By completing a reservation, the renting individual/group/organization (“Renter”) agrees to the following terms for use of any Girl Scouts of Gateway Council camp property or facility (“Council Facility”).
1. Eligibility & Group Responsibility
The Renter must designate an adult (age 21+) as the responsible party for the reservation.
The responsible party must be onsite for the duration of the stay.
The Renter assumes full responsibility for all participants, guests, and visitors.
Girl Scout groups must comply with all Volunteer Essentials, Safety Activity Checkpoints, Adult- Girl Ratio guidelines, and Girl Scouts of Gateway Council policies while using the camp property or facility for the duration of their reservation.
2. Reservations, Payments & Cancellations
50% of reservation payment is due at the time of booking.
The full balance is due two weeks prior to the reservation.
For a full refund reservations must be canceled with 30 days notice from the date of check-in.
The Council reserves the right to cancel reservations due to safety concerns, emergencies, or unforeseen circumstances.
3. Permitted Use of Council Facilities
Use of Council Facilities must align with the mission and values of Girl Scouts.
Only reserved areas noted in the property reservation may be used.
Shared spaces noted in the reservation packet must be used respectfully and cooperatively and left better than they were found.
Capacity limits must be followed at all times.
4. Supervision & Safety Requirements
Renter must provide adequate adult supervision for all girl participants according to Volunteer Essentials.
At least one adult trained in First Aid/CPR must be onsite at all times.
Renter is responsible for:
- Participant safety and behavior
All activities must follow applicable safety standards, including Girl Scout Safety Activity Checkpoints where applicable.
5. Insurance Requirements
Non–Girl Scout groups must provide a Certificate of Insurance (COI) with:
- Minimum $1,000,000 general liability coverage
- Council listed as additional insured
- Additional insurance may be required for mixed groups or special activities
6. Check-In & Check-Out
Check-in and check-out times will be provided in reservation packet materials.
Early arrival or late departure must be approved in advance.
A walkthrough inspection may be required at check-out.
Renter must complete all required checkout procedures prior to departure. These are included in reservation packet.
7. Property Use, Care & Cleaning
Facilities must be left clean and in the same condition as found.
Renter is responsible for:
- Cleaning of all used spaces
- Providing personal supplies (linens, toiletries, paper goods, etc.)
- Damage beyond normal wear and tear will be billed to the Renter.
8. Vehicles & Access
Vehicle use is restricted to designated roads and parking areas only.
Vehicle limits may apply at specific sites.
Gates must remain secured at all times.
9. Prohibited Items & Activities
The following are prohibited on all Council Facilities:
- Weapons, firearms, or explosives
- Unauthorized fires or hazardous activities
- Personal electric heaters or similar high-risk equipment
10. Animals
Only service animals, as defined by applicable law, are permitted on Council property. Pets are prohibited.
11. Activity-Specific Requirements
Certain activities (e.g., waterfront use, boating, archery, swimming, etc.) may:
Require advance reservation and approval
Require certified instructors, lifeguards, or additional supervision
Renter agrees to comply with all applicable safety standards, certifications, and supervision ratios for any activity conducted as outlined in Safety Activity Checkpoints.
12. Emergency Procedures
Renter must review and communicate emergency procedures with all participants. Emergency procedures are located in the reservation packet.
In case of emergency:
- Notify Council staff immediately
Renter is responsible for incident reporting and cooperation with emergency responders.
13. Compliance with Laws & Policies
Renter agrees to comply with all local, state, and federal laws.
Renter must follow all Council policies, procedures, and posted rules.
14. Right to Deny or Terminate Use
The Council reserves the right to deny access or terminate a reservation for:
- Violation of these Terms & Conditions
- Unsafe or disruptive behavior
- No refunds will be issued in such cases.
15. Force Majeure
The Council is not liable for cancellations or disruptions caused by events beyond its control, including but not limited to:
- Public health emergencies
16. Personal Property
The Council is not responsible for lost, stolen, or damaged personal property.
17. Assumption of Risk & Liability
Renter acknowledges that outdoor activities involve inherent risks.
Renter assumes full responsibility for participants and guests.
Renter agrees to indemnify and hold harmless Girl Scouts of Gateway Council from any claims, damages, or injuries arising from use of Council Facilities.
18. Agreement
By completing a reservation, the Renter:
- Acknowledges and agrees to these Terms & Conditions
- Accepts responsibility for all participants and guests
- Agrees to comply with all Council policies and procedures
