VOLUNTEER GUIDE 2020-2021 GIRL SCOUT COOKIE PROGRAM - Everything you need for a successful cookie season
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®
2020–2021 GIRL SCOUT COOKIE PROGRAM
VOLUNTEER GUIDE
Everything
you need for
a successful
cookie season
TABLE OF CONTENTS
Important Dates 3
What’s New This Year 4
What You Need to Know
To Be a Super Seller 6
Selling Strategies 7
Five Essential Skills 7
Getting Started 8
Troop Expenses
And Activities 10
Service Unit Bonus 11
Troop Bonus 11
Cookie Family Entrepreneur 12
S’mores Club 12
4 For More Program 12
Bling Your Booth Contest 13
ACH Procedure 14
Money Matters 16
Council Gift of Caring
and Hometown Heroes 17
Cookie Booths and Booth Scheduler 19
Cookie Cupboard Guidelines 20
Cookie Booth Preparation and Etiquette 21
Check out the back cover for helpful resources!
There’s a reason the Girl Scout Cookie Program® is a celebrated tradition. It’s an amazing opportunity for
girls to Know We Are In This Together and build lifelong skills!
The largest girl-led entrepreneurial program in the world also offers an incredible opportunity for you
as a volunteer. You get to see firsthand how girls grow, learn, and come into their own. We give you the
resources you need to guide girls in discovering hidden talents, uncovering new strengths and developing
the entrepreneurial mindset that will serve them far beyond cookie season.
Thanks for all you do for girls!
2
Calendar DECEMBER 2020 December: Online training on gsLearn begins JANUARY 2021 Jan. 2: Cookie program begins Jan. 11: Troop Starting Inventory Order (SIO) and initial reward order due Jan. 13: Service Unit confirmation of SIO and initial rewards due by 11:59 p.m. Jan. 29–Feb. 1: SIO and reward pickup Jan. 29: Girls begin Cookies on the Spot, Lemon-Ups stands, and mobile booths FEBRUARY 2021 Feb. 4: Cupboards open (hours of operation vary by location) Feb. 12: Cookie booths begin! Feb. 12: Bling Your Booth contest begins Feb. 17: First ACH sweep Feb. 19–21: National Girl Scout Cookie Weekend MARCH 2021 March 1: Bling Your Booth contest ends March 3: Second ACH Sweeps March 5: Last day customers can choose girl delivery March 5: Last day to request adding girls to eBudde March 5: Cupboards close March 12: Outstanding caregiver/parent information due March 12: Last day for troop to enter final rewards, enter troop-to-troop transactions March 14: Cookie program ends (paper and online sales) March 15: Service Unit lock-out at 11:59 p.m., submit final reward order March 24: Final ACH sweep APRIL 2021 April: Rewards sent to service unit for distribution to troops Every Girl Scout has it in her to do great things. With your support, she’ll rise to success! 3
Welcome!
What an exciting year we have ahead. Our
Girl Scouts today have so many opportunities
to share Girl Scout Cookies® both in-person
through door-to-door and booth sales and, of
course, online through the ever-growing Digital
Cookie platform.
2020–2021
For decades, girls have used this program to
develop The 5 Skills (see pg. 7) that power their NEW Cookie Dough Option
Girl Scout experience. That will always be an • You are now able to transfer your Cookie
® Dough to a GSUSA online Gift Certificate
integral part of the Girl Scout Cookie Program .
No matter which path you take—virtual, NEW Credit Card Option
in-person, or both—we’ve got tips and • Clover
• Cheddar Up
resources to support you the whole way.
Customers look forward to our cookies every year!
Girl Scout Cookies® are $5 per package for core varieties.
Specialty cookies are $6 per package.
Core Varieties Specialty Cookies
• Do-si-dos® • Girl Scout S’mores®
• Lemon-Ups™ • Toffee-tastic®
• Samoas®
• Tagalongs®
• Thin Mints®
• Trefoils®
4
Troop Cookie
Manager Checklist
Pre-Sale Checklist During Sales Checklist
Dž Check troop roster, making sure all girls Dž Assist girls/parents with logging into Digital
are registered Cookie system as needed
Dž Remind adult volunteers and parents helping Dž Continually communicate with girls and
that they must be registered and their caregivers
background screened Dž Remind caregivers to check girl delivery orders
Dž All rosters must be updated by December 14. Dž Ensure accuracy of all girl paper card orders
If you have any questions regarding any troop’s entered
roster, contact Customer Care Team (CCT) at
800-881-4475 or 813-281-4475 or email Dž Pick a delivery location and time to pick up
customerconnections@gswcf.org troop cookies
Dž Make sure you complete your online training Dž Print out copy of troop cookie delivery ticket
at gsLearn from eBudde
Dž Fill out online Troop Cookie Manager Dž Pre-stage girl orders and prepare
agreement form itemized receipts
Dž Download and print your training Dž Review booth etiquette guidelines with girls and
completion certificate parents. Rules and regulations are designed to
ensure girl safety, excellent customer service,
Dž Reach out to your Service Unit Fall Product and promote a successful, fair, fun, and safe
Manager to set a time and day to pick up your cookie season
troop materials
Dž Check that all girl delivered orders have been
Dž Decide if troop will utilize Clover and Cheddar Up given to girl/caregiver for delivery and have been
credit card options. Take any required trainings assigned to the girl in eBudde
associated with these programs
Dž Verify all girl transactions are completed—all
Dž Conduct caregiver’s meeting. Discuss caregiver’s cookies given to girls or sold at cookie booths
responsibilities for having a successful sale have been assigned to the girl in eBudde
Dž Work with girls to set both troop and Dž Verify with caregivers all girl delivery orders were
individual goals delivered to customers
Dž For Junior, Cadette, Senior, Ambassador troops: Dž Verify with all girls their reward choice have been
Troop discussion on opting out of rewards. If entered and submit final reward order
they choose to opt out, complete opt-out form
and update info in eBudde
Dž Direct all caregivers where to fill out the online Post–Sale Checklist
Caregiver Permission & Responsibility form Dž Deposit all cookie funds to the troop bank
Dž Review Safety Guidelines with you troop (pg. 9) account before the final ACH sweep
Dž Review Volunteer Essentials guidelines in the Dž Juliettes must deposit all cookie funds to council
Product Programs section at gswcf.org account with council deposit slip
Dž Sign on to eBudde once you receive your Dž Enter in all booth sales
email link Dž Submit all girl rewards in eBudde
Dž Review “Girl” tab to view your roster Dž Submit outstanding caregiver information
Dž Enter/verify your troop’s bank account Dž Print your troop’s reward report before you get
Dž Make sure to review all information on eBudde closed out of eBudde
and to make any corrections before the Pick up rewards from Service Unit Cookie
season begins Manager (in April 2021)
Dž Contact girls’ caregivers to distribute rewards out
in a timely manner
Dž Remember all council dough, extreme rewards,
camp bucks and events comes directly from
council to the girl
5
What you need
to know to be
a super seller!
Customers
The top reason why buy Girl Scout
customers don’t buy Cookies® for
Girl Scout Cookies® two key reasons—they
is because no one love the taste AND they
asked them. Don’t be want to support the
afraid to ask! girls. Always share your
goals and plans.
Some customers
may opt out or Online
buy fewer cookies customers
because of diet order an
concerns, so be sure to average of
promote the council’s Gift six boxes
of Caring program or your per order.
Hometown Hero if your
troop selected one.
Customers buy more
boxes when the cookies
Most customers prefer are bundled. Some
to buy directly from a successful sellers
Girl Scout—whether you will bundle with decorative
approach them in person or bows and different gift cards
send them an invite to your (like birthday, anniversary, or
personal online page. “just because”).
Girl Scout Cookie
customers are loyal Customers want
and they tend to buy When to get the best
every year. Keep a list customers value for their
of customers each year so are asked money so offer the
you can return to them. to buy recipe cards available at
multiple times, LittleBrownieBakers.com.
they often buy
multiple boxes.
6
Selling Strategies
Girl Scouts have a number of options to reach customers during the Girl Scout Cookie Program®:
Cookies on the Spot (In-Person Orders)
After girls receive their cookie inventory, they can visit family members, friends, and neighbors and sell cookies
right then and there. Want to get a jump on it? You can use your paper order card to take preorders. Once the
cookies arrive in February, you deliver the preorders and collect payment.
Girl Scout Cookie Booths
Troops obtain cookies from a cupboard (locations across the council supplied with cookie inventory) and sell them directly to customers,
often at booths in high-traffic areas such as grocery stores, malls, or sporting events. Booth sale times and locations are either organized
by our council or approved by the Service Unit Cookie Manager.
Digital Cookie® — Direct Ship
Girls create a customized webpage and send emails with a personalized message to family and friends asking
them to buy Girl Scout Cookies®. Customers purchase cookies through the webpage and they are shipped
directly to their home (shipping and handling charges apply). Orders appear automatically in eBudde and girls
can track their progress and send follow up messages.
Digital Cookie® — Girl Delivery
Girls who have customers that are local and wish to offer them the ease of shopping online without the adding costs of shipping, can
recommend the “Girl Delivery” option.
Girl Delivery orders after the initial order period can be fulfilled through cupboard transactions along with orders for Cookie Booths or
goal-getter sales. Instruct your girls to notify you when they have Girl Delivery sales so you can have adequate inventory on hand. You will
schedule the transaction in eBudde, pick up with your other transactions, or delegate to the parent or other troop volunteer when to pick
up the order and where.
5 SKILLLSS
FOR GIR
The Girl ®Scout Co
Program teac he s
okie
1 GOAL
2 DECISIO
Girls lear
N MAK ING
5 ESSENTIAL SKIL
LS SET TING decisions
n to mak
e
lif et ime Girls le on their o
that will last a arn ho and as a wn
goals a w team.
and help girls de ve lop an nd cre to set
dset. plan to ate a
ria l m in reach
entrepreneu them.
3 MONE
4
Y MAN KILLS
Girls le AGEM PEOPLE S nd
ar ENT eir voice a
and ha n to create a Girls find th ce through
ndle m budge den
oney. t build confi s.
interaction
customer
5 BUSI NESS ETHIC S
Girls learn to act
ethically, both in
business and life.
7
Getting Started:
Requirements for
2021 Cookie Program
Get Registered:
Only registered adults with an approved volunteer role and up-to-date favorable background screen are permitted to coordinate the
troop’s cookie program. Girls must be registered for the 2021 membership year to participate. Memberships should be verified in the
troop leaders’ MyGS member profile (gswcf.org).
Towards the last week of December, you’ll receive an email from eBudde to login to your eBudde account. If you don’t get the email,
you can simply go to cookieportal.littlebrownie.com. Only volunteers who have taken the training and completed a cookie manager
agreement will be given access. Once you are in the system, you can check your troop’s roster.
• Enter/verify your troop’s bank account information into eBudde
• Check out the “Money Matters” section on pg. 16 for detailed information
• Host a caregiver meeting
Troops are responsible for reviewing Girl Scouts Cookie Program information, distributing materials to girls, and verifying each girl has a
caregiver fill out the new online Caregiver Permission & Responsibility form. Check out gswcf.org for caregiver meeting outline and new
caregiver/girl training video.
Caregiver Meeting Checklist
Dž Host a Cookie Program Training night for girls and their families. Explain the purpose of the program as a troop opportunity to
generate funds for your troop and hand out program materials
Dž Inspire! Encourage! Motivate! You are the face of the program. How you present the program will have a big effect on the girls’
enthusiasm and parent support
Dž Review the 5 Skills girls will learn: Goal Setting, Decision Making, Money Management, People Skills, and Business Ethics. These
valuable skills are the heart of every product program and will last a lifetime
Dž Troops and girls should set individual girl troop goals for in-person and online, and Gift of Caring goals. Reinforce how individual
sales goals help the troop reach its overall goal and fund troop program activities
Dž Review all important dates and deadlines. Meeting due dates is critical to the success of the program; stress the importance of
timeliness with families
Dž Review safety guidelines for girls
Dž Review money-handling procedures. Set clear expectations for conduct and collection of monies due to troop
Dž Check out caregiver information video at GirlScoutCookieTime.com.
8
Caregiver Permission & Protect Privacy
• Girls’ names and home or email addresses should never be
Responsibility Form given out to customers. Do not share customer information
• Caregivers must fill out an online caregiver permission form unless necessary for the product sale.
for each girl participating in the program. Do not release
program materials or products to parents who have not Be Safe on the Road
completed the form and emailed you a copy of the form.
Permission forms not only allow girls to participate, they • Always follow safe pedestrian practices, especially when
also demonstrate the caregiver’s willingness to be held crossing at intersections or walking along roadways. Be
accountable for program deadlines, orders taken and aware of traffic when unloading product and passengers
delivered, and product and money received. The form is from vehicles.
mandatory and a critical requirement for troop financial
management of the program and debt collection if a caregiver Be Net Wise
fails to pay for products. • Girls must have their parent/guardian’s permission to
participate in all online activities, and must read and agree
• The online Caregiver Permission & Responsibility Form is to the GSUSA Internet Safety Pledge before conducting any
accessible at GirlScoutCookieTime.com. online activities.
• Troops should provide the troop cookie manager’s email
address to the caregiver. Email is required to complete
the form. The troop cookie product manager will receive
confirmation of the completed Caregiver Permission &
Responsibility form to the email provided. Things to Think About
As we navigate through a potential continuation of social
• Online Caregiver Permission forms should be filled out before distancing, here are some things to think about as they
the submission of paper and online girl delivery orders. pertain to paper card order and delivery of products to
Parents are not allowed to pick up products without a form customers:
filled out and submitted. If you need verification of an online • Encourage girls to participate in the online platform to
form, please contact productsales@gswcf.org. take orders
• Encourage girls to print door hangers to leave on
Safety Guidelines customers’ doors
• The potential need for girls to schedule porch drop
Show You’re a Girl Scout offs of customers products
• Girls should wear Girl Scout membership pin, uniform, or • Need to collect payments from customers via credit
Girl Scout clothing (i.e. a Girl Scout T-Shirt) to clearly identify card for paper card orders
themselves as a Girl Scout. • Need to collect caregiver payments via credit card
(Cheddar Up option)
Use the Buddy System
• Always use the buddy system. It’s not just safe, it’s fun. Additional information will be
Be Street Wise communicated to troops, girls,
• Become familiar with the areas and neighborhoods where you and caregivers if the need arises.
will be selling Girl Scout products.
Partner with Adults
• Adults must accompany Girl Scout Daisies, Brownies, and
Juniors when they are taking orders, selling, or delivering
product. Girls in grades 6–12 must be supervised by an adult
when selling door to door and must never sell alone.
Plan Ahead
• Be prepared for emergencies, and always have a plan for
safeguarding money.
Do Not Enter
• Never enter the home or vehicle of a person when you are
selling or making deliveries.
9
Troop Expenses Troop Proceeds
Troop proceeds are based on a per-girl-average (PGA) basis
And Activities with a chance for troops to earn greater proceeds with a
higher PGA. Troops must have a minimum of two participating
The Girl Scout Cookie Program® is a girl-led program. girls in the cookie program to receive troop proceeds. Troops
The amount of leading, of course, depends on the grade with only one participating girl are not considered a troop and
level of the troop. Troop cookie proceeds can support the the girl will receive council credits only (see the Juliette Cookie
cost for much, if not all, of a troop’s activities, uniforms, Program Insert at GirlScoutCookieTime.com to learn more).
supplies, and materials. eBudde™ will automatically calculate troop proceeds, adjusting
To help support your troop’s expenses and activities at the for PGA. Troops must enter total cases of cookies picked up
beginning of the cookie program, start by determining all into eBudde for troop proceeds to be determined correctly.
troop expenses for the upcoming year. Girls will develop
their ability to set goals, make decisions, and learn how
Troop (PGA) Per Girl Average
to manage money. Some important questions for girls to Troop PGA Troop Proceeds
consider include: Less than 200 $0.82/box
• ill we need any new uniforms or uniform pieces?
W 200–274.99 $0.84/box
• Is there a need for new Journeys, badges, or patches? 275 or more $0.87/box
• Do we have a service project picked out?
• Girl Scout Junior, Cadette, Senior, and Ambassador level
• Do we want to go camping? troops can opt out of rewards to receive additional
• What supplies or materials do we need for this proceeds. All girls in a J/C/S/A troop must agree as a
year’s projects? whole troop to opt out of rewards. While troops who
• Will we raise funds for Early Bird registration next year? opt out will not receive general rewards, they can still earn
• Do we have any other expenses? patches and rewards for starting inventory orders (SIO),
Digital Cookie and Gift of Caring sales, as well as the Top-
Once the troop’s expenses are established, girls can Seller reward. Multi-level troops with girls below Juniors do
determine how many boxes of cookies they need to sell not qualify to opt out of rewards.
by considering their proceeds per box. For example, if the
troop determines they need $1,300 for uniforms, camping, Troop Proceeds For J/C/S/A
and earning badges and/or patches, the troop must sell with Rewards Opt Out
1,586 boxes of cookies, from which they’ll earn $1,300
(82¢ per box) at the lowest potential troop proceeds level. Troop PGA Troop Proceeds
Girls participating in booth sales will also reduce the Less than 200 $0.87/box
quantity needed to be sold by Girl Scouts on an individual 200–274.99 $0.89/box
basis. Cookies sold at booths are done as a group and
275 or more $0.92/box
should be applied to each girl individually at that booth
sale. Troops divide the total number of boxes sold at the • Proceeds earned belong to the Girl Scout troop and do not
booth by the number of girls who helped at that booth. become the property of individual members.
More information on troop finances and budgeting can be
found in Volunteer Essentials, “Managing Group Finances.”
Rewards
Rewards are based on an individual girl’s sales. All rewards and
patches are cumulative except for the Extreme Team Rewards.
GSWCF reserves the right to substitute rewards based on
availability.
For a full list of rewards, see the girl order card at
GirlScoutCookieTime.com.
10Council Dough
New this year, we are expanding our girl Council Dough choices.
Girls are now able to make a choice to convert all or part of her
2021 Patches
GSWCF council dough to an online Cookie Dough gift certificate, Cookie Crossover Patch
which can be used to purchase items online through GSUSA’s Girl • Did your troop participate in the 2020 Fall Product Program?
Scout Store. Online Cookie Dough gift certificates can only be used Girls who sent at least 15 emails in the Fall Product Program
to make online purchases and cannot be used for membership can earn this personalized Crossover Patch by also selling 270
registration or any GSWCF council events, destinations, or any packages of cookies during the 2021 Girl Scout Cookie Program.
other such event. This is strictly for online only purchases at
girlscoutshop.com. All GSWCF Council Dough converted to an Cookie Rookie Patch
“Online Cookie Dough gift certificate” will expire on Dec. 30, 2021. • The Cookie Rookie patch is for first time cookie
Girls who do not elect to transfer portions of their GSWCF Council sellers ONLY. Parents, troop cookie chairs, troop
Dough to the online format will continue to receive the printed leaders, or Cookie Captains help new cookie
GSWCF Council Dough cards. Council Dough cards can be used sellers learn all about the cookie program
at the council shop as well as membership registration, summer while having fun. All Cookie Rookies who
camp, GSWCF programs & events, Destinations, and service unit complete the program will earn this patch. For full details go to
encampments. gswcf.org/cookierookie.
Service Unit Bonus Cookie Captain Patch
Service Units will receive a share of the proceeds of $0.05/ • This program is designed specifically for
box sold in their service unit. This will provide service units with Girl Scout Juniors, Cadettes, Seniors, and
additional funds to serve girls and volunteers in their region. These Ambassadors who want to use their years of
critical funds can be used towards any support initiatives for the cookie program experience to help younger
members of each service unit—from funding encampments to girls succeed. Girl Scout Daisies and Brownies
providing start-up money to new troop leaders to community- look up to older girls, so there’s no one better to teach them the
sponsored events and more. cookie program!
• Participating in this program is easy! Become a Cookie Captain
Troop Bonus by participating in any of the activities below. You can do any
Troops that excel in the 2021 Cookie Program by meeting the activity more than once, but you must work with different
following requirements will receive an additional $0.02 per box sold: troops. For example, if you help out Daisy Troop 12345 at a
cookie booth as well as Brownie Troop 67890, this counts
• Hold a parent meeting
as completion of two requirements. However, if you help
• Set a troop goal and enter it into eBudde Daisy Troop 12345 at a cookie booth twice, it would only count
• Have a minimum of two girls participating as completion of one requirement.
• Have at least 75% of registered girls selling Activities Required for Cookie Captain:
• Have a PGA of girls selling: • A
Cookie Rally. When your service unit holds its cookie rally,
• D/B/J: 250 pitch in and take ownership of a cookie rally station. Plan an
• C/S/A: 280 activity (it can be a game or a craft) that will help girls learn
• Donate at least 48 boxes to Gift of Caring or Hometown Heroes more about the cookie program, prepare the supplies needed,
decorate your activity site, and then help girls at the rally with
• Have three cookie booths with sales recorded in eBudde your game or project.
• Have all ACH sweeps done on time with no deferments • F
ind a troop that has a lot of first time cookie sellers.
Troops that believe they qualify for the troop bonus must complete Ask your troop cookie chair about the Cookie Rookie patch
the online notification form at GirlScoutCookieTime.com. The requirements and help Girl Scout Daisies and Brownies become
Product Program department will verify troops who submit the Cookie Rookies. Show them the Cookie Rookie video and
form and those who qualify for the bonus will receive the funds via complete at least two activities.
ACH direct deposit into their troop account by the end of April 2021. • B
e their Cookie Captain when booth sales start.
Cookie Captains can join the troop at their cookie booth to
provide selling tips, product information, help make changes,
and be an example of how Girl Scouts should treat their
customers and their cookie booth location.
• Complete one activity: You’ll receive the Cookie Captain patch.
• Complete two activities: You’ll receive the Cookie Captain
patch and $10 Council Dough.
• Complete three activities: You’ll receive the Cookie Captain
patch and $25 Council Dough (awards are not cumulative).
• Go to gswcf.org/cookiecaptain for more details
and application.
11S’MORES CLUB
The S’mores Club is exclusively for GSWCF girl members and adult product program volunteers
who excel in both the 2020 Fall Product Program and 2021 Girl Scout Cookie Program.
Girls and volunteers who earn a place in the S’mores Club during the 2020–2021 membership
year receive a special S’mores Club patch and an exclusive sterling silver bracelet with uniquely
designed charms.
Girls who became members of the 2020 S’mores Club and meet the requirement for both the
2020 Fall Product Program and 2021 Girl Scout Cookie Program will receive the current year’s
mascot charms to add to their bracelets and the exclusive S’mores Club patch.
To qualify for the S’mores Club, girls must sell:
• 70 items during the 2020 Fall Product Program, and
• 400 packages during the 2021 Girl Scout Cookie Program
To qualify for the S’mores Club, product program volunteers* must:
• Have a minimum of two girls in their troop who participate in both the 2020 Fall Product Program and the 2021 Girl Scout
Cookie Program
• Have total sales of at least $2,000 in the 2020 Fall Product Program
• • Have a PGA of 350 packages during the 2021 Girl Scout Cookie Program (based on girls participating)
* Only the troop fall product manager (TFPM) and the troop cookie manager (TCM) are eligible for rewards.
If the TFPM and TCM are the same person, only one reward will be given.
4 FOR MORE
get more + give back!
4 For More is a new sales incentive to help girls/troops
PINS AND BADGES
increase their cookie sales by encouraging customers to
spend a minimum of $20 when they make a purchase from
When a Girl Scout places a pin or a one of our Cookie CEOs. This is a replacement for the 5 for
badge on her vest or sash, it symbolizes 5 Program and now includes a give-back component that
an important achievement. Cookie supports either Gift of Caring or the troop’s designated
Entrepreneur Family pins recognize Hometown Hero. With 4 For More, a customer will be given a
the five skills girls learn as they begin receipt with a unique code for every four boxes purchased.
to think like entrepreneurs through This code lets them enter into a contest where they could
get more + give back
the Girl Scout Cookie Program. Cookie win three cases of their favorite Girl Scout Cookie AND give
Business badges demonstrate that a back by donating an additional three cases to either our Gift
girl has developed specific skills related of Caring Program or a troop’s designated Hometown Hero
to running her own business. When a Girl (where applicable). Be sure that your girls write their troop
Scout wears these emblems, she lets the number on each receipt. Get details at gswcf.org/4formore.
4more!
world know she’s a real-life Cookie Boss!
Earning the year-by-year Cookie
Entrepreneur Family Pin is the best way
to make the Girl Scouts Cookie Program
for
a family affair! Cookie Business badges
give Girl Scouts the chance to hone their skills and
gain an understanding of the world of business.
For more information and to download all level
criteria, go to GirlScoutCookieTime.com and look
for Badges & Resources under the “For Cookie
Sellers” page.
12BLING YOUR BOOTH
Follow the steps below to enter the Bling Your Booth contest. A good time to bling your booth is National Girl Scout Cookie Weekend
(Feb. 19–21).
Bling Your Booth Rules:
Choose a theme and design a cookie booth that shows off your G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader)™ glitz and
glam. Your booth should be original, creative, and showcase your troop’s marketing genius.
To enter into the contest, complete the online entry form between February 12 and
March 1, 2021 at gswcf.org/blingyourbooth
The following information is needed to complete your entry:
• A picture of your blinged-out booth
• Your booth’s theme
• Date and location of the booth
• Leader’s name and address
• Five digit troop number
Once you submit your entry, we will upload the picture of your booth to the Bling Your Booth album on the GSWCF Facebook page.
The three booths with the most likes will be the winners, so be sure to share the album with your family and friends! All troops who
submit a photo will receive a marketing patch for each girl in their troop. One entry per troop.
First, second, and third place winners will be announced March 11, 2021 on GSWCF Facebook and at GirlScoutCookieTime.com.
First Place winner will receive a cookie cart, tablecloth, apron, and a $75 GSWCF gift certificate.
Second Place winner will receive a cookie cart, tablecloth, apron, and a $50 GSWCF gift certificate.
Third Place winner will receive a cookie cart, tablecloth, apron, and a $25 GSWCF gift certificate.
GSWCF reserves the right to substitute rewards based on availability.
13Payment
Options
Girl Scouts of West Central Florida wants to make payment
collections easier for girls and troops. Troops have two ways to ACH Procedure
collect credit card payments at no cost to the troop: the Clover To make it easier to participate in Product Programs, GSWCF
Go app, and Cheddar Up. Customer payments should go through uses Automated Clearing House (ACH), a network for electronic
Clover Go. Parent payments can be collected with Cheddar Up. payments either to debit or credit a troop’s bank account for
funds due or refunded for product programs.
Cheddar Up
New this year! Cheddar Up is an easy online tool for troops to How will ACH work?
collect payments from caregivers. Cheddar Up is free for troops • Troop leaders (the signer on troop bank account) must
to use and convenience fees associated with processing the complete the “ACH Authorization” section included in the
payment can be passed on to the caregiver. Troop Product Manager Agreement.
Troops create an online collection form to make it easier to collect • Troop orders will not be placed without troop bank account
payments from parents. Money collected from caregivers through information being added into eBudde system.
Cheddar Up can then be transferred into the troop’s bank account. • GSWCF Accounting department will use troop bank account
Visit gswcf.org for information on how to sign your troop up for information entered into eBudde by the leader (signer on the
Cheddar Up. troop’s bank account) to initiate ACH withdrawal (or “sweep”)
of the “Amount due to Council” on set dates.
Clover Go
Clover Go is an app that allows troops to set up girls (with a
ACH Sweep Info
caregiver’s assistance) to accept credit card payments directly The GSWCF Accounting department will conduct three electronic
from customers. Clover Go customer payments go directly into transfers from troop bank accounts to the council account. See
the troop bank account. Clover Go is not to be used to collect ACH Due Dates below for when amounts are to be withdrawn.
caregiver payments. Please allow 24–48 hours to process.
Clover Go can only be used for customer payment during Product
Programs between October and March. Authorized dates for the
ACH Due Dates
Girl Scout Cookie Program are January 2–March 30. GSWCF pays • F
eb. 17: First ACH Sweep, $1.25 per pkg. of (SIO) or first
all fees associated with Clover Go for Product Program customer cupboard pickup
purchases during the Product Program seasons. In order for • Mar. 3: Second ACH Sweep, $0.75 per pkg. of (SIO) or first
GSWCF to pay these fees, any troop who abuses the system will cupboard pickup
be charged all fees associated with the transaction(s) plus an
• Mar. 24: Final ACH Sweep, ALL remaining balance owed to
administrative fee.
council minus outstanding caregivers
Troops who used Clover Go during the 2020 cookie season
• Troops may ask for a one-time one week deferment for the
can view the “Experienced Clover Refresher” training located in
first or second sweep ONLY
gsLearn, which can be accessed through MyGS.
• Troops who are new to using Clover Go are required to take
the “New Clover Go Training” accessible through gsLearn. A
boarding link to Clover Go will be provided once the “New
Clover Go Training” has been completed.
14What is a deferment? What if my troop does not place a
A deferment is a one-week postponement of the ACH sweep and Starting Initial Order?
can only be requested one time during the cookie season.
If no initial order is placed by the troop, the first planned order
ACH Deferment Request Due Dates will become the initial order. The first ACH sweep will apply to
this order.
• Feb. 12: 1st ACH Sweep Deferment Request
• Feb. 28: 2nd ACH Sweep Deferment Request What if my troop has an overpayment
Deferment request forms are located at GirlScoutCookieTime.com to council?
under “Forms, Activities and Other Resources.” Deferments must All overpayments of $5 or more will be refunded via ACH sweep
be submitted by the above deadlines and will be reviewed and on March 24.
approved by Trish Hemenway, VP of Girl Experience. Troops will be
notified if their deferment request was not approved. FAQ’s can be found at GirlScoutCookieTime.com.
Be sure to communicate with parents regarding Girl Scout
The following are acceptable reasons Cookie Program expectations and the dates when money is
for deferment request: due to the troop.
• Parents not paying in a timely manner
• Booths canceled by store location
• Checks returned for non-sufficient funds
• Stolen products/money (must be accompanied by a
police report)
• Counterfeit bills received
Troops not making their bank deposit on time is not an acceptable
reason for a deferment. Deferment forms submitted after posted
deadlines will not be accepted.
ACH FAQ’s
Does my troop have to use ACH
sweeps?
Yes, troops must use ACH sweeps to participate in the Girl
Scout Cookie Program®. Each troop must enter their troop bank
account information into the eBudde system. Troops that do not
enter troop banking information will not be able to pick up their
ordered cookies.
Troop/Service Unit
Proceeds & Girl
Rewards
21%
HOW THE Cost of Goods
CO OKIE
(Cookies, Packaging,
Transportation,
CRUMBLES
27% Properties
Warehouse, 19%
Trainings, Program & Program
Materials, etc.)
We’ve covered troop and service
unit proceeds, but what about the
rest of the cost of cookies? Here’s
a breakdown of how the funds are
distributed per box.
Membership Services 16% Member
17%
(Outreach, Retention, Support
Recruitment, Admin.)
15• The final ACH sweep/withdrawal from the troop account for
Money Matters the amount due to council, minus outstanding caregiver/
• Set up specific dates for caregivers to meet with you parent balances submitted on time, will take place on
throughout the cookie season to collect money. March 24. No exceptions will be made.
• Until you’re comfortable with the caregiver’s payment patterns, • Failure to have sufficient funds for the final ACH sweep date
a best practice is to limit the amount of cookies taken. does not grant a troop extension from GSWCF. Troops with
unpaid funds will be subject to collection efforts (which may
• Collect some payment for outstanding balance before issuing include collection agencies). Troop cookie managers with
more cookies to parents. unpaid balances will not be allowed to volunteer until full
• W
ithout exception, caregivers must fill out and sign the online payment is made.
Permission & Responsibility form for every participating girl. • If a credit is due to a troop, GSWCF will use the banking
Do not give sales materials to a girl if the parent has not information provided to credit or return any monies due to the
submitted a Caregiver Permission & Responsibility form. troop on March 24.
• C
ustomers pay when the product is delivered. Unless they are
ordering online, they should not be asked to pay for product Outstanding Caregiver/Parent Balance
before it’s delivered (except for Gift of Caring/Hometown Troop cookie managers must notify caregivers in writing regarding
Heroes items, which can be paid for when ordered if customer shortages in funds, making sure to include the due date for all
is not ordering delivered cookies). outstanding funds.
• G
irls/caregivers should never be asked to pay for product If caregivers’ funds are still outstanding at the end of sale, the
when picking it up from the troop. Exceptions may be troop cookie manager must complete the online Outstanding
considered if there is a prior history of outstanding debt. Balance form located at GirlScoutCookieTime.com on the Cookie
In this case, please contact Trish Hemenway, VP of Girl Volunteers tab and upload pictures of the following:
Experience, at 813-262-1838.
• Signed parent permission and responsibility form
• Troops must decide if they will accept checks and
• Receipts signed by the caregivers for products received
communicate this to the parents. If accepted, checks should
be made out to the troop and deposited into troop account. • Copy of receipts for funds paid
• Troop leaders accept responsibility for fees associated with • Copy of the delinquent notification letter or email
checks returned for non-sufficient funds. Troop funds are not • These items MUST be received via the online form no later
allowed to pay for fees. than March 12
• ACH invoices will be emailed to the troop leader and troop
cookie manager one week before the ACH sweep date. Counterfeit Bill
If the bank notifies you that your deposit had a counterfeit bill
• T roops are responsible for entering troop-to-troop transfers in
when you made your troop’s cookie deposit, please request that
eBudde system in a timely manner since they will affect your
they provide you with a counterfeit bill report. Send a copy of this
troop’s financial obligation to council.
report to the product program department as soon as possible.
• Troops should allow time for the deposits into their troop bank The amount of the counterfeit bill will be deducted from the
account to clear to avoid non-sufficient funds (NSF) fees. All amount due to council. Please note that the bank will retain the
NSF associated fees will be the responsibility of the troop counterfeit bill and deduct the amount from your deposit.
leader.
• Troop leaders are responsible for any fees associated with Stolen Product or Money
declined withdrawals or insufficient funds. Troops authorize Troops should take measure to ensure the safety and security of
GSWCF to repeat electronic (ACH) payments that fail for any product and funds. In the case that funds/products are stolen,
reason within five business days. you must provide a copy of the theft documented by a police
report. Report the incident to your car or homeowner’s insurance
• Use receipts every time a girl/caregiver picks up cookies
company to make a claim. The troop’s volunteer/caregiver remains
and/or turns money in to the troop. Troops should provide
financially responsible for funds due.
caregivers with a receipt for cookies issued and the amount of
money received. Storage of Cookies
• Outstanding caregivers/parents balance paperwork is due to IMPORTANT: Do not store cookies in a car, direct sunlight, a
the Product Program department by March 12. Late paperwork garage, on a cement floor, porch, patio, or in any warm place as
will not be accepted. well as a location where animals, bugs or water can get to them.
• Troops must have all funds in the troop bank account by ACH Remember, you are responsible for these cookies, even if they get
sweep dates. An invoice for the amount of the ACH sweep will wet, melt from heat, or otherwise cannot be sold.
be emailed to the troop leader one week prior to ACH sweep
date.
• A one-time one week deferment for the first or second ACH
sweep may be asked for but not the final ACH sweep.
16Council Gift of Caring and Council Gift of Caring (GOC)
• Gift of Caring is the council-led program.
Hometown Heroes • All cookies given to Gift of Caring are paid and counted under
the GOC column but the girl/troop does not physically have
The Council Gift of Caring (GOC) program is a Girl Scout
the box of cookies. Council will fulfill and arrange delivery of
community service project that provides donated Girl Scout
the Gift of Caring Cookies.
Cookies® to active overseas military men and women through
Support the Troops, Inc. GSWCF also disperses some of the • Girls will collect the money and turn it in to pay for the box
donated cookies to Feeding Tampa Bay. of cookies.
The Hometown Heroes (HTH) program is a community service • The number of purchases should be recorded under the
opportunity where troops/girls choose a local organization to GOC column.
receive donated cookies. Recipients can be “heroes” in the • All online GOC cookies will be recorded automatically under
community such as non-profit organizations, shelters, firefighters, the GOC column.
police departments, blood banks, or food banks. Girls should
contact the selected organization for their approval prior to • The Product Program Department will ensure delivery of
collecting cookie donations. cookies donated to the GOC program.
How the program works: Hometown Heroes (HTH)
For various reasons, some customers may not want to buy cookies • Troops can choose a local organization to donate cookies to.
for themselves. Through the Gift of Caring and Hometown Heroes These cookies will come from the troop’s physical inventory to
programs, they have a chance to give to others while supporting deliver to the HTH.
Girl Scouting at the same time. • Troops are responsible for delivery of HTH cookies to their
While taking regular orders, girls communicate to customers that chosen organization.
they can purchase cookies to donate to troops (through Gift of • In eBudde, enter the number of boxes of the Hometown Hero
Caring) or to the chosen Hometown Hero. Using the Gift of Caring/ cookies under the HTH column under the “Girl Orders” tab in
Hometown Heroes poster, girls explain that this is a Girl Scout eBudde.
community service program, which will send Girl Scout Cookies® • HTH cookies are taken out of the troop inventory ($5 cookies
not only to active overseas military personnel and veterans only). They will still show up in eBudde, but they are assigned
organizations, but also to local non-profits. from your troop’s total cookies. (See image below).
• If troops do not have enough inventory to cover HTH cookies,
• Girls who get a minimum of 12 or more GOC/HTH orders use the cookie exchange in eBudde to transfer cookies from
earn the Gift of Caring patch another troop to your troop ($5 cookies only).
• For 30 or more GOC/HTH orders, girls also receive a pillow • To be able to assign them, you must get the cookies added
into your troops’ inventory. The system will not allow you to
• For 60 or more GOC/HTH orders, girls also receive
assign more cookies than your troop has.
a padded portfolio
• For 100 or more GOC/HTH orders, girls also receive Gift of Caring AND Hometown Heroes
$15 in Council Dough • Cookies sold via Digital Cookie for GOC cannot be
moved to HTH.
• Each girl will collect the money for Gift of Caring or Hometown
Hero cookies from customers at time of purchase.
REMEMBER, Hometown Hero donations must be delivered
by the troop.
• Donated Gift of Caring and Hometown Hero cookies count as
eligible purchases toward the 4 For More program.
• Make sure when you input GOC and HTH purchases in eBudde,
to enter them into the correct boxes GOC (for Gift Of Caring)
or HTH (for Hometown Heroes).
• The HTH cookies will still show at the bottom but they are assigned from your troop’s total cookies.
1718
Cookie Booths
& Booth Scheduler
Cookie Booths Cookie Booth
There are two levels of cookie booths: Council and Service Unit.
Council level booths include the following locations (store
particpation may vary): Sam’s Club, Walmart/Walmart
Scheduler
Neighborhood Markets, Publix, Winn Dixie, Harvey, Fresco y Mas, Troops can reserve council level booth locations via the
JOANN Fabrics and Crafts, and Dunkin’ Donuts, and any other eBudde system. Booth locations are available throughout our
location with national or council level agreements. eight county jurisdictions.
Council will manage all of the above locations. Service unit and
troop cookie managers are not to contact these businesses.
How do booth scheduler rounds work?
• P rior to opening day of booths, troops can preview locations
Service unit cookie managers will manage all other locations such uploaded into eBudde.
as gas stations, school events, home improvement stores, local
restaurants, etc. • On opening day of selections, troop cookie chairs should have
a list of booth locations they are interested in before they begin
Possible service unit sites include: making their selections. Having this will help you select other
options quickly if the location you wanted is not available.
• Grocery stores (other than • Movie theaters
those listed above) • If you find out that you will not be able to take on the booth
• Dollar stores
after you have made a selection, you are required to release
• College campuses • Pet supply stores that time slot.
• Hardware stores • Banks • O
n occasion, changes occur at booth locations and a booth
• School events • Retirement centers could be removed from eBudde. The Product Program team will
• Places of worship notify you via phone or email if this occurs—at which time you
• Bowling alleys will be able to pick another location. We apologize in advance
• Farmer’s markets • Gas stations for any situations that occur that are out of our control.
• Sporting goods stores • Local restaurants Cookie Booth Scheduler Dates and Times
• Cookie drive-through
Number Of Booth
Start Date, Time End Date, Time
Service units will allow troops to choose booths that they have Sign-Ups Per Troop
confirmed. Feb. 1, 7 p.m. Feb. 2, noon Two sign-ups
They may post them in eBudde or coordinate the sign up Feb. 2, 7 p.m. Feb. 3, noon Two sign-ups
themselves.
Feb. 3, 7 p.m. Feb. 4, noon Three sign-ups
Service unit cookie managers must turn signed store agreements
Feb. 4, 7 p.m. Feb. 5, noon Three sign-ups
and the provided booth spreadsheet (with the location, date, time,
and troop selected) into the Product Program department. Feb. 5, 7 p.m. Mar. 7 Open until end of sale
Service units are encouraged to communicate with other
service units to offer any booths that are unclaimed if not • T
roops are only allowed one sign-up per store location
posted into eBudde. during each scheduling round. For example, during a round
Occasionally, businesses will cancel cookie booths for different with two sign ups, you can choose one slot at Publix #1234
reasons. If contacted, the product program department will advise and one slot at Publix #1445, but not two slots at Publix #1234
that troop of any changes. If you have scheduled a booth that has during the same round.
been canceled, the council or your service unit cookie manager can
help you to find another booth opportunity.
Troops may not solicit businesses for cookie booth space
without the assistance of their service unit cookie manager.
19Mobile Booth Sales How far in advance do troops need to enter pending orders?
• Mobile cookie booths can be a decorated car, van, truck, or • (5) Main warehouse/cupboard locations: Troops must enter
even a wagon filled with delicious Girl Scout Cookies®. Be pending orders at least one hour before pickup.
creative and visit events happening in your community. Mobile • Floating cupboard locations: Troops must submit pending
booth sales can be a troop activity or done by individual girls order by noon on the day before scheduled pickup in order to
with their parents. be processed and added to truck.
• R
emember that “mobile” means mobile. You may not bring To add “Troop Pickup Only Users”:
tables, chairs, or tents. Mobile cookie booths are limited to Troops can add any adults to eBudde that will be picking up
no longer than 30 minutes at each location. Girls and troops cookies from a cupboard to eBudde. Troop cookie managers and
cannot approach any high-traffic locations (such as grocery troop leaders with eBudde access can also record.
stores, malls, and universities) or any location where there is
a cookie booth set up or planned. Mobile booths will begin Please Note: A Troop Cookie Pickup Only User can be a parent or
January 29. other adult in charge of picking up product from a cupboard. Troop
Leaders and Cookies Chairs should NOT add themselves to this user
Lemon-Ups™ Stand type. This user can ONLY sign for cookies received at a cupboard.
• Girls can set up a simple stand similar to a classic
lemonade stand.
What if a troop over-ordered product?
If you have over-ordered product, notify your service unit cookie
• S
tands may only be set up on residential property where the manager or the product program department immediately. If
girl or close family member (grandparents, aunts, uncles) you wait until the end of the sale, it is much more difficult to find
resides. Stands must adhere to local city/government someone that needs the product and it is most likely too late for
ordinances and/or HOA approval. anyone to help. You can also:
• Never leave cookies and/or money unattended at a stand. • Post on eBudde under the Cookie Exchange Tab.
• A parent/adult must be present to supervise. • E ncourage your girls to set a higher goal (booth and additional
• Lemon-Ups stands begin on January 29. sales, door to door, etc.).
• Set up additional booths to sell the inventory. Troops can even
Cookie Cupboard Guidelines set up booths after the end date of the sale. Booths after the
GSWCF cookie warehouses/cupboards are now paperless. All end date are not permitted at Sam’s Club, Walmart/Walmart
troops, regardless of chosen cookie warehouse/cupboard pickup Neighborhood Markets, Publix, Winn Dixie, Harvey, Fresco y
location, are required to enter a pending order for all additional Mas, JOANN Fabrics and Crafts, Dunkin’ Donuts locations, and
cookie pickups. Cookie warehouses/cupboards will no longer use any other location with national or council level agreements.
QBI paper tickets. All troop pickups will be signed for electronically
• Troops should not count on being able to host cookie booths
via eBudde login credentials.
after the season is over.
Troops must submit a pending order for all additional cookie
pickups. To submit a pending order: • C
ontact other troops in your area to see if they need extra
product or would be willing to swap inventory.
• Step 1: Log into eBudde™.
•
• Step 2: Click “Transactions” tab.
• Step 3: Click “Add a Transaction” and complete the required Cookie Cupboard Locations
•
steps on the Cookie Transaction form: •A full listing of all cookie cupboard locations (including
• Date •dates and hours of operation) can be found at
GirlScoutCookieTime.com.
• Pickup: Select date and time of pickup
• Type: Select “Normal”
2nd Party:
• Select “Cupboard” Cookie Exchange
Product Movement: What is the Cookie Exchange tab?
• Select “Add Product” The Cookie Exchange tab is a great way to post extra cookies you
Variety: have to offer in eBudde and see what cookies other troops have
that you may need.
• Enter the desired quantities of cookies in cases only
• Step 4: Review order, and make any changes (eBudde totals If posting extra cookies
the information, but please verify for accuracy). • Enter the number of packages (boxes) of the varieties you
• Step 5: Double check “Pending Transaction” is showing under have to offer.
the “Transactions” tab. • Click “Update Pkgs to Exchange.”
• Remember to update after you transfer cookies to other
troops. Or, if you no longer have any to offer, click
“Remove My Offering.”
20If you are looking for cookies • A
rrive and leave on time. Please pack up 5 minutes before the
end of the shift in order to allow arriving booth participants
• Click on the drop down arrow to the side of the cookie variety
time to set up.
to see the troop number, how many they are offering, their
service unit name, and contact email info. • B
ooths should be set up a minimum of 15 feet from doors or
remain in the location designated by the store.
Damaged Cookies • Booths at Publix locations must conclude by 7 p.m.
• Store locations cannot grant permission to stay any later than
Boxes of damaged cookies must be exchanged at one of the
the allotted time as GSWCF has agreements with corporations
damaged cookie cupboard locations. Full cases of damaged
for specific times/dates.
cookies should be exchanged at one of the main cupboard
locations. • Store managers may cancel booths for any reason.
Damaged cookie cupboard locations will be available at a • If a store manager asks booth attendees to leave the
later date. store location, do so immediately. Politely thank the store
manager and notify the Service Unit Cookie Manager or
Product Program department.
• D
o not ask the store location to make announcements
Cookie Booth regarding booth sales.
• Girls should allow entering/exiting customers to approach
them. Never approach customers as they enter/exit the store.
Preparation • Girls are in charge of selling of the cookies. Adults are there to
provide guidance and handle money for younger Girl Scouts.
• Have each parent sign a parent permission slip for their girls.
• Have a complete Health History Form for all girls. • Donation jars are not allowed anywhere on or near your booth.
• Take a card table and chairs (for adults only). • Bling Your Booth with posters and other items to attract
customers; no graffiti.
• Keep booth times age appropriate.
• D
o not allow girls to write on store property (walls, garbage
• Take a money box and change (about $100 in change). cans, etc.).
• Take an adequate supply of best selling cookies. We recommend • G
irls must remain close to their booths at all times; no running
at least 2–3 cases of Thin Mints®, Tagalongs®, and Samoas® and around or approaching people inside the store location.
1–2 cases of other varieties. Your local service unit volunteers can
also provide guidance on the amount of cookies to bring. • Girl Scouts are polite and should never yell to customers
to attract sales, block access to store entrance, or employ
• Display posters of service project goals. aggressive sales techniques.
• Bling Your Booth to attract customers to your booth and enter • Eating and smoking are not permitted at booth locations.
the contest (pg. 13).
• Keep cell phone usage to a minimum and focus on
• B
ring general supplies including trash bags, pens, tape, customer engagement.
calculators, and a first-aid kit.
• Remove all trash, (including empty cookie boxes) yourself.
ount packages and money BEFORE and AFTER the cookie
• C Store trash receptacles are not for public trash or recycling.
booth begins and ends.
• B
efore leaving the location, one girl and one adult should thank
• U
se the Cookie Booth Sale Worksheet form to maintain management at the store location.
accurate information on your booth, available at
GirlScoutCookieTime.com.
• Remember to always keep money and money box out of sight. Consequences
If girls and/or troops (including troop parents) are not participating
Cookie Booth within the established rules and guidelines, they may be penalized
in the following ways:
Etiquette Rules • First offense: Verbal counseling regarding any offense
outlined in the guidelines.
All Girl Scouts must follow the rules and guidelines listed on the • Second offense: Removal from troop’s next scheduled
Parent Permission and Responsibility Agreements, Girl Scout Council Level booth location.
Cookie Family Guide, and Cookies on the Spot Guide. The rules • Third offense: Girl/troop will not be allowed to hold any
and regulations are designed to ensure girl safety, excellent further cookie booths for the season.
customer service, and promote a successful, fair, fun, and safe
cookie season.
• A
minimum of two registered and background-screened
adults and at least one registered girl must be present at
booths. Siblings or tag-a-longs may not attend.
21You can also read
