Terms and Conditions

Please note, the Fully Serviced Outdoor Experiences Terms and Conditions are subject to change by Girl Guides of Canada, Ontario Council (GGCON) with notice to participants.

The Facilities

Ontario Council contracts facilities and establishes the parameters of each weekend Experience. All participants are expected to abide by the policies and procedures of the facility they are attending and respect the facility as if it were their own home.

Each facility offers different accommodations, amenities and varied programming. Each facility varies in its ability to accommodate dietary needs. You can learn more about each facility on their Outdoor Experience page.

Accommodations

Unit Experiences (All Branches):

  • Participants will sleep indoors on beds at each location. In most cases, bedding is not provided.
  • Accommodation set up varies at each facility and you will not know the configuration of your specific experience until you arrive at camp.
  • Bed assignments for a unit will be made by Ontario Council staff and/or facility staff. Priority will be given to placing units together.
    • Guiders determine which bed in their assigned grouping will go to each of their unit participants upon arrival.
    • Depending on registration numbers, units may need to share accommodations with other GGC units and/or have their unit split into more than one space.
  • Guiders will be expected to share the accommodation with girl participants and act in a supervisory manner while there. GGCON follows Safe Guide regulations when assigning sleeping spaces.

Outward Bound Experiences (Rangers/Trex and Extra Ops):

  • Accommodation will be in the outdoors and gear (i.e. tents) will be provided.
  • Adults will not share the same accommodation with girl participants. Separate tenting accommodations will be provided for adult participants.

Program and Activities

  • Activity information is listed on the Outdoor Experience page and/or the registration form. Activities are pre-selected with input from the Youth Forum members.
  • The staff at each facility will develop and determine the schedule. If you have concerns about a participant’s ability to partake in an activity, please let us know as soon as possible by emailing outdoor.experiences@guidesontario.org. GGCON staff will need to consult with the facility to determine if participants with identified special needs can participate in the Fully Serviced Outdoor Experience. It is the Primary Registrant’s (Unit Guider’s) responsibility to consult with GGCON and the third party facility to ensure that any individuals she wishes to register for a Fully Serviced Outdoor Experience can be accommodated at the facility. If it is determined that a facility cannot accommodate a registered participants unique needs, the registration is still subject to the Outdoor Experience cancellation and refund policy. Therefore, Primary Registrants are encourage to contact GGCON about special needs prior to registering.

Registration

Fully Serviced Outdoor Experiences are only available to Guiding members registered for the current Guiding year. Try Now, Join Later members are not eligible to participate in Fully Serviced Outdoor Experiences. Sometimes exceptions can be made to allow non-member volunteers to attend, but only if the unit will not meet ratio without a non-member volunteer attending.

Fully serviced Outdoor Experiences provides two different kinds of experiences:

Unit Experiences:

  • Participants can only register for these experiences as part of a unit (individuals cannot attend alone) and are registered by the Unit Guider (designated the Primary Registrant).
  • Guiders register current girl members in their unit for these experiences through the online registration form, found on the Outdoor Experiences webpage.
  • Payment is through unit bank transfer only.
  • A Responsible Guider (RG) must be in place for each Experience.  Individuals may indicate their interest in volunteering as the RG on the registration form.  If no individuals volunteer, GGCON will select a Responsible Guider from those attending.

Outward Bound Experiences:

  • Outward Bound offers experiences for individual girls and two GGC adult members.
  • Registration forms must be submitted online by the participant’s parent/legal guardian.
  • Payment can be made through credit card only (Visa, Visa-Debit or MasterCard).
  • Any Adult Member that submits a registration form for themselves is agreeing to be the Responsible Guider for this experience.

Supervision Ratios for Unit Experiences

In order to successfully register for a Fully Serviced Outdoor Experience, each unit must meet the yellow level Safe Guide ratios outlined in Safe Guide 2018.
  • Sparks and Brownies = 1:5
  • Guides and Pathfinders = 1:7
  • Rangers = 1:15
Accordingly, Spark, Brownie and Guide Units must have a minimum of two adult members to meet ratio. Guiders within the Safe Guide ratio attend free of charge.

It is the responsibility of the Primary Registrant (Unit Guider) to ensure that her unit meets ratio. If GGCON finds that a unit does not have enough adults to cover ratio for their Fully Serviced Outdoor Experience, they will be contacted with further direction. If a Fully Serviced Outdoor Experience sells out and a unit has registered but does not have enough adults to cover ratio, they will be required to exchange a girl’s space for an adult space.

Transportation

Unit Experiences:

  • The Unit Guider is responsible for coordinating travel for girls attending an activity.
  • All Safe Guide paperwork associated with travel is the responsibility of the Unit Guider.
  • Any costs associated with travel are the responsibility of the unit or individual as defined by the Unit Guider.

Outward Bound:

  • Each participant is responsible for getting themselves to/from this experience.
  • Any costs associated with travel are the responsibility of the individual.

Guider Responsibilities for Unit Experiences

Before the Experience:

  • Register your unit and participants for the Fully Serviced Outdoor Experience. See How to Register. Ensure you provide accurate information and as changes arise update your registration details. See Cancellations, Changes and Refunds.
  • Distribute the necessary information (Outdoor Experience details, packing lists, facility address, paperwork etc.) to the participants you register.
  • Follow up with participants to ensure they have completed the required paperwork (Safe Guide and/or third party paperwork) prior to the experience.
  • All Safe Guide forms used by the unit need to follow Safe Guide retention and destruction guidelines.
  • Units are responsible for arranging their own transportation, completing the associated Safe Guide paperwork and are responsible for any costs associated with travel
  • Collect up-to-date health forms for each participant. Bring these to the experience.

While at the Experience:

We want you to be a catalyst for each girl’s success during their Outdoor Experience! In order to best deliver a great experience for the girls, we ask that all Guiders attending a Fully Serviced Outdoor Experience be prepared and agree to the following:

  • Represent Girl Guides of Canada, in keeping with the Code of Conduct and demonstrate the values of our Mission, Vision, Promise and Law
  • Facilitate check-in with the facility. Ensure all participants registered with your group arrives safely and on time.
  • Assist your unit in finding and settling into their accommodations.
  • Communicate with the designated Responsible Guider to:
    • Let her know about your unit and any supplemental information that may be available.
    • Report any incidents that arise within your unit that would require escalation.
    • If an emergency situation arises, manage the emergency situation and be sure to inform the Responsible Guider.
    • In accordance with Safe Guide, complete an INS. 01 (Incident Report) and provide to the Responsible Guider for signature.
  • Ensure medications are administered and recorded as required at the appropriate times for your registered participants.
  • Supervise girl participants:
    • Supervision is required during non-programmed activity time. This would include meals, sleeping and any breaks during the program. This includes evenings and overnight.
    • During program activities, Guiders may be assigned to assist in the supervision of the participants. This could be their own unit or might be a mixed group of units, depending on how the program facilitators choose to develop the program teams.
  • Support the program as identified by the facility:
    • It is possible that Guiders will be asked to oversee an activity pre-planned by the facility.  This oversight could entail supervision, assistance with program facilitation or with leading the activity (if pre-approved by you) e.g., leading a campfire.
  • Help campers pack up at the end of their Outdoor Experience and facilitate pick up.
    • Track any found items so that girls can claim anything they may have lost.
    • It is the responsibility of each Unit Guider to complete the incident report if needed, but we ask the RG to sign off on the INS.01 and ensure it is submitted to incidents@girlguides.ca.
The designated Responsible Guider will act as a liaison with the facility in the event of an incident or emergency situation.

Guider Responsibilities for Outward Bound Experience

  • Participate fully in the program as a member of the team.
  • Encourage girl participation following the Outward Bound Instructor lead.
  • Support behaviour management of participants.
  • Ensure medications are administered and recorded as required at the appropriate times for your registered participants.
  • Supervise girl participants at all times, including evenings and overnight.
  • Support the program as identified by the facility:
    • It is possible that Guiders will be asked to oversee an activity pre-planned by the facility. This oversight could entail supervision, assistance or program facilitation.
  • Help campers pack up at the end of their Outdoor Experience and facilitate pick up.
    • Track any found items so that girls can claim anything they may have lost.
The designated Responsible Guider will act as a liaison with Outward Bound in the event of an incident or emergency situation.

Please note, the Outward Bound responsibilities are subject to change with appropriate notice to the Responsible Guider where possible.

Girl Assistants attending Unit Outdoor Experiences

We want all leaders in your unit to be able to participate in Fully Serviced Outdoor Experiences, including Girl Assistants! Girl Assistants can attend with their unit even if they do not fall within the advertised age range of the Fully Serviced Outdoor Experience if they meet the following requirements:
  • They are currently volunteering with a younger branch unit and are listed on the unit's roster as a Girl Assistant
  • They are registered through the online Fully Serviced Outdoor Experience form as a girl participant
  • The unit pays the registration fee for the Girl Assistant
  • The unit still meets ratio for the younger branch, considering the Girl Assistant as a girl in that ratio
  • It is understood that the Girl Assistant is attending to help out with the younger branch and is not attending as the primary program participant

Fees and Financial Assistance

All participants must pay to attend (exception adults within Safe Guide ratio). Registration fees for all programs have already been subsidized by Ontario Council, however individual girl participants are eligible to be considered for financial assistance if their circumstances require this support. Please see How to Register for more information.

Fees do not include transportation costs.

Fees for Unit Experiences:
  • Girl registrants: $141.25 ($125 + HST)
  • Adult registrant within Safe Guide ratio: $0
  • Adult registrant outside of Safe Guide ratio: $141.25 ($125 + HST)
Ontario Council will make final decisions regarding adult registrants and whether they do or do not fall within Safe Guide ratios. Ontario Council will use discretion to determine adult registrant costs. Spark, Brownie and Guide units must have a minimum of two Adult Members to meet ratio.

Fees for Outward Bound Program:
  • Girl Registrants: $195 + HST
  • Adult Registrants: $0 (note - two adults per program will be accommodated and each must be willing to become the Responsible Guider for this activity)

Payments

Payment for Unit Experiences:

  • Payment method: Payment can only be made through unit bank transfer. Payments are transferred directly from the booking unit’s account in our centralized banking system. Payments via centralized banking do not take place automatically. Processing could take up to 10 days. Once the payment has cleared from your unit banking account, you have been successfully registered.
  • Booking Deposit: 10% of the registrant fee plus HST will be transferred from your unit bank account. The deposit is required for registration and is non-refundable/non-transferable
    • If there are insufficient funds in a unit's account to cover a deposit payment, the registration will be cancelled and you will be notified.
  • Remaining Balance: Four weeks before your Outdoor Experience, the remaining balance + HST will be automatically transferred from your unit bank account.
    • If there are insufficient funds in a unit's account to cover a balance payment, the unit will be contacted and the registration may be cancelled.

Outward Bound Experiences:

  • Payment Method: Payment by individual can be made through credit card only (Visa, Visa-Debit or MasterCard). Unit transfers will not be accepted.
  • Booking Deposit: The 10% deposit payment plus HST will be processed upon completing the registration form with payment details.
    • If you have insufficient funds you will not be able to complete the registration form for the Outward Bound Experience.
  • Remaining Balance: Four weeks before your Outdoor Experience, the remaining balance will be automatically charged to the credit card on file.
    • If there are insufficient funds on your credit card to cover a balance payment, the person who submitted the registration form will be contacted and the registration may be cancelled.

Cancellation, Changes and Refunds

All deposits are non-refundable and non-transferrable to another Outdoor Experience or unit. For Unit Experiences, deposits can be transferred to another individual attending the same experience within the same unit. For Outward Bound Experiences deposits are non-transferrable between individuals, dates or locations.

Changes to Registration for Unit Experiences:

At least 20 days prior to the Friday start date of your Outdoor Experience:

  • You can easily change your registration details (i.e. participant numbers, names, dietary requirements etc.) by logging back into your form using the login details found in your original booking confirmation email.
  • If you reduce participants their deposit is not eligible for a refund but the balance payment will be calculated based on the final number of registered participants.

20 days or less from the Friday start date of your Outdoor Experience:

  • You can no longer make changes to your registration by logging into your registration form.
  • Any changes or cancellation requests must be emailed to outdoor.experiences@guidesontario.org. You will not be eligible for a refund unless the cancellation is due to an exceptional situation which prevents participation (e.g. illness, death in the family). Any refund requests related to illness must be accompanied by a medical note signed by a doctor. Doctor’s notes for refund requests must be submitted no later than 10 business days after the end date of the Outdoor Experience.
  • If eligible, refunds are provided via the same method used to pay for the Experience.
Booking Deposit - If there are insufficient funds in a unit's account to cover a deposit payment, the registration will be cancelled.

Remaining Balance - If there are insufficient funds on your credit card to cover a balance payment, the person who submitted the registration form will be contacted and the registration may be cancelled.

Changes to Registration for Outward Bound:

At least 20 days prior to the Friday start date of your Outdoor Experience:

  • You can easily change your registration details (i.e. participant numbers, names, dietary requirements etc.) by logging back into your form using the login details found in your original booking confirmation email.

20 days or less from the Friday start date of your Outdoor Experience:

  • You can no longer make changes to your registration by logging into your registration form.
  • Any changes or cancellation requests must be emailed to outdoor.experiences@guidesontario.org. You will not be eligible for a refund unless the cancellation is due to an exceptional situation which prevents participation (e.g. illness, death in the family). Any refund requests related to illness must be accompanied by a medical note signed by a doctor. Doctor’s notes for refund requests must be submitted no later than 10 business days after the end date of the Outdoor Experience.
  • If eligible, refunds are provided via the same method used to pay for the Experience.
Changes or Cancellations of Outdoor Experience:
GGC ON may need to change or cancel a listed experience due to low enrollment or other unforeseen circumstances. Wherever possible, we will try to accommodate your unit by transferring them into another mutually agreed upon program. If this is not possible, we will refund your unit 100% of costs paid to date. Wherever possible, notification of cancellations will be made a minimum of three weeks before the scheduled experience.

Cancellations due to extreme weather and any applicable refunds are at the discretion of the facility.

Males at camp

There will be male staff at most facilities. The facility owner and/or operator is aware of and knows that we will need to follow our Safe Guide regulations in regards to this presence.

All of these policies have been reviewed and implemented by the provincial office and there is no additional work required from you.

At no time will male staff be permitted into sleeping, dressing or hygiene areas while girls are present unless they are responding to an emergency situation at the request of the Responsible Guider.

Alcohol

As per Safe Guide, alcohol must not be consumed at any time during activities that are planned primarily for girl members. For example, Guiders and non-member volunteers may not have a glass of wine even after the girls have gone to bed. There is no alcohol permitted at any Outdoor Experience.

Smoking (including electronic/vape)

For girl participants: There is no smoking of any substance permitted at any time during these events unless medically defined by a doctor’s order that is provided prior to arrival at camp.  A specific smoking area will be defined by the facility when smoking is required for medical purposes.

For adult participants:  There is no smoking of any substance permitted at any time when girls are present and/or where the facility does not allow.  Where medically defined (doctor order needs to be provided prior to arrival at camp) substances must be consumed via smoking, there will be an area defined by the facility.

Damages

The building or site booked should be left in the same condition that it was in at the time of arrival. Here are some tips to keep the reserved building or site in good condition:
  • Prevent any furniture, chairs or benches from being dragged across the floors.
  • Do not allow graffiti. Graffiti is considered anything written on any piece of the property, including names and initials.
  • Use bulletin boards to post signs.
  • Do not tape, paste, glue or tack anything to walls.
  • Pick up litter and dispose of it in appropriate waste receptacles.
  • Report any damage as soon as possible to the on-site facility staff.
The group will pay for the cost of any repair and/or replacement for damages incurred, over and above regular wear and tear. The repair/replacement fee will be calculated at the full replacement value of items, including installation costs.

Participant Responsibility

These experiences will be communal living so each participant will be required to respect each other and the facilities they are in by keeping them tidy. At the end of their stay they will be responsible for at minimum sweeping out the facility, ensuring everything is returned to the way it was when they arrived, removal of all belongings, disposal of garbage as defined by the facility and any other general upkeep that may be required.

During meals and group activities, participants may be assigned to group responsibilities such as setting tables, clearing tables, bringing food to tables, sweeping up after meals, leading songs, leading games etc.

These experiences are all part of learning to live communally and it is expected that each participant will join in when it is their turn to do so!

Liability

Girl Guides of Canada, Ontario Council, nor its employees, assume any responsibility for equipment that is lost, stolen or damaged, brought into or left on the premises, whether by permission or otherwise.

Nature preservation

The animals, snakes, birds and fish had their home at camp long before campers arrived. Please respect the privileges of all wildlife. Do not touch any bird or animal, dead or alive, at any time. Report any dead animals to the on-site facility staff. Please do not pick wild flowers or cut or remove branches from live trees. Leave only your footprints. Take only your memories!

Pets

Pets are not permitted at any Outdoor Experience facility and should be left at home. Service animals are not considered pets and are permitted. However, you must notify outdoor.experiences@guidesontario.org at least two weeks in advance if a participant requires a service animal.

Phones/Cameras

All participants should respect that these activities are designed to be unplugged for the duration of participation. However, we respect that phones are used as cameras and participants wish to capture memories, therefore, phones/cameras are permitted on site with the following restrictions that girls and adults must respect:

Night time:

At night phones are to be silenced so that ringers/alerts are not a distraction to anyone in the sleeping area.

It is up to the Unit Guider of the girls she is supervising to define the protocols for use and storage.

Adult members who wish to have a conversation on their phone while the girls are in their sleeping space should remove themselves from this area so that it is not a distraction to girls trying to sleep. However, they should ensure there is appropriate supervision of the girls before they relocate to another area.

Sleeping, Dressing and Washroom Areas

Phones/cameras are not permitted in any place where a participant’s right to privacy might be violated.  Therefore the use of cameras, whether stand alone or on a phone, are not permitted to be used in any of these locations.

During Program Activities:

Phones are permitted only for the purpose of taking pictures during activities. This applies to girl and adult participants.

Communication via Phone:

It is up to the Unit Guider to set parameters for a girl participant to be communicating via her phone outside program times.

Adult participants must use discretion in their own communications and ensure that they remove themselves to a discreet location and do not interrupt any activities that may be underway. At no time should an adult member speak with someone external to the event when they are supervising girls attending the event.

Social Media:

No pictures of any participant should be posted without the express permission of those in the picture. Consult Safe Guide for full details on Image Release forms and protocol.
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