Property Booking FAQs

If you have questions that have not been answered through these FAQ's, please contact the Event Administrative Assistant by email at property.booking@guidesontario.org or via phone at 1-877-323-4545 ext. 2468.
Click here to view Property Booking Terms and Conditions

SPECIAL NOTICE TO MEMBERS: Court application regarding camp properties

Paying for unit camp rental or use of building space

A transfer is taken from your Unit bank account within a few days of the booking for the deposit and then the balance about two weeks prior to your arrival date.  Please be sure to have sufficient funds in your unit account.

Facility Access and What to Bring
You will receive a booking confirmation e-mail with these details.

Change in participants or adding equipment rental to an existing booking
We adjust the payment to reflect these changes and make a Unit transfer directly from your Unit bank account. Notify the Event Administrative Assistant by email at property.booking@guidesontario.org or via phone at 1-877-323-4545 ext. 2468.

Booking for multiple units
You can share your space with other units. However, your group can have only one contact for the booking. The Guider booking the facility will be the Group Contact Person and the unit bank account associated with that person will be responsible for that facility's booking payments.

Shared booking by two or more units and payment
When a booking is shared by units, all camp payments are still taken from the booking unit’s bank account. It is the responsibility of the units to work out sharing of the payments and ensuring all funds are made available in the booking unit’s bank account. You can use unit to unit transfers in the centralized booking system to help accomplish this.

Cancellations and refunds
If you need to cancel your booking, please notify property.booking@guidesontario.org in writing as soon as possible so that another group has the opportunity to rent the space. In the event of cancellation, the deposit is non-refundable and non-transferable to another camp. In order to receive a refund of the balance, a written cancellation request must be received at least ten business days before the first day of your booking.
Example: if your arrival day is a Friday afternoon, cancellations must be received two weeks prior, by Thursday at 4:00 pm. Exceptions may be made if extenuating circumstances apply (i.e. illness, death in the family).

For example:
Property Booking cancellation calendar example

Should Girl Guides of Canada, Ontario Council be unable to provide access or essential services to camp operation and have to cancel your booking, a full refund of both deposit and balance payment will be made.

Transfering your booking to another unit
Should you be unable to use your camp booking, you may identify another unit that will use the same space and dates and transfer the booking. The following process needs to be used to avoid penalty:

Complete the Property Booking Transfer Request for Units form in order to notify Ontario Council of the change request. This form will require you to submit your name, unit name, date of booking, camp name and site name in addition to the new contact information (unit and guider name, telephone number and email address). The new unit needs to complete the Camp Facility Booking Request form and note in the Additional Information section they are replacing the booking for the name of the original unit. Only when these steps are complete will the transfer be considered valid.

Payment will be applied as follows:

If the transfer occurs less than two weeks from the arrival date, the units must do a unit to unit transfer request in unit banking for both the balance and deposit.

If the transfer occurs more than 2 weeks in advance of the arrival date, the unit accepting the booking will be responsible for the balance. The original unit and the new unit will need to create a unit to unit transfer for the deposit amount (already applied and charged to the original unit making the booking).

Changes to Bookings
A booking modification may be accommodated based on availability. This modification could be a change in site or dates at the same camp.

If the booking modification is made 60 days or more in advance of the arrival date no additional charge will apply and rental is at the new site/building rate. Should a modification be requested less than 60 days in advance a booking fee of $25 per change will apply and the rental is at the new site/building rate.

NOTE: in the event that you need to cancel your rental less than 24 hours before it is scheduled to begin (after 4:15 pm on a Friday), please contact the Camping Administrative Assistant by phone at 1-877-323-4545 ext. 2468. In the event that you cannot reach the Camping Administrative Assistant by phone, please contact the camp directly. Camp contact information is available on each camp’s webpage via the SG. This will help prevent unnecessary travel by camp committee members or the property superintendent.

Property Damage
If your group has not left the camp or facility premises in satisfactory condition, we will invoice your group for the full costs of any repairs or cleaning following your camp or event. We will provide a written, detailed description of the condition and the repairs and cleaning required.

Non-member bookings
Contact the Event Administrative Assistant by email at property.booking@guidesontario.org or via phone at 1-877-323-4545 ext. 2468.
9/15/2019 10:28:35 AM