Planning an Event in Ontario

Event Planning Resources
This page is to provide volunteers that wish to plan events the resources and information to do so.
If at any time you have questions about the event process, please email event.registration@guidesontario.org or contact us by phone at 1-877-323-4545 ext. 2423.

Types of events
There are four types of events listed on the calendar, which include:
Girl Focused Camping and Overnight – majority of registrants are girl members, the content of the event is program-related and the event includes an overnight component
Girl Focused Day Opportunities – majority of registrants are girl members, the content of the event is program-related and the event runs for one day only
Adult/Sisterhood Socials – majority of registrants are adult members and the purpose of the event is to promote the sisterhood of Guiding
Training and Enrichment– majority of registrants are adult members and the purpose of the event is to focus on training and enrichment

Registration and administrative support

Depending on the nature of the event, Ontario Council may provide administrative support to the Event Planner. Administrative support can include accepting registrations online, budgetary support, financial reconciliation, support promoting the event to other Guiding members and support with any general questions.

Determining whether or not an event is eligible for administrative support

Administrative support is provided if an event is targeted solely towards members of GGCOC and meets at least one of the criteria listed below:
  • The event has capacity to accept over 100 registrants
  • The event budget is over $2,000
  • The event has a fundraising component
  • The event includes GGC TEAM modules
  • The event has been initiated by a senior volunteer within the organization (i.e. an ACL wishes to run a sisterhood event in her community)

Events that don't meet the criteria for administrative support

If the event doesn’t meet the criteria for administrative support, it is considered a posting only. It will still go under one of the categories identified above and it will be on the calendar for informational purposes. Postings only include the details about the event such as the eligible registrants, location, time and date and a description detailing what the event is all about. When an event is a posting only, registration is not accepted via the event calendar, but there is an explanation in the description of the event about to how to register.

Administrative support requirements for planners working with an Event Coordinator

Budget development

Budgets

All events need a budget. Event Planners should plan a break-even* budget, meaning Event Planners structure the budget in a way that ensures the anticipated revenue matches the anticipated expenses. Throughout the planning process, Event Planners are required to review and revise the budget in collaboration with their Event Coordinator to ensure that revenues and expenses are on track. Event Planners working with an Event Coordinator are required to use the appropriate budget template.

*What about fundraising events? If the event’s purpose is to raise funds, or if the event includes a fundraising component and the fundraising is outside of Girl Guide Cookies, then the Event Planner must submit the FR.1 Fundraising Application Form to request approval for the fundraiser. 

HST

Charging HST on certain events is a requirement of the Canada Revenue Agency. The Event Coordinator will help the Event Planner determine whether or not the event is HST eligible and will help ensure the budget accurately reflects HST eligibility. Typically, HST is charged when the event includes an overnight component or when the event is targeted to individuals 14 years of age and older.

Registration fees

It is recommended that Event Planners simplify the event budget by having one price point for adults and/or girls. Having various price points makes it confusing for the registrant and complicates the budget creation process.

Thank you gifts

Financial reimbursements to volunteers are restricted to actual expenses incurred by the individual submitting the request. Honorariums and gifts instead of expense reimbursement (i.e. gift cards, prepaid credit cards etc.) are also prohibited. There are no exceptions to these rules. In lieu of monetary gifts to thank volunteers for assisting with an event, Event Planners are encouraged to consider non-monetary items. Volunteer gifts must be built in to the event's budget and must not exceed a total of $20 per gift per person. Please review this document for more information regarding volunteer reimbursement and recognition.

Campership

Depending on the nature of the event, registrants may be eligible to apply for assistance through the Event Campership program.

Paid staff

If an event budget includes a provision to hire paid staff to support the activities at an event (e.g. lifeguards), this hiring needs to be facilitated through Ontario Council. The Event Coordinator can help connect the Event Planner with the correct staff members at the office to facilitate hiring paid staff. Please note that it is not acceptable for an individual to perform paid work and get paid through the form of an invoice unless they own their own company which performs that service and meets the criteria established for Third Party Service Providers as outlined in Safe Guide.


Expenses

Purchases

Purchases may only be made after the Event Planner and the Event Coordinator confirm that adequate revenue has been collected to proceed with the event. Some exceptions may be considered;  Event Planners should speak with their Event Coordinator for details.

Reimbursement for expenses

There are four ways to handle purchasing items associated with an event:
  1. Purchase card – a purchase card is a Visa provided by Ontario Council that allows Event Planners to purchase supplies without being out of pocket. When the Event Planner makes a purchase, she should retain the receipt. On a monthly basis, a statement will be emailed to her, at which point she will submit the statement and receipts to the Ontario office.
  2. Invoicing – some suppliers may be willing to provide their goods and services and bill the organization for them afterwards.
  3. Expense forms – an expense form is used for reimbursement to the Event Planner or her team if they choose to make purchases for events using their own money or if they choose to claim budgeted mileage costs.
  4. Cash advance – Event Planners (or their designate) are permitted to request up to a $1,000 cash advance per event. All receipts must be retained and submitted by the recipient of the cash advance. Cash advances should not be used like a float to reimburse individuals that are part of the event planning team; these costs should be processed through expense reports.
An Event Coordinator can explain how to take advantage of any of these options.


Reconciliation

Financial reports

Each event whose registration is taken via the Event Calendar will be set up separately in Ontario Council’s financial system. As a result, there is reporting available that shows the revenues and expenses associated with the event. The Event Coordinator can provide these reports to the Event Planner at her request. Additionally, the Event Coordinator will provide the Event Planner with a copy of the most up to date report before the event’s finances are closed off so the Event Planner can confirm all applicable expenses have been included.


Important things to consider when planning an event

Advertising

Events that are posted on the calendar may be advertised to members using the Guide ON Event News. The Event Coordinator will make a recommendation to the Event Planner about who to market the event to, based on the nature of the event. Events are typically advertised every other week.

The Event Planner should speak with the Event Coordinator for direction if she wishes to do any further marketing or communications (i.e. informing the local media).

Artwork approval

Any items the Event Planner wishes to produce for the event must adhere to Artwork approval guidelines. Before a commitment is made to produce any items, the artwork must be submitted and approved.

Inclusivity and accessibility

When planning an event, Event Planners are encouraged to review the National Inclusivity and Accessibility resources and Ontario Accessibility resources.

Registration deadlines

In order to allow the Event Planner to ensure there is enough participation to move ahead with plans, registration deadlines are typically four to six weeks from the event date. Registration and deposit deadlines are typically on a Monday to coincide with Ontario Council financial processes. No-cost events may select an alternative day of the week.

Registration lists and event records

An Event Planner will be provided with access to a registration report for the event. This report will outline all information collected on the registration form. Please be aware of the fact that most of the information collected on these reports is personal. As such, extra care should be taken to ensure that the information is protected. Event Planners should keep personal information in a secure place, or on a password protected electronic device. Within the calendar year that the event occurred, Event Planners need to ensure that they dispose of any hard copies of personal information in a secure manner (i.e. shredding), and that any personal information is deleted within their personal email or off of their electronic device. Event Planners should note that if they collect Safe Guide forms at an event (i.e. SG.2), or if they complete them at the event (i.e. H.3), they should be forwarded to the Event Coordinator for retention purposes.

Safe Guide

Safe Guide is the official Girl Guides of Canada risk management tool. Event Planners are reminded to take Safe Guide into consideration when planning their events. If Safe Guide applies to the event, Event Planners are encouraged to help registrants by acting as the Responsible Guider for the event and by submitting all the appropriate paperwork. If the Event Planner chooses to undertake Safe Guide paperwork on behalf of the registrants attending the event, the Event Coordinator can provide details  about how to submit Safe Guide paperwork in an efficient manner.

Venue booking

It is the role of the Event Planner to find and book a venue appropriate for the type of event that is running. Event Planners may wish to consider booking a GGCOC facility. If the venue an Event Planner is booking requires a signature to reserve the spot, she needs to submit the contract for signature. The contract must be signed by a designated Ontario Council signatory.
6/16/2019 6:59:00 AM