The "Agreement to Participate" is essential any time you plan to take the troop outside the regular meeting time/place. It serves many purposes: First, it tells the parents of the plans for the troop and lets them know where they'll be meeting (including specifics for transportation, pick-up, and what to bring). Second, a signed form confirms that the parent is aware of what the troop is planning and permission is granted for the girl to participate. But most importantly, this form provides emergency contact information for the participant.
It is essential that the contact information reflect the actual place to reach the contact person during the time the girls are at the event (Aunt Flo's work number is no good if she is off that day). We suggest that even if the parent will be attending with the girl they fill in this form providing emergency contact information, not only for protection of the child, but for their protection as well. This way if something unfortunate happens and both the girl and the parent attending need emergency assistance, the leaders know who to contact.
It is also a very wise idea to share a copy of this form with someone in your Service Unit - perhaps the SU Outdoor Consultant if it is an outdoor trip or maybe your SU Level Consultant or even the SU Manager. This way they, too, know of your whereabouts and in the event of an emergency are aware of specific details that might be helpful.
Girl Scouts of Rolling Hills Council
1171 Route 28
North Branch, New Jersey 08876
Phone: 908-725-1226 Fax: 908-725-4933