2013 GSMW Annual Meeting – Agenda

GSMW Blog — terry @ 4:18 pm


APRIL 19 AND 20, 2013



4:30 pm—Registration opens

5:30 PM—Buffet open and available until 6:30 pm

6:30 PM—Welcome, Keynote address

Wendy Samson, FutureSync International  THE WHOLENESS OF YOU! A fun and energizing message focusing on the power and empoWErment of collective beliefs, values and standards combined with lessons in laughter and womanhood.


8:30 PM—evening ends



8:00 AM – Sign in

9:00 AM— Girl Scout Inaugural All Nations Flag Presentation –Billings girls

9:20 AM—Business Meeting

11:00 AM—S.W.A.P.S. historical fashion show.  Select volunteers will share their experiences over the years with SWAPS and showcase their own swap collection methods.

11:30 AM—Buffet Lunch, table to table style show of GSMW store items during dessert

12:30 PM—Round One, Table Talk Discussions and Interactive Booths Attendees will attend table talk discussions (led by volunteer peers) in the Baggage Room and interactive booths in the Passenger Station in two groups, alternately, until 2:30 pm.  Name tags of participants are coded green or black. Each booth will award a sticker to each participant as they complete their activities at their booth.  Participants leaving the Table Talk area will receive a sticker when they leave the room or from their table hostess.  These stickers will indicate participation in the activities. Participants who have collected all 6 stickers (one at the conclusion of their time in the Table Talk area and one at each booth) will receive a gift during the closing activity and will have their name entered to win a grand prize gift basket.

Green tags will remain in the Baggage Room (where lunch was served) for Table Talk, and then circulate to the booth area at 1:30. As they leave the room, they will receive a sticker indicating their participation in the table topic event. As they visit booths in session two, they will receive a sticker from each booth hostess indicating their participation at that booth.

Black tags will go to Passenger Station to visit the booths and receive stickers from each booth hostess when they complete the activities at each booth.  They will, then, transition to the Baggage Room to participate in Table Talk at 1:30.These Participants will receive their table top sticker from the table hostess where they are sitting when the session ends.

2:30 PM—Wrap up in Baggage Room.  All participants with ALL 6 stickers (one table talk and 5 booth stickers) on their name tag will receive a GSMW gift.  Also, all name tags with 6 stickers will compete in a drawing for gift baskets.

PEER LED TABLE TOPICS –Baggage room –These topics will be discussed by table discussion leaders who are volunteers who have demonstrated special ability or who have created effective systems related to that topic area. The discussion leader will share information from their experience and invite discussion of other ideas from participants:

  1. Supporting and encouraging girls’ travel opportunities.  Volunteers will learn how to find funding to support travel, how to apply for council scholarships, details of existing destination opportunities and all about opportunities to chaperone trips.
  2. Co-service unit management: If your mother told you that many hands make light work, she was right and this discussion can prove it.  Service unit management can be made much more manageable with two sharing the load.  These ladies will share their lessons learned in sharing responsibilities for service unit management
  3. Exemplary Take Action Projects—Some take action projects have produced significant relevant support to their communities.  Learn about some excellent projects and how they ensured that they were girl led.
  4. Personal and professional growth opportunities at Girl Scout University—A new GSUSA program to support volunteers.  Talk with our first volunteer to be selected for this program.
  5. How PA Training can keep Summer Day Camps alive—Training older girls to assume counselor duties at day camps helps sustain this valuable program format and gives girls job experience for their resumes.
  6. K-5 condensed Troops—a better fit for busy girls and busy volunteers--A shorter time commitment for all—volunteers and girls alike—that offers all the benefits of the traditional Girl Scout program in a more doable time frame for busy families.
  7. Getting cookies to your customers at booth sales—It is harder for girls to get to all their customers and harder for their customers, too, to find their cookies.  Selling cookies where people gather is an efficient way to do both.  Hear how one service unit has organized their booth sales to create maximum benefit to all parties.
  8. Annual Meeting planning for 2014—Contribute your ideas and perspective to the Annual Meeting Planning Committee Volunteer Representative Tolly Patten.  If you have ideas to make the annual meeting a more valuable time for volunteers, share them with Tolly here.
  9. College partnerships, where volunteers are waiting to help you—Learn how these partnerships and other local collaborations can result in more volunteer help in your area.

INTERACTIVE BOOTHS– Passenger Station–

  1. BFF BOOTH— Learn National Statistics about bullying, participate in activities that are part of aMAZE and the new be a Friend First series and hear the exciting programs being implemented across the 2 states.
  2. COMMUNITY SERVICE PROJECT—MRM Women and Family Shelter – Summer Activity Kits for youth of all ages. See more details under “Community Project” (to be added soon).
  3. SWAPtacular! BOOTH-Participants will be asked to drop off their ideas for S.W.A.P.S. for the National Convention 2014 and where they will be displayed along with any other samples that folks choose to bring to share.  Information about the history and purpose of S.W.A.P.S. will also be displayed.  Materials, instructions and space will be provided for participants to create fun, new S.W.A.P.S.
  4. TECHNOLOGY BOOTH –Participants will be able to practice access to on-line training, to shop the GSMW on-line store and to get assistance and practice with the registration process on E-biz.  Participants will be able to register their troops in a cost effective early registration process.
  5. NATIONAL CONVENTION 2014—Get all the information available on the National Convention in Salt Lake City, Utah in 2014.  We hope to support our neighbor council in their hosting efforts and hope our states of Montana and Wyoming have a significant representation at this event.  You can access information about the conference, local Salt Lake City attractions and find hints and processes for travel with girls.

1:30 PM— Round Two begins

2:30 PM— All participants gather in Baggage Room for wrap up—awarding of GSMW gift, drawing for gift baskets.

3:00 PMOPTIONAL TRAINING FOR VOLUNTEERS—choose one of these options:

  1. Be a Friend First (Middle School girls anti bullying program): BFF allows middle school girls an opportunity to provide positive change in the culture of their school through participation in this 6 week series.  Come to this training and find out who to contact in your community about starting a BFF program, how to on board volunteers and what support Council can offer.
  2. K-5 Condensed Troop: K-5 condensed troops allow girls to participate through a flexible leadership experience.  Come to this training and learn how to partner with after school programs in your community, tie in Journey’s, badges, Financial Literacy and recruit/train volunteers to implement programs.
  3. Facilitator Connection:  This workshop is for existing GSMW facilitators to receive updates on trainings, look into planning for next year and connect with fellow facilitators.

4:30 PM—all activities end

GSMW Store will be set up in Board Room, situated midway between the Baggage Room and Passenger Station rooms: Store hours—Friday: 4 pm until 8:30 pm Saturday: 8 am until 3:30 pm

ANNUAL MEETING AGENDA for website. Please watch our website and Facebook. More information will be added as it becomes available.