New User Space
ACLs provide support to Unit Guiders when new or alternate user space is required. Unit Guiders should be encouraged to take the lead in searching as they are most familiar with the unit’s locale and needs and that of their families. ACLs and Community Guiders can assist by helping to identify potential locations, contacting facilities on behalf of the unit and offering support with contract/permit submissions. All user space updates should be sent to userspace@girlguides.ca.
When determining if a unit can move forward with securing unit space, please consider the following
- Facility requiring a permit (school board or municipality)
- Send your request to the User Space Administrator at on-userspace@girlguides.c
a and they will apply to the appropriate school board.
- Is the space free of charge?
- If yes, please proceed with the booking. Any contracts or agreements need to be reviewed and signed by the Provincial Operations Team Lead. Contracts or agreements that need signing should be submitted by completing the Contract Submission Form.
- Is there a fee for the space?
- If yes, connect with your provincial support to ensure that the cost is permitted. It is strongly encouraged that any contracts or agreements for spaces requiring payment contain termination or amendment clauses should the space need change due to government/GGC protocols relating to COVID-19. Please review this before submitting any contracts or agreements for review and signature. Any contracts or agreements need to be reviewed and signed by the Provincial Operations Team Lead.
- Contracts or agreements (including any invoice) should be submitted by completing the Contract Submission Form.
Please note, that our broker automatically reissues a certificate of insurance for locations we use for regular girl meetings (you do not need to request a new copy each year).
Permit and User Space Renewals
- Facility requiring a permit (school board or municipality)
- User Space at on-userspace@girlguides.ca will confirm the permit renewal with ACL and will submit the renewal application to the appropriate school board as required.
- All other locations
- A unit designate should reach out to their location to determine if space is available for renewal. If yes, please proceed with the renewal. In a case where multiple units meet at the same location, one designate should contact the facility on behalf of all units. Any contracts or agreements need to be reviewed and signed by the Provincial Operations Team Lead. Contracts or agreements that need signing should be submitted by completing the Contract Submission Form.
Amendments to contract or fee structures (including COVID-19 protocols) must be approved and signed by the Provincial Operations Team Lead before space may be renewed. Amended contracts or agreements (including any invoice) should be submitted by completing the Contract Submission Form.