reserve-a-camp

How To Reserve A Camp

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Who Can Reserve a Campsite?
 

Any Girl Scout Neighborhood or Troop with the appropriate Girl Scout certifications; or any non-Girl Scout group* affiliated with a youth-oriented agency.

  • Please note that we only require one TCC (Troop Camp Certification) for the encampment paperwork; however individual troops should have additional TCC personnel and should follow Safety Activity Checkpoints and Neighborhood/MSE guidelines.
  • Individuals or Outside groups, who are not registered with the Girl Scouts of the USA, please refer to the section: Non-Girl Scouts at Camp.
     
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How Do I Reserve A Campsite for Neighborhood Encampments?
 

An e-mail with encampment attachments will be sent to your Neighborhood Manager or Encampment Coordinator during the Encampment rotation process. These attachments will provide the Neighborhood with the most recent information regarding reserving sites for Neighborhood encampments. The Council Facilities Request (PROP-11)form emailed to you in an attachment is an electronic form. Once complete, please return the form by the required due date to encampments@girlscoutsaz.org. The Neighborhood request will be processed according to the current encampment process.

A confirmation packet will be e-mailed once your requested date has been processed. The information included will be:

  • Encampment Confirmation showing date and camp assignment
  • Council Facilities Reservation (PROP-10) form
  • How to Reserve Camp document
  • Camp map (site map and driving directions)
  • Encampment Check List
  • Incident Accident Report (AD-44) form
  • First Aid/Medicine Report

We suggest you review all information in the packet carefully. You then have 15 days to submit a Council Facilities Reservation (PROP-10) form and $100 registration fee to hold the date.

Neighborhoods will receive only one encampment through this process. For additional camp usage, refer to How Do I Reserve a Camp Site? Troops and Other Girl Scout Events.

90 DAYS PRIOR TO YOUR CAMPING DATE, the following should be completed and mailed to Encampment Coordinator:

  • the Council Facilities Reservation (PROP-10)
  • the security deposit (a separate check for $250, refundable)
  • the fees for persons and buildings (a separate check minus the $100 registration fee)
  • the fees for any Programs
  • copies of Troop Camp, First Aid/CPR/AED and Program certificates/cards
  • encampment agenda
  • Each troop must complete the Troop Trip Application (MS-50a) and submit to MSE (Membership Services Executive) three weeks in advance of event. 

* If all paperwork, fees and deposits are not submitted to the council 90 days prior to the event, your date will be put back on the calendar open to “ALL” on a first come-first serve basis.

Changes in the number of participants should be emailed or faxed to the Encampment Coordinator as soon as possible. A new Council Facilities Reservation form may be requested at discretion of the Coordinator.

After your event, the Camp Manager will forward an evaluation of your group along with final counts to the Property Dept. Once this report and a completed online evaluation have been received, as well as any outstanding balance has been paid, the security deposit will be returned (assuming no unusual circumstances or damages to the buildings).

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How Do I Reserve a Campsite for Troops and Other Girl Scout Events?
 

Troop or Group reservations are made after the Council Sponsored and Neighborhoods Events have been placed. You can view the calendar on the website or contact the Encampment Coordinator by e-mail to check for available dates.

A confirmation packet will be e-mailed once your requested date has been processed. The information included will be:

  • Encampment Confirmation showing date and camp assignment
  • Council Facilities Reservation (PROP-10) form
  • How to Reserve Camp document
  • Camp map (site map and driving directions)
  • Encampment Check List
  • Incident Accident Report (AD-44) form
  • First Aid/Medicine Report

We suggest you review all information in the packet carefully. You then have 15 days to submit a Council Facilities Reservation (PROP-10) form and $100 registration fee to hold the date.

90 DAYS PRIOR TO YOUR CAMPING DATE, the following should be completed and mailed to Encampment Coordinator:

  • the Council Facilities Reservation (PROP-10) (contained in the confirmation as an attachment)
  • the security deposit (a separate check for $250, refundable)
  • the fees for persons and buildings (a separate check minus the $100 registration fee)
  • the fees for any programs
  • copies of Troop Camp, First Aid/CPR/AED and Program certificates/cards
  • encampment agenda
  • Each troop must complete the Troop Trip Application (MS-50a) and submit to MSE (Membership Services Executive) three weeks in advance of event. 

* If all paperwork, fees and deposits are not submitted to the council 90 days prior to the event, your date will be put back on the calendar open to “ALL” on a first come-first serve basis.

Changes in the number of participants should be emailed or faxed to the Encampment Coordinator as soon as possible. A new Council Facilities Reservation form may be requested at discretion of the Coordinator.

After your event, the Camp Manager will forward an evaluation of your group along with final counts to the Property Dept. Once this report and a completed online evaluation have been received, and any outstanding balances paid, the security deposit will be returned (assuming no unusual circumstances or damages to the buildings).
 

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How Far in Advance Must I Make a Reservation?
 

Campsites fill up quickly. Make your reservations well in advance. Weekend use is high. Consider reserving a campsite during school breaks and vacations. Girl Scout groups have first priority for campsite reservations. Reservations begin in the spring for the following October through September reservation year and are accepted as follows:

  • March 15  //  Council – Sponsored Events
  • March 31  //  Group 1 – Neighborhood Encampments
  • April 15  //  Group 2 – Neighborhood Encampments
  • April 30  //  Group 3 – Neighborhood Encampments
  • May 15  //  Girl Scout Troops
     
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Building Usage
 

Council assigns buildings in support of your numbers. You can make a request for specific buildings, but please note we will only assign buildings which support your bedding requirements. Building assignments are made once your fees and paperwork have been received. Use of program buildings requires additional fees. We will do our best to accommodate your group and requests; however, there are times that different troops within your neighborhood may be put together. If you require the use of a building not supported by your numbers we reserve the right to charge you for that space.

Please keep in mind that we serve over 2,500 troops and over 80 neighborhoods, and do our best to accommodate everyone. With increased demand it is often necessary for groups to share weekends at camp. We appreciate your cooperation and willingness to work together with other troops and neighborhoods.
 

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Food Handler Card
 

To use a commercial kitchen in the Lodge, a county-issued Food Handler Card and knowledge of the use of commercial kitchen equipment is required for all adults (minimum age is 18 years old) working in the kitchen. We ask that a copy of this card be turned in with final paperwork. Please review the Commercial Kitchen Use guidelines on the website before your encampment. Camp Managers will not open Commercial Kitchen until person/s with Food Handler Card is present.
 

 

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First Aid Certifications
 

Per Safety Activity Checkpoints guidelines, each Troop attending camp must have a first aider and TCC person (Cannot be the same person.). The Neighborhood Encampment Coordinator is responsible for verifying each troop’s First Aid and Troop Camp certification.

Proof of current training may be from a recognized first-aid course or an on-the-job first aid course. Cards or certificates should be issued from the organization that provided the course (e.g., American Red Cross, rather than the Girl Scout training card).

If you are using an RN or other medical professional as your first-aider, you will be asked to submit a current CPR/AED card and a copy of the RN or medical license.
 

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What If I Need to Cancel or Reschedule My Reservation? Do I Lose Money?
 

Cancellations impact ALL Girl Scouts by the loss of revenues required to manage the property operations and the loss of encampment opportunities for other neighborhoods and troops. If you need to cancel your reservation, email or fax the Encampment Coordinator as soon as possible. Rescheduling your reservation to a new date and/or campsite 90 days prior to your encampment will depend on the availability at that time. Cancellations at this time will receive 100% refund. Changes in participant numbers must be received 30 days prior to encampment in order to qualify for a refund. No refunds after 30 day cutoff. No refunds will be issued if participants do not show for camp.

If the cancellation occurs between 89 to 60 days prior to your scheduled arrival time, you will lose your $100 registration fee. If the cancellation occurs between 59 to 30 days prior to your scheduled arrival time, you will lose 50% of your total fees. Cancellations within 29 days or less will result in the forfeiture of 100% of all fees less your $250 security deposit. Contacting the Encampment Coordinator as soon as possible when canceling may preserve your deposit but also gives other girls, neighborhoods and troops who may be waiting for an available encampment date the opportunity to go to camp.
 

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What is Day Use?
 

Day use means that any building or use area not already reserved for weekend/overnight use can be used for one day. (Maximum 12 hours)
 

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What is Weekend/Overnight Use?
 

Weekend or overnight use means that a building or area is opened for more than one day and/or is used for sleeping quarters. Weekend use time is noon Friday to noon Sunday (48 hours maximum) or any consecutive 48-hour period. You will only be charged for 2 days. Any amount over the 48 hours will be charged an additional day.Overnight usage is 24 hours (Friday noon to Saturday noon) anything over will be considered weekend use.
 

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Hazardous Weather Conditions
 

The Council monitors current weather conditions to determine if an event will need to be cancelled. The safety of all participants is very important during the event or while traveling. This is a major factor in determining if an event should continue as scheduled. If it is determined that the weather conditions are such that an event cannot be held, the decision will be made no later than 5pm on the Thursday before a weekend event (or approximately 24 hours prior to the arrival time of the event). The event coordinator will be contacted and should see that all participants are contacted as well.

Participants concerned about road conditions, should look at the Arizona Department of Transportation website www.az511.com.

In the event of a cancellation made by the Girl Scout’s Facilities Operations Manager, all site fees and deposits will be refunded. Rescheduling to a new date and/or campsite will depend upon availability at that time.

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Do I Need Any Special Training?
 

In order to enhance your outdoor experience and that of your girls, all groups using council properties will be expected to have completed the following adult education courses*:

If you are the adult member in charge of a large multi-group event or Neighborhood encampment, you will be asked to additionally complete the following:

Copies of your course certificates should be submitted with your final paperwork 90 days prior to the event with the Council Facilities Reservation Form.
 

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Additional Certification Information for Programs
 

Additional education certificates are required if you are using the special program areas (pool, archery, climbing walls and canoeing). For safety reasons, please ensure that the individual running a program is not the same individual running the kitchen or acting as the First Aider.

CANOEING

  • Canoe Certification
  • Life Guard

CLIMBING WALL

  • Climbing Wall Certification

POOL

  • Life Guard

ARCHERY

  • Archery Certification
     
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Non-Girl Scouts at Camp
 

Your camping experience will be easier and more rewarding if you become familiar with Safety Activity Checkpoints, guidelines produced by Girl Scouts of the USA that outline safety procedures adhered to by all Girl Scouts while group camping. Please consult these guidelines for information about the appropriate girl/adult ratios. A completed Outside Group Short Term Lease and a $1,000,000 Certificate of Liability Insurance Policy naming GSACPC as additionally insured will be necessary to reserve a Council site. Additional secondary accident insurance may also be needed for non-Girl Scouts in attendance and the cost is nominal. Please contact the Property Department for more information at property@girlscoutsaz.org or Michael Wacker at 602-452-7110.

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How Do I Reserve a Camp Site Within 30 Days of Desired Date?
 

Troops can make reservations with a minimum of 30-day notice. You may view the calendar on the website to check for available dates and submit a request to the Encampment Coordinator. You will receive confirmation once the Property Department has assigned you the available date. We suggest you review this information carefully.

A confirmation packet will be emailed once your requested date has been processed. The information included will be:

  • Encampment Confirmation showing date and camp assignment
  • Council Facilities Reservation (PROP-10)
  • How to Reserve Camp document
  • Camp map (site map and driving directions)
  • Encampment Check List
  • Incident Accident Report (AD-44) form
  • First Aid/Medicine Report

We suggest you review all information in the packet carefully.

30 DAYS PRIOR TO YOUR CAMPING DATE, the following should be completed and mailed to the Encampment Coordinator:

  • the Council Facilities Reservation (PROP-10)
  • the security deposit (a separate check for $250, refundable)
  • the fees for persons and buildings (a separate check minus the $100 registration fee)
  • the fees for any Programs
  • copies of Troop Camp, First Aid/CPR/AED and Program certificates/cards
  • encampment agenda
  • Each troop must complete the Troop Trip Application (MS-50a) and submit to MSE (Membership Services Executive) three weeks in advance of event.

*If all paperwork, fees and deposits are not submitted to the council 30 days prior to the event, your date will be cancelled by the Facilities Operations Manager. Changes made 29 days prior to event cannot be accommodated.

Changes in the number of participants should be emailed or faxed to the Property Department as soon as possible. This may affect the use of a building and revised accommodation may not be available at the time.

After your event, the Camp Manager will forward an evaluation of your group along with final counts to Property Department. Once this report and a completed online evaluation has been received, and any outstanding balances paid, the security deposit will be returned (assuming no unusual circumstances or damages to the property have occurred).

After your event, the Camp Manager will forward an evaluation of your group along with final counts to Property Department. Once this report and a completed online evaluation has been received, and any outstanding balances paid, the security deposit will be returned (assuming no unusual circumstances or damages to the property have occurred).
 

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Questions?
 

Please address all correspondence and questions regarding the use of the Council Facilities to:

Girl Scouts–Arizona Cactus-Pine Council
Attn: Encampments
119 E. Coronado Road
Phoenix, AZ 85004

encampments@girlscoutsaz.org
602.452.7000