Frequently Asked Questions

How do I reserve a unit for troop/group camping?

For Council, Non-Council and Non-Girl Scout Troop/Group Usage:Application forms and all other necessary forms are available from service Unit managers, membership specialists, all Council service centers and our website at www.gskentucky.org.

Reservations must be made at least three weeks in advance. Send your Camping Application with appropriate fees and other necessary forms to the Lexington Service Center. You can now pay with a credit card at the Lexington Shop AFTER your reservation request has been approved. The application, including paid fees, will be returned if not properly completed. You will be emailed a confirmation, which includes a check out list. Please complete the Camp Checkout Procedure-Attendance Report before leaving camp and leave it in the unit.

Service Unit Encampments and events at council properties that are advertised in the TAP Calendar should send a completed Troop Camp Application with the TAP form, a $50 deposit check and a check for the camp fee when TAP events are due in June.

The Program Department will begin accepting reservations from leaders for troop camping after September 1st for the new membership year. Troop Camp is first come, first serve. Troop leaders may call or email the camp team at camp@gswrc.org to inquire about available dates. The preferred date and camp Unit will be held on the camp reservation calendar for 2 weeks. A completed Troop Camp Application must arrive at the council with 2 checks – one for the total camp fee and the other a $50 deposit fee. The deposit will not be cashed unless damage has been done to the unit after the troops stay. The troop must complete the Camp Checkout Procedure-Attendance Report before they leave camp. The checkout report must be left inside the unit.

IMPORTANT: Read and understand the policies and standards stated in Safety Activity Checkpoints

At least one adult who has completed the applicable level(s) of Troop Camp Training must accompany the troop, as well as an adult with current First Aid Certification. For multi-troop encampments or events, there must be at least two adults with applicable level(s) of Troop Camp Training and First Aid certification. Proof of trainings and certifications must be demonstrated to your Service Unit Manager or Membership Specialist. High risk activities require certified facilitators. For information concerning high risk activities contact the Program Director at 859-293-2621. For non-Council agencies/groups, a certificate of Comprehensive General Liability coverage in the amount of $1,000,000 with Girl Scouts of Kentucky’s Wilderness Road Council listed, as additional insured must be submitted with the application. This coverage must include all group participants, members, leaders, etc. Additional insurance must be purchased for all non-registered participants three weeks prior to camping.

Complete the application and send it with the deposit check and camp fee check to the Lexington Service Center, 2277 Executive Drive, Lexington, KY 40505.

The confirmation packet will be emailed and will serve as your official reservation notice.

If the campsite chosen is not available, you will be notified and all fees returned. A troop or group can be placed on a waiting list for an available site if desired.

Notify the Program Director at (859) 293-2621 if you need to cancel your reservation. Refunds will only be given for weather related hazards, sickness or death in the family of the troop, or a three week in advance cancellation.

In the event of a "Weather Advisory" the council reserves the right to cancel the reservation. The council also must follow county wide restrictions such as burn bans.

By signing the application, your group agrees to indemnify Girl Scouts of Kentucky’s Wilderness Road Council against and hold them free and harmless from any cause and all claims, demands, loss, damage, and expenses including attorney’s fees and other legal expenses arising out of the use of any and all grounds or facilities owned or operated by the Girl Scouts of Kentucky’s Wilderness Road Council.

Any damage to camp property or equipment will be the responsibility of the group and appropriate charges will be assessed.

Tent Units are open for reservation from April 15 to October 31. All other Units are open at the discretion of the Property and Site Managers.

Absolutely no reservations will be taken over the phone!

Please note: In order to reserve your Unit you must have 1. Completed Application, 2. Complete payments, 3. Safety Deposit Check ($50). Failure to have any of the three items will result in an incomplete application and your reservation will not be processed.

How do I register for summer overnight camp?

To register for Summer Sessions at Camp Judy Layne you will need to register your camper online through CampDoc. You can hold a spot for your girl by paying the $50 deposit fee now then paying the remaining balance later. Please remember to write down your username and password so that you are able to log back in for payments.

Paying for Camp

All camp registrations for summer resident camp must be done online through Campdoc. A $50 deposit fee is required to hold a spot for your girl. If your girl earns the Camp Credits contact the camp team to have them apply it to your girl's account. She must be on the Camp Credit list in Smart Cookie before we can apply the credit. You can fill out and email us the Promissory Note (found under Cookies = Camp Credits) if she plans to earn Camp Credits and wants to register before she has them so she can go ahead and register before sessions are full. Make sure she has been entered in the system as having the Camp Credits as her goal or reward. Remember that some sessions cost more than others. The Camp Credits are worth $325 towards summer overnight camp at Camp Judy Layne, Camp Shawano, or can be used towards other council camp programs. You are responsible for paying the remaining balance.

Refunds & Cancellation Policy

Deposits are non-refundable unless the desired program opportunity is full or has been cancelled. The cancellation deadline is one month (30 days) prior to session date. In order to receive a refund all requests must be received in writing 30 days prior to the session date. Cancellations made prior to the deadline are subject to the following fees.

Cancellations made after the deadline date (30 days prior to the session date) will not be eligible for a refund except for reasons listed below. Written refund requests for the balance of the fee must be submitted within two weeks of the end of the camp program and will be considered for the following reasons:

Serious illness or accident (with a physician statement).
Death in the immediate family.
Camper moves from the Girls Scouts Wilderness Road Council service area before camp begins.
Other refunds will be considered on a case by case basis prior to camp if notification is given on or before the cancellation date

FINANCIAL ASSISTANCE

Financial assistance is available to registered Girl Scouts wanting to attend camp, based on financial need. All campers must pay the $50 deposit and some portion of the program fee. Financial assistance exists to ensure girls have access to camp. Don’t let cost be a barrier to your daughter attending camp. There is support available. Girls must have participated in the current year's cookie sale or the fall product sale.

Campers can request financial assistance by submiting a paper financial assistance form to a regional service center.

Balance Due

Balance due should be paid through Campdoc unless you are using Camp Credits or Cookie Dough. Please contact the Camp Team at camp@gswrc.org to use Camp Credits or Cookie Dough. The balance of all camps must be paid in FULL two weeks before the session begins.

Sending Your Child to Camp

Camp is the home of girls rich in courage, confidence, & character! This wonderful place sparks a fire that empowers campers to strike out beyond their comfort zone and explore the world around them. At camp Girls can enjoy high energy, adrenaline pumping activities like climbing, ziplining, backpacking, canoing, and more. They may also enjoy swimming in Cave Run Lake on a hot summer day chatting with friends.

Where will I stay?

Each unit is set in it's own unique area offering different housing styles, including platform tents and wooden cabin units. In a tent unit, four girls share a large heavy-duty canvas tent that has a raised wooden floor with a cot and mattress for each girl. In a cabin unit, eight to ten girls share a cabin that has bunk beds with mattresses. In tent units, counselors live in a separate counselor's tent in the unit. In cabin units, counselors sleep in one of the cabins in the unit. Girls are assigned to a tent or cabin unit depending on the sessions that they sign up for. All campers that sign up for the same session will be living in the same unit at camp. Girls of different grade levels in different sessions do not sleep in the same unit.

What will I eat?

Summer Camp meals are generally served in the Dining Hall. Meals are kid-friendly and adapted to meet special dietary needs.

Campers may also enjoy meals they prepared themselves lead by unit staff cooked over their unit camp fires.

Dietary restrictions? No problem! We can accomodate most vegetarian, dairy-free, gluten-free, or allergy restricted diets.

Girl Scout Camp Goals

Wilderness Road’s Girl Scout Camp endeavors to support youth development through safe and functional facilities, quality educational programming, and diverse opportunity.

Scouts will apply values of the Girl Scout Law as they participate in summer camp programs.
Scouts will demonstrate an ability to adapt to their surroundings as they live in rustic housing situations and have limited access to modern conveniences.
Scouts will emulate the meaning of the phrase “to help other people at all times” as they aid each other in all camp activities.

Equal Access

No one shall be denied admission to our camp(s) or to the benefit of our programs because of race, color, national origin, religion, sex, handicap or age, providing specific program requirements are met.

Girls with Special Needs

We seek to provide an inclusive environment. Campers requiring special accommodations, meals, equipment or staffing should notify the regional Girl Scout Center in writing and send complete information with her registration(s). All information will be kept confidential and shared only with the camp director and the appropriate staff. Campers should be self-sufficient and able to dress, eat and shower on their own.

Buddies

Your girl will be assigned to a unit upon her arrival. If she wishes to stay in a unit with a friend please let us know when you drop her off and we will try our best to put them in a unit togeher. They will have many chances throughout the day to spend time together. We want to encourage girls to build the confidence to make new friends while at camp.

Transportation

Parents are responsible for transporting their children to and from all camps. Carpooling is encouraged. For summer overnight camp a photo ID is required to pick up a child from camp.

For out-of-camp trips requiring transportation, campers are driven in council-owned or leased vehicles by staff members who are at least 21 years old and who have completed special transportation training and motor vehicle background checks. Seat belts are worn at all times.

Health Care

In a conscious effort to provide a safe and healthy environment for all campers, we require campers to provide the following:

Summer Overnight Camp - A physical exam completed within 12 months of the camper’s stay at camp is necessary for campers, including adult volunteers, who attend resident camp. Health exam forms must be signed by a licensed physician. If a girl arrives at camp without a signed health examination form she will be sent home. Please don’t forget this vital requirement!

The Privacy Act protects all personal and medical information. The disclosure of confidential information is only available to health personnel. It is the camper’s guardian's responsibility to provide this information for each session they attend as forms are not transferred to another camping session and are not available from previous years. We encourage you to make copies of each form before you bring them to camp. All camps have staff members who are First Aid and CPR certified.

Kapers

Kapers are chores girls share while attending camp. Each staff member will model and teach campers proper ways to care for the environment and their camp surroundings. Each unit is responsible for the upkeep and cleaning of their area, and for additional daily camp responsibilities. This may include cleaning the dining hall, latrines, bathhouse, the grounds and other areas. Girls are closely monitored to make sure that established health and safety procedures are used in completing cleaning tasks.

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