you submit your application, the better chance we have of working through any problems and not holding up your event. In any case - the completed application should be separate in the office at least 60 days in advance of the time you would like to advertise the event.