How do I plan a Troop Trip?

So, your troop has decided it wants to go on an exciting adventure! Congratulations! Let the planning fun begin!

Whether it’s a trip to a foreign land, a hiking trek to a nearby state park, or something in between, use the checklist below to help guide your planning journey.

Find a printable version of this resource here.

Progression Tip: Trips and outdoor experiences are based on progression and youth readiness. Follow the guidelines in this checklist and in the online training to ensure your Girl Scout travels are a success!

Planning: 2-6 months before traveling with youth. For longer and farther trips, it can take 9-12 months or more.

  1. Mission, purpose, and program quality
    • Determine what skills, readiness, or experiences Girl Scouts might need to gain before the trip.
    • Discuss logistics of the trip (why, who, what, where, when, and how to get there).
    • Consider options and make tentative decisions based on interest, costs, and feasibility.
  2. Money, timeline, and responsibilities
    • Determine trip budget, including funding source (troop funds, family contributions, is it necessary to earn money first?). Use the Trip & Outdoor Budget Planning Tool.
    • Set up a planning timeline
    • Begin fitting trip preparations into on-going troop activities. Explore related badge work.
    • Recruit necessary adult chaperones and inform families with general trip info (date, cost, etc).
  3. Training and Safety
    • Consult Safety Activity Checkpoints for general safety guidelines and for your specific activity/ies to understand what requirements must be met for your trip or outdoor adventure.
    • Complete your required training in gsLearn.
    • Enlist an appropriate First Aid/CPR/AED trained adult.
    • Identify qualified drivers and chaperones. Ensure their background check and GSNorCal membership are current, and they have completed the 636 Chaperoning and Driving Girl Scouts learning path in gsLearn. You can have them print out their Achievement Reports from gsLearn.
    • Develop an Emergency Management Plan and share with all.
    • Assemble a First Aid Kit.
  4. Clarify Details
    • Refine purpose of the trip, money-earning projects, trip schedule, equipment needed, meals and snacks, who will bring what, how the troop will travel, etc.
  5. Girl Scout Approval
    • Submit the online Trip or High-Adventure Approval Form before any non-refundable plans are made and at least:
      • 2 weeks before local day trips and overnights
      • 6-12 weeks before regional or out-of-state trips and events
      • 6-12 months before international travel and events
    • Submit contracts or agreements, if needed, to insurance@gsnorcal.org.
    • Begin confirmation, payments, and accumulation of the following after approval:
  6. Finalize details and logistics
    • Finalize itinerary and budget.
    • Purchase and pack meals, snacks, and equipment.
    • Review safety plans and rules to be followed (team agreements, Kapers, patrols).
    • Orient families to the trip.
  7. Confirm details
    • Provide details and caregiver contract info, give to at-home emergency contact person.
    • Double-check lodging and transportation arrangements, check for road closures and weather.
    • Provide final reminders to youth and families.
  8. Travel time! Let’s go!
    • Have fun!
    • Follow established rules.
    • Stay with your buddy.
    • Be flexible!
  9. Debrief and wrap up paperwork
    • Evaluate and debrief with the youth and adults who participated (may be 2 conversations).
    • Share stories of success with families; let them know of any challenges you faced.
    • Keep evaluation and debrief notes in troop records.
    • Celebrate your success. Give out earned badges or patches that were part of the trip/outdoor experience.
    • Gather receipts, tally expenses, and manage reimbursements.
    • Log income and expenses in a detailed financial report to share with youth, caregivers, and Troop Treasurer.
    • Learn from your experience and start planning your next adventure.

Last updated on November 17, 2025

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