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COVID-19 In-Person Troop or Group Meeting Guidelines

Last Updated: 11/12/2021

When deciding whether to host an in-person meeting, please consider the make-up and size of your troop or group, including possible attendees, their families, and their current comfort level with in-person activities. All members of the troop leadership team or service unit leadership team must be in agreement and willing to adhere to Girl Scouts of Central Texas (GSCTX) guidelines before resuming in-person meetings. We want to do our best to make sure all Girl Scouts, volunteers, and families feel included and safe throughout their Girl Scout experience and should not proceed with in-person activities that are not inclusive of all members of the troop or group. 

Consider any recent updates from the state, the CDC, and local officials before you meet. If your local leadership has issued a stay-at-home order, please suspend in-person meeting until that order is lifted.

Virtual troop meetings and service unit meetings are encouraged. Safety Activity Checkpoints for virtual meetings and Internet Safety Pledge are available to ensure the continued safety and well-being of girls and volunteers while meeting virtually.

In-Person Meeting Guidelines

GSCTX is incredibly grateful for the support of our volunteers and caregivers. These safety guidelines must be provided to all participants, volunteers, and the caregiver/guardians of all girl participants before the in-person meeting takes place.

Documents for Volunteers
  • Before attending, all volunteers must read these two sets of guidelines on appropriate cleaning and disinfection and hand hygiene and respiratory etiquette.
  • A volunteer or coordinator should collect a signed COVID-19 Waiver from each partcipant for the event.
  • While not required at volunteer led events, event coordinators, troop leaders, and volunteers can require the completion of a pre-screening prior to or upon arrival. At such events, a volunteer should be assigned to ask and document the responses to the screening checklist of all participants. Use the log provided here. This record must be kept confidentially with health forms and permission slips. This volunteer must serve as the point of notification for any post-meeting incident of a communicable disease. Upon notice, this volunteer and affected girl/parent/caregiver must complete and submit the COVID-19 incident form to covidcare@gsctx.org. Additional guidance will be provided upon receipt.
  • Gatherings of groups greater than 60 (or greater than 30 on GSCTX facilities) require approval from GSCTX. Volunteers are required to submit the online Activity and Travel Application at least two weeks in advance. How the group will adhere to health and safety protocols should be explained. (For example, the group is meeting in an outdoor area where the individuals can safely maintain social distance. Mask and cleaning protocols will be followed.)
Recommendations for Volunteers
  • It is strongly encouraged to hold meetings outdoors whenever possible.
  • The maximum gathering size is 60 individuals. The volunteer-to-girl ratio must meet the minimum standard for program level. Girl participants must be currently registered Girl Scout members or in the process of joining Girl Scouts. See "Documents for Volunteers".
  • The meeting site should be cleaned and disinfected by adults, following CDC guidelines, before and after the meeting. Regularly and frequently clean and disinfect any regularly touched surfaces, such as doorknobs, tables, chairs, and restrooms. Ensure sufficient on-site access to handwashing/sanitization, gloves, and disinfecting supplies for the meeting.
  • Other measures such as hand hygiene, cough/sneeze etiquette, cleanliness, sanitizing, and reduction of shared tools and supplies should also be practiced. If supplies or equipment need to be shared, they must be cleaned by an adult between uses.
  • Meetings should include training of participants on appropriate cleaning and disinfection, hand hygiene, and respiratory etiquette.
  • If providing a beverage, snack, or meal, food, and drinks, serving individually and commercially wrapped items is preferred. These should be distributed by an individual, who is wearing a mask and gloves. Avoid serving family or buffet style whenever possible. Bulk purchased items that are then prepared, individually portioned/wrapped, or distributed by an individual wearing a mask and gloves on-site is acceptable. Beverages should be served and refilled by an individual wearing a mask and gloves. Girls should be encouraged to bring their own water bottles.
  • GSCTX facilities (Service Centers and Scout Houses) are accessible by appointment only. Troops may use facilities for meetings with a reservation.
  • If going on a troop campout, follow the troop camping guidance.
Recommendations for Attendees
  • Given state protocols and CDC information, GSCTX encourages individuals who may be more susceptible or at a higher risk of contracting COVID-19 to carefully consider and weigh all risks when deciding whether participating through in-person meetings is appropriate at this time.
  • Participants should follow all specific rules or guidelines of the in-person meeting location or host site. In some cases, restroom facilities may not be available.
  • All participants at in-person gatherings should provide a signed COVID-19 Waiver to the volunteer or coordinator.
  • All participants must wash or sanitize their hands upon entering the meeting site.
  • During the meeting, all participants should maintain physical distancing of 6 feet between members of different households. When sitting at tables, participants should try to all face one way and/or only sit on one side of the table.
  • Per CDC guidelines, masks are highly recommended indoors. Outdoors, masks are optional. Groups should continue to wear masks and social distance when gathering with individuals. Masks are required at GSCTX facilities unless specified.