You are free to structure the parent/guardian meeting in whatever way works for you, but the following structure works for many new volunteers:
As the girls and adults arrive, ask them to sign in. Hand out paperwork, including a one-page information sheet including your contact information, contact information for other troop committee members, the day and time of each meeting, location of and directions to the meeting place, what to bring with them, your troop number, and information on how to get Girl Scout resources such as books, sashes and vests.
- Open the meeting by welcoming the girls and adults. Introduce yourself and other members of the troop committee. Have adults and girls introduce themselves.
- Ask the girls to go with the adult or teen in charge of their activity and begin the discussion.
- Discuss the information you prepared for this meeting:
- All the fun girls are going to have
- When and where the troop will meet and some examples of activities the troop might choose to do
- That a parent/guardian permission form is used for activities outside the troop’s usual meeting place and the importance of completing and returning it as indicated
- How you plan to keep in touch with parents/guardians
- The Girl Scout Mission, Promise, and Law
- The benefits of Girl Scouting and the Girl Scout Leadership Experience (GSLE)
- The Girl Scout Cookie Sale and how participation teaches life skills (Refer to page 23 of this booklet)
- The cost of membership, which includes annual Girl Scouts of the USA and council fees, any troop dues, uniforms, and any resources parents/guardians will need to buy such as a journey book and Girl’s Guide to Girl Scouting
- The availability of financial assistance and how the Girl Scout Cookie sale will generate funds for the troop treasury
- What the troop committee does, who is on it, in which areas you are looking for additional volunteers
- Remind the group of the next meeting, if necessary, and thank everyone for attending. Hold the next meeting when it makes sense for you and your troop committee—that may be in one month if face-to-face meetings are best or in six months if you are diligent about keeping in touch with parents/guardians via e-mail, phone calls, or some other form of communication.
- After the meeting, follow up with any parents or guardians who did not attend to connect them with the group, inform them of decisions, and discuss how they can help the troop.
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