High Adventure Vendor List Procedures

My high adventure vendor isn't on the list! What do I do?
If the vendor is not on the list, when scheduling your activity, tell them that because your activity is considered High Adventure by GSUSA safety guidelines as defined in Safety-Wise Activity Checkpoints, the company needs to provide GSCNC a copy of their Certificate of Insurance that:

Indicates at least $1,000,000 General Liability Insurance
Lists GSCNC as a Certificate Holder
Lists GSCNC as Additionally Insured.

Certificates of Insurance must be sent to:
GSCNC Attn High Adventure
4301 Connecticut Ave NW Suite M-2
Washington, DC 20008

OR Fax: 202-274-2161 Attn: High Adventure

My vendor is already on the list. Do I need to do anything else before the event?
First, make sure that the expiration date on their insurance is after your activity date. If that is true, remember that you need special permission from parents and guardians.

Why has my high adventure vendor's Certificate Of Insurance disappeared from the list?
Certificates of Insurance generally expire after 1 year. If your vendor was listed a few weeks ago, and is not listed now, it is most likely due to expiration. Occasionally, we will remove a vendor from the list due to leader complaints about safety procedures. You can call Susan Kabat at 202-274-3305 for more information. If the COI has expired, you should contact the vendor and ask them to send a new certificate to GSCNC.

Why do I have to call the vendor?
Vendors are more likely to respond quickly to the request for a Certificate Of Insurance from a person who wants to pay them for their services.

What, exactly, am I asking my vendor for when I am requesting information from them?
You are asking your vendor to provide proof of insurance, so that GSCNC is aware that they carry appropriate insurance. This means a Certificate of Insurance that:

Indicates at least $1,000,000 General Liability Insurance
Lists GSCNC as a Certificate Holder
Lists GSCNC as Additionally Insured

What do I say when I call?
If you are not sure what to say, we have a sample script located at http://register.gscnc.org/vendor/keypoints.asp

How long does it take to get a high adventure vendor on the list?
Please allow at least four weeks before your proposed event date to ensure that your vendor is added to the high adventure list. GSCNC updates the list once a week, on Mondays. However, it may take your vendor some time to get the certificate sent to GSCNC by their insurance company.

Do high adventure vendors need to submit their COI every time a troop visits?
Vendor information will be available on our searchable database through the end of the COI policy date. Once it expires, vendors will be contacted by the Council to submit a new copy of their policy in order to stay on the Approved High Adventure Vendor List. Some insurance companies can automatically send new policies once they are created.

The vendor says they've never been asked for a COI before by a Girl Scout group - why do we need one?
If they have never been asked for a COI before, that means that other leaders may not have been aware of these guidelines. By providing the COI, the vendor is making it easier for troops to find their information and use their services in the future. If an activity is high adventure, in order for a troop to participate, the COI needs to be on file with the council.

How will I know when you’ve received the Certificate Of Insurance?
COIs are updated once a week, on Mondays. You can check the high adventure database at http://register.gscnc.org/vendor to see if your vendor is now listed. It can take up to four weeks for a vendor to contact their insurance company, for the insurance company to forward the COI, and for it to be entered in the database. Please allow at least four weeks before calling.

When will I hear back about my questions?
The High Adventure phone line and email is checked twice a week, on Monday and Friday. If you call with a question, you will get a response on either the next Monday or Friday.

The vendor told me they’d like to advertise to Girl Scouts. Where should I refer them?
If a vendor is interested in advertising to Girl Scouts, you can refer them to the Program Department for information about advertising their programs on our website, email newsletter and Yellow Pages publication. They can contact the Program Department Assistant at rarellano@gscnc.org.

If you have a question about whether or not a COI is required, please contact GSCNC. To access the high adventure vendor database, go to http://register.gscnc.org/vendor.

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