Property Use Agreement for Non-Girl Scout Events

Renter Information

Lessee Name*

First NameLast Name

Lessee Organization/Group Name*

Lessee Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Person responsible during reservation*

First NameLast Name

Email*

example@example.com

Phone Number*

Area CodePhone Number

Reservation Details

Arrival Date*

MonthDayYear

Departure Date*

MonthDayYear

Property*

Specific buildings/features rented

ex: Fletcher Lodge, Waterfront, Hobo Pies, American Flag etc. etc.

Fee for use

Total with $100 Deposit

Certificate of Insurance Details

Comprehensive General Liability - required for all groups

Premises/Operations Contractual Liability
Products/Completed Operations Independent Contrator
Combined Single Limit for Bodily -- $1,000,000 each occurrence
Injury and Property Damage -- $1,000,000 aggregate
Personal Injury -- $1,000,000 each accident

Automobile Liability - required for any groups that plan on driving their vehicle onto the property

Owned, Hired and Non-Owned Autos Injury and Property Damage
Combined Single Limit for Bodily -- $1,000,000 each accident

Workers Compensation and Employee Liability - required for any groups bringing additional employees of their organization. If bringing a caterer or other services, services must also provide General, Auto, and Worker's Compensation insurance

Satutory coverage complying with New York Workers Compensation Law

A member of council will confirm with you what insurances are required by your group. Submitted forms are subject to the revision and approval of the Council. See the form below for a template of the Certificate of Insurance form with policy limits and details.

Certificate of Insurance Template

Comprehensive General Liability

Premises/Operations Contractual LiabilityProducts/Completed Operations Independent ContractorPersonal InjuryCombined Single Limit for Bodily -- $1,000,000 each occurrenceInjury and Property Damage -- $1,000,000 aggregatePersonal Injury -- $1,000,000 each accident

Automobile Liability

Owned, Hired and Non-Owned Autos Injury and Property DamageCombined Single Limit for Bodily -- $1,000,000 each accident

The next two apply only for groups/organizations with employees, and do not apply to family group users

Workers Compensation and Employers Liability

Statutory coverage complying with New York Workers == Compensation Law

Disability Benefits

Statutory coverage complying with New York Disability Benefit Law

Agreements

This Agreement (“Agreement”) is made by and between Lessee with an address set forth above and Girl Scouts of NYPENN Pathways, Inc. (“Girl Scouts”) a New York not-for-profit corporation with an office for business located at 8170 Thompson Road, Cicero, New York 13039. In consideration of the mutual promises and covenants contained herein, and for other good and valuable consideration, the receipt of which the parties acknowledge, the Lessee and the Girl Scouts agree as follows:

Recitals – The first page(above details) of this Agreement is hereby incorporated by reference and made a part of this Agreement.*

I Agree.

Certificate of Insurance -- Lessee shall have and keep in force the insurance coverage for the term of the lease. Lessee will submit a Certificate of Insurance (no later than 2 weeks prior to the date of your Reservation) naming Girl Scouts of NYPENN Pathways, Inc. (8170 Thompson Rd, Cicero, NY 13039) as additional insured on the General Liability Insurance coverage.*

I Agree.

Refund -- In the event of cancellation lessee will notify Girl Scouts of NYPENN Pathways no later than two weeks in advance of the reserved date. Refunds are issued as follows: 2+ months: 100% 1-2 months: 50% 1 month or less: No refund*

I Agree.

Indemnification -- The Lessee shall defend, indemnify and hold harmless the Girl Scouts and its officers, employees, and agents from all claims, actions, liabilities, damages, costs and expenses (including, but not limited to, attorney’s losses/fees) of every nature and description arising out of or related to the Lessee, Lessee’s invitees, guests or employees use of the camp property or any services provided by the Girl Scouts arising under this Agreement unless caused by the Girl Scouts negligence or intentional act. The Lessee’s duties and obligations pursuant to this paragraph shall survive the termination or expiration of this Agreement and shall not be limited by any provision in this Agreement requiring the Lessee to maintain specific insurance coverage.*

I Agree.

Compliance with statutes and regulations – The Lessee shall comply with all New York State Department of Health rules as well as any and all additional state and federal laws. Lessee agrees that when they are bringing children onto the Girl Scout’s facilities it is the Lessee’s responsibility to research, apply and obtain a permit(s) to operate a camp from New York State. The Lessee agrees to provide the Girl Scouts a copy of the permit(s) required to operate prior to occupying the above camp property. Failure to receive and provide the required permit(s) referenced in this section shall be a material default under the terms of this Agreement, and the Girl Scouts may terminate this Agreement for failure to obtain such permit and refuse Lessee’s entry to the above camp property if such permit is not obtained. A link to New York State’s requirements for operating a camp is provided here: https://www.health.ny.gov/publications/3603/.*

I Agree.

Use of the Premises and Schedule – During the term of this Agreement, Lessee shall use the above camp property to conduct a program of its own design and shall comply with all applicable laws, codes, policies and procedures. Lessee shall notify the Girl Scouts of the nature of its program and shall promptly supply the Girl Scouts with information concerning the program upon request. The Girl Scouts prohibits hunting, fireworks, firearms, ammunition, and explosives at the facility. The use of gasoline,flammables, poisonous substances, and hand and power tools are restricted.*

I Agree.

Supervision of Participants – It is understood and agreed that the Lessee is responsible for and will provide supervision for all of the Lessee’s guests, invitees and employees during the terms of this Agreement. It is further agreed that the Lessee will provide at least one adult leader who is at least eighteen (18) years of age or older for every eight (8) participants under the age of eight (8)years. The Lessee agrees that while at the facility it will monitor the behavior of all participants and take appropriate action to ensure adherence to all applicable policies, rules and laws. It is understood and agreed to by both parties that the Lessee will provide appropriate supervision and trained personnel for all specialty program areas being used. It is the Lessee’s responsibility to ensure staff are appropriately trained and have all required qualifications and certifications. Examples of Specialty Program Areas may include but are not limited to the Waterfront – Swimming and Boating; Archery, and High Adventure Challenge Course.It is understood and agreed to by both parties that the Lessee, its guests, invitees and employees will abide by any and all of the camp operating and/or program rules and guidelines as outlined in the “Let’s Go Camping” guide provided. The Girl Scouts may require, at anytime prior to or during the Lessee’s use of the camp property, that the Lessee and any of Lessee’s guests, invitees or employees provide the names of all those using the camp property so that the Girl Scouts may perform a background check on those individuals it deems necessary.*

I Agree.

Food Service – All meals will be provided by the Lessee and the Lessee assumes all responsibility for any foods prepared,and for all activities incident to their preparation, and shall defend, indemnify and hold the Girl Scouts harmless from and all liability therein.*

I Agree.

Health and Safety Girl Scouts of NYPENN Pathways does not provide medical supervision, treatment, maintenance, or dispensing of medication for campers. These responsibilities belong to the Lessee. Lessee agrees to furnish a qualified adult to provide basic health supervision. A qualified adult is at least 21 years of age and possesses at least a current certificate of training in the principles of first aid and age-appropriate CPR from a nationally recognized provider. Lessee must provide first aid supplies and equipment sufficient for the event. Lessee’s contact person shall bring and have available at all times a current list of participants that includes: names and addresses, emergency contact information, and known allergies or health conditions. Also, for each participant under the age of 18, a signed form granting permission to seek emergency treatment.o Lessee agrees to furnish at least one counselor, age 18 years or older, who is trained in the principles of first aid, for every ten campers under the age of 16 years. Emergency transportation is available through local emergency response groups by dialing 911. Lessee agrees to furnish non-emergency transportation.*

I Agree.

Health and Safety

The Girl Scouts do not provide medical supervision, treatment, maintenance, or dispensing of medication for attendees. These responsibilities belong to the Lessee.
Lessee agrees to furnish a qualified adult to provide basic health supervision. A qualified adult is at least 21 years of age and possesses at least a current certificate of training in the principles of first aid and age-appropriate CPR from a nationally recognized provider.
Lessee must provide first aid supplies and equipment sufficient for the event.
Lessee’s contact person shall bring and have available at all times a current list of participants that includes: names and addresses, emergency contact information, and known allergies or health conditions. Also, for each participant under the age of 18, a signed form granting permission to seek emergency treatment.
Lessee agrees to furnish at least one counselor, age 18 years or older, who is trained in the principles of first aid, for every ten campers under the age of 16 years.
Emergency transportation is available through local emergency response groups by dialing 911. Lessee agrees to furnish nonemergency transportation.
All groups renting a Girl Scouts of NYPENN Pathways Inc camp are required to adhere to our medication storage policy. All medications must be collected by a designated group leader or group healthcare provider and remain in one location that is locked at all times when the group leader/healthcare provider is not present.
Background checks are recommended on all attendees, especially for events with children
We recommend rental groups receive from all participants; names and addresses, emergency contact names and numbers, a listing of any person with known allergies or health conditions requiring treatment, restriction, or other accommodation while on site and for minors without a parent on site, a signed permission form to seek emergency treatment or signed religious waiver.

Must Agree by Clicking Below*

I Agree to the Health and Safety requirements above

Maximum Capacity – The Lessee agrees that the total number of participants on the camp property will not exceed the facility or building maximum capacity at any time.*

I Agree.

Equipment -- The Lessee shall be responsible for all reserved buildings, grounds, and equipment (including but not limited to boats, paddles, life jackets, kitchen equipment). In the event of damage or loss, the Lessee will be billed by the Girl Scouts for replacement cost of the items and any Girl Scouts property damaged by Lessee’s guest, campers, or staff. The Lessee has/will read the Property Checkout List and agrees that this group will leave the property and equipment as requested.*

I Agree.

Alcohol and Drug Use -- The use of alcohol is not permitted on any Girl Scouts property unless specific approval has been obtained through the Girl Scouts’ Chief Operating Officer or Chief Financial Officer. Absolutely no alcohol is permitted when there are children on Girl Scouts’ property. For certain formal events (i.e. wedding, reception), you may request permission to serve alcohol at one of our properties, as an exception to this rule (as long as there are no children on the property at that time). This request needs to be done IN WRITING to reservations@gsnypenn.org, at least one month in advance of your reservation date. To have alcohol (of any kind including wine and beer) consumed on a Girl Scouts property, the alcohol must be served by a licensed and insured caterer. We must have a Certificate of Insurance provided to Girl Scouts for their General Liability and their Liquor Liability with the “Girl Scouts of NYPENN Pathways, Inc.” (8170 Thompson Rd, Cicero, NY 13039) named as additional insured.No illegal drugs are allowed on Girl Scouts property.*

I Agree.

Signature Authority -- Lessee warrants that the person signing the Agreement has the authority to execute the Agreement on its behalf.*

I Agree.

Amendment to Agreement -- This agreement may be altered or amended only by written agreement of both parties*

I Agree.

Property Orientation -- Once at the camp property, the Lessee is required to participate in a brief orientation to Girl Scouts’ safety regulations and emergency procedures, led by the Girl Scouts Site Director or designee.

I Agree.

Acts or Omissions Constituting Default - The following events shall be deemed to be events of default by Lessee under this Agreement: A) Lessee’s failure to pay the rental fee in accordance with the terms of this Agreement; B) Lessee’s failure to perform or comply with any term or condition in this Agreement; C) Lessee’s failure to comply with the Camp Rules and Regulations*

I Agree.

Remedies for Default - In the event of default by Lessee, the Girl Scouts shall have the option to terminate this Agreement immediately by providing written notice of termination. Pursuit of termination of this Agreement shall not preclude pursuit of any other remedies provided in this Agreement or provided by law, nor shall pursuit of termination of this Agreement constitute forfeiture or waiver of any payment due to the Girl Scouts here under or any damage accruing to the Girl Scouts of by reason of Lessee’s default. Lessee acknowledges that Lessee’s right to occupy the above camp property is given as a license only, and not as a tenant pursuant to the terms of a lease. Upon the Girl Scouts’ termination of this Agreement, Lessee shall, if in occupancy of the above camp property and if demanded by the Girl Scouts, promptly vacate the above camp property.*

I Agree.

Improvements or Alterations to the Property - Lessee shall not improve or alter the property or any part thereof without first obtaining Girl Scouts written approval of such alteration, which approval may be withheld for any reason or no reason. Lessee agrees that any improvements to the property shall become the property of the Girl Scouts and shall remain upon the property unless the Girl Scouts shall elect to require the restoration of the property to its original condition, in which event Lessee agrees to comply with such requirement prior to the expiration or other termination of this Agreement.*

I Agree.

Storage of Personal Property - During the term of this Agreement Lessee shall be entitled to store Lessee’s equipment and other personal property on the property in a mutually agreed area. Storage of Lessee’s equipment and other personal property shall be stored at the sole risk of Lessee. The Girl Scouts is not responsible or liable if Lessee’s equipment and other personal property is lost or stolen or damaged in anyway.*

I Agree.

Release - Lessee hereby agrees that the Girl Scouts shall not in any event be liable to Lessee for any claims, losses or damages of any nature, arising at any time, from any cause whatsoever, whether arising in tort, contract, warranty, strict liability, by operation of law, or otherwise, except for those claims, losses or damages arising out of the negligence or intentional act of the Girl Scouts.*

I Agree.

Limitation of Remedies - Lessee agrees that the sole remedies for any claim, loss or damage resulting from or arising out of this Agreement or out of Lessee’s use or occupancy of the property shall be limited to the total amount of payments Lessee paid to Girl Scouts.*

I Agree.

Force Majeure – The Girl Scouts shall not be deemed in default with respect to the Girl Scouts performance of any of the terms or conditions of this Agreement if any failure of the Girl Scouts performance shall be due to any restrictions of law, regulations, orders or other governmental directives, labor disputes, war, blockade, strike, lockout, riot, civil commotion, rebellions, invasions, sabotage, epidemic, fire, explosion, accident, flood, storms, acts of God or other similar events.*

I Agree.

Assignment - This Agreement may not be sold, assigned or transferred by Lessee without prior written approval of Girl Scouts of NYPENN Pathways.*

I agree.

Lessee/Person responsible signature*

Lessee, CEO or officer signature (required of corporation)