Travel/Meetings Policies | Girl Scouts of North East Ohio

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.

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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. An initial application for any Simple Trip should be submitted at the time of initial planning and no later than six (6) weeks prior to the date of departure. Simple Trip applications do not require a second finalized trip application filed past initial approval.

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 for any Extended Trip should be submitted should be submitted at the time of initial planning and no later than eight (8) weeks prior to the date of departure. An initial application for any International Trip should be submitted at the time of initial planning and no later than twelve (12) months prior to the date of departure.

As a courtesy, GSNEO also recommends sharing finalized trip information with the local Service Unit Director.

Additional Activity Insurance will be automatically included for all members of Girl Scouts. These previously mentioned additional activity insurance policies will no longer need to be purchased for any trips including Extended and International. The activity accident insurance is automatic upon membership registration and applies to all adult and youth members who may become injured during a Girl Scout approved and supervised activity. Accident insurance extends to non-members who are invited to participate in a Girl Scout approved and supervised activity, whether an adult volunteer for the day, or a friend of a Girl Scout who is joining along to try out scouting, excluding overnight activities.

Required Training

General first aider must be present for all travel/troop trips (see “First Aid/CPR/AED Training” policy)
Trip Planning training required for extended trips (three or more nights) and international trips
Outdoor Essentials training required for camping trips
Follow all Safety Activity Checkpoints

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:

Each participant has their own bed. Parent/caregiver permission must be obtained if Girl Scouts are to share a bed.
Youth members and adults do not share a bed; however, exceptions may be made for family members.
It is not mandatory that an adult sleep in the sleeping area (i.e., tent, cabin, or designated area) with youth members, but if an adult female does share the sleeping area, there should always be two unrelated adult females present.
Unless supervised by adults, youth members should be grouped with others of an appropriate age range. For example, Girl Scout Daisies should not share a tent with Girl Scout Ambassadors. A best practice is for Girl Scouts to share lodging with one age level above or below (e.g., Juniors with Brownies OR Cadettes).
The use of recording devices is not permitted in or near restrooms, changing areas, or shower facilities.
When possible, provide private changing and shower spaces. If limited facilities are available, the best practice is to utilize a sign-up sheet. If a universal bathroom is used, the door must have a working lock, or a system for notifying others that the bathroom is in use. This system should be reviewed and understood by all Girl Scouts and adults.
Transgender, non-binary, and gender diverse Girl Scouts may use the sleeping areas, bathrooms, and other facilities that most closely align with their gender identity and create the safest and most comfortable environment for the Girl Scout.
If a Girl Scout in your group is transgender, non-binary, or gender diverse, make accommodations as necessary so that all participants have a safe and welcoming sleeping environment. If you require additional support, the Volunteer Relations staff team will work through options for accommodation. Volunteers are invited to complete GSNEO’s LGBTQ+ Inclusion in Girl Scouts training on gsLearn to learn more.

Additional Considerations for Men

On trips where volunteers who identify as male (men) are part of the group, they must have separate sleeping accommodations (e.g., tent, hotel room) from girls and women.
If possible, men should have their own designated bathroom. Men should not have to walk through the youth sleeping or changing area to get to the bathroom.
In public venue overnights, such as museums or at malls, ask if there are separate sleeping area and bathrooms for men. If no such areas exist, designate an area out of the way or off to the side so that male volunteers are not sleeping alongside the girls. The volunteer-to-youth ratio should be adjusted accordingly.
An exception is made for family members during events such as parent/caregiver-child or family overnights where one family may sleep together in an area specifically designated to accommodate families. Organizers should clearly explain sleeping arrangements prior to the event. More than one family may use a tent or single-room cabin during these events only if both families agree.

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-youth 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 and Motor Vehicle Records Check. 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. This additional insurance may be required for activities prior to October 1, 2025. After this date, the insurance is included with their purchased membership.

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.

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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

Privately-owned vehicles transporting ten passengers or more are not permitted. Volunteers may rent a vehicle with a 10-12 passenger capacity to transport Girl Scouts. Volunteers may not rent a vehicle with capacity beyond 12 to transport Girl Scouts. If a volunteer is licensed to operate 15 passenger vans (or larger), contact the council to request an exception. These rules do not apply to commercial or professionally operated services with capacity over 12 passengers such as airport shuttles. Professionally operated commercial vans designed for 15 passengers are permitted. Commercially owned and commercially rented 12 passenger vans/vehicles and smaller do not require special licensing to drive and are permitted for transporting Girl Scouts. Privately-owned 12 passenger vehicles are not permitted.

Taxis and Ride-Sharing Services

Taxis and ride-sharing services, including Uber and Lyft, may be used with these guidelines:

An adult should ride in each vehicle with youth members when multiple vehicles are being used.
Wait for your ride in a safe place. For taxis, when possible, call (or ask your hotel to call), rather than hailing from the street. Use a taxi stand at airports. Stand away from traffic while waiting.
For taxis: Check that the taxi is appropriately marked.
For ride-sharing services:
- Check that the vehicle’s license plate, make and model match what is shown in the app.
- Compare the app’s photo with the driver. Ask for their name and be sure it matches the app.
- Ask, “who are you here to pick up?” They should have your first name, but not other info about you.
- If you feel uncomfortable for any reason, do not get in the vehicle. If you become uncomfortable, end the ride. Report your experience to the taxi service or ride-sharing app.
- Send your in-town contact details with the name of the driver and your destination. Most apps have a sharing feature for this purpose.
- Do not share information about the group or where you are staying to any stranger.
- Each passenger must wear a seat belt. Enter and exit curbside.
- In foreign countries, consult a local expert about how to best call for taxis or rides. Reputable practices vary.
- For additional safety, check your ride-sharing app settings and, if applicable, enable the “Verify Your Ride” setting. This setting enables a PIN for you and your driver to confirm you're getting in the right vehicle.

Checklist for Drivers

When driving a car, RV, or camper, take the following precautions and ask all other drivers to do the same:

Ensure all drivers are approved volunteers at least 21 years old.
Youth members should not be transporting other youth members.
Follow Safety Activity Checkpoints (e.g., Parades and Other Large Gatherings, Hayrides) if transporting Girl Scouts in flatbed trailers or in the bed of a pickup truck.
Never transport Girl Scouts in panel trucks or camper-trailer.
Keep directions and a road map in the car, along with a first-aid kit and a flashlight.
Check your lights, signals, tires, windshield wipers, horns, and fluid levels before each trip, and recheck them periodically on long trips.
Keep all necessary papers up-to-date including, but not limited to: your driver’s license; vehicle registration; any state or local inspections; and insurance coverage.
Wear your seat belt at all times and insist that all passengers do the same. Girl Scouts under 12 must ride in the back seats.
When applicable, the caregiver will supply and install the booster seat in the designated vehicle. For further information, please refer to the Ohio Child Booster Seat Law.
Follow all the established rules of the road in your state, including the speed limit. Some additional guidelines include keeping a two-car-length distance between you and the car ahead of you; not talking or texting on a cell phone or other personal electronic device while driving; not using ear buds or headphones while driving; and turning your lights on when your windshield wipers are on.
Plan rest stops every few hours and avoid driving for extended periods at night. If traveling with others, prearrange stopping places along the way. When planning longer trips, arrange for relief drivers.
Do NOT drive when you are tired or taking medication that makes you drowsy.

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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.”

GSUSA and Mutual of Omaha have expanded the automatic activity insurance coverage under Basic Plan 1 for Girl Scout members to include non-member participation and overnight trips lasting longer than two overnights, without a time limit (overnight trips up to 2 nights were previously and continue to be covered under Basic Plan 1). This enhancement is expected to reduce costs to troops and minimize a distracting administrative burden for council staff and volunteers.

These plans cover participants taking part in any council-approved, supervised Girl Scout activity. Activity Insurance Plan 3PI below is mandatory for all international travel. The Comparison Chart of the GSUSA Insurance Plans is available.

Participation in Activities with Other Organizations toggle arrow

While participating in Girl Scouts, members may sometimes participate with other organizations (e.g., field trips, partnerships 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.

Meeting Places toggle arrow

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:

Accessibility: Ensure the space can accommodate youths and accompanying adults with disabilities.
Allergen-free: Ensure that pet dander, smoke, and other common allergens will not bother susceptible Girl Scouts and accompanying adults.
Availability: Ensure the space is available for the day and the entire length of time you want to meet.
Communication-friendly: Be sure your cell phone works in the meeting space or there is a land line for emergencies. Internet accessibility is also helpful.
Cost: The space should be free to use. However, you may wish to develop a partnership to provide service or offer a donation toward maintenance or utilities.
Facilities: Sanitary toilets are critical. When possible, spaces that offer gender neutral and ADA accessible facilities should be selected. This is especially important for groups with open transgender, non-binary, and gender diverse and/or disabled Girl Scouts or accompanying adults.
Resources: Determine what types of furnishings come with the room and ensure that the lighting is adequate. A bonus would be a cubby or closet of some sort, where you can store supplies.
Safety: Ensure that the space is safe, secure, clean, properly ventilated, heated (or cooled, depending on your location), free from hazards, and has at least two exits that are clearly marked and fully functional. Also be sure first-aid equipment, smoke detectors, and a fire extinguisher are on hand.
Size: Make sure the space is large enough to accommodate the whole group and all planned activities.

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:

The private home must be the home of registered, council approved volunteer.
Communicate with troop families and ensure they are comfortable with meeting in a volunteer's home.
Girl Scouts may not meet in a home where a registered sex offender lives.
All adults accompanying troop/group meetings or activities on a regular basis, attending any overnight activity, or who at any time assume care, custody, or control of youth members and/or Girl Scout money must be both a registered adult member of GSUSA and an approved, appointed volunteer of GSNEO.
The troop needs to be able to focus without disruptions from other household members.
Animals should be kept in a place that is separate from the meeting space.
Homeowners should consider any personal insurance implications. The homeowner should ask their personal homeowner’s or renter’s insurance carrier if there are any insurance concerns with troop meetings at the home. If an incident occurs during a troop meeting in a volunteer’s home, the homeowner’s/renter’s insurance must be contacted, in addition to filing a GSNEO Incident/Accident Report.
Weapons must be out of view and in a locked space.
Medication, cleaning products, or any poisonous substance must be stored in a secure space out of sight, preferably locked.

Social Justice toggle arrow

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:

Ensure that the activity is girl-led and based on the Girl Scouts’ passions and interests.
Activity must not be funded by, raising funds for, or campaigning for any political party.
Cause must be in alignment with Girl Scout values (Self-expression, Community, Inclusion, Integrity, and Discovery).
Association with known hate groups as identified by the U.S. Department of Justice and/or ACLU is prohibited.
Refer to Safety Activity Checkpoints for “Parades and Other Large Gatherings.”
Be mindful of the possibility of violence and ensure parent/caregiver written permission for any Girl Scouts who participate.

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.

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