2021 GIRL Fest

1. What are the dates for GIRL Fest? 

• The 2021 GIRL Fest is 06/27/21 – 07/01/21. Check-in will be staggered from Noon to 5 p.m. and check-out will occur from 6 a.m. to 10 a.m. 0n 07/01/21. 

2. Where will GIRL Fest take place?

• GIRL Fest 2021 will take place at ACE Adventure Resort, located in the heart of the New River Gorge in Southern WV (about 19 miles north of Beckley, WV off U.S. Route 19.)
• Find more information about ACE Adventure Resort here. 

3. How can I register for GIRL Fest 2021?

• Troop Registration: Troops must register in proper ratio to attend the event. To register as a troop, please click here. Once we have received your information and deposits for each person attending, GSBDC will provide your contact information to ACE Adventure Resort. ACE will contact you to make your trip, camping and meal reservations.
• Single Girl Registration: The single girl option is only available to girl members in the Black Diamond Council. Single girls need to register here. After your deposit is received, a staff person from GSBDC and ACE Adventure Resort will assist with scheduling trips, camping and meals.
• Single Day Troop Registration: The single day troop option is available only on 06/29/21. Single Day Troops can register here. After your deposit is received, a representative from ACE will contact you to make your trip reservations. You cannot register as a single girl the single day option.

4. How much are the non-refundable deposits?

• Troop Registration: Members registering as a troop will have a $25 deposit per person.
• Single Girl Registration: Due to the extra support needed for single girls, a $50 deposit per girl is required.
• Single Day Troop Registration: Members registering as a troop for the single day will have a $25 deposit per person.

5. What is the process for receiving the tax exemption status for this event? 

• To remove the 6% WV Sales Tax from your reservation, you will need to submit a “Streamlined Sales Tax Agreement, Certificate of Exemption”. You will receive that form from ACE as part of the reservation process.

6. What are the Package options available for the event?

• There are 2 options, for girls and adults attending in ratio, from which to choose for the event:
  • 4 nights of camping and meals with 3 high adventure activities, plus waterpark access and Girl Scout program activities
  • 1 day “Build Your Own” Single Day package is available on Friday, 06/29/21 ONLY.

7.  What is the pricing schedule for the event?

• Troop Registration:
  • GSBDC Program Fees: The Early Bird Pricing for troops is $85 per participant. After 01/15/21, the price increases to $125 per participant.
  • ACE Adventure Resort: Participants will be charged $379 per person for camping, meals and high adventure activities.
• Single Girl Registration: This option is only available to girls in the Black Diamond Council.
  • GSBDC Program Fees: The Early Bird Pricing for single girls is $150 per participant. After 01/15/21, single girl pricing increases to $190 per participant.
  • ACE Adventure Resort: Participants will be charged $379 per person for camping, meals and high adventure activities.
• Single Day Option (06/29/21): The “Build Your Own” One-Day package price will vary depending on items selected, plus the program activity fee. Members must attend in proper troop ratio.
  • GSBDC Program Fee: Members must attend in proper troop ratio and will be charged $50 per participant. There is no early bird pricing for single day participation.
  • ACE Adventure Resort: The “Build Your Own” One Day package price will vary depending on items selected for the single day.

8. What do you mean when you talk about being in proper Adult to Girl ratio?

The following listing is the recommended minimum number of adults needed to chaperone during GIRL Fest per number of girls attending.  If you have a multi-grade level group attending, then default to the youngest grade level ratios in attendance. 

• Adult Supervision. The adult-to-girl ratio is two non-related adults, including one woman, for every:
  • 16 Girl Scout Juniors
  • 20 Girl Scout Cadettes
  • 24 Girl Scout Seniors
  • 24 Girl Scout Ambassadors
• There should be one extra adult for every additional:
  • 1–8 Girl Scout Juniors
  • 1–10 Girl Scout Cadettes
  • 1–12 Girl Scout Seniors
  • 1–12 Girl Scout Ambassadors

Note: Remember, you might want extra adults to be able to chaperone the girls on the adventure trips that they choose to sign up for (ACE Adventure Resort will not let the girls on a trip without adequate chaperones) and extras to provide chaperone breaks over this multi-day experience.

9. What does the Girl Scout Program fee cover that is included in the packages?

• Shuttle bus transportation for the event.
• Girl Scout opportunities:
  • Girl Scout badge work station activities
  • Special program vendor opportunities
  • Special Girl Scout social functions scheduled in the evenings
• Snack provided at the special Girl Scout social functions
• GIRL Fest Commemorative Event Patch
• Girl Scout Badge (if they earn the requirements at the station) and/or special participant patches (if they visit the special program vendor exhibits/stations offered).
• Other event logistical support costs are pro-rated into the price set for individual participants for the day.

10. What is the Early Bird pricing and when is the deadline for this price?

• The Early Bird pricing provides a $40 discount off the price per person on multiday package price for reservations reserved by 01/15/21.
• That discount brings the girls and adults attending in proper ratio Girl Scout price to $85/person and the single girl rate to $150/person. ACE Adventure Resort will have additional costs and pricing per person.

11. I would like to qualify for the Early Bird pricing. What do I need to do to lock in this cheaper price?

• The non-refundable deposit for the Early Bird price is due on 01/15/21. Failure to pay the non-refundable deposit by 01/15/21 will result in the participant losing their Early Bird pricing. 

12. What is the non-refundable deposit and Payment Policy for the Multi-Day Event?

• All deposits for Girl Scouts of Black Diamond programming fees are non-refundable. After 04/30/21, no amounts will be refunded.
• ACE Adventure Resort will not refund any activity or lodging upgrade deposits. However, they will issue a Rain Check that your troop or single girl can use at a later date.
• The balance for the reservation is due 04/30/21.
• Participants may make payments toward their final bill as often as they would like to Girl Scouts of Black Diamond Council and ACE Adventure Resort up until the final deadline of 04/30/21.

13. What other costs and fees are added to the reservation package?

• The New River Gorge National River and Gauley River Recreational Area are permitted recreation areas by the National Park Service and regulated by the Department of Natural Resources.  A $3/person, per activity Resource Use Fee is applied to each reservation.
• Guide gratuities are not included in the reservation pricing. They are not required, but always appreciated.

14. What if I am registering after the Early Bird deadline?  How much will I pay for Girl FEST 2021?

• Troop Registration: Girls and Adults attending in ratio will pay $125 per person after the Early Bird Deadline in programming fees. ACE’s pricing will not change from $379.
• Single Girls: Black Diamond girls attending without an adult chaperone will pay $190 per person after the Early Bird Deadline. ACE’s pricing will not change from $379.

15. My troop/I (single girl) is/am planning on attending the event.  When is the final payment due?

• Full payments are due to both Girl Scouts of Black Diamond Council and ACE by 04/30/21.
• Any reservations made on 04/30/21, will need pay all fees in full with both Girl Scouts of Black Diamond Council and ACE.

16. What if I am not able to attend the event, but I have made a reservation?

• ALL DEPOSITS ARE NON-REFUNDABLE. 
• Cancellations made prior to 04/30/21 will receive a full refund minus the non-refundable deposits and 10% administrative fee.
• Cancellations made after 04/30/21 will receive a rain check with ACE Adventure Resort for the reserved activities. No refunds will be given by Girl Scouts of Black Diamond Council.
• Registrations can transfer to a new girl if needed.

17. What forms are needed to attend GIRL Fest 2021?

• Health Examination Form for Minors and Adults with proof of tetanus shot. Must be within 1 year.
• Adult and Minor Photo/Video release
• Swim Test Form (Needed if planning to use the Waterpark, go on Whitewater Rafting, or go on the Kayak/Stand Up Paddleboarding Trips)
• ACE Adventure Waiver

18. Does ACE Adventure Resort have any forms that need completed to participate in activities at the resort?

• ACE has their own General Waiver and Water Park Waiver forms that will be sent to you as part of the reservation process.

19. Is ACE open to the public during GIRL Fest 2021? I have safety concerns.

• ACE will remain open to the public during the event for their general activities. However, Girl Scout camping and event spaces are separate from the general public.
• The public will not be allowed to attend half-day and rafting activities that contain Girl and Adult Members. 
• ACE has security personnel at the Waterpark from 9 a.m. to 8 p.m. and 24/7 throughout the resort. There are a limited number of cameras monitoring the main parking lot at the resort.
• All activities will have a certified guide who have received criminal background checks.
• The waterpark will remain open to the public during the event. However, the waterpark is gated, and no one can enter without a wristband and signing a waiver/liability form with ACE.
• Prior to entering the lake, each person receives a PFD. No one can enter the lake without going through the PFD station. No one can exit the gate without turning in their PFD.
• Troops and Girls must remain in proper adult to girl ratio when they are not at their scheduled activities.
• Anyone under the age of 18 must have an adult with them during guided trip activities.

20. What grade-level/grade does my Girl Scout have to be to participate?

• Current Girl Scouts who are Juniors, Cadettes, Seniors and Ambassadors (Girl Scouts in 4th-12th grades) for the 2020-2021 Girl Scout Membership Year or school year may attend. However, girls should also have the maturity to handle being away from home and being in an outdoor environment.

21. Who can participate in GIRL Fest 2021? Can I participate in this event?

• GIRL Fest 2021 at ACE is open to girls from any Girl Scout Council in the nation, if they are currently in 4th-12th grades during this current Girl Scout membership year. Participants may register as a Girl Scout troop/group in proper ratio. Girl Scouts from Girl Scouts of Black Diamond Council can register as single girls.
• Non-registered girls in the Girl Scouts of Black Diamond Council jurisdiction can attend the event if they register as a Girl Member and pay the $25 Girl Membership Fees before the payment deadlines for the event. Single girls, not attending with a troop, will be assigned a surrogate leader during the event and will pay a higher fee.

22. Our Troop has a male leader/assistant leader. Can they attend?

• We love our male volunteers---we appreciate them, like all volunteers. Male leaders/assistant leaders will have a separate camping area and bathroom facilities outside of the Girl Scout camping area and bathing facilities.
• Troops traveling with a registered male adult member will still need to maintain proper chaperone ratio in the camping areas.

23. What about a participant’s physical ability? 

• There is a lot of physical activity required at the GIRL Fest due to the nature of High Adventure. All participants, both individuals and girl/adult members attending as a troop/group, should be made aware of this aspect of the event. Please select registered volunteers that can participate alongside their Girl Scouts in the fun-filled world of high adventure.
• This also helps to shape shared memories for you and your troop. Discuss all half-day activities with your troop to determine what are the best opportunities and the best adult member chaperone to attend those opportunities.
• You can find videos of ACE’s activities at www.youtube.com and searching for ACE Adventure Resort.

24. What is the age, height and weight restrictions on the high adventure activities provided by ACE?

25. Will we be served meals at GIRL Fest 2021?

• ACE will be providing all meals for the event, including breakfast, lunch and dinner.
• Lunch will be provided each morning as a ‘pack-n-go’ option, so the girls will be able to take it to each activity and not have to return to the dining area during the day. You should consider bringing an insulated lunch bag for your lunch while “on the go” to keep sandwiches cool.
• A daily evening snack will be provided, but we encourage girls to bring additional snacks. There will be a designated snack location, so food products can be stored. This area will not have refrigeration. A designated food storage location is necessary to reduce the attraction of wild animals. Food can also be kept in personal vehichles. 
• ACE has additional food for purchase in the waterpark area and Outfitter’s Store.
• NUTS AND PEANUT BUTTER ARE PROHIBITED DUE TO ALLERGIES.
• Your first meal will be dinner on Sunday (06/27/21). A final continental breakfast will be served on Thursday (07/01/21) morning.

26. I and/or my Girl Scout have special dietary needs. How can this be accommodated?

• Please let us know in advance if you have special dietary needs and the ACE kitchen will do their best to accommodate you.
• ACE will take this information during the reservation process. However, with a specialized diet, such as gluten-free, keto, diabetic, vegan, we recommend bringing staple foods. We will do our best to provide adequate storage for those needing specialized diets due to health restrictions.

27. I would like to register as a single girl. How do I complete this process?

• Girls from Girl Scouts of Black Diamond Council have the option of registering as a single girl. Unfortunately, we are not able to open this option to girls outside of council.
• We will design surrogate troops proper chaperone ratio to meet the needs of the single girl participant. This surrogate troop will function as a traditional troop during the event with a surrogate troop leader and an assistant troop leader.
• The adopted troop leader and assistant troop leader will follow standard protocols and policy to ensure the safety of each single girl participant.

28. Only my daughter and one other girl from the troop are interested in attending. Would we be allowed to register for GIRL Fest, since we are not in the proper minimum recommended girl/adult safety ratios? 

• Participants are strongly encouraged to attend as larger troop or group with at least the minimum number of adults to girl ratio as specified in the Safety Activity Checkpoints. That way, you all can best determine which adults will be attending certain trips that girls have signed up for. In addition, the adults can be able to take turns being on chaperone duty during GIRL Fest.
• If a Black Diamond Council member cannot find another troop or group to join up with to register for GIRL Fest, then you will be grouped up with others in similar situations for the event by GIRL Fest Committee, so that we can have the proper overall girl/adult ratios. This option would only be available to Black Diamond Council members only. Out-of-council participants must attend as a troop or group with at least the minimum proper chaperone ratio to be approved for their travel trip to GIRL Fest by their home council.

29. How will GIRL Fest programming be organized?

• The Girl Scout specific programming is generally free-flowing. Participants come and go as they wish, enjoying activities around the designated event space and the ACE campus each day. However, there will be certain activities/opportunities that will appear on each day’s schedule that only occur at a certain time. Some things are optional; some things are not (like meal times—if you miss those, you are out of luck). The Flag ceremony starts each morning at 7 a.m. and quiet time begins in the tent unit each day at 10:30 p.m.
• ACE will provide you with an itinerary with your guided activities. Each troop will be scheduled for a specific time to participate in the activity they choose during the reservation process. The public will not be allowed on Girl Scout trips. Your troop must show up at the scheduled time to participate in the activity on your specific itinerary.
• Those registering early will have preference over the trip time slots activity availability.

30. What sleeping arrangements are available?

• Camping is included in the base package price, but upgrades are available at various costs. GIRL Fest attendees can contact ACE to determine the specific costs of the upgrades. Upgrades include cabins, platform tents and bunkhouses.
• Girl Scouts and Adult Members will need to bring tents, sleeping pads and sleeping bags. An additional fee can be added if troops need to rent tents and sleeping pads.
• The event space and camping areas will be closed to the public during the event.

31. Can I park near the campground?

There will be designated parking for those attending the event. Shuttle services will be available to take Girl Scouts to and from the main event and camping space. This shuttle service will only be open to Girl Scouts and Adult Members.

32. What about Bathroom/Showers?

• There will be showers and toilets available to Girl Scouts and Adult Members throughout the event.

33. What about internet service and cell service?

• There is limited cell phone service at ACE (We understand that AT&T Cell Service works the best at ACE); however, there are Wi-Fi services located at the main buildings.

34. Will ACE be open to the public during GIRL Fest?

• ACE will be open to the public during the event. Troops must maintain ratio during the event. We will have surrogate troops for girls from Girl Scouts of Black Diamond Council attending as a single girl.
• The event space and camping areas will be closed to the public during the event.
• ACE has security in place to help protect all participants wishing to engage in adventurous outdoor activities.
• All guided activities with Girl Scouts on the trip will be limited to Girl Scouts and Adult Members who have completed a criminal background check.

35. What if I get injured during the event?

• Girl Scouts of Black Diamond Council will have a First Aid Station set up at the event to help with minor injuries, such as bug bites, sunburn or minor scraps.
• In case of an emergency, local Emergency Services will be used to transport and treat Girl Scouts and Adult Members attending the event.
• Please remember to complete and submit all required medical and health forms (must be within year), including the consent to treat.
• Please bring any necessary medical equipment and medications. All medications must be in the original prescription bottles with the dosage amounts listed on it. Please have all the necessary paperwork completed concerning medications and medical devices prior to the event, so we can better serve you. Please remember Girl Scouts of Black Diamond Council staff are not trained medical professionals, and we will have the required First Aiders as outlined in the Safety Activity Checkpoints.

36. What should I bring to go rafting and participating in guided activities?

• You should check out the “What to Bring” page on ACE’s website for the most detailed resource.
• You will also receive a packing and gear list for GSBDC that discuss other items to bring to GIRL Fest. These informational pieces will be received as part of a Welcome Email once memberships and Criminal Back Checks are verified.

37. How do I get to ACE Adventure Resort?

• You will find directions to ACE here. You may lose cellphone service while you are driving here, so make sure you have a backup.