Properties & Facilities Rental Policies

All groups using River Valleys properties or facilities are required to adhere to the arrival and departure times specified in their reservation confirmation.

Standards

• Standard arrival time for overnight reservations is no earlier than 4:00pm on the first day of the reservation.
• Standard departure time for overnight reservations is no later than 2:00pm on the last day of the reservation.
• Early arrival and late departure require renting the facility the night before or after.
• Arrival and departure times for meeting space and other approved day use (where available) will be agreed upon with River Valleys at the time of reserving.

River Valleys reserves the right to define rental cancellation and refund parameters for council properties and facilities, which are subject to change.

Standards

• Reservations can be cancelled by the customer up until 6 months before the rental date for full refund of any deposit or balance paid.
  • This includes changes to existing reservations that involve reducing the number of facilities rented.
  • Cancellations are accepted by phone, in writing, or in person.
• If all or a portion of a reservation is cancelled between 6 and 2 months (60 days) before the rental date, the 20% deposit for all cancelled portions of the reservation is retained by River Valleys.
• All deposit and balance payments are non-refundable after the 60-day cancellation requirement and the full balance is due.
• Approved refunds will be issued to the primary contact on the reservation unless otherwise requested by that individual.
• Refunds will be processed in the form of a check or online rental credit in ActiveNet. Online rental credits are valid as long as the troop is active and renewed. .

River Valleys reserves the right to close a facility or property and cancel any reservations due to severe weather or other safety concerns.

Standards

• Weather-related closure decisions will take into consideration current or predicted conditions (e.g. inclement weather, power outage, flooding, etc.), school closures, and road closures specific to the geographic area of the facility.
• Parties with facilities reserved on the date of a camp closure will be notified as soon as possible and will receive a full refund for all missed days.

A troop, service unit, or volunteer group made up of current Girl Scout members in good standing may rent River Valleys properties and facilities, based on availability, for Girl Scout activities or events at a rate specified by River Valleys.

Standards

• Girl Scout groups are required to follow all current policies and guidelines listed on the River Valleys website and any other policies communicated by mail, email, or through the online reservation system.
• Girl Scout groups are required to follow guidelines outlined in Safety-Wise and any applicable Safety Activity Checkpoints.
  • Volunteers.GirlScoutsRV.org/Safety-Wise
• Girl Scout groups are responsible for purchasing additional insurance if any non-members will be present at their event and providing proof upon request.
• All provided items (kitchen items, mattresses, furniture, cots, etc.) must be left in their original condition and location.
• Groups are responsible for all set-up and clean-up and are subject to additional fees, at River Valleys’ discretion, for any damage to buildings or property.
• Quiet hours at all River Valleys facilities span from 10:00 p.m.- 7:00 a.m. During this time rental groups must keep loud activities inside and should not exceed a volume of regular speaking voices outside.
• Activities that could damage the property or its facilities, harm the natural beauty of the site, or disturb others are strictly prohibited.
• Alcohol is not permitted on River Valleys property unless express permission and a written permit are obtained. Alcohol is never permitted for any event where Girl Scout programming or activities are delivered. Full alcohol policy is available upon request.

River Valleys is a 100% tobacco and illegal substance-free environment. Smoking, use of other tobacco products, and illegal substance use or possession are not permitted on River Valleys properties. This includes the use of electronic cigarettes or vaporizers.

Standards

• Smoking or use of other tobacco products is not permitted in or around River Valleys buildings or grounds. This includes inside personal vehicles in any parking lot.
• Anyone wishing to smoke or use other tobacco products, including electronic cigarettes or vaporizers, must do so outside the perimeter of the property.
• River Valleys will not tolerate any use or possession of illegal substances on its properties.

All parties using River Valleys facilities are required to follow all council kitchen standards.

Standards

• Reserving parties may only use the kitchen(s) in the building(s) they have rented.
• Groups running individual events (ex: not attending as a troop) are prohibited from preparing food for paid participants in non-commercial kitchens on River Valleys properties. The following kitchens are classified as commercial:
  • Lakamaga dining hall
  • Elk River dining hall
  • Singing Hills dining hall
• Parties renting a dining hall who wish to use the commercial-grade kitchen must attend kitchen orientation with Program or Property staff prior to their reservation.
  • It is recommended that at least one person from each group using a commercial kitchen complete the $15 online ServSafe training before using the kitchen to encourage food safety.
• A troop or other small group staying overnight in a cabin, tent, or troop house may use the kitchen in the space they have rented to prepare food for their group following all Girl Scout safety guidelines found in Safety-Wise, the River Valleys Girls Cook In self-study training, and any applicable safety activity checkpoints.
• Small overnight groups of 30 or fewer, including those associated with a paid program, are allowed to prepare meals for themselves using any River Valleys facility kitchen, as long as no paid participants are included.
• Troops attending troop based events, such as service unit events and encampments, may plan and prepare food for themselves in non-commercial kitchens on River Valleys properties.
• Any group preparing food in a commercial camp kitchen, or small overnight groups associated with a paid program, are required to have a kitchen manager trained in food safety, and are required to follow all food safety standards and practices outlined in the River Valleys Kitchen Manual and Cooking Guidelines.
• Outdoor campfire cooking by participants associated with a paid program (such as a volunteer-led Day Camp) as an activity is allowed, but no food may be prepped (ex: cutting or heating) indoors. Food may be divided and portioned out to send to individual units for outdoor cooking.
  • Outdoor cooking is not considered food service, because campers prepare and cook their own food as an activity.
• Catered food is allowed, as well as bag lunches brought by campers from home.
• Snacks not requiring preparation, such as whole fruits and vegetables and packaged snacks, are allowed.
• Failure to comply with these standards will jeopardize the ability to rent River Valleys facilities in the future.

River Valleys properties may be used by more than one group at a time. Parties wishing to have private use of a camp must rent the entire camp, including all of its seasonally available facilities.

Standards

• When there are multiple groups at a camp during the same period of time, the expectation is that all parties present will be courteous and mindful of others and shared spaces.
• Renting parties are expected to adhere to their reserved times for activity areas, observe quiet hours, and be respectful of other groups’ time and space.

Non-Girl Scout use of River Valleys camp properties is allowed, with permission and based on availability, at a rate specified by River Valleys.

Non-Girl Scout use is defined as any outside group not affiliated with Girl Scouts, or current Girl Scout members using the rented facility for an activity not related to Girl Scouts such as a family reunion, wedding, or family campout.

Standards

• River Valleys reserves the right to deny any request to use facilities.
• Non-Girl Scout groups are required to adhere to all policies listed on the River Valleys website and any other policies communicated by mail, email, or through the online reservation system when using River Valleys properties.
• Use of properties must not conflict with the Girl Scout mission, Promise and Law, or programming needs, and must not harm or damage the property’s facilities or natural environment.
• Activities that could damage the property or its facilities, harm the natural beauty of the site, or disturb others are strictly prohibited.
• Non-Girl Scout groups using a camp for purposes of role playing games or activities, weddings, adult retreats, or those planning activities that may be disruptive or inappropriate for Girl Scout troops to be around are required to rent the entire camp.
• All non-Girl Scout rental groups will be required to sign a Property Rental Agreement prior to their rental date that includes proof of at least $1,000,000 liability insurance with River Valleys listed as an additional insured.
• All provided items (kitchen items, mattresses, furniture, cots, etc.) must be left in their original condition and location.
• Groups are responsible for all set-up and clean-up and are subject to additional fees, at River Valleys’ discretion, for any damage to buildings or property.
• Quiet hours at all River Valleys facilities span from 10:00pm – 7:00am. During this time rental groups must keep loud activities inside and should not exceed a volume of regular speaking voices outside.
• Alcohol is not permitted on River Valleys property unless express permission and a written permit are obtained. Alcohol is never permitted for any event where Girl Scout programming or activities are delivered. Full alcohol policy is available upon request.

Pets are not allowed on River Valleys properties, with the exception of service animals*.

*Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. (Source: https://www.ada.gov/service_animals_2010.htm)

River Valleys reserves the right to define rental deposit and payment parameters for council properties and facilities, which are subject to change.

Standards

• A deposit of 20% of the total balance is due at the time of reservation.
• Full payment is due 60 days prior to the rental date.
  • If a reservation is made within 60 days of the rental date, the full balance is due at the time of reservation.
• The person whose name appears on the reservation is the primary contact and is responsible for payment. This person is responsible for notifying River Valleys if the primary contact changes.
  • Other members of the group are allowed to make payments.
• Payments can be made online in ActiveNet, by phone, check/cash, or Juliette Program Credits.
• Cookie Credits and Fall FUNds cannot be used to pay facility rental fees.
• See also: Cancellations and Refunds Policy

All groups or individuals using Girl Scout facilities are required to adequately plan for safety and have an emergency plan in place during their period of use, up to and including cancellation of their event.

Standards

• All groups are responsible for providing their own emergency care and transportation or contacting 911 in case of emergency.
• Girl Scout use groups are required to:
  • Follow all applicable Safety-Wise guidelines.
  • Follow the adult-to-camper ratio and male/female sleeping arrangement guidelines outlined in Safety-Wise, and are recommended to have at least one adult on-site that has current CPR and first aid certification from a nationally recognized provider appropriate to the ages of participants in the group.
  • Have the responsible party fill out an accident/incident report if any accidents or emergencies occur and submit to River Valleys. Paper copies of the form are available in first aid kits, electronic format is available on the River Valleys volunteer website.
    • See also: Accident/Incident Reporting Policy

Current River Valleys Girl Scout members (troops, service units, volunteer groups) may use designated areas in River Valleys service centers, free of charge and based on availability, for Girl Scout activities or events.

Standards

• River Valleys service centers (St. Paul, Brooklyn Center, and Mankato) and the Edith Mayo Program Center are limited to day use only. No overnights are allowed.
• Anyone using a service center for a meeting or event must comply with all posted or otherwise communicated rules and guidelines, including completing a cleaning checklist for all rooms used.
• No group may occupy a service center between the hours of 10:00pm and 6:00am.
• Campers must be under adult supervision at all times.
• Individuals are prohibited from entering employee office spaces.
• Noise on patios and in other outside spaces should be kept to a speaking level after dark out of respect for neighboring houses and businesses.
• See also: Kitchen Use and Food Preparation Policy.

No person is allowed on River Valleys property without permission, express or implied, as defined by River Valleys.

Standards

• Individuals trespassing on River Valleys property will be asked to leave or removed. Failure to comply will result in involvement of law enforcement.
• Express permission:
  • Individuals with a facility reservation, during the reserved period.
  • Campers and adults registered for a council-sponsored program event or camp session.
  • Someone who has received permission from River Valleys to be at a facility during a specific period of time for a specific reason (e.g. building contractors).
• Implied permission:
  • Current background-checked adult Girl Scout members who are involved with the troop or Service
  • Unit using the facility or property.
  • Individuals affiliated with a group that has a facility reservation, during the reserved period.
  • Parents/guardians who are chaperoning a minor.
  • Adults picking up or dropping off youth during a designated or previously agreed upon timeframe.

Girl Scout and non-Girl Scout users may reserve a camp waterfront for swimming or boating activities, based on season and availability, and are required to adhere to all Girl Scout standards.

Standards

• Rental parties must either request and pay for a River Valleys staff lifeguard or provide their own certified lifeguard(s) for swimming.
• Girl Scouts are required to follow Girl Scout Safety Activity Checkpoints.
• The renting party is required to provide proof of lifeguard certification. A copy may be emailed or mailed to River Valleys and must be submitted at least 60 days prior to the rental date, or at the time of reservation if reserving less than 60 days prior to the rental date.
  • The waterfront will not be available until certification is provided.
• Either a lifeguard with boating experience or a person certified in Small Craft Safety is required in order to use kayaks, canoes, sailboats, or rowboats, and must be present at the waterfront. The lifeguard(s)/certified Small Craft Safety person(s) are not allowed to participate in recreational waterfront activities while supervising.
• One certified lifeguard is required for every 25 people for swimming (including paddle boarding) as well as one adult per every 10 swimmers to act as a watcher.
• Lifeguards and individuals certified in Small Craft Safety must be at least 16 years of age, with at least one certified person present who is 18 or older.
• River Valleys staff will have control of the waterfront during any use by rental groups during the summer camp season (June-August). Renting parties must request and pay for River Valleys staff lifeguards during this time.

Girl Scouts River Valleys strictly prohibits possession of any form of weapons or explosives restricted by local, state, or federal law at any time while engaging in Girl Scout activities or programs, or while on any River Valleys properties. Exempted from this policy are Law Enforcement Personnel when acting in a professional capacity.

Standards

• Pocketknives, kitchen knives, hatchets used for cutting wood, archery equipment, and other such tools are allowed under adult supervision and with proper instruction.
• Anyone using archery equipment on River Valleys property must follow all Girl Scout Safety Activity Checkpoints, including having an archery instructor trained by River Valleys or who holds a current certification from USA Archery or an equivalent organization.
• Permission must be obtained from River Valleys for any weapons-related programs.