Why Every AHG Troop Needs an End-of-Year Survey(And how ours helps us thrive year after year)
As a Troop Coordinator, one of the most valuable tools I use to plan our year is our End-of-Year Survey. It’s not just a form—it’s a powerful way to strengthen our communication, plan wisely, and make sure every family feels seen and supported.
If you’re looking to lead your troop with excellence while also guarding your own time and energy, I want to share why this survey is one of our best planning tools.
What the Survey Helps Us Do:
- Clarify Who Is Returning
Before we can plan kick-off night or place girls in squads, we need to know how many are coming back. The survey gives us a clear picture of our troop size. - Get a Head Start on Volunteer Roles
AHG works best when every family pitches in. This survey gives us a sense of where each adult is willing to serve, and helps us delegate roles before the fall rush. - Streamline Planning
Rather than sending 20 follow-up emails asking who can help where, this one form gathers all the info we need in one place—saving time and stress for everyone. - Improve the Troop Experience
We also include space for suggestions and feedback, so we can celebrate what worked and adjust what didn’t. It’s how we keep growing in faith and excellence.
Roles That Help Our Troop Run Smoothly
We ask each family to prayerfully consider how they can serve. Some roles require weekly involvement, while others are just seasonal. Every role makes a difference!
Here’s a quick look at the different ways you can help:
Leadership & Planning Roles
- Squad Leader – Leads a group of girls at meetings, helps with badge work, supports girl leadership.
- Assistant Leader – Supports the Squad Leader, steps in when needed, helps during badge stations or events.
- Sister Group Leader – Oversees a multi-age sister group, offering extra mentoring and encouragement.
- VC (Vice Coordinator) – Helps cast vision, delegate troop needs, and support the Troop Coordinator in planning and problem-solving.
Administrative Support Roles
- Registrar – Assists with registration, collects medical forms, helps ensure compliance.
- Attendance Lead – Tracks weekly attendance and lets leaders know about absences.
- Squad Badge Entry Helper – Assists with logging badges in the AHGfamily system.
Events & Activities Roles
- Camping Team – Helps plan and run camp days: badge stations, food, walkie-talkies, and safety.
- Special Event Team – Assists with planning and executing events like Mother-Daughter Tea, Father-Daughter Night, etc.
- Icebreaker Lead – Plans and leads fun, welcoming games at meetings or special events.
- Social Events Coordinator – Helps organize troop fun nights, outings, and celebrations.
Creative & Impact Roles
- Teach a Badge – Shares a skill, craft, or topic aligned with badge requirements (can be one-time).
- Yearbook Team – Helps collect photos, design and compile our troop yearbook.
- Service Leader – Coordinates troop service projects and ensures girls are meeting service goals.
- Level Awards Leader – Helps track and plan Level Award ceremonies and ensures needed components are complete.
Need an email template?
Need help getting families to respond? Here is a sample email template to use:
Hi [FirstName]
I hope you’re doing well! As we begin planning for the new AHG year, I wanted to reach out and ask if your family is planning to return to Troop #### this fall.
If you are returning, please know that filling out our End-of-Year Family Questionnaire is required. This helps us not only update your contact info, but also prayerfully consider how each adult can best serve the troop. We truly rely on every family’s involvement to help make AHG a meaningful, well-run experience for all of our girls.
Here’s the link to the form (if you haven’t filled it out yet):
📋 [Insert Form Link Here]
If you’re not planning to return, I’d love to know that as well so we can open up spots for new families.
Thank you so much for being a part of our troop family. We’re looking forward to a wonderful new year filled with faith, friendship, and fun!
Get your free copy in my resources and be sure to customize and share with your troop. I am sure it will help you plan for an even better fall this year!