Girl Scouts of the Jersey Shore
Intent to Event Application for Community & Regional Events
INTENT TO EVENT, ALONG WITH EVENT FLYER, SHOULD BE SUBMITTED TO REGIONAL GSLE PROGRAM COMMITTEE
NO LATER THAN EIGHT WEEKS PRIOR TO EVENT DATE.
Name of Event: _____________________________________________________________________________________
(Please include the name of your community/town; i.e., Hazlet Mother-Daughter Tea)
Event Organizer: ____________________________________________________________________________________
(Person must be responsible for planning and attending the event)
Mailing Address: ____________________________________________________________________________________
Email Address: _____________________________________________________________________________________
Phone #:__________________________________________ Cell #:___________________________________________
Please contact me: (Please check one):
Morning
Afternoon
Evening
If applicable, list event committee members:_____________________________________________________________
Region: ____________________ Proposed Event Date: __________________
Start Time: _________________ End Time: _________________
Event Registration Close Date: ______________________ (Date set by Event Organizer)
Event Location & Address: ____________________________________________________________________________
__________________________________________________________________________________________________
This event is for (check all that apply):
Daisy Brownie Junior Cadette Senior Ambassador Adult
This event is open to the following communities, check one:
Region
Tags
The following communities/towns:
__________________________________________________________________________________________________
Please confirm that this event is in compliance with Girl Scouts of the USA/Girl Scouts of the Jersey Shore
All Safety Activity Checkpoints:
Confirmed
Min # ______ Max # ______ of participants (girls)
Min # ______ Max # ______ of adults
Description of Event (please be aware that this description will appear in GSJS regional publications):
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
Is this event is a money earning activity?
Yes
No
Has the money earning activitie been approved?
Yes
Is this event a Silver or Gold Award project?
Yes No
No
Has the Silver or Gold Award Project been approved?
Yes
Are there contracts associated with this event?
No
Have the contracts been approved by council?
Yes
Yes
No
No
REMINDER – IF THIS EVENT/TRIP INVOLVES A CONTRACT, THE CONTRACT MUST BE SUBMITTED TO YOUR REGIONAL
DIRECTOR FOR THE NECESSARY SIGNATURES. YOU CANNOT SIGN A CONTRACT.
I have selected the following method for event registration:

(handle my own registrations)
 (Council will handle registrations)
If you selected the council, you will be contacted by a member of the Program Department.
If you selected to handle your own event registration, please check the contact/registration information, allowing with
your name, which will appear on the regional website and your flyer. At least one of these must be checked.
 Address
 E-mail
 Phone #
Event Budget Planning Worksheet
Fee: $_________ per Girl/participant
$_________ Adult (if applicable)
To ensure you have enough income to cover expenses (a solvent event), determine the cost per girl. Factor in expenses
such as: building usage/site rental, DJ, patches, food, crafts paper product, etc. Always base your income/expenses on
the minimum number of participants needed to cover the event.
Example: Halloween dance - $250 for DJ; $1.50 per patch; $2 per girl – food /paper products; no site rental & no craft. If your
minimum amount of girls is 50 – the DJ cost per girl would be $5. The cost of the event would be $8.50 per girl.
What is the minimum number of paying participants that need to attend to make this event solvent? #____________
What will you do if your registration falls below the above minimum paying participants?
 cancel event
 re-structure budget
 open event to other communities/regions
*You must contact your GSLE committee chair before proceeding with your alternative option.
Estimated Income & Expenses (you may attach a separate worksheet if necessary)
List all Income
List all Expenses
$
# Girls
X$
=
# Adults
X$
= $
# Tags
X$
= $
Total Income
$
Total Expenses
Estimated Total Income Minus Estimated Expenses = $______________
$
Only if it is a pre-approved money earning event can the surplus be placed in a troop account. If the event was not
approved as a money earning event and creates a surplus, the surplus must be placed in the regional account.
Is your event SAAS – Safe, Age-Appropriate & Solvent? ________
Did you attach a copy of the flyer?
 Yes
Name of person submitting ITE: ________________________________________________ Date: ______________
For GSLE Committee Use:
Approval of Regional chair or Designee:_____________________________________
Date: _____________________ Posted Regional Website: ____________________
Copy of ITE & Flyer forwarded to Council Program Department: _________________
IS THIS EVENT SAAS - Safe, Age Appropriate & Solvent?  Yes
ITE Form last updated: April 28, 2015

No
GIRL SCOUTS OF THE JERSEY SHORE
INTENT TO EVENT PROCEDURE AND GUIDELINES
Community & Regional Events
RESPONSIBILITIES
As a Community or Regional Event Organizer, you are accepting responsibility for the planning and implementation of a
program event. You are responsible for the following:
 Turning in the Intent to Event Application and required forms or documents by the required dates or deadlines
outlined in the Intent to Event Procedures & Guidelines.
 Creation and management of the event budget. You are required to stay within budget, unless pre-approved by the
Regional GSLE Program Committee.
 Following all council policies and Safety-Wise guidelines pertaining to your event.
 Event/activity is age/Girl Scout Program level appropriate.
INTENT TO EVENT APPLICATION PROCESS
1. Complete Intent to Event Application and submit to the Regional Girl Scout Leadership Program Committee (GSLE
Program) Chair or designee at least 2 months prior to the event. Anything received after the two months may not be
considered for the proposed date.
2. The GSLE Program Committee will review and sign the application, and upon approval, forward it to the GSJS Program
Department.
3. Allow 2 weeks of processing time for the event to be listed on the Regional website, upon approval.
4. Questions about the Intent to Event process should be directed to the Chair of the Regional GSLE Program Committee.
REGISTRATION/CLOSING DATES
Registrations are accepted on a first come first serve basis. Event registration should close two weeks prior to event date. Event
registration may be extended under certain circumstances. ON-SITE REGISTRATIONS SHOULD NOT BE ENCOURAGED.
There are two ways an event registration process can be handled:
Option A
 The Program Department will handle registrations & the following:
 Answer questions relating to the event
 Send out confirmations. Upon approval, Event Organizer must submit, electronically, to the Program Dept, a copy of
a confirmation which must include all the information a participant would need.

Upon registration closing, or on request, a roster of participants will be sent to the Event Organizer
 GSJS will assist the Event Organizer in purchasing supplies. If a check is needed to pay a provider e.g. roller skating,
DJ etc and payment (check) requests and must be submitted to council 2-3 weeks ahead of time.
Option B
 Registration process is handled by the Event Organizer. To do this, registration payments must be processed through a
valid Girl Scout bank account
 Provide contact information for registering and questions on the regional website
 Answer all questions relating to the event
 Send out the confirmation
 Purchase all supplies for the event
BUDGETS An event budget worksheet is provided on the Intent to Event Application. If there are questions, the GSLE
Program Chair or a member of the committee will contact you for clarification. The Event Organizer must submit a financial
report to the GSLE Program Committee within 2 weeks of the event taking place
SILVER AND GOLD PROJECTS
If the event is to support a Silver or Gold Award Project the Project must be approved before submitting Intent to Event
application. The description of the event on the regional website must indicate that this is a part of a Silver or Gold Award
Project.
EVENTS AS TROOP/TRIP MONEY EARNING OPPORTUNITIES
If the event is a money earning project for a troop or trip, a Money Earning Application must be submitted and approved before
submitting Intent to Event application. The description of the event must indicate that this event is a money earning activity for
a troop or trip.