Brainstorm
Why do Service Units have events?
What is... to provide an enriching Girl Scout experience, create a stronger community, to provide leadership opportunities, to provide traditional experiences.
Why is a budget important when planning a Service Unit event?
What is... budgets are important so that you know if you have enough funds to sustain and support the event being held. It is also important if you want to grow and develop SU funds so that you have the opportunity to provide additional programming in the future.
What is an event outline?
What is... a layout of time, events/sessions, and other logistics for the planning of the event.
What document should you always check before doing any activity with girls?
What is... the Safety Activity Checkpoints.
What avenues can you utilize to share or advertise your events?
What is... Facebook/social media, the council social media, the council calendar, email, newspaper, community boards, word of mouth, text, etc.
What Girl Scout event incorporates sisterhood on a global scale to learn about and appreciate other countries and cultures, and equally increase awareness and sensitivity on global concerns?
What is... World Thinking Day
Name an event that plans to collect more money than needed for event expenses.
What is... a fundraiser.
An opening circle, flag ceremony, closing circle, or the Girl Scout Promise and Law are considered what part of the outline?
What is... Girl Scout ceremonies/traditions.
If you are providing food or drink at an event, what information do you need to collect from your participants?
What is... allergies, diets, food restrictions, health concerns, etc.
Why is Girl Scout branding so important when promoting?
What is... we want to leave a positive impression. When you create publicity for Girl Scout events, you not only influence people's perception of your SU, but also of the Girl Scout organization. You also want to make sure that advertising attempts are appealing to the intended audience.
Why is it important to have an event committee?
What is... an event committee coordinates the planning for events. Based on the needs of the event, you will need to meet diverse requirements. If you do not have enough volunteers or the proper certifications, your event cannot happen.
Name five expenses that you may encounter during a Service Unit event.
What is... facility/site fees, food, housekeeping, printing/mailing, program supplies, insurance, travel, etc.
Why is an event outline important?
What is... so that everything runs smoothly! An outline provides start and end times, volunteer roles, supplies needed, and serves as a reminder.
How many registered Girl Scout volunteer adults do you need for a Cadette only event with 22 girls in attendance?
What is... 3.
What should you do with leftover event supplies?
What is... return items if they are unopened/unused. If you believe items can be used for other service unit events/programs then add those to future budget and event plans. If you have too many supplies or no need to hang onto additional items, decide as a team what to do with the leftover materials. Could they be used at the troop level?
What are three factors to consider when choosing an event location?
What is... capacity, parking, restrooms, handicap accessibility, usage guidelines, deposits/fees, insurance, availability, technology, other necessary equipment.
How would you calculate the fee per participant for an event?
What is... add up your estimated total expenses and divide by an estimate of how many participants you believe you will have. If you do not have a good estimate, use your best judgement or refer to past event budgets.
What should you include in your outline incase sessions go shorter than expected or things don't happen as intended?
What is... be prepared by having back-up activities, songs, games, etc.
What should you do if you have a 911 related emergency?
What is... refer to your Crisis Communication card. Secure safety of self and group. Stabilize injured. Station a responsible person at the accident/scene. Call emergency providers or go to the nearest emergency facility. Report to GSCP2P so that they can file an incident report. Refer media inquiries to GSCP2P. Remain calm. Do not place blame.
Why are evaluation forms beneficial after events?
What is... it provides good feedback on how the event was organized, what details or activities participants liked best, what didn't work, what participants want in the future, etc. It is always good to have different viewpoints so that we are not planning the same things over and over and that we know to meet needs that we may not have thought of previously.
What guidelines should you follow when promoting an event?
What is... send flyers to your Engagement Manager for Marketing approval. If you need a flyer created, let your Engagement Manager know. All events that will be promoted through the council website/social media need to be sent to the Engagement Manager at least two months ahead to give appropriate time to promote and get the proper marketing materials to you (flyers, etc.). Advertise on your SU social media pages, via email or whatever method works best for your area.
When should you cancel an event?
What is... you do not have enough registrations, the main presenter/facilitator is no longer available due to unforeseen circumstances, bad weather, etc.
What are the five important things to be sure to do when outlining an event?
What is... give depth to the activities, be prepared, don't go over schedule, include Girl Scout ceremonies, and make it fun!
Name three site safety reviews you should make prior to and during your event?
What is... make note of potential hazards, public accessibility and girl safety, emergency exits, well-lit parking, safe arrival and departure with moving vehicles, and adequate restrooms and access to drinking water.
Name four things to do after an event.
What is... finalize the event budget to determine if there was a profit or loss, evaluate leftover supplies that need returned or that can be use again, send thank you notes, debrief with your event planning committee, share pictures, use a participant evaluation, review successes and things that can be improved, determine if you want to replicate the event in the future, etc.