Use these procedures to reserve a site for any of Girl Scouts of Western Ohio's sites.

1. Complete a Campsite Reservation Request Form in its entirety – incomplete forms will delay placement. Be sure to give several choices of dates and facilities. These are also available at the Girl Scout Center or online at www.girlscoutsofwesternohio.org.

    

2. Reservations for sites will only be accepted online, by fax, mail or walk-in to the designated regional Girl Scout Center (see camp page for specific mailing address). Forms submitted to the incorrect regional office may delay placement. No reservations will be taken by phone.
    

3. Reservations will be accepted 6 months in advance of requested reservation date (see table below). If a weekend is split between 2 months, with the first of the month falling on a Saturday or Sunday, the weekend is considered to be in the later month.

NOTE: There is NO priority or preferred registration dates for Service Units. All reservations will be open at the same time.

HOLIDAY USAGE The camps will be closed and not available for use on the following days:   Thanksgiving Weekend (i.e. Wednesday evening through Sunday afternoon).   Christmas Eve and Christmas Day (i.e. evening of December 23, - noon on December 26th)   New Year's Eve and New Year's Day (i.e., evening of December 31 - noon on January 2)

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Site Reservation Request Forms will be processed as follows:

• Troops/Groups will not be considered for placement prior to 5 p.m. on the registration opening date. On the opening date all troops/groups will have an equal opportunity to be placed in their first choice of dates/facilities.

•  After 5 p.m. on the registration opening date all applications will be placed into a lottery.

• Each Site Reservation Request Form will be assigned a number and placed as their number is drawn.

• A drawing will only take place on opening day

• The day after opening day, all reservation request forms will be accepted and placed on a first-come, first-served basis by date received.

• Service unit campouts will have last priority on opening day at all camps except for during the following times:
  -Last weekend of April
  -All of May
  -All of June, July
  -All of September

• When a service unit sponsors a camping event, one Campsite Reservation Request Form must be used for all of the facilities requested.

Note: The following camps are not available June, July, and the first two weeks of August: Camp Butterworth, Camp Libby, Camp Stonybrook, Camp Whip-Poor-Will.

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CONFIRMATIONS & PAYMENT

1. Troops/groups will receive a written confirmation of site reservation which will include the fee and the payment due dates once they are placed.

2. A deposit of 50% will be due within 3 weeks of reservation confirmation.

3. The balance is due 30 days before reservation date.

4. If the deposit or balance is not received by the designated due date your reservation may be cancelled.

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WAITING LIST

1. Troops/groups who send in Site Reservation Request Forms, but cannot be accommodated, will be advised by mail and will be placed on a waiting list by date received.

2. If placed on the waiting list you may contact the registrar to inquire about other available dates.

CHANGES/CANCELLATION/REFUND POLICY

1. Cancellations or changes to the reservation can only be made by the person listed on the Site Reservation Request Form.

2. All cancellations or changes must be made in writing (mail or e-mail) to the appropriate regional office.

3. Refunds are available if notification is given to the registrar 30 days or more in advance or if another group can be placed in that spot.

4. WEATHER – If in the judgment of the responsible adult weather conditions are unsafe, and they notify the appropriate office prior to the intended arrival time; a refund may be requested in writing or payment can be credited to another site/date within the year.

5. ILLNESS/EMERGENCY – Notify the appropriate office of cancellations prior to intended arrival; a credit or refund may be requested in writing to be used within the year.

6. NO-SHOWS – When a troop or group fails to use the campsite as scheduled, without prior notice to the appropriate office no refunds, credits or rescheduling will be allowed.