Domestic Trip Planning Timeline

Date / Who / What

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Domestic Trip Planning Timeline

Before you start fundraising
(18 months to one year prior is recommended)
Date: / Responsible Guider
and girls
and Safe Guide Assessor / Gather information, develop basic plan.Ensure one Guider has made plans to get standard first aid and it is current at the time of travel.
Have parent/guardian meeting to discuss plans.
Parent/guardians have signed Parent/Guardian Permission (SG.2)
Review Safe Guide Travel: In Canada - 72 Hours or More and when forms are due. Submitto Safe Guide Assessor
  • Travel Pre-Authorization (SG.8)
  • List of Participants – as known to date (template on AB website to assist you)
  • Activity Plan (SG.1) as provided to parents/guardians
  • Timeline for plans
  • Proposed itineraryas provided to parents/guardians
  • Proposed budget based on the budget templateand fundraising plans (template on AB website to assist you )
After participants’ records are checked in iMIS, the Safe Guide Assessor reviews and signs the form.She forwards one signed copy of the SG.8 to theResponsible Guider copied to her Area Commissioner, Provincial Commissioner and Provincial Office..
Once the SG.8 has been approved, obtain permission to fundraise by submitting the Application for Fundraising Approval (FR.1) and attach it to the SG.8. Check the Fund Development policy and Fund Raising Procedures and Guidelines (Board policy) 01-19-01.
If at any time during planning, the number of girl participants drops so that the ratio of Guiders to girls falls below 1:3, contact Safe Guide Assessor for approval before proceeding with planning.

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Domestic Trip Planning Timeline

This section is fillable for you to add additional items

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Domestic Trip Planning Timeline

6 months, before trip
Date: / Responsible Guider, other Guiders / Have parent/guardian meeting to update on plans.
Ensure one Guider hascurrent standard first aid.

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Domestic Trip Planning Timeline

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Domestic Trip Planning Timeline

At least4 to 6 months before departure
Date: / Responsible Guider and Parents/Guardians / Hold parent/guardian meeting to discuss details.
If the trip includes Conditional Activities and/or Adventure Activities the Release, Waiver and Assumption of Risk (SG.5) and TPSP waivers signed by parents.
As relevant, ensure contracts are signed by provincial contract signer.
Flights booked and accommodations confirmed

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Domestic Trip Planning Timeline

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Domestic Trip Planning Timeline

3 months before departure
Date: / Responsible Guider and
Parents/Guardians / Start to prepare the final List of Participants

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Domestic Trip Planning Timeline

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Domestic Trip Planning Timeline

At least 30 days before departure
Date: / Responsible Guider / Submit the Activity Notification or Authorization (SG.3) to Safe Guide Assessor along with:
  • Activity Plan(SG.1) as prepared for parents/guardians with a detailed itinerary
  • Emergency Response Plan (SG. 4)
  • Detailed budget
  • Contact information for the local home contact person
  • If relevant, attach:
  • Water Activity Plan(WA.1)
  • Waiver (SG.5)
  • Adventure Camping/Tripping Plan (SG.6)
  • TPSP Interview Checklist (SG.7)
Assessor reviews all materials and signs approval on (SG.3)

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Domestic Trip Planning Timeline

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2 weeks prior to departure
Date: / Responsible Guider / Provide the following information and details to all parents/guardians:
  • Final itineraries that include the address of all accommodations (including home stays), flight numbers and emergency contact information
  • Final detailed information pertaining to excursions, adventure activities and/or adventure camping that will take place on the trip
  • Contact information for the home contact person
  • Emergency Response Plan

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Domestic Trip Planning Timeline

This section is fillable for you to add additional items

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Domestic Trip Planning Timeline

Within 30 days of return home
Date: / Responsible Guider
and girls /
  • Send financial records to your Area Council within 30 days of return from a trip.
  • Financial statement that reports expenses and income including fundraising, donations, subsidies, participant contributions, etc.
  • Girls provide trip evaluations to trip Guiders
  • Submit all paperwork for retention;for more information, see “What to do with your Safe Guide forms after the activity date”

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