girl scout birthday party · girl scouts celebrate girl scout week with a night of bingo, treats,...
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Girl Scout Birthday
Party
A cause for celebration! Girl Scouts celebrate Girl Scout week with a night of bingo, treats, service and games. The troops donate party supplies to build birthday kits (“party-in-a-bag”) for children in DuPage that may not have the means to celebrate with their families and friends.
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It’s a birthday blow-out! Hip hip hooray
Thank you for volunteering your time and
providing the girls in your service unit with
this program opportunity. We have put
together this “Pass It On” guide with details
and tools from previous events and hope you
find it helpful.
To ensure you receive the full benefit from this
document, please read it through it in its
entirety before you begin planning your
event. Your service unit events coordinator
and service unit team are available to support
you through this process.
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Planning
Timeline
Ready, set, blow!
4 to 6 months before your event
1. Reserve space.
2 to 3 months before your event
1. Update girl flyer, registration form +
website. Update Gmail contact list.
2. Plan budget.
8 weeks before your event
1. Send out girl flyer, registration form.
2. Arrange for representative from HSP
to come and talk the night of event.
6 weeks before your event
1. RSVP deadline – Each troop to
provide: ONE troop check made
payable to “Girl Scouts SU 509”along
with completed registration form.
2. Order custom or stock patches +
one dozen extra patches. Six week
lead time required for custom.
3. Order additional insurance for adults
who are not registered Girl Scouts.
See page 7 of this guide.
4. Determine First Aider. See page 7
of this guide.
5. Submit monies to SU Treasurer for
deposit in SU account. Provide a
spreadsheet with list of troops,
amount paid and check numbers.
1 month before your event
1. Acquire or reserve bingo supplies.
1 week before your event
2. Send leaders email with event details
and donation reminder.
3. Send reminder to HSP about event.
4. Prepare or plan refreshments and
purchase left/right gifts.
5. Visit with custodians to go over the
floor plan.
2 days before your event
1. Obtain plastic table clothes, cups,
plates, napkins and microphone
from SU Events Coordinator.
2. Pick-up first aid kit from SU Event
Coordinator.
Day of the event
1. Arrive early to cover tables and greet
speakers.
2. Set up refreshment station, bingo,
microphone and birthday supply
receiving area.
3. Hand out patches.
Within two weeks after your event
1. Submit event evaluation and financial
report to Service Unit Manager and
Treasurer
2. Submit receipts for reimbursement
to Treasurer.
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The party’s here
Timeframe
The event runs 1 hour and includes song and pledge
warm-up, game of bingo, birthday treats, service
project presentation and left/right wide game.
Siblings and non-Girl Scouts
This is for Girl Scouts only – no tag-a-longs allowed.
Registration
Leaders do NOT have to attend but troops must be
chaperoned by parent volunteers if leaders are unable
to attend. ONE troop check (payable to “Girl Scouts SU
509”) and a registration form are required to complete
registration process. No late registrations will be
accepted. This event is non-refundable.
Parent Permissions
Leaders must collect permissions and keep them on
hand with their troop the night of the event.
Cost
Girls pay $4.00 which covers cost of patch, small gift and
supplies for games, cupcakes and decorations.
Patches
For custom patches, you must order them 6 weeks
before the event. These will run about 1.75 per patch.
Order 1 dozen extra when placing order.
Troop Responsibilities
Troops are assigned a party item to help fill the birthday
bags. Items include cake mix, frosting, candles,
balloons, streamers, paper goods (cups, napkins,
plates) and more.
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Facility information
Contact Info: Carolyn Gust is
the D41 facilities manager and can
assist you in reserving your space.
School cafeterias or gyms with
pull down tables with benches are
ideal. Carolyn’s contact info is:
(630) 534 7222 or [email protected]
Deposit Required? No
Reservations: If using a D41
facility, you need to make
reservations using the district
online facility request system
which can be found on the d41.org
website.
Floor Plan:
Use cafeteria style tables with
bench seats for this event. You can
seat 10-12 girls per table. Leave a
wide-open space for the left-right
game where the girls exchange
presents. Two tables up front for
bingo and refreshments work
well. You will need a receiving
area for birthday item donations.
A microphone set is available to
borrow from SU Events
Coordinator.
Costs: There are no custodial or
rental fees to use the D41 facilities
during the school week, Monday –
Friday as late as 11:00 pm.
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The celebration is on
Party-In-A-Box Service Project
Girls partner with Humanitarian Service
Project and their Party-In-A-Box program
to help kids in need celebrate their
birthdays with needed party supplies.
Troops donate items for the kits which
include: cake mix, frosting, candles,
balloons, streamers, paper goods (cups,
napkins, plates, forks) and other related
items. Each box/bag represents one
entire party for 6-8 children. We
assemble the bags the night of our event
and donate them to HSP volunteers who
come and speak about the program to
the girls the night of our event.
Our contact at HSP is Bridget Dooley
at (630) 221-8340 or
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Contact Information
The following contacts can be of
assistance in planning your event:
Membership Coordinator
Jessica Galvan
SU Events Coordinator
Caroline McAlpine
SU Treasurer
Michele Fenske
Custom Patches
Pamela Zelenka
(630) 544-5902
Birthday Organizer 2013
Laverne Street
Resources
An email account has been set-up for this
event: [email protected]. The
password is: girlscouts509.
Please find paper and digital copies of all
files used to organize previous event
under these subheads:
• Venue Information
• Timeline and Planning
• Publicity and Promotion
• Correspondence
• Registration Record
• Service Project
• Day-of-Event Logistics
• Patches
• Financials
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Provide additional insurance
Meeting the health and safety needs of ALL participants at an event must be the
number one priority of an event planner. If participants are not registered Girl Scouts,
you must purchase insurance for them. This must be done one month in advance. The
file you need is “Extra Insurance Day Trip.” Make check payable to “United of Omaha
Life Insurance Co.” Send form and payment to Jessica Galvan at Girl Scouts GCNWI,
2400 Ogden Ave., Ste. 400, Lisle, IL 60532.
Determine a first-aider
If less than 200 attendees, you will only need a Level 1 First Aider which is any person
with current First Aid training. A Level 2 First Aider is required for 200 or more
attendees. This person could be an attendee who is a doctor, nurse or EMT. On the
day of the event, establish first aid area equipped with first aid kit. A full first aid kit is
available for use through the service unit. Contact your SU Event Coordinator for
more information.
Complete paperwork
Be sure to complete the required service unit event paperwork when organizing a
service unit event. These papers include: an event planning form, a financial report
and an event evaluation. The financial report is submitted to your service unit
manager twice throughout the planning: once before the event and once after the
event has taken place to ensure fiscal responsibility and eliminate unnecessary costs.
Please see samples provided at the end of this document. Finally, be sure to submit
any receipts for reimbursement to the SU treasurer.
Submit evaluations
After the event complete the SU event evaluation form with your comments and
suggestions. Also send a thank you to volunteers who helped and a brief evaluation
with the following questions:
1. Describe what went well.
2. What would you change?
3. Other suggestions?
Let them eat cake Following are a few more details to help make your event a success. Please don’t hesitate to contact your Service
Unit team with any questions.
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Clowning Around
Glen Ellyn Girl Scouts
Service Unit 509 – Abraham Lincoln, Ben Franklin, Churchill, Forest Glen and St. Petronille
www.glenellyngirlscouts.com