Event+Planning

=EVENT PLANNING=

If you volunteered to coordinate an event for the Service Unit, this is a place where we are keeping the secrets to help you. We'll add to this as the year unfolds.

OPEN HOUSE
(This didn't happen 9/14/17 -- We were asked to leave by school admin.) Things to do before the Elementary Open House - Grade 7 troop hosts the Girl Scout information table and "sign-up sheet". - At the September Leaders meeting (also known as the Service Unit Meeting), check with all troop leaders and ask what their status is and what their contact information is. That way the Troop on hand can feel out the parent about their desire to help with leadership. - After the event, send the sign-up list to Ruth and Jean, and notify the leaders in those grades of girls wanting to join Girl Scouts and what leadership their families can provide. If things are tight, then we will try to find creative solutions.

[[file:GS-Campfire-KickOff-Notes-after.pdf|GS-CAMPFIRE KICK-OFF EVENT]]
9/22/17 (Amanda Kinchla) //Post Event Notes from Amanda: (9/23/17)// Overall the evening was a success! Part of the evenings success was the amazing team support to help coordinate, setup, manage and breakdown. Below are a few notes about the general event in hopes to archive if we want to do this in the future. __PLANNING__ § This event was super easy to coordinate. Hadley Fire Department requests that bbq-like campfires be called in a day or so before so that dispatch is aware in case there are calls from the public. § Materials purchased included = fun patches and s’more supplies. Total = $110.50 (Patches (including bull’s eye): $68 + Marshmallow materials: $42.50) § Location = the grounds behind the senior center was a perfect space to host this event and very easy, accessible to restrooms and accessible to set up the campfire. NOTE: will need to find a new location in the future because this will be the new building location for the senior center. __STRUCTURE__ § Breaking out leader responsibilities to Fire pit coordinator (fire set/up breakdown), marshmallow station, skit teams/songs, and photo archiver really helped. Thank you! § At the start of the program we started with The Promise, welcomed everyone, and then played skit games. We then had girls take turns eating marshmallows while we sang songs. § The overall structure was loose and the field allowed the girls time to snuggle by the fire and/or a space to be silly and playful. § Since it was dark outside, all girls were asked to “high-five” their leader at departure to make sure that all were accounted for. __FUTURE RECOMMENDATIONS__ § Personally, I think that this was a very fun program and the girls really looked like they were enjoying themselves. This particular event allowed a safe space for girls to “let loose”. However, in the future, I think welcoming the girls to the event with a s’more first may help with the traffic flow and order. We had tried to make sure that we spaced out the s’mores so that there was not a surge of girls attacking the set up station by having them go through shifts between songs, however, this gave the girls a chance to move around again which made things a bit more rowdy. Welcoming each girl with s’mores first gives them their sugar shock early and still gives all the girls time to be silly before any campfire activities. Also, at the end if there is a way to keep all the girls in the fire circle area, it would have helped when parents came for pick up. § **Recommended future program structure:**  Welcome with s’mores  Free time for 30 min  Campfire games for 20 min  Sing for 20 min  Closing circle 10 min Thanks! Amanda

ICE SKATING
A Coordinator for this event will be identified at a Service Unit meeting in September. Typically this event happens in November at the Mullins Center practice rink. Rental is about $200. Skater fee has been $3/person in recent years.

Here's recent year's. Here's the recent Here's the for "registration."

Tagalongs are welcome, however a parent or guardian is required to skate. All skaters are required to pay the $3 fee, including parents and guardians. Each troop is responsible for identifying a leader that will collect the fee for each skater, and the permission slips. Each leader is then responsible for turning in all funds and a head count to the Coordinator of this event.

It is important that the coordinator contact the Amherst Youth Hockey League prior to the event to acquire permission to use the black bummers on the ice. These are used at the far end to cordon off a "safe" area for new skaters. These bummers are NOT the property of the rink and prior permission is required.

Skate time is exactly 50 minutes. It is important that skaters arrive approximately 30 minutes early in order to be ready to get on the ice and enjoy the time as much as possible.

// What other info should be listed for the person that takes this on? Who does what ahead of time? Who does what at the rink? How does the rink get paid. Maybe, the person who organized it each year could be listed so the "new" person can ask advice. //

SENIOR CENTER HOLIDAY DINNER
Leaders should connect with Jane Booth, Director of the Hadley Senior Center. Their Holiday dinner is usually the first Friday night in December. Grade 6 Troop usually serves the dinner. Girls should eat dinner BEFORE they go.

Grade 3 (2011 Troop Leader - Regina Kowal) usually sings holiday songs, approximately 15 minutes worth, 9-10 songs. Here is the song book that was used the last in 2010 and 2011:

Jane Booth will advise you when the girls can sing. For 2011 it was 6:15 pm. The Troop can meet on the second floor of the Senior Center to get lined up. The girls wore Santa Hats the last two years, however we did not have a dress code. Some girls dressed up, others wore comfortable clothes. It is important to remind them to wear their sash or vest. The room the scouts will sing in is very big and full of people. Remind the girls to use their best loudest voices. Before the event, confirm with Jane Booth if the singers will be provided ice cream after they sing. Our girls ate their ice cream in a side room, where the ping pong table is. We were done by 7pm.

ROLLER SKATING
The Sunday of Martin Luther King weekend in January. Jean usually makes the reservation and sends in the contract. A leader usually volunteers to be the on-site registrar and facilitate the sign-in and payments. Here's this year's. Here's this year's.

SWIMMING
Is usually in February. Ruth usually makes the reservation at the JFK pool in N'hamp and arranges for lifeguards. A leader usually volunteers to be the on-site registrar and facilitates the sign-in and payments. We don't do snack anymore. It was too time-consuming and messy.

For 2012 we have an idea for easier girl-lists for registration.

Here is this year's flyer.

GIRL SCOUT SUNDAY [[file:12-GSSundayPromiseCircle.pdf]]
We want this to be INclusive !

It is the goal of the Hadley Service Unit, to include all Girl Scouts in this event if they choose to be involved. To reach all girls, we need the help of parents that attend houses of worship. At this time we have parents in place that coordinate events at Most Holy Redeemer and First Congregational Church of Hadley. Please contact ?????, if you can organize something at our location.

As a service unit we recognize that not all girls attend worship services, and that others attend outside the Hadley limits. This means that not all girls will participate, but it is their choice.


 * If we can identify other houses of worship within Hadley town limits, and reach out to them with a letter asking if they can recognize the day for any girls in their community.**


 * Hope this helps for next year.**
 * Caryn Perley's Flyer from 2011** [[file:11-GS Sunday invite.pdf]][[file:11-GS Sunday invite.doc]]

SPRING CAMPOUT
Is usually in June. Recently mid-June. Ruth usually takes a lead in helping the leaders cooperatively organize this. Each troop has to follow GS rules about having first-aiders and camping certification. We'll talk more about that. We work out details in April and May.