This section is your go-to for travel-related questions, such as transporting girls. It also covers requirements for meeting locations and information about member and non-member insurance.
Permission Forms
To be considered a Girl Scout trip/activity, the troop/group leader must provide parents/caregivers with written details (date, time, locations, and brief description) of the trip/activity prior to its occurrence. The trip/activity must meet all requirements in Safety Activity Checkpoints, and either the Annual Permission Form or Single Activity Permission Form must be signed by the parent/caregiver and returned to the troop/group leader. The Annual Permission Form allows for troop trips/activities that are 1) located within one hour’s driving time of the regular meeting place, 2) not exceeding six hours, and 3) not considered high risk activities as outlined in Safety Activity Checkpoints (e.g., high ropes, zip line, equestrian). Trips/activities outside of these parameters require a separate Single Activity Permission Form. Activity Consent, Hold Harmless, and Release Agreements may be required, depending on the activity.
Council Approval
When taking an overnight trip beyond GSNEO properties and GSNEO programs, all troops/groups must acquire proper council approval through the trip application process as well as written parental permission. The Simple Overnight Trip Application is used for trips of two (2) or less nights duration. Applications should be submitted at the time of initial planning and no later than six (6) weeks prior to the date of departure. The Extended and International Trips Application is used for domestic travel of three (3) or more nights duration and international travel of any length. An initial application should be submitted at the time of initial planning. As a courtesy, GSNEO also recommends sharing trip information with the local Service Unit Director.
Additional activity insurance purchased through GSNEO is required for Girl Scouts taking extended trips of longer than three (3) days and two (2) nights and for all foreign travel.
Required Training
Privacy/Sleeping Arrangements
For health and safety reasons, privacy and personal space should be respected and maintained for all Girl Scout members. Please note the following:
Additional Considerations for Men
Considerations if Including Additional Adults and/or Family Members
When planning trips, please note that troop funds may only be used for registered members of GSNEO. Girl member and required chaperone fees should be prioritized before covering additional registered adult members (See Volunteer Essentials "Knowing How Many Volunteers You Need" for volunteer-to-girl ratio chart). The spirit of Girl Scout trips, especially extended/international trips, is that Girl Scouts gain independence and Girl Scout experiences in a safe, supportive environment. GSNEO supports family engagement (see "Girl Scouting for Families" policy) but encourages troops to exercise caution if inviting families on Girl Scout trips. Family members are expected to follow all Girl Scout policies if they attend a Girl Scout trip or event. If the trip includes an overnight, all adults must become registered volunteers and complete a Criminal Background Check (CBC). Family funds must not be intermingled with the troop bank account and additional liability insurance is available for non-members (e.g. siblings). These plans cover participants taking part in any council-approved, supervised Girl Scout activity. See Girl Scout Activity Insurance Enrollment Form.
See Travel/Trips section of Safety Activity Checkpoints for additional information.
For property rentals (e.g. AirBNB, VRBO, HomeAway) see additional requirements in Safety Activity Checkpoints.
Volunteers who drive vehicles for Girl Scout trips must be eligible volunteers at least 21 years of age, with a minimum of three years driving experience, valid driver’s license, and current motor vehicle insurance in compliance with Ohio State Law. Accidents and violation records will be reviewed by GSNEO staff. A driving restriction may be placed on an individual prohibiting them from driving members on behalf of GSNEO based on the number and severity of violations or accidents. The primary volunteer in charge of a Girl Scout outing or trip should inquire with all drivers that they are eligible volunteers, without a driving restriction, have a valid driver’s license, and a current auto insurance policy. It is not necessary for the primary volunteer to maintain a copy of these documents.
When the troop/group is arranging transportation, youth members are not permitted to drive other youth members to Girl Scout activities. How parents/caregivers decide to transport youth between their homes and Girl Scout meeting places is their decision and responsibility.
15 Passenger Vans
GSNEO does not permit volunteers to operate 15passenger vans, flagged as unsafe by the National Highway Traffic Safety Administration, for transporting Girl Scouts. If a volunteer is licensed to operate 15 passenger vans, contact council to request an exception. These rules do not apply to commercial or professionally operated services such as airport shuttles. Professionally operated commercial vans designed for 15 passengers are permitted. 12 passenger vans and smaller do not require special licensing to drive and are permitted for transporting Girl Scouts.
Taxis and Ride-Sharing Services
Taxis and ride-sharing services, including Uber and Lyft, may be used with these guidelines:
Checklist for Drivers
When driving a car, RV, or camper, take the following precautions and ask all other drivers to do the same:
Girl Scouts is a girl-led, female-empowering environment. GSNEO also embraces the family in Girl Scouting and strives to provide opportunities for family engagement. Adult family members are encouraged to engage through volunteer opportunities. Troop, service unit, and council-sponsored activities may be open for participation by family and friends. Family members should respect and follow troop, service unit, and GSNEO guidelines for such events (e.g., specified times for Girl Scouts to check in to campsites).
We encourage volunteers to use inclusive language when planning events; family diversity should be embraced, respected, and normalized in Girl Scouts. With this in mind, consider event titles such as "Girl Scouts and their Grown-Ups" instead of "mother/father" events, as Girl Scout families come in all shapes and sizes. Other examples include "Me and My Gal," "Me and My Guy," or "Special Someone."
It is recommended to purchase non-member insurance through GSNEO whenever you expect that non-members (e.g. siblings, parents/caregivers) might be attending an event. Every registered Girl Scout and registered adult member in the Girl Scout Movement is automatically covered under the basic activity insurance plan upon registration. Non-member insurance is low-cost, easy to obtain, and available for events where non-members may accompany a troop.
While participating in Girl Scouts, members may sometimes participate with other organizations (e.g. field trips, partnership at school events). In these situations, all Girl Scout policies must be followed. A clear understanding of roles and responsibilities between the organizations should be established (e.g., liability insurance, program materials, branding).
Marketplace Confusion
To protect the integrity of the Girl Scout brand and reinforce our programming as unique, championing girl ambition, and best in class, we must ensure that activities in which our members participate are exclusive to the Girl Scout program. Activities must be conducted under the appropriate supervision of Girl Scout volunteers, and follow Safety Activity Checkpoints, GSNEO Member & Volunteer Policies, and other requirements.
Protecting Use of Girl Scout Materials
Girl Scout materials are to be used only for purposes of Girl Scouts and are protected as intellectual property of Girl Scouts of the USA. Materials include but are not limited to: Girl Scout logo, tag lines, and/or program and badge requirements. See Branding and Copyright Policy for additional details.
Always choose a safe meeting space. Careful considerations should be used to find appropriate facilities for the age of the Girl Scouts to be served and the activities to be conducted. A meeting place needs to provide a safe, clean, and secure environment that allows for the participation of all members. You might consider using meeting rooms at schools, libraries, houses of worship, community buildings, childcare facilities, and local businesses. For teens, you can also rotate meetings at coffee shops, bookstores, and other places they enjoy spending time.
Here are a few points to keep in mind as you consider meeting locations:
Meeting in Private Homes
GSNEO does not recommend holding troop meetings in a private home. In addition to the above, please remember to ensure these standards:
Girl Scouts provides all members a place where they feel heard and where they have the resources and support they need to raise their voices and change their corner of the world. We respect the rights of each individual Girl Scout and adult member of our Movement to make their own decisions about participating in demonstrations, protests, or marches in support of causes they care about.
Troops and service units wishing to participate in social justice causes should follow the following guidelines:
Girl Scouts are permitted to wear their uniform and represent Girl Scouts at parades/gatherings meeting the above criteria. Contact the council for additional guidance.
See GSUSA's Social Issues FAQ for information regarding Girl Scouts' stance on various issues.
Volunteers are invited to participate in GSNEO's Social Justice Seeker challenge by visiting the Events calendar.