EVENT PLAN LOCATION: SPONSOR: Service Unit # County/Area # Girl Scouts North Carolina Coastal Pines Other; describe: TARGET AUDIENCE

Transcription

1 Girl Scouts North Carolina Coastal Pines EVENT PLAN INSTRUCTIONS Use this form to report ALL EVENTS SERVING TWO OR MORE TROOPS/GROUPS. SIX WEEKS PRIOR to the event send this report to the Membership Staff. Attach a copy of the event flyer/brochure, publicity items, etc., budget plan (upon completion) for approval. EVENT TITLE: DATE(S): LOCATION: SPONSOR: Service Unit # County/Area # Girl Scouts North Carolina Coastal Pines Other; describe: TARGET AUDIENCE Girl members. Program grade level(s): Adult members Non member adults; who? General public/non member girls Others; who? TITLE/ THEME: EVENT PURPOSE: NATIONAL OUTCOMES THAT APPLY TO THIS EVENT AND HOW: GIRL SCOUT PROGRAM MATERIALS BEING USED: JOURNEYS GIRL S GUIDE TO GIRL SCOUTING OTHER: COST OF EVENT (PER GIRL/ADULT): EVENT DIRECTOR: Name: Home telephone: address: STAFF Liaison: DETAILED DESCRIPTION OF ACTIVITIES (PLEASE CONTINUE ON BACK IF NEEDED): of Event Director: Approved Not Approved of Membership Staff PG409/9-12

2 EVENT BUDGET PLANNING FORM Girl Scouts North Carolina Coastal Pines or This form must be approved and signed by the Membership Staff person at least six weeks prior to the event. Event Title: Date(s): Location: Event Director: Telephone DAY: EVENING: Co Event Director: Telephone DAY: EVENING: Grade Level(s) Planned for Daisy Brownie Junior Cadette Senior Adult Number Planned for: Adults NON MEMBER: girls boys TOTAL NUMBER OF PARTICIPANTS PLANNED FOR: *ESTIMATED INCOME: Event Registration fees: x $ = $ Minimum # planned for Fee Program/special fees: x $ = $ Minimum # planned for Fee Patch/pin/button charges: x $ = $ Number to be ordered T shirt charges: x $ = $ Number to be ordered Transportation charges: x $ = $ Number of people Donations of money: = $ Sources *Complete this section AFTER figuring expenses (on reverse) TOTAL ESTIMATED INCOME = $ PG410/12-13 over

3 ESTIMATED EXPENSES: Communications Postage (include postcards) $ Signs, posters $ Telephone $ Fax $ Event Program Providers Fees/honoraria $ Event Program Providers Mileage/travel expenses $ Event Program Supplies Cost of patches $ Cost of pins $ Cost of T shirts $ Health $ Housekeeping $ Office $ Postage $ Food x x = $ # of meals # of people *estimated meal cost Site Equipment rental $ Space rental $ Volunteer Recognitions $ Insurance Mutual of Omaha $ Shipping $ Other/Miscellaneous $ TOTAL ESTIMATED EXPENSES..... $ Record the budgeted amounts for these expenses on the Expenditures Worksheet (form PG430). *Meals: if two or more meals are being provided, average the per serving cost. Budget Approved Yes No / of Membership Staff / Date PG410/12-13

4 Page # Girl Scouts North Carolina Coastal Pines EVENT BOOKKEEPING EXPENDITURES WORKSHEET EVENT TITLE pg DATE(S) COUNTY/AREA EVENT DIRECTOR Company/Vendor/Provider Invoice Number Date Food ENTER BUDGETED AMOUNTS HERE>>>>>>>>>> ENTER ACTUAL AMOUNT HERE Health Supplies Program Supplies Trading Post Telephone Postage Site Rental Equipment Rental Housekeeping Recognitions *Other Sales Tax LINE TOTAL ENTER COLUMN TOTALS HERE>>>>>>>>>>>>>> $ $ $ $ $ $ $ $ $ $ $ $ ** $ NOTE: This is a working form. Use it to keep an up to date record of all expenses paid. For budget control, compare all entries with approved budget amount which you have entered at the top. This must be submitted to your membership staff as part of your final report. Use as many sheets of this form as you need. Retain a copy of this form for your records. *OTHER: Explain each entry in this column on reverse of sheet. **This is your CHECKPOINT: TOTAL SHOULD BE THE SAME ADDED VERTICALLY AND ACROSS THE PAGE. PG430/8-11

5 Girl Scouts North Carolina Coastal Pines EVENT BOOKKEEPING REPORT OF EVENT INCOME RECEIVED Event name and date(s) Date of deposit reported below. (Attach individual/troop receipts and copy of bank receipted deposit slip.) EVENT INCOME RECEIVED: Event Registration Fees $ Program/Special Fees $ Guest Meal Payments $ TOTAL DEPOSIT $ Complete this section for FINAL REPORT ONLY TOTAL EVENT INCOME (from above) $ Less TOTAL EVENT EXPENSES (form A430) $ (excluding sales tax) *Final bank statement balance $ *BALANCE $ Business Manager/Registrar: Event Director: Membership Staff Date report completed: PG440/8-11