How to Reserve a Camp


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 1 TCC 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.


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 in late August. These attachments will provide the Neighborhood with the most recent information regarding reserving sites for Neighborhood encampments. The Council Facilities Date Request form e-mailed to you in an attachment is an electronic form. The form is also available on the website.
  • Open the Council Facilities Date Request  form online or open the attachment that was emailed to you.
  • Use your mouse to click and use your tab button to navigate each form.
  • When the box is highlighted, you can type in your information and then repeat the process.
  • When you are finished, send a copy as an attachment to property@girlscoutsaz.org.
  • The Neighborhood request will be processed according to the current encampment process. This form can also be filled out and submitted on the Girl Scout website under property forms.
A confirmation will be e-mailed once your requested date has been placed; you then have 15 days to submit a Program Use Request for Encampments form and $100 registration fee to hold the date. The deposit will be applied to your total fees. Neighborhoods will only receive 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 Property Department:
  • the site’s Program Use Request for Encampments form (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 Special Program Use Areas
  • copies of Troop Camp, First Aid and Program certificates/cards
  • encampment agenda

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.
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 can not be accommodated.

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

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


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 may view the calendar on the website or contact the Property Department by e-mail to check for available dates starting in November for the following year.
  • Complete the Council Facilities Date Request form (available on the website) and submit online or call the Property Department if you do not have internet access.
  • A confirmation packet will be e-mailed to you once your reservation request is received and confirmed. You then have 15 days to submit a Council Facilities Reservation form and $100 registration fee to hold the date. The deposit will be applied to your total fees. We suggest you review this information carefully.
  • Please make sure that you fill out the “Troop Trip Form” and turn it in to your MSE. It can be found on our website under forms library.
90 days prior to your camping date, the following should be completed and mailed to Property Department:
  • the site’s Council Facilities Reservation Form (contained in the confirmation as an attachment)
  • the security deposit (a separate check for $250, refundable)
  • the fee for persons and buildings (a separate check minus the $100 registration fee)
  • the fees for Special Program Use Areas 
  • copies of Troop Camp, First Aid and Program certificates/cards
  • encampment agenda
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.
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 can not be accommodated.

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

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


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 fall for the following January through December reservation year and are accepted as follows:
  • August 1: Council-Sponsored Events
  • September 15: Group 1 - Neighborhood Encampments
  • September 30: Group 2 - Neighborhood Encampments
  • October 15: Group 3 - Neighborhood Encampments
  • November 1: Girl Scout Troops


Building Usage
Council assigns buildings in support of your numbers. You can make a request for a specific building, but please note we will only assign buildings which support your bedding requirements. We will do our best to accommodate your group and requests. However, this means that different troops within your neighborhood may be put together. If you require the use of a building, which your numbers do not support, we reserve the right to charge you for that space. You can also request buildings for programs; however, they also have a cost for it may take away from other groups. We have a large council and only four camps. Please keep in mind that we serve over 2,500 troops and 95 neighborhoods, and we are trying to accommodate everyone who enjoys camping as much as you do.


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.


First Aid Certifications
Per Safety Activity Checkpoints guidelines, each Troop attending camp must have a first aider. If an encampment is more than 60 minutes away from emergency medical assistance the Neighborhood must have a level 2 first aider (all GSACPC camps are within 60 minutes). The Encampment Coordinator is responsible for verifying each troop’s First Aid, and Troop Camp certification.


What if I need to canel or reschedule my reservation? Do I lose money?
Cancellations impacts 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 Girl Scout Service Center – Property Department as soon as possible. It is important that you make the cancellation directly with someone in the Property Department 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 with 29 days or less notification will result in the forfeiture of 100% of all fees less your $250 security deposit. Contacting the Property Department 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.

Request for a full refund because of a hardship must be accompanied by documentation requested from the Facilities Operations Manager within 30 days of the cancelled encampment. No refunds can be made less than 30 days prior to the camping date.


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)


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.


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 5 pm 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 in turn should see that all participants are contacted as well.

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


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*:
  • Troop Camp Certification (see your neighborhood TCC or MSE for more info)
  • First Aid/CPR (at least one adult from the troop/group who is not also the primary TCC)
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:
  • Event Planning (adult-in-charge)
You can find descriptions, dates and locations of these course offerings on the Adult Training and Events Calendar.

With regard to First Aid and CPR 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 which 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 card and a copy of the RN or medical license.

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


Additional Certification Information for Programs
Additional education certificates are required if you are using the special program areas (pool, archery, 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 Procedure
  1. One adult that holds a current certification in life guarding and CPR/First Aid
  2. One adult is currently certified as an instructor per American Canoe Association, is certified in small craft safety from Red Cross or has equivalent certification or documented experience and skill.
  3. There needs to be a minimum of two adults (18 or older). One certified canoe instructor per stipulations above and one designated watcher who will ensure all participants are acting in a safe manner and watching for potential hazards and or emergencies.
  4. Properly fitted PFDs will be worn by all persons at all times
  5. Instructor to girl ratio is 1 adult per 12 girls
  6. Participant who do not know how to swim, or are uncomfortable in the water, will be identified before hand and marked with an identifier (for example a red arm band or tape on PFD)
  7. Swimming is not allowed as part of canoeing event. Swimming has different requirements which must be met and is not allowed at Shadow Rim.
  8. Certified instructor will insure all participants are following all Safety Activity Checkpoints guidelines.
Pool Procedure
When you have 1-10 girls swimming you need one certified life guard (18 or older) that is also a first aider with 1* watcher.
  • 11-25, 1 life guard and 2* watchers
  • 26-35, 2 life guards, at least 1 adult. Others may be 16 years or older with 3* watchers
  • 36-50, 2 life guards, at least 1 adult. Others may be 16 years or older with 4* watchers
*May be a minor in the state where the activity takes place but cannot be under 16 years of age.

Archery (Juniors and older)
  1. One adult is currently certified from National Archery Association
  2. A ratio of 1 to 10 participants to each instructor is observed
  3. Certified instructor will insure all participants are following Safety Activity Checkpoints guidelines

Please be sure to bring your own first aid kits to camp! The individuals certified to render first aid are required to be in attendance throughout the event!


How do I reserve the Challenge Course at Willow Springs?
To ensure instructor availability, please reserve your time on the course a minimum of 2 months prior to the program date on a first come, first serve basis. Reservations may be made later but instructor availability may be limited. Reservations are made by contacting Michelle Balfe-Keefer, Willow Springs Camp Director. Full payment is due one month prior to the program based on the number of participants at that time. When payment is received, a Program Packet containing program details and paperwork will be emailed. For more detailed information such as costs, group size, etc. see "Full Description" listed below.
  • Full Description
  • Youth Waiver
  • Adult Waiver


How do I reserve the Climbing Tower at Shadow Rim?
To ensure instructor availability, please reserve your time on the tower a minimum of 2 months prior to the program date on a first come, first serve basis. Reservations may be made later but instructor availability may be limited. Reservations are made by contacting Rebecca Moody, Shadow Rim Camp Director. Full payment is due one month prior to the program based on the number of participants at that time. When payment is received, a Program Packet containing program details and paperwork will be emailed. For more detailed information such as costs, group size, etc. see "Full Description" listed below.
  • Full Description
  • Youth Waiver
  • Adult Waiver


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.


How do I reserve a campsite within 30 days of desired date?
Troops can make reservations with a minimum of 30 days notice. You may view the calendar on the website to check for available dates and submit the Council Facilities Date Request form to the Property Department.

You will receive confirmation once the Property Department has assigned you the available date. We suggest you review this information carefully.

30 days prior to your camping date, the following must be completed and delivered to Property Department:
  • the Council Facilities Reservation Form (contained in the confirmation as an attachment)
  • the security deposit (a separate check for $250, refundable)
  • the fee for persons and buildings (a separate check)
  • the fees for Special Program Use Areas
  • copies of Troop Camp, First Aid and Program certificates/cards
  • encampment agenda
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. After this report and your completed online evaluation has been received, and any outstanding balance has been paid, the security deposit will be returned (assuming no unusual circumstances or damages to the property have occurred).


Still have questions?
Please address all correspondence and questions regarding the use of the Council Facilities to:
  • GSACPC, Attn: Property Department, 119 E Coronado Road, Phoenix, AZ 85004
  • encampments@girlscoutsaz.org
  • 602.452.7190  or  800.352.6133, ext. 7190