The Badge Archive

GSUSA – Trip with New Scouts

Scout leaders frequently face the challenge of welcoming new members while balancing pre-planned activities. When a trip has already been scheduled, reservations made, and RSVPs finalized, the question arises: Should new scouts be allowed to participate?

Handling New Scouts Who Join After a Trip is Planned

Leaders overwhelmingly agree that the answer depends on logistics, fairness, and financial considerations. Here’s a guide to navigating this situation while keeping troop harmony intact.

When the Answer is “No, You Can’t Join This Time”

If a trip is fully planned and the RSVP deadline has passed, adding new scouts may not be feasible. Many leaders suggest a firm but encouraging approach, such as:

❌ “We’re excited to have you in the troop! Unfortunately, this trip was finalized before you joined, and the reservation period has passed. But don’t worry—there are many more adventures ahead, and we can’t wait for you to join us next time!”

This response:

  • Sets clear boundaries
  • Avoids singling out new scouts
  • Encourages participation in future events

Additionally, if new scouts do not have proper trip progression (experience with short outings before long-distance travel), they may not be ready for the planned event. Leaders emphasize that it’s essential for scouts to gradually work up to bigger trips, ensuring their comfort and safety.

When New Scouts Can Join Last-Minute

In some cases, new members may be able to join the trip—provided the logistics work and they cover costs. Key considerations include:

  • Open Spots from Cancellations – If a previously RSVP’d scout has officially backed out, their spot may be available for a new member. However, leaders must confirm in writing that the original scout will not attend before opening up the spot.
  • Covering Expenses – If the troop budget cannot support additional members, new scouts must pay their portion to attend. A clear message to families could be:
    💰 “This trip was planned before you joined, and our budget was finalized. If you’d like to participate, you’d need to cover the full cost. If that works, we’re happy to welcome you on this adventure!”
  • Lodging & Logistics – If hotel rooms, tickets, or transportation cannot be modified, adding new members may not be an option. Leaders should check policies before making promises.

Alternatives to Include New Scouts

If new members cannot join the current trip, consider planning:

  • A small welcome outing for them before or after the event
  • A special bonding activity where they meet their new scout troopmates
  • Future trips where they have full inclusion

Some might suggest that if the original trip’s budget was finalized and there aren’t enough funds to include new members, consider canceling the current event and using troop money for a new group outing where all scouts can participate. This ensures fairness and allows everyone to enjoy a shared experience. However, canceling an event that was already planned and finalized might not always be practical or fair to those who RSVP’d on time. Instead, keeping the trip intact while ensuring future opportunities for new scouts maintains both fairness and commitment to the original plan.

Final Thoughts: Keeping It Fair & Fun

Balancing new members and pre-planned events can be tricky, but the key is consistency. Leaders should ensure:

  • New scouts aren’t unfairly prioritized over those who RSVPd
  • Financial responsibility is clear
  • Future opportunities are highlighted

By keeping communication firm but supportive, leaders can navigate these situations without unnecessary stress or conflict.

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For More Fun Ideas and Plans

for Daisy, Brownie, and Junior Scouts

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(Not an official GSUSA Group)

This is a supportive community for Cadette, Senior, and Ambassador Girl Scout leaders. This group offers solutions to keep older scouts engaged in scouting amidst their busy lives. Share strategies, tackle challenges, and exchange ideas for fun, meaningful activities that resonate with teens and build lasting connections.

for Cadette, Senior, and Ambassador Scouts

Join the Girl Scout Cadette, Senior, and Ambassador Leader Help Facebook Group
(Not an official GSUSA Group)

This is a supportive community for Cadette, Senior, and Ambassador Girl Scout leaders. This group offers solutions to keep older scouts engaged in scouting amidst their busy lives. Share strategies, tackle challenges, and exchange ideas for fun, meaningful activities that resonate with teens and build lasting connections.

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Tia Kennard