Guidelines for Use of the Scouting Adventure Center by Scouting Groups

1. Reservations and applications for use of council facilities are to be made to Great Rivers Council utilizing their online Facility & Equipment Reservation System.
2. Payments will be required to the council in advance; otherwise, the use may be cancelled at the discretion of the Scout Executive or his/her designee.
3. Reservations are accepted on a first come, first-served basis.
4. A deposit may be required at the time the reservation is made.  This deposit will be put towards the remaining balance of the overall payment due. Additionally, if there is any reason to believe that the use may involve damage beyond that of ordinary wear and tear, the Scout Executive may require advance payment, in the form of a security deposit, against loss. The Scout Executive also reserves the right to revoke the reservation for cause.
5. When Great Rivers Council employees are utilized, appropriate fees will be charged to the scout group. As an example Rangemasters are required for the use of the inflatable ranges which may incur an additional cost.
6. The scout group shall be responsible for damage to the facilities and equipment as a result of their negligence, as well as ensuring there is proper supervision and chaperones.
7. The Great Rivers Council Scout Executive or his/her designee is responsible for granting permission to use the council property, for the rules and regulations governing such use, and for the rent/fee to be paid. Great Rivers Council property will be rented for other than Scouting purposes only when there is no interference with Scouting activities.

Rules, Terms & Conditions for Scout Group Use of Scout Camps/Facilities

1. The Scouting Group shall pay the Council the Use Fee stated in the reservation prior to use of the facilities.
2. The Scouting Group agrees that the group will abide by these Rules, Terms & Conditions, and any additional instructions of the camp Ranger and/or a Council-designated camp/local council management team member.
3. The Scouting Group agrees to provide at least one adult leader (defined as 21 years of age or older) for every ten (10) members of its group below the age of 21 years; at least two of the said leaders must be YPT trained and always be present with the group while at the facilities or in camp.
4. While Scouting makes every effort to accommodate all persons with disabilities, Scouting America is a charitable, private organization not subject to the ADA.  Any group who uses the facilities or camps is responsible for ADA compliance and any accommodation necessary for its participants and attendees.
5. All activities should be conducted on a smoke-free basis. Smoking or tobacco use in any part of the Council facilities and/or camp is prohibited, including controlled substances and/or illegal drugs are not permitted at any Council facility or camp property. This includes the use of electronic cigarettes, personal vaporizers, or electronic nicotine delivery systems that simulate tobacco smoking.
6. The following list includes items prohibited at the facilities: fireworks; alcoholic beverages; narcotics; motorcycles; tobacco; personal firearms and ammunition. This list is not comprehensive. Please reference the Guide to Safe Scouting for other prohibited items. Individuals found in violation of these rules may be asked to leave camp and no refund will be given.
7. This application does not permit use of any machine, apparatus, equipment, or tools owned by the Council without proper permission by the Scout Executive or his/her designated team member.
8. Scouting Group shall confer with the appropriate Council staff to obtain permission to bring materials to rented spaces. The council assumes no responsibility for damage to personal property.
9. All laws, rules/ regulations regarding public assemblies must be strictly followed.
10. The Scouting Group shall make no alterations to and shall keep all facilities, spaces, and/or other Council property in good repair. All facilities, spaces, and/or other Council property used by the Scouting Group will be examined after use, and the Scouting Group agrees to leave same in clean condition, and promptly make good for any loss or damage occurring during use of said area, normal wear and tear excepted. If there is any reason to believe that the use may involve damage beyond that of ordinary wear and tear, the Scouting Group is required to pay the Council for such damage.
11. Any decorations, or equipment of the Scouting Group must be promptly removed after use so as not to interfere with the Scout or other activities. If there is a delay, the removal will be made by the Council at the expense of the Scouting Group.
12. On expiration of the time of use identified in the reservation, the Scouting Group shall vacate all facilities, spaces, and other Council property and return the same to the Council.

Guidelines for Use of the Scouting Adventure Center by Non-scout Groups

1. Reservations and applications for use of council facilities are to be made to Great Rivers Council utilizing their online Facility & Equipment Reservation System.

2. Payments will be required to the council in advance; otherwise, the use may be cancelled at the discretion of the Scout Executive or his/her designee.

3. Reservations are accepted on a first-come, first-served basis.

4. A deposit may be required when the reservation is made.  This deposit will be put towards the remaining balance of the overall payment due. Additionally, if there is any reason to believe that the use may involve damage beyond that of ordinary wear and tear, the Scout Executive may require advance payment, in the form of a security deposit, against loss. The Scout Executive also reserves the right to revoke the reservation for cause.

5. When Great Rivers Council employees are utilized, appropriate fees will be charged to the non-scout group.

6. The non-scout group shall be responsible for damage to the facilities and equipment as a result of their negligence, as well as ensuring there is proper supervision and chaperones. (See Rules, Terms & Conditions for Non-Scout Group Use of Scout Camps/Facilities.)

7. Each non-scout group shall present evidence of the purchase of organizational general liability insurance (Certificate of Insurance) with no less than $1,000,000 per occurrence with a general aggregate of $2,000,000 naming Great Rivers Council, Scouting America, and the National Council, Scouting America, named as additional insured (Remarks section to read, “Great Rivers Council, Scouting America, and the National Council, Scouting America, named as additional insured on a primary and non-contributory basis to include waiver of subrogation in regard to general liability as required by written contract or agreement.”).

8. Each non-scout group shall agree to indemnify and hold harmless Great Rivers Council and Scouting America for incidents relating to the use/rental. Click Here for a downloadable Release and Waiver of Liability Form.

9. All non-scout participants utilizing council ranges (climbing wall, Inflatable Ranges, and other designations) and our unique program areas will be required to complete the Activity Consent Form (Click Here for a downloadable PDF) prior to participating.  Note:  All participants under the age of 21 must have a parent or guardian's signature. 

10. The Application for Non-scout Use of Council Property must be completed and submitted to Great Rivers Council using the Facility & Equipment Reservation System prior to the date of the use of the facility, along with a CERTIFICATE OF LIABILITY INSURANCE, signed RELEASE AND WAIVER OF LIABILITY and an approved copy will be returned as your authority to use the facility.

11. The Great Rivers Council Scout Executive or his/her designee is responsible for granting permission to use the council property, for the rules and regulations governing such use, and for the rent/fee to be paid. Great Rivers Council property will be rented for other than Scouting purposes only when there is no interference with Scouting activities.

Rules, Terms & Conditions for Non-Scout Group Use of Scout Camps/Facilities

1. The Application for Non-Scout Use of Council Property ("Application”) must be filled out and submitted to Great Rivers Council prior to the date of the use of any camp or facility, along with a certificate of insurance and an executed Release and Waiver of Liability.
2. The Council grants use to the organization/group (“Organization/Group”) identified in the Application for the facilities and/or spaces identified in the Application and for the dates and times stated in the Application.
3. The Organization/Group shall pay the Council the Use Fee stated in the Application.
4. The Organization/Group agrees that the group will abide by these Rules, Terms & Conditions, and any additional instructions of the camp Ranger and/or a Council-designated camp/local council management team member.
5. The Organization/Group agrees to provide at least one adult leader (defined as 21 years of age or older) for every ten (10) members of its group below the age of 21 years; at least one of the said leaders must always be present with the group while at the facilities or in camp.
6. While Scouting makes every effort to accommodate all persons with disabilities, Scouting America is a charitable, private organization not subject to the ADA.  Any group who uses the facilities or camps is responsible for ADA compliance and any accommodation necessary for its participants and attendees.
7. All activities should be conducted on a smoke-free basis. Smoking or tobacco use in any part of the Council facilities and/or camp is prohibited, including controlled substances and/or illegal drugs are not permitted at any Council facility or camp property. This includes the use of electronic cigarettes, personal vaporizers, or electronic nicotine delivery systems that simulate tobacco smoking.
8. This application does not permit use of any machine, apparatus, equipment, or tools owned by the Council except as specified in the Application.
9. Organization/Group shall confer with the appropriate Council staff to obtain permission to bring materials to rented spaces. The council assumes no responsibility for damage to personal property.
10. All laws, rules/ regulations regarding public assemblies must be strictly followed.
11. The Organization/Group shall make no alterations to and shall keep all facilities, spaces, and/or other Council property in good repair. All facilities, spaces, and/or other Council property used by the Organization/Group will be examined after use, and the Organization/Group agrees to leave same in clean condition, and promptly make good for any loss or damage occurring during use of said area, normal wear and tear excepted. If there is any reason to believe that the use may involve damage beyond that of ordinary wear and tear, the Organization/Group is required to pay the Council for such damage.
12. Any decorations, or equipment of the Organization/Group must be promptly removed after use so as not to interfere with the Scout or other activities. If there is a delay, the removal will be made by the Council at the expense of the Organization/Group.
13. On expiration of the time of use identified in the Application, the Organization/Group shall vacate all facilities, spaces, and other Council property and return the same to the Council.

Refund/Credit Request

Our online platform enables users to request a refund for reservations or event registration fees paid to the Great Rivers Council in the event of a registration cancellation.

Users also have the option to retain the fees as credit for future registrations instead of opting for a refund.

Requests for refunds or credit are carefully reviewed by a committee and may take up to four weeks to process from the submission date.

Facility Rental Cancellation Policy

Facility reservation fees are final. Refunds may be granted only if a cancellation is requested. Individuals/Units/Groups that cancel their reservations 30 days or more prior to the arrival date will receive a refund of the total rental fee less a 25% administrative service charge (Generally the amount for the Reservation Deposit). Refunds requested between 15 and 30 days of the reservation will receive a refund of the total rental fee less a 50% administrative service charge. No refunds will be given for cancellations made less than 14 days prior to the arrival date. Any/all refund requests must be made within 14 days of the reservation date.

Event Registration Cancellation and Refund Policy

Event Coordinators reserve the right to postpone or cancel an event if registrations are insufficient to cover the event expenses up to five days prior to the event. If an event is postponed or canceled, the registrant will have an option to receive a full refund or transfer fees to a future or different event.

In the event a participant or unit must cancel, you must inform GRC of your inability to attend no less than 7 days prior to the event.

All refund requests must be submitted to the Council office via this online portal, or via the paper refund request form, no later than 7 days following the event  (The request must be made prior to unit check-out for summer camp requests).

A unit leader, scout, or parent, may request a refund of fees under the following conditions only:

• Illness or serious accident prevents the scout from attending the event.
• Family illness or emergency prevents the scout from attending the event.
• The event has been canceled or postponed by the event coordinator.
• Other situations deemed permissible by the event coordinator.

If a refund is approved, a 25% readiness fee will be deducted.

Opting for the refund to be credited to your unit shop account (for GRC units only) will reduce the readiness fee to 15%.

The final approved amount is decided by the team.

*Scouts BSA Summer and Cub Resident Camps also have a non-refundable per person deposit, and any additional activity fees are non-refundable. 

To request a refund please follow the link below

→   Refund Request Form

All units / groups / visitors are responsible for leaving all equipment and facilities in a clean and orderly condition. Failure to do so may result in additional charges, which must be paid within 30 days of the use date. Your group will be charged for damage to facilities.