Registration Guidelines

Adult Supervision Guidelines

At least two adults must accompany every Girl Scout troop to a program event. Girl Scouts Heart of Michigan's (GSHOM's) primary goal is to provide programs for girls; as a result, there may not be space for additional adults. To provide a diverse experience for girls, Girl Scout troop members may be separated into different groups. Adults may be asked to supervise girls who are not members of their Girl Scout troop. Please be sure all adults and girls in the troop are aware of this.

Registering Individually for Events

Girls are welcome to register for events individually. Girl Scout troop leaders are encouraged to share information with girls and their families about the opportunities available to them; even those in which the troop chooses not to participate. At some events, adult supervision will be provided for girls registering individually. Most events request that an adult attend as a chaperone. Please check the program description for details.

Get Ready. Get Set. Volunteer!

Some events need volunteers to register participants, open and close buildings, set up and clean up, supervise individually registered girls, plan programs, offer workshops or serve as First Aiders. If you are interested in helping, check the event description to see if volunteers are needed. If selected to help at an event, the volunteer and Girl Scout troop will receive the following:

• Free registration for the volunteer
• Early registration for the troop before the lottery
• The personal satisfaction of helping make it happen!

Use the Program Event Registration Form (pdf) to apply for a volunteer position. To be considered, the Program Event Registration form should be received or postmarked by the opening day. If selected, volunteers will be contacted with detailed information about their job assignment(s), most positions will require volunteers to arrive early for the event to handle check-in or receive the necessary orientation for their assignment.

Refunds and Cancellations

Cancellations must be submitted in writing by the event registration deadline. Full refunds are given for cancellations prior to the registration deadline. No refunds are given for cancellations after the registration deadline or for failing to attend the event. Registration may be transferred to another troop or individual who meets the program level requirements of the event.

How to Register for a GSHOM Program

1. Have your girls go through The Source and select programs that interest them. Based on their input, select programs they would like to attend.
2. The groop leader or the parent/guardian completes a Program Event Registration form for each program the girl(s) would like to attend or completes the online registration form.
3. Mail, fax or drop off or submit online the completed registration form with appropriate fees and/or financial assistance request(s) to your local regional center. Full payment is due at the time of registration. We recommend you mail your registration forms prior to the opening date to ensure equal access to program events. Please do not mail registrations more than two weeks prior to the opening date.
4. Girl Scout troop placement begins for programs based on the registration forms received by 5 p.m. on each program's opening date. If more registration forms are received than space allows, registrations will be randomely chosen until capacity is filled (see registration and lottery process). Otherwise troops will be placed on a first come, first-served basis until capacity is reached or the registration deadline, whichever comes first.
5. Two weeks prior to the event you will receive a confirmation packet confirming your placement in the program, or a wait list notice because the program is full. If space becomes available you will be notified.
6. Have a great time with your girls at one of GSHOM's many exciting programs!

Note: To comply with auditing practices, checks, cash and credit cards will be processed immediately upon receipt of the registration form. This does not guarantee your registration in a program.

Online Registration
Online registration is available for most program events. Online payments can be made with Visa, MasterCard or Discover. In order to use online registration, your computer must be equipped with the following:

• Microsoft Internet Explorer version 5.5 or higher
• JavaScript and cookies must be enabled in your browser
• Any popup blockers must be disabled

Opening Date

Registrations can be mailed or hand delivered up to two weeks prior to the opening date for a program. Many events are very popular and fill quickly so we encourage you to register early. To increase the probability your troop will be selected for any particular event, your registration should be received by 5 p.m. on the opening date. Registration will close when capacity is reached or at the registration deadline, whichever comes first. A waiting list will be maintained for all events that have reached capacity. All registration opening and deadline dates are listed in the event description.

The Registration and Lottery Process

All registrations received by 5 p.m. on the opening date are processed with equal consideratino given to all. If GSHOM receives more registrations than space allows for an event, a lottery will be held. During this process the registrations are shuffled and randomly chosen and placed until the event capacity is reached. If there are still openings after the opening date, registrations will be processed on a first-come, first-served basis until capacity is reached or until the registration deadline. Due to the large number of registrations, please hold requests for telephone confirmation until two weeks after the opening date.

checks, cash and credit cards are processed upon receipt. If a troop is not selected, the troop will be placed on a waiting list. If there is a cancellation, troops/individuals from the list are called to see if they are still interested in participating.

Checks returned for insufficient funds or credit card declines are subject to cancellation of registration, unless immediate action is taken to correct the problem.

This process ensures that all troops have equal access to program events. A lottery system allows enough time for anyone throughout GSHOM to submit a Program Event Registration form for consideration before participants are randomly selected on the opening date.

Program Confirmation- Help Girl Scouts Go Green!

Confirmation packets are sent within two weeks of the event date. Confirmation packets include driving directions, arrival instructions and other information to help the troop have a great time at the event. If a confirmation packet has not been received two weeks before the event date, please alert the sponsoring regional center so a new packet may be sent.

If you provide an e-mail address on your Program Event Registration form, your confirmation will be sent electronically.

Additional Participants

If space allows, additional participants may be added before the registration deadline. Add-ons must be submitted in writing, on a Program Event Registration form, with appropriate payment. If an event reaches its capacity, it will not be possible to add additional participants. Please call to check for space availability.

Overnight Accomodation Options

Be sure to keep in mind that if you're attending a GSHOM program in an area away from home, there are camps and other facilities available for troop overnight stays. For example, if you're a troop form the Ann Arbor Region and would like to attend a program in the Kalamazoo area, you might want to think about an overnight at Camp Merrie Woode. This is a great opportunity for an overnight adventure and a wonderful way to get acquainted with other camp facilities.