1. Rental Conditions

Chapter 3 Usage, Conditions of, and Reservations

Scout Camp Otter Lake QC is primarily for use by Groups and Members of Scouts Canada, but can also be rented by 3rd party organizations. Unfortunately, at this time we are not prepared to rent to the general public. Rental of a site(s) or facility is done by completing the Reservation Process as defined below. In addition to the Reservation Process, any third party rental requests must meet the additional requirements as specified in the applicable section below.

3.1    Scouts Canada Groups and Users

The Camp, its facilities, or camp sites may be rented by any Scouting entity recognized to be a member of Scouts Canada provided the following are satisfied:

3.1.1    Adults – Scouting Members and Non-Scouting Members    All Adults, both those who are Scouting members and those who are not, must meet the requirements specified in the Scouts Canada Volunteer Screening Policy (see http://www.scouts.ca/cys/SC-CYS-VolunteerScreeningPolicy-eng.pdf)     A copy of all supporting documents should be available on site for the Camp Warden if requested. e.g. the signed Scouts Canada Hold Harmless form, and the Code of Conduct.

3.1.2    Non- Registered Youth

The renting entity must have a completed and signed Hold Harmless form for any unregistered youth on site at the camp, and the youth should be aware of the expected conduct.

3.1.3    Insurance

While all members of Scouts Canada are covered by the organization’s insurance, the primary insurance for individuals’ is considered to be their personal insurance, e.g Provincial or Private/3rd party insurance.

3.1.4    Booking Camp Usage

Follow the direction provided in section 3.4 to book the camp. Of note Scouting Groups and Members are given priority over 3rd Party requests.

3.2     Third Party Usage (Organizations and Groups)

Third Party renters are considered to be any organization, company, or group which is not directly associated to Scouts Canada. This includes other members of the World Organization of Scout Movement, Cadets, Girl Guides, etc. Third Party renters can rent the camp provided they satisfy the conditions listed below and the request will be considered after any Scouts Canada related reservation request.

3.2.1    Organizational Hold Harmless Agreement

The Renter’s organization must sign the Scouts Canada Organizational Hold Harmless Form. The form is available at http://www.scouts.ca/bpp/forms/Hold-Harmless_Organizational.pdf

3.2.2    Insurance

The Third Party Organization must provide a General Liability Insurance Certificate from their insurer for a minimum of $2,000,000.00 (2 million) with Scouts Canada as a named insured on the certificate.

3.2.3    Conduct:

While the Third Party is not a member of Scouts Canada, they are expected/required to act and conduct themselves in a manner that would not reflect negatively on Scouts Canada.

3.2.4    Booking Usage

Third Party entities can book Scout Camp Otter Lake QC using the Reservation Process described below. The booking will not be considered confirmed until the Camp Committee receives: A) the Organizational Hold Harmless Form; B) the General Liability Insurance Certificate; C) the Payment.

Until the camp committee receives these items the booking is tentative and if a request from a Scouting Group is received for the same period and locations, the Scouting Group will have priority.

3.2.5    Third Party Rental Rates

Third Parties may rent the site(s) /facility at a rate of one and half (1.5) times the posted rates, rounded up to the nearest dollar.  

3.2.6    Third Party Notes:

1.   Girl Guides of Canada: At the National Level the necessary paperwork and agreements have been done between Scouts Canada and The Girl Guides of Canada to allow the Girl Guides organization to rent Scouts Canada Properties. This means requests from The Girl Guides of Canada do not need to submit the 3 requested documents.

2.   Any Third Party special requirements or requests may modify the rental cost of the camp.


3.4    Reservation Process

The reservation of site(s)/facility is accomplished by:

  1. Check for available dates using the Calendar at: https://sites.google.com/site/campotterlakemgmtctee/camp-otter-lake-qc-rentals .
  2. Check the Camp Map to identify the site(s)/ facility you wish to rent; <see figure 1>
  3. Review the Conditions of Rental to ensure you comply with the requirements;
  4. Complete the Camp Otter Lake QC Rental Request form and send it to the Camp Booking officer. Either fill it out online, or download and email it to  desireetremblay@hotmail.com .
    1. The online form is available at: *preferred method https://www.cognitoforms.com/Home258/CampOtterLakeQCRegistrationRequest .
    2. The form may also be downloaded in either MS Word or PDF format from the following site https://sites.google.com/site/campotterlakemgmtctee/camp-otter-lake-qc-rentals .
  5. The Camp Booking Officer will send you an email confirming your rental request tentative on any outstanding conditions and receipt of payment. The email will provide confirmation of the following:
    1. The availability of the site(s)/facility as requested
    2. The cost of the rental
    3. The cost of any Badges requested
    4. Any outstanding items to meet the conditions and who to contact regarding the outstanding conditions, e.g. for 3rd Party rentals.
    5. Confirmation of payment directions
    6. Upon receipt of the Booking Officer’s email confirming availability and cost, the requested will be tentatively booked pending receipt of payment.

3.5    Payment

Payment is accepted by cash or cheque. Cheques are to be made payable to
                Scouts Canada – Camp Otter Lake QC”.

Payment is to be sent to:          "Perry Schippers c/o Voyageur Council

1345 Baseline Road, Suite 200,

Ottawa, ON, K2C 0A7”