How parents decide to transport girls between their homes and Girl Scout meetings is each
parent’s individual decision and responsibility.
Leaders must obtain parent/guardian permission when girls are being transported outside of the
meeting place.
Girls may never be transported in flatbed or panel trucks, in the bed of a pickup or in a campertrailer.
If the group is traveling at least four hours or 240 miles in a non-commercial vehicle, the drivers’
motor vehicle records will be checked.
Private transportation includes:

Privately-owned passenger vehicles, recreational vehicles and campers

Rental cars, recreational vehicles and campers

Chartered buses, boats and flights
For planned Girl Scout field trips and other activities outside normal troop meetings, when a
troop will be transported in private vehicles:

Every driver must be an approved adult volunteer, at least 21 years of age

Every driver must have a valid operator’s license appropriate to the vehicle, a good
driving record and a registered/insured vehicle

State laws must be followed, even if they are more stringent than the guidelines here

Girls can never drive other girls. Girls who are licensed drivers and who are under 21
years of age can only drive themselves and parents/guardians to an event

If a troop is traveling in one vehicle, there must be at least two unrelated, approved adult
volunteers in the vehicle, at least one of whom is female, and the adult-to-girl ratios must
be followed

If a troop is traveling in more than one vehicle, the entire troop must consist of at least
two unrelated, approved adult volunteers, at least one of whom is female, and the adultto-girl ratios must be followed. Care should be taken so that no single car (with a single
adult driver) is separated from the troop for an extended length of time

Use of 15-passenger vans is prohibited (see Position Papers)
Check with the Council Troop Trip Coordinator to make sure you are following accepted
practices when using private transportation; this ensures that both you and Girl Scouts of
Eastern Missouri are protected by liability insurance in the event of an accident.
Please keep in mind the following non-negotiable points regarding private transportation:

Even though written agreements are always required when renting or chartering, you are
not authorized to sign an agreement or contract—even if there is no cost associated with
the rental. Such agreements must be handled by the Council Troop Trip Coordinator

All contracts for car, van or bus rental must be approved by the Director, Camping
Services and RiskManagement

If your council has given permission to use a rented car, read all rental agreements to be
sure you comply with their terms. Note the minimum age of drivers (often 25), as well as
the maximum age (often under 70). Be sure the car is adequately insured and know who
is responsible for damage to or the loss of the vehicle. Many rental contracts leave the
troop/volunteer liable for damages and claims

Ensure you have a good paper trail with evidence that the vehicle rental is Girl Scout–
related

Anyone driving a vehicle with more than 12 passengers must also be a professional
driver who possesses a commercial driver’s license (CDL). Check with the Council
Troop Trip Coordinator for specific rules about renting large vehicles
Consider bus capacity when chartering a bus. There must be a seat for
every passenger. Bus company insurance must be verified by Eastern Missouri. The company
must supply the vehicle and the driver. Chartering a bus usually requires an agreement or
contract. The cost generally remains the same regardless of the number of passengers.
School bus use is not advisable for long trips. Insurance carried by a school
district does not always apply to the use of a bus by outside groups or for travel outside the
school district. Eastern Missouri may need to purchase additional primary insurance to cover
school bus use by Girl Scouts. An experienced driver covered by workman’s compensation
must be secured. Conditions of buses vary with community standards. There may be no real
cost savings over a chartered bus.

Contact Eastern Missouri for suggestions on bus or car/van rental companies

Contact the bus or car/van rental company for cost and a copy of the contract

Review the terms of the contract/agreement

Mail the contract to the Council Troop Trip Coordinator

Eastern Missouri will mail approved contracts to the individual who submitted the
contract or will notify her/him that it cannot be approved

Eastern Missouri will verify that a Certificate of Insurance is on file for the specified bus
company or request one if needed

Allow 10 working days for approval or communication
When driving a car, RV or camper, take the following precautions and ask other drivers to do
the same:

Keep directions and a road map in the car along with a first-aid kit and a flashlight

Check lights, signals, tires, windshield wipers, horns and fluid levels before each trip and
check them periodically on long trips

Keep all necessary papers up to date, such as your driver’s license, vehicle registration,
any state or local inspections, insurance coverage, etc.

Wear your seat belt at all times and insist that all passengers do the same; keep girls
under 12 in the back seats and follow Position Paper guidelines for Child Safety
Restraints and Booster Seat Law

Follow all established rules of the road in the state in which you are driving (following the
speed limit, not talking or texting on a cell phone or other personal electronic device, not
using earbuds or headphones, etc.)

Avoid driving for extended periods at night, when tired or when taking medication that
makes you drowsy

Plan rest stops every few hours; if driving with others, prearrange stopping places along
the way. When planning longer trips, arrange for relief drivers. Check with the Council’s
Troop Trip Coordinator for specific guidelines
Public transportation is the safest way to travel. This form of transportation includes trains,
commercial airlines, buses and cruise lines. Carriers are subject to regulations that set
standards for equipment, personnel and insurance. Carriers have primary responsibility for the
operation, conveyance and operating personnel. Time schedules and routes are established by
the companies. It may be possible to negotiate reduced group fares.