Event Planning Packet

Transcription

1 Service Unit 80 9 Event Planning Packet August 2014 Contents: Event Planning Info Sheet FAQ about Events Event Flyer Check List Sample Event Flyer Budget Sheet Deposit Form Reimbursement Form B250 Contact: SU 80 9 Money Manager moneymanager.su809@gmail.com

2 Service Unit 80 9 Service Unit Event Info Sheet Forms Needed: SU Event Budget, B250, Deposit Form, and Reimbursement Form Point of Contact: SU Money Manager at: moneymanager.su809@gmail.com Before the event: Contact SUMM to see if date is available. Secure the venue. Discuss rental fees and include in budget. At least 2 months before your event, submit a budget to the SU Money Manager at least one week before the Team meeting. All events must be approved by Team before you proceed. Be sure to include all expenses and income associated with the event. Fill out B250 Form. Send to Money Manager with budget and flyer. Attend Team meeting to present event. If approved, SUM will sign B250. Present event at the SU meeting. Girls and leader should be present. Hand out flyers. Start collecting income. If your event will bring in more than $250 in income based on your budget, all money must pass through the SU bank account. Fill out and return any income (checks/cash) to SUMM with Deposit Form filled out. For events that bring in less than $250, you must keep accurate records and account for all income and expenses in your Money Manager s report. After the event: Revise the budget based on actual attendees and expenses. Submit to SUMM. The budget should reflect all income received and all expenses that need reimbursed. SHARE donations will be mailed to council and net profits will be returned to the troop minus any reimbursements. Submit a Reimbursement Form for expenses, if the money passed through the SU. If multiple checks are needed, be sure to indicate specific amounts and individuals. Receipts must be included with this form for reimbursement.

3 Events: FAQ about Hosting a SU Event Q: Do all events have to go through the Service Unit bank account? A: No, smaller events that you anticipate will only generate $250 or less in income can be processed through your troop s bank account. In this case, the checks are to be made out to your troop. You must present your flyer and budget to Team and keep very accurate records of income and expenses. A b250 is also required. Q: What if my troop can t pay for the upfront costs and get reimbursed? A: You have two options if you or troop cannot make the purchases and receive reimbursements. You can request a loan, in which case you need to be sure you track all expenses very closely. You may also have the Service Unit Money Manager pay any bills you receive in advance of the event. These bills will be tallied up and removed from your proceeds when the event is completed and reconciled. Q: Do I need to include all levels of girls in my event? A: That depends on the event. If there is a reason why a level would be excluded, you may do so. For instance, if you host a Brownie Try It event, it would be open only to Brownies or Daisies as the older girls would have already passed that level. If you have a general event that is not age or level specific, please include all levels of scouts. Q: What if there is a limit to how many girls can attend? A: If your space is limited, be sure to state that on the flyer and mention that to Team and the SU when you present your event. Registrations should be dated as they arrive in case more come in that can be accommodated. When your numbers are met, contact the SU Manager to send out a notice that registration is closed. Notify those troops that did not get in and return their forms and checks at the next SU meeting. Q: How do I figure out my budget? A: Budgets are important not only so Team knows what your event will be but also for the troop to plan ahead. The troop needs to do research before the budget can be prepared and a ticket price can be determined. Please keep in mind that SU events are to be affordable for all girls. Set a reasonable profit from the event or you may experience a low turn outs. Be sure to look into costs for the space rental, food/beverages/entrance fee (such at a roller skating rink), decorations, janitorial staff fee, craft supplies, SHARE Donation, etc. Once you have your numbers, create a budget (sample for is available). If your event is one that has been done in the past, such as the Father Daughter Dance or Powder Puff Derby, you may request to see a copy of the past budget for your planning purposes. Q. What can my troop do with the money it earns? A. Troops must disclose how they will use the event proceeds. Troops/girls hosting events as part of Bronze/Silver/Gold awards may not have proceeds benefitting their troop but instead must use the money earned, if any, to support a service project. Troops making money on their events may use the proceeds for service projects, troop trips, or other activities the girls decide upon.

4 Su 80 9 Event Flyers Check List Please include all of the information below on the event flyer you hand out to leaders. Write the flyer to the parents of the girls who are attending. Leaders turn in one form with only the bottom section filled out for all girls attending. See sample follows. What troop is hosting this event? Leader Name and address for questions Who can attend? Ages of scouts? Are siblings/nonscouts welcome? Date of event Time of event (More than one session? Include both times) Location of event to include physical address Cost per girl (or couple, or extra scout, or guest) What does the cost include? (entrance, food, drinks, etc.) When is the money due back to leaders? Is the event a drop off or must parents/leaders be present? Drop offs require Health Forms and Permission slips! What does it benefit? Portion to SHARE? Always state that Parents: Checks are made out to your scout troop Checks made out to SU or event planning Troop ($250+ must go to SU) Special notes: If food is served, ask if there are any allergies. If you don t plan to give refunds, state this. Will special services be offered (such as photos)? If so, list price. Will tickets be available at the door? Do you expect limited seating? Leaders Only Box Troop Number: Leader: Number of girls: Tag Alongs: Guests: Total Check Amount: $ Turn in one troop check and one order form on or before: Turn in checks to: <name and address for event leader>> When will tickets be distributed (if at all)?

5 <<Sample Flyer>> Troop 1123 is hosting a Roller Skating Party! Who: Girl Scouts and Guests, no drop offs Date of event: Sunday, May 20, 2013 Time of event: 4 PM 9 PM Location of event: Roller Rink, Main Street, Woodbridge, VA Pre ordered Tickets: $10 per person Tickets at the door: $12 Includes: entrance fees and a coupon for a slice of pizza (skate rental is extra and costs $4) Activity Patches (optional): $1/scout Girl s Name: Troop #: Number of People: Number of Patches: Amount Enclosed: $ (make check payable to your daughter s troop) Allergies? Payment in the form of a check to your troop is due back to your leader no later than March 15. Questions? Contact Juliette Low at juliettelow@gmail.com Special Notes to Parents: This is NOT a drop off event. All girls must be with leaders or parents. Proceeds benefit SHARE Return this form to your leader with your payment If you have skates, please bring them. Otherwise, there is a $4 rental fee for skates. You may pay at the door. The cost is $12 per person. Ticket fees are nonrefundable. Leaders Only Box Troop Number: Leader: Number of girls: Guests: Total Check Amount: $ Turn in one Troop check and one order form on or before: April 15. Turn in checks to: Juliette Low, ABCD Lane, Woodbridge, VA Tickets will be distributed at the May SU meeting.

6 Revised 8/14 Service Unit 80 9 Event Budget Pre event event Budget: Send to SU Money Manager (moneymanager.su809@gmail.com) one week before Team meeting Post event Budget: Revise with actual numbers and send to SU Money Manager (moneymanager.su809@gmail.com) Event: Date of Event: Event Location: Time of Event: Person in Charge: Estimated # of Attendees: Scouts: Adults: Guests: Level(s) of Scouts: All Levels Daisies Brownies Juniors Cadettes Seniors Ambassadors Price per scout: $ Price for guest: $ If the event has a profit, what will the money benefit? If the event has a loss, who will make up the difference? Income Expenses Description 1.) # of Girls x $ $ 2.) # of Adults x $ $ 3.) # of Guests x $ $ 4.) Donations $ 5.) Other (please describe below) $ Amount Total: $ 1.) Site rental $ 2.) Patches $ 3.) Decorations $ 4.) Food $ 5.) Office Supplies $ 6.) Printing $ 7.) Craft Supplies $ 8.) SHARE $ 9.) Other $ 10.) Other $ 11.) Other $ Total: $ Net: $ Proceeds for your troop Notes: No event will be approved without a budget. Budgets must be presented 2 months before event.

7 Deposit Form Service Unit 80 9 Use a separate form for each event. Attach checks and cash to this form in a sealed envelope. Name: Date: Event: Amount to be Deposited: Checks: Cash: Total: $ $ $

8 Event Reimbursement Form Service Unit 80 9 Include ALL checks that are to be written from the income received from the event to include SHARE and any troop proceeds. Total amount on checks needs to equal the income received from event. All Reimbursement requests must be accompanied by a receipt. Event: Date Form Submitted: Total Income Received from Event: Check #1: Name: Check Amount: $ Check #2: Name: Check Amount: $ Check #3: Name: Check Amount: $ Check #4: Name: Check Amount: $ Notes: Office Only Check #s: Date on Checks:

9 Girl Scout Council of the Nation's Capital 4301 Connecticut Avenue, N.W. Washington, D.C PHONE (202) (800) FAX (202) B250 REQUEST FOR APPROVAL FOR A TROOP MONEY EARNING EVENT Please complete this form and obtain the signature of your service unit manager AT LEAST TWO WEEKS BEFORE THE PROPOSED MONEY EARNING EVENT. A signed copy or will be returned to you as an approval. Troop Leader's/Event Organizer's Name: Assoc. #: SU #: Troop #: Program Level: Street Address: City: State: Zip: Number of girls in troop: Number of adults participating: Number of girls participating: Is this the required girl/adult ratio: Date of event: Location of event: Description of event: Did your troop participate in the council's cookie sale? How does this event grow out of the girl's interest and troop's on-going activities? For what special project will the money be used? Total amount of funds you hope to earn at this event: $ Troop Leader Signature Date Approved by: Service Unit Manager Copy returned to troop leader Date: Date: Following the event, please hold an evaluation session with your troop PLEASE REFER TO THE NEXT PAGE FOR MONEY EARNING POLICIES, STANDARDS, AND GUIDELINES

10 COUNCIL-APPROVED MONEY EARNING PROJECT When a troop finds it necessary to supplement the troop account for special trips/events, through a troop money-earning event, it is necessary to become familiar with GSUSA and GSCNC policies, standards and standard guidelines before planning a fund raising project. Council approval is required from the service unit manager at least two weeks before the proposed money-earning event. GSUSA AND GSCNC require that troop and/or group money-earning activities will be program based and will not involve sale of a commercial product or games of chance or lottery. Resale of commercial products with logos or labeling REMOVED may be sold. (Example: Commercial mulch removed from its original packaging may be sold.) GSCNC Standard - "Money-earning activities should be a valuable program activity for girls. Daisy Girl Scouts do not participate in troop money-earning activities." POLICY: "All fund raising methods employed by Girl Scout groups must be in keeping with the principles for which the organization stands." GSUSA Standard: "Girl Scouts, in their Girl Scout capacities, may not solicit money for other organizations. Girl members may support other organizations. Girl members may support other organizations only through service projects." This form was last updated November This form can be found on our website at in our Troop Leader Forms section.