Meeting Space Guidelines & Meeting on Private Property Application

GSEMA Meeting Space Guidelines and Meeting on Private Property Application

If a Girl Scout troop or group would like to gather on private property then a volunteer or staff member must complete and submit this form PRIOR to any meetings on that property. This application must be renewed annually for ongoing gatherings.
GSEMA Meeting Place Policy

GSEMA’s Meeting Place Policy, as detailed in Volunteer Policies and Procedures, states:

"Girl Scouts of Eastern Massachusetts requires that troop/group meetings take place in safe, community settings that are accessible to all members, including girls and adults with disabilities, and adhere to the criteria in the Meeting Space Guidelines (e.g., schools, community centers, libraries, places of worship, etc).”

Choosing a Meeting Space

Guiding questions and considerations for choosing a meeting space can be found in the Troop Management "Planning for Your First Troop Meeting" section of Volunteer Essentials. If you are having difficulty securing a meeting space, please contact us.
Meeting Space Guidelines

All GSEMA troops and groups must meet in spaces that adhere to the guidelines below. In instances where access to community settings is limited, GSEMA may allow troops or groups to meet on private property which meets all of the following safety criteria.
Insurance and Liability
- Homeowners must have valid and current homeowners or renters insurance (with at least $300,000 in personal liability and $1,000 in medical payment coverage).
  - Personal property damage due to Girl Scout activities is at the expense of the homeowner/renter.
- All members of the home who are 18 years or older must complete a criminal background check: Massachusetts CORI/SORI Acknowledgement Form. regardless of whether they are present or not during Girl Scout meetings/activities.
- Homeowner(s) must discourage the presence of younger or older siblings of girls or children of leaders who are not of the appropriate age to participate in troop activities.
- Two unrelated, registered, criminally background checked GSEMA volunteers must be present at all times when working with girls, and at least one of those volunteers must be female.
- Girls must remain in the designated meeting space area and away from restricted areas inside the residence and on the exterior grounds.
- Smoking or drinking alcoholic beverages by all persons present in the meeting space or residence in the presence of girls is prohibited.
- Pets must be secured away from the meeting area, and girls should be restricted from accessing them at all times.
- Girls should be released only to parents, guardians, or an approved adult.
Physical Hazards
- The following must be kept out of reach and properly stored to prevent children from having access to them:
  - Over-the-counter and prescription medications
  - Alcohol
  - Weapons (must be locked away)
  - Pool chemicals
Exterior Grounds
- Access to meeting space must be made accessible to girls and adults with disabilities (or if a member wishes to join the troop who needs accessibility accommodations, volunteers will work with GSEMA staff to find a new meeting space).
- A safe unloading zone and/or sufficient parking for multiple vehicles
- Lighting systems should illuminate entrances, walkways, and parking.
- Sidewalks and exterior stairs must be clear of snow and ice or other hazards.
- If the property has a pool, access should be locked so that girls cannot enter the area.
Interior of Meeting Space

The meeting space must have:
- at least two clearly marked exits to the outside
- accessibility for girls and adults with disabilities (or if a member wishes to join the troop who needs accessibility accommodations, volunteers will work with GSEMA staff to find a new meeting space)
- a high standard of cleanliness and be free of clutter
- sufficient area for girls to be active
- ventilation and a legal, adequate, and safe heating source
- well-lit halways with sufficient spaces for girls to move safely through
- clean steps and stairs that are free of hazards
- secure handrails and railings
- fire extinguishers available and in working order
- smoke alarms installed and in working order
- at least one toilet and sanitary facility accessible to all girls
- a first aid kit available and in proper working order
- access to a reliable phone (land line or strong cellular service)
- emergency phone numbers available, including fire, ambulance, police, and poison control centers.
Other Considerations
- Use of equipment (indoor/ outdoor cooking, play structures or other equipment) requires a GSEMA approved first aider and additional council approval is required for swimming pools and other high-risk activitiies to ensure Safety Activity Checkpoints are met. See www.gsema.org/safety for details. (Note: use of outdoor trampolines is not permitted as defined on page 14 of the Safety Activity Checkpoints.)
Please review GSEMA Meeting Space Guidelines and Safety Standards prior to submitting this application.

Troop or Group Information
Primary Troop Volunteer or Staff Host Name*

First NameLast Name
Email (to receive a copy of this application)
example@example.com
Second Troop Volunteer or Manager Name

First NameLast Name
Troop Number (or Dept):*
Service unit (town/city) where troop meets:*
Service Unit (or GSEMA):
Program Level

Private Residence Information
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
This residence is:
Were you approved to Meet in Homes/Meet on Private Property in MY24 (2023-2024 membership year)?

YesNo

Request Details
Please tell us why you are requesting to hold Girl Scout meetings on private property rather than a public space.
If hosting a Cookie Booth on private property, please list that here.
Please tell us, specifically, which public locations you have researched and why they do not meet your purposes.

Guidelines Agreement - Renewal Application
I am an active, registered volunteer of Girl Scouts of Eastern Massachusetts and have completed the annual Online Volunteer Agreement or a current, active staff member..*

YesNo
I have read GSEMA's Meeting Place Policy in Volunteer Policies and Procedures and Volunteer Essentials' Troop Management section. As such, I agree to adhere to all criteria outlined in the GSEMA Meeting Space Guidelines and Safety Standards section of this form.*

YesNo
All members of my household 18 years or older (named below) have an approved CORI/SORI Acknowledgement Form with GSEMA.*

YesNoThere are no additional adults living in my household
Please list names of all household members over age 18
Please attach a copy of the Declarations page of your updated homeowners/renters insurance for the residence or a letter from your insurance company stating that your have appropriate coverages.*

Browse Files

Cancelof
Signature - please type your name to certify that you understand the conditions of this application.*

Clear
I understand that all personal property damage of loss due to Girl Scout activities is the responsibility of the homeowner/renter and not of GSEMA. I further understand that all members residing in my home who are 18 years of age or older must successfully complete the criminal background check as a condition of holding meetings in my home.
Signature - please type your name to certify that you understand the conditions of this application.
I understand that all personal property damage of loss due to Girl Scout activities is the responsibility of the homeowner/renter and not of GSEMA. I further understand that all members residing in my home who are 18 years of age or older must successfully complete the criminal background check as a condition of holding meetings in my home.
Should be Empty:

GSEMA Meeting Space Guidelines and Meeting on Private Property Application

Meeting Space Guidelines

Troop or Group Information

Private Residence Information

Request Details

Guidelines Agreement - New Application

Guidelines Agreement - Renewal Application