Now that cookie sales are over and you know how much the troop made and how much (if any) you still need to collect from parents it’s time to adjust your budget and have a final parent meeting to collect paperwork and talk them through your itinerary and travel plans.

First, You’ll want to discuss and create with the Girls
FINAL ITINERARY AND BUDGET (do they need to adjust any plans based on reaching or not reaching cookie goals?)
CODE OF CONDUCT (have them set expectations for respectful behavior, what are consequences for not behaving on the trip? Include plans for use of electronics)
EMERGENCY PHONE CARDS (Have them write the appropriate phone numbers on one side of an index card, on the other side write the info they need if they get lost or separated – leader’s first and last name, troop # and cell phone numbers for all participating adults, name of hotel, brief itinerary. Laminate the cards and carry them in their backpacks. They can use these if their phone dies or gets lost and they get separated from you.)
PACKING LIST (it’s best if you can create this with the girls and show them what it looks like packed in a back pack, encourage girls to pack themselves for the trip! Talk about being prepared for their period if it comes during the trip)

You need to collect from the parents:
FINAL PAYMENT – based on your itinerary and budget do you have enough money in the troop account to make the trip? Make sure you have a little extra for emergencies. If you sold enough cookies to pay for the trip celebrate with the girls and parents for all their hard work!!
PERMISSION SLIP
GIRL HEALTH HISTORY (It’s really helpful to also have them xerox or scan their health insurance card front and back and then you have the 800 number to call in an emergency, and proof of insurance to show at the hospital)
ADULT HEALTH HISTORY (for any adults who are traveling with you)
PERMISSION TO GIVE OVER THE COUNTER MEDICATIONS

You’ll want to give the parents:
PACKING LIST (encourage parents to let girls pack themselves, then mom checks – don’t overpack with things you think she’ll need!)
COPY OF YOUR ITINERARY (including leader cell phone ‪#‎s‬, In-Town Contact phone #, phone # where you’re staying, airlines flight numbers and times, general idea of where you’re going and what you plan to do on each of the days)
CODE OF CONDUCT (go over what the girls have agreed to do and what are consequences for not behaving on the trip)

You’ll want to discuss with the parents:
• SLEEPING AND BATHROOM ARRANGEMENTS (parents will want to know if an adult is in their daughter’s room and they would like an adult they know in with their daughter. You don’t need adults in every room. Adults only share a bed with their own daughter or another adult. Take a buddy to the bathroom if it’s outside the sleeping room at a hostel)
• SPENDING MONEY (we set a $20 limit on spending money and that was plenty for some simple souvenirs..it’s best if everyone brings the same amount and that you don’t set an expectation of lots of time for “shopping”)
• ELECTRONICS(will you allow phones? Ipods? Remind parents that you are not responsible and that girls may lose electronics. Music will be ok on the plane but not while sight seeing. Calls and texting are ok from parents in the evening but not all day.)
• TRANSPORTATION (Do you need any parents to shuttle the troop to the airport and pick you up when you return?)
• ILLNESS (before the trip, how sick is too sick to go? During the trip, explain that you carry OTC medicines and girls shouldn’t medicate themselves.)
• EMERGENCY PLANS (remind them that you’ll call the in-town contact if plans change for the whole group, she’ll call them. Show them the laminated cards that the girls will have and talk them through your Safety Management Plan if they have questions about what you’ll do in an earthquake or if someone breaks an arm)

Finally, You need to send in to your Activity Consultant:
PERMISSION SLIP (same as the one the parents filled out)
ACTIVITY APPROVAL (You probably gave her one 9 months ago but now you can really fill it out! Check “out of council” and “group travel”)
COPY OF TRAINING CARDS (first aid/CPR, Troop Tripping and Let’s Camp)
PROOF OF INSURANCE (you’ll need Plan 3P and you can go ahead and buy that now)
SAFETY MANAGEMENT PLAN
COPY OF YOUR ITINERARY (including leader cell phone #s, phone # where you’re staying, airlines flight numbers and times, general idea of where you’re going and what you plan to do)
COPY OF YOUR PACKING LIST