Ontario Girl Guides of Canada

• Participants must register as part of a unit (individuals cannot attend alone) and be registered by their Unit Guider using the online registration form.
• The Unit Guider should be listed as the Primary Registrant, and they will be the main contact person for the Outdoor Experience.
• The Unit Guider should select an experience from the Outdoor Experience Map and follow the prompts on the registration form to provide their unit information and their Home Contact Person’s information.
• Safe Guide requires that a Home Contact Person be “an adult member, female GGC employee, or non-member volunteer who does not attend the activity or event and who serves as the communications link between the activity participants and their families back home.” Learn more.
• The Unit Guider should follow the prompts on the registration form to add participants. Everyone who plans on attending the Outdoor Experience (e.g., youth members, adults, the Primary Registrant) must be registered.
• Please be sure to fill in participant names, iMIS numbers, and special requirements (e.g., dietary restrictions). For Overnight Experiences, you must also indicate whether the girl participant is applying for financial assistance.
• If Junior Leaders will be joining your experience, register them as girl participants. For more details on Junior Leaders, see the Terms and Conditions.
• Safe Guide requires that each Outdoor Experience has an individual who is designated as the Responsible Guider. Unit Guiders may indicate their interest in volunteering for this role on the registration form.
• If you select yes, you may be asked to be the Responsible Guider for all units at the Outdoor Experience, not just your own. That means you will act as a liaison between the facility and other attendees, be present for the full duration of the experience, and enact procedure in the case of emergency, among other things. Learn more.
• Unit Guiders must indicate on the registration form which adult is their First Aider. Each unit must have a First Aider in accordance with Safe Guide requirements.
• Please ensure that your First Aider’s first aid certification will not expire before the Outdoor Experience ends.
• Upon submission of the registration form, an automated confirmation email will be sent to the primary registrant. No payment will be taken at this time.
• This email contains login details that can be used to make necessary changes to your registration.
• You can change details (e.g., participant names, iMIS numbers, special requirements) up until the Thursday two weeks before your experience start date.
• Cancellations can be made without penalty up until the Thursday four weeks before the start of your experience. For cancellations after that date, you will need to send an email to on-outdoorexperiencesfaq@girlguides.ca.
• Upon receiving a completed registration form, Outdoor Experience staff will review the registration details to ensure that the unit has a valid First Aider and Home Contact Person and that the Safe Guide ratio is met. Applicants will be granted financial assistance based on the information on file (Overnight Experiences only). The subsidy will be applied to the payment balance on the unit’s online registration. Full details on the financial assistance process can be found on the Financial Assistance page.
• If necessary, Unit Guiders can distribute the financial assistance application link to parents who wish to apply for financial assistance but have not received it based on the existing information in our database. To receive the link, send an email to on-outdoorexperiencesfaq@girlguides.ca
• Four weeks before the experience start date, a deposit (50% for Day Experiences; 10% for Overnight Experiences) will be transferred from the unit’s bank account. This deposit is required for registration and is non-refundable and non-transferable. If there are insufficient funds in the account to cover the deposit payment, the Primary Registrant will be contacted, and the registration may be cancelled. Once the deposit payment has cleared from the unit’s bank account, the unit has been successfully registered.
• Two weeks before the start of the Outdoor Experience, the remaining balance + HST (only for Overnight Experiences)  will be automatically transferred from the unit’s bank account. If there are insufficient funds in the account to cover a balance payment, the Primary Registrant will be contacted, and the registration may be cancelled.
• Unit Guiders should distribute all the necessary information (e.g., details of the experience, address of the facility, any necessary paperwork) to the registered participants.
• A pre-arrival handbook will be sent to Primary Registrants at least two weeks prior to the experience start date that includes the following:
• General packing list
• Menu
• Rooming list
• Activity list and schedule
• GGC protects and respects your privacy. Your personal information will be used within our organization only for the purposes of this program. We do not provide or sell this information to outside organizations. For further information, see the Girl Guides of Canada Privacy Statement.
• ePLY, the registration software used for these activities, states the following: “we will not release any collected information to any party other than the Client except if (a) authorized by the Client, (b) as part of the payment collection process, or (c) if required by law.” For more information, read ePLY’s full privacy policy.

Payment can be made only through unit bank transfer. Payments are transferred directly from the booking unit’s account in our centralized banking system. Processing may take up to 10 days. Once the deposit payment has cleared from a unit’s bank account, the unit has been successfully registered.

For information on fees, payments, cancellations, changes, and refunds, see Terms and Conditions.

For information on subsidies, see Financial Assistance.