Your First Field Trip or Event
Everything you need to take the girls beyond the meeting room for the day.
Everything you need to take the girls beyond the meeting room for the day.
Field trips and events are where Girl Scouting comes alive beyond the meeting room. But before you start looking for venues, make sure two things are in place:
Your Events Manager (or whoever is planning the trip) needs to have completed trip/travel training. Most councils require a policies course and a day trip course before you can take the troop anywhere outside the regular meeting location. Log into MyGS > gsLearn and look for your council’s travel or trip training. See the Events Manager role page for details on what to look for.
Your First Aider needs a current certification. A First Aider with valid First Aid/CPR certification must accompany the troop on any activity outside the regular meeting place. This is universal across all councils. See the First Aider role page for accepted providers.
Your council’s website. Most councils have an Events section or calendar listing council-sponsored activities throughout the year. These range from fun patches and STEM days to larger events like camporees. Browse your council’s site and filter by age group and date.
Your Service Unit. Regional events organized by your Service Unit are often announced at the monthly SU leader meetings — and they’re not always posted online. This is one of the key reasons to have a Service Unit Rep attending those meetings. SU events tend to be smaller, local, and easy to participate in.
Community Opportunities. Local fire stations, police departments, libraries, city recreation departments, museums, nature centers, state parks, and farms often welcome Girl Scout troops for tours and visits, sometimes for free. These make great low-cost field trips and can often be tied to a badge the troop is working on.
Parent-Hosted Events. Does a troop parent work somewhere interesting? “Bring the Troop to Work Day” is a simple, no-cost event that gives girls exposure to different careers. A parent who’s a veterinarian, firefighter, baker, or engineer can turn their workplace into a memorable experience.
TIP: If you're the Events Manager or Co-Leader, consider which badges the troop is working on this year. Field trips that connect to badge requirements are twice as valuable -- the girls have fun AND earn credit towards a badge.
Once you’ve chosen an event or destination, work through this list:
1. Check the Safety Activity Checkpoints. Every council publishes a Safety Activity Checkpoints document (usually available on the council website under Volunteer Essentials or Safety). Find the checkpoint for the type of activity you’re doing (e.g., swimming, hiking, museum visit) and review the specific safety requirements. These tell you the adult-to-girl ratio, what gear or preparation is needed, and whether any special permissions are required.
2. Confirm the adult-to-girl ratio. The ratio requirements for field trips may be stricter than for regular meetings, especially for outdoor activities and water-related activities. The Safety Activity Checkpoints will tell you the exact ratio. Make sure you have enough adults committed before confirming the trip.
3. Create and distribute permission slips. You must have a signed permission slip from every girl’s parent or guardian for any activity outside the regular meeting place. This is non-negotiable across all councils. Your council likely has a standard permission slip template — check their forms page. The permission slip should include the activity, date, time, location, transportation details, and any costs.
4. Collect fees and coordinate payment. Talk to the Treasurer about whether families pay the venue directly or the troop writes one check. Most Service Unit events prefer to receive one check per troop.
5. Arrange transportation. If families are carpooling, every driver must be a registered, background-checked volunteer, at least 21 years old, with a valid license and insured vehicle. Girls never drive other girls. If the group is traveling in one vehicle, there must be at least two unrelated, registered adults in the vehicle, one of whom is female. Each driver should have copies of the health forms and permission slips for the girls in their car.
6. Prepare an rough Emergency Action Plan (EAP). Before any outing, think through what could go wrong: injury, severe weather, a missing girl, sudden illness. Know where the nearest hospital is. Make sure your Emergency Contact is available and has their phone on. Review the EAP with the other adults on the trip.
7. Bring the essentials. Health History Forms for every girl, permission slips, a first aid kit, emergency contact information, and any activity-specific gear listed in the Safety Activity Checkpoints.
8. Use the buddy system. Pair every girl with a buddy. Remind the girls that using the buddy system means staying close enough to reach out and touch each other. Each girl stays with her buddy throughout the trip. A buddy can warn her partner of danger, give a helping hand, accompany to the water fountains or bathrooms, or get help from an adult. This is standard practice across all Girl Scout activities.
Collect receipts. Give any receipts to the Treasurer for reimbursement or record-keeping. Remember to use the Tax Exempt Form for any purchases made on behalf of the troop.
Debrief With The Girls. At the next meeting, spend 5 minutes asking the girls what they liked, what they’d change, and what they want to do next. This is sometimes refered to as "Roses & Thorns." Roses are things you'd want to repeat. Thorns are thing you'd definitely NOT want to repeat. Buds are things that have the potential to be amazing with some changes made next time. This is a small but real step toward girl-led planning — their feedback shapes future trips.
Thank Your Drivers and Parent Helpers. A quick text or email goes a long way. Volunteers who feel appreciated volunteer again.
Planning an overnight? Visit Your First Overnight for museum sleepovers and indoor overnight guidance.
Planning an outdoor activity? Visit Your First Outdoor Experience for nature walks, hikes, and initial outdoor skill-building.
Planning a campout? Visit Your First Campout for overnight camping-specific guidance.
Looking for role-specific details? Visit the Events Manager and First Aider pages under Find My Role.