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Transportation and Planning
Transportation and adventure‑planning guidelines ensure that all Girl Scout outings are supported by safe travel practices and thoughtful preparation, outlining how adults coordinate logistics, assess readiness, and choose appropriate activities and partners. Together, these standards help leaders create well‑organized, age‑appropriate experiences that keep every participant safe from departure through the full adventure.
Transporting Girl Scouts
Parents/guardians are individually responsible for deciding how to transport their Girl Scouts to and from meetings.
Private Vehicles
For Girl Scout trips involving transportation in private vehicles, ensure the following:
- Drivers are registered, background-checked adult volunteers (21+), with a valid license, safe driving record, and registered/insured vehicle, who meet council policies for driving. Note that Girl Scout youth members are not permitted to drive other members.
- For single-vehicle travel, at least two unrelated, background-checked adult volunteers, one of them female, must be present.
- For multi-car travel, the entire group must include at least two unrelated, background-checked adult volunteers, one of them female. Each car must have at least one adult, and the group should travel the same route during the same time period.
Plan ahead for safe driving:
- Share the Checklist for Drivers (appendix) with all drivers in advance and implement its standards. Build in extra time for potential delays to reduce stress and urgency.
- Provide clear directions to each driver.
- Avoid caravanning, where vehicles try to follow closely. Each driver should be encouraged to take breaks when needed and navigate independently.
- For trips longer than a few hours, schedule a stop where all vehicles can regroup.
- Arrange relief drivers for trips exceeding six hours.
- Each vehicle should have a first aid kit and permission and health history forms for every passenger.
Borrowing or Renting Vehicles
- Drivers may rent cars or minivans in their own names without a council staff signature.
- Ensure the vehicle is adequately insured; check with the driver’s insurance company.
- Confirm who is responsible for any damage or loss to the vehicle.
- Use the vehicle only for Girl Scout purposes to avoid compromising coverage.
- Review the rental agreement carefully to understand and follow its terms, including age restrictions (usually 25–70 years).
- If your council has a specific rental process, follow it.
Taxis and Ride-Sharing Services (e.g., Uber, Lyft)
- An adult must ride with Girl Scouts when multiple vehicles are used.
- Wait for rides in safe locations, like taxi stands or away from traffic. Avoid hailing taxis; instead, call ahead or use apps.
- Avoid entering the vehicle if anything feels off. If you feel unsafe, end the ride and report it.
- Do not share details about your travel plans with drivers or other strangers.
- Always wear seat belts and enter/exit on the curb side.
- In foreign countries, consult local experts for safe taxi or ride-share practices.
- Taxis: Ensure the taxi is properly marked.
- Ride-sharing services:
- Verify that the vehicle’s license plate, make, and driver match the information given in the app.
- Confirm the driver’s name and ask, “Who are you here to pick up?”
- Share driver info and destination with a trip contact using the app’s sharing feature.
Recreational Vehicles, Campers, and Trailers
These vehicles can be used if the driver has the proper training and license. All passengers must wear seat belts while the vehicle is moving. Riding in a trailer or truck bed is not allowed.
Vans Designed for 15 Passengers
Volunteers are discouraged from using 15-passenger vans due to safety concerns. School buses, minibuses, or minivans are preferred. If no other option exists, follow these guidelines before transporting Girl Scouts:
- Obtain prior council approval.
- Use vans built in 2011 or later.
- Ensure safety features including driver-assist technology are installed:
- Electronic stability control
- Tire pressure monitoring
- Side curtain airbags
- Center aisle
- Confirm valid insurance with the auto insurance provider.
- Follow all safety measures outlined in the Checklist for Drivers.
- Do not load gear on the roof or place heavy items in the rear.
- Avoid overloading the van.
- Drive with headlights on and stay in the right-hand lane when possible.
- Inspect tires and check pressure before each trip.
- Ensure the driver has the required license, potentially a commercial driver’s license, for the state(s) of operation.
Note: These rules do not apply to professionally operated commercial vans (e.g., airport shuttles), which are permitted.
Commercial and Public Transportation
Public transportation includes buses, trains, airlines, ferries, and similar options. In the U.S., these are regulated and generally safe. Encourage a girl-led approach by having members compare fares and schedules with adult guidance to make informed decisions.
When traveling internationally, assess the available transportation options in the host country. Evaluate safety and accessibility based on local conditions.
Chartered Vehicles
Chartered vehicles, such as buses, are hired with a driver for exclusive group use. Volunteers cannot sign charter contracts, even if free. Contact your council for approval and an authorized signature.
Chartered small aircraft trips require prior council and GSUSA approval for each flight. These trips are allowed only when safety standards for aircraft, equipment, and pilots are transparent and verifiable. Note that flying in privately owned aircraft is never allowed.
- Before booking, confirm with your council that the trip is covered under the council’s general liability or non-owned aviation liability insurance.
- Ensure the aviation company provides proof of at least $1 million aviation liability insurance and a $5 million umbrella policy.
- Councils are strongly encouraged to consult their insurance broker or GSUSA Risk & Insurance for guidance on insurance and safety.
Planning For Adventures
Prior Council Approval
In the Activities at a Glance chart and in each activity’s Safety Activity Checkpoints, you’ll see whether council approval is required.
Some activities need extra preparation, such as certified instructors, safety gear, or facility vetting. In these cases, council approval promotes early coordination and clear expectations.
Council approval types:
- Required: You must get council approval before confirming your plans. Follow all council instructions.
- Not Required: No approval needed. Just follow the activity’s checkpoints and any of your local council’s general expectations or training.
Progressive Experiences
Guide your group to choose activities that match their readiness, considering emotional, physical, and developmental stages. Start with simple tasks and gradually progress to more challenging ones as skills grow.
Examples of Progressive Experiences Follow checkpoints for each activity |
||||
|---|---|---|---|---|
If your Girl Scouts are interested in… |
Start with… |
Then try… |
If they love that… |
Then… |
Aquatics |
A pool party at a local municipal pool. (Lifeguards are provided!) |
A canoe lesson on a lake. See if a GS camp near you has one. |
Take a guided ocean kayak tour at a marine reserve. |
Take SCUBA or sailing lessons, or a canoe trip down a river! |
Climbing and Adventure |
A low ropes and team-building day at a nearby camp. |
Climbing and bouldering at an indoor gym. |
Book a weekend at a retreat center featuring a high ropes course. |
Zip line and canopy walk during a jungle trip in another country! |
Target Sports |
Slingshot target shooting at a local camp. |
An archery lesson during your next campout. |
Visit a BB/air gun range or go hatchet throwing. |
Take a knife-throwing lesson or take aim with a target shooting class! |
Travel |
A field trip to a children’s museum, with a walk to a nearby café for lunch. |
A getaway to a nearby city for a weekend—see if there’s a GS facility to stay in. |
Take a train to another state for college visits and sightseeing fun. |
Fly away to a WAGGGS World Centre; connect with sisters from around the globe! |
Notice how the above examples have layered activities, especially as you read to the right. Many adventurous activities happen during campouts or travel, which is wonderful! However, remember that overnights also follow a progression. Keep the big picture in mind and avoid introducing too many new experiences all at once.
Each activity section includes grade-level recommendations. These checkpoints serve as guidelines, not strict rules, though some activities follow industry standards. If your group feqels ready for activities designed for older grades, or if local circumstances make an activity suitable for younger participants than the checkpoints list, consult your council.
Our shared goal is to create safe, enjoyable, and empowering experiences for Girl Scouts.
Selecting a Qualified Vendor
Businesses and organizations providing facilities, equipment, activities, or instruction play a key role in safety and experience quality. Follow these steps:
- Use trusted partners. See if your council has a list of pre-approved activity partners, vendors, or locations. Whenever possible, start with one of these.
- Verify qualifications. If there’s no suitable pre-approved activity partner:
- Handle contracts carefully. Follow your council’s guidelines for written contracts. This may include verifying insurance coverage and submitting contracts for council signature before they are finalized.
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- Verify that instructors are credible. (See Identifying Qualified Experts, below.)
- Review the related Safety Activity Checkpoints chapter. Confirm that the vendor’s safety protocols are aligned.
- Check for inclusiveness. When possible, choose vendors that demonstrate inclusive practices and can accommodate the needs of all participants.
- Review insurance coverage. Vendors should carry general liability insurance (typically at least $1 million) and auto liability coverage if vehicles are used. Vendors should be willing to discuss and confirm liability insurance or provide a certificate of insurance (COI) if requested.
Identifying Qualified Experts
“Experts” refers to any adult with certification, training, and/or expertise in an activity. This includes instructors, facilitators, and individuals holding certifications, such as lifeguards.
Examples include:
- A horseback riding instructor with 15 years of documented experience teaching youth and leading trail rides
- A kayak guide who holds certification for Level 2 Essentials of Kayak Touring Instructor from the American Canoe Association
- A lifeguard with current American Red Cross lifeguard training certification
- A team-building facilitator who leads Girl Scouts in the council’s weekend low ropes program activities
Experts gain experience in various ways, but the key is hands-on knowledge and a proven ability to guide others safely and successfully. Their expertise ensures you’re in capable hands.
For each activity, we list certifications from reputable industry organizations when available. These certifying bodies provide added protections, including structured curricula, rescue training, and insurance coverage, benefiting Girl Scout members.
If certified instructors are not available in your area, consider other qualified community experts. To assess their suitability, ask about:
- Training and certification. How does their training compare to the certification in the checkpoints? Contact the certifying body if needed.
- Experience. Have they facilitated this activity in similar conditions? For how long?
- Rescue procedures. What are their qualifications and experience in rescue situations?
- Group management. Do they have experience managing groups like yours?
- Safety standards. Do they follow instructor–participant ratios, equipment guidelines, and safety protocols? If not, will they comply with Girl Scout standards?
- Liability insurance. Do they have the minimum $1 million liability insurance to cover their operations? What coverage do they carry? See Selecting a Qualified Vendor.
By reviewing these factors, you can confidently determine if an instructor is the right fit for your Girl Scout activity. Contact your council office if any uncertainty remains.
Clothing, Equipment, and Gear
When specific items, such as non-cotton clothing or long sleeves, are recommended for safety, find them listed in the activity’s Safety Activity Checkpoints (SACs). For general activities, use common sense when choosing what to wear or bring to an activity. These everyday items are not included in the Activity SACs.
Check the SACs to find out what safety gear is typically required for your activity. Discuss required equipment with your expert/instructor or the rental vendor to confirm that all necessary safety gear will be available. Inform families in advance about any items they must provide. Helmets and life jackets are critical safety gear for many activities.
Let’s take a closer look at key considerations:
- Clothing and footwear. Tell families early what participants should wear or bring:
- Check the SACs for required safety clothing or footwear, such as non-cotton layers, long pants, or hiking boots.
- If clothing or footwear is not specified, use common sense.
- Secure loose clothing and jewelry that could become entangled or caught.
- Hair that could get caught should be tied back, braided, or tucked safely into a head covering.
- Outdoor essentials. Always remind participants of these necessities for outdoor adventures:
- Use sun-protective clothing, hats, sunscreen (SPF 30+ with UVA/UVB protection), and lip balm with SPF. Reapply often and use waterproof products in wet conditions.
- Always prioritize nutrition and hydration.
- Apply insect repellent and/or wear protective clothing, when needed.
- Safety gear and equipment. Ensure you have done the following:
- Review the SACs for required safety gear specific to your activity.
- Discuss equipment needs with your expert, instructor, or rental vendor to ensure everything is available.
- Inform families in advance about any items they need to provide.
Helmets and Life Jackets
Since helmets and life jackets are common essentials for many activities, let’s take a closer look at key considerations.
Helmets
Helmets are required for activities that could involve falls or impacts. Examples include cycling, skateboarding, skiing, and sledding. Helmets also provide protection from falling objects during activities like rock climbing or spelunking.
Consult your expert or instructor to determine the appropriate type of helmet for your activity and whether helmets are provided. Most adventure venues supply proper safety gear, but for activities like biking or skateboarding, participants must bring their own helmets. Inform caregivers early and provide the following guidance:
- Helmet type. Specify the required helmet type and refer to the Consumer Product Safety Commission for a chart on helmet standards.
- Proper fit. A well-fitting helmet is essential. Use the Seattle Children’s video on correct fit. It should cover most of the forehead and be snug enough not to slip or shift position. All clips must be fastened.
- Everyone helmets up! All participants, including adults, must wear helmets if required in the Safety Activity Checkpoints.
- Helmet replacement. Follow manufacturer guidelines for replacement. Factors such as crashes, wear, age, and exposure to elements can affect helmet effectiveness.
Life Jackets
U.S. Coast Guard (USCG)–approved life jackets must be worn during many aquatic activities. They should be worn on larger vessels during dangerous conditions or whenever directed by crew. They can also be used to provide buoyancy for non-swimmers during snorkeling or swimming.
When the SACs list life jackets in the Safety Gear section, they are required for that activity. Note that life jackets are one type of personal flotation device (PFD). Throwable PFDs are cushions or ring buoys that can be thrown onto the water. A throwable PFD should never replace the proper use of a life jacket.
Confirm the availability of life jackets when making boating or instructional reservations. Most small craft rentals include life jackets, but in rare cases, you may need to provide your own. Every state has a life jacket loaner program.
When selecting a life jacket, consider the following:
- Use only USCG-approved PFDs. The label will clearly show if it is approved.
- Choose the right life jacket for your activity:
- Choose the right size:
- Check the label. It should say whether it’s for an adult, youth, child, or infant.
- Check the label for the appropriate weight or chest size.
- Check condition:
- There should be no rips, tears, or broken buckles.
- Zippers should stay zipped.
- Fit the life jacket properly:
- Most entry-level recreational users will use Type II or III life jackets. They are comfortable and easy to fit, and have sufficient buoyancy for most situations.
- Inflatable PFDs are not meant for those under 16.
- Ask your expert/instructor if you’re unsure.
- Put the life jacket on, inspecting it for wear, rips, broken buckles, straps, or zippers. Do not use a life jacket in poor condition.
- Zip all zippers. Buckle and tighten all straps. If the straps or zippers can’t close, it’s too small. If there is a crotch strap, use it.
- Lift the life jacket at the shoulders. If it rides up to the earlobes, it’s too big. Tighten the straps if possible, or find a smaller size.
