Planning an Event in Ontario and Nunavut

Events Planning Resources

Looking to plan an event? You can find all the information and resources provided below! 

Have a question about the process or how to get started? Please email and a member of the Event staff team will be in touch.

Events Planning Information

Administrative Support

In Ontario and Nunavut, staff support for volunteers will be provided if the event falls within the criteria* outlined below.

  • Be for members and/or potential girl members. Priority will be placed on events that are girl-driven with a focus on wowing the girl or on supporting and equipping Unit Guiders
  • There is a registration fee being charged to attend the event
  • Event is a training
  • Event is an approved fundraiser
  • Follow GGC's DEI principles; Event Planners are strongly encouraged to review Guiding is for Everyone

*This criteria is subject to change.


Types of events

There are four types of events you can select when submitting an event planning form:

  • 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 – Budget Template HST
  • 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 –Budget Template no HST
  • Adult/Sisterhood Socials – majority of registrants are adult members, and the purpose of the event is to promote the sisterhood of Guiding – Budget Template HST
  • Training – A great way for members to connect with other Guiders, share ideas and remain energized about Guiding. Rangers are also welcomed to take these trainings – Budget Template Trainer, Trainer Event Submission Form

Budget development


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, as indicated above.

What happens if there is a surplus of funds when the event closes? If the event is an approved fundraiser with a signed FR.1, the surplus will be transferred to the account of the unit identified on the FR.1. If there isn’t an FR.1 associated with the event, the surplus funds will be transferred to the ON Council account that provides subsidies for girl events.

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.


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. 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.

Important things to consider when planning an event

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 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 that they must ensure Safe Guide requirements are taken into consideration when planning their events. 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. If the venue requires a signed contract or agreement, it needs to be submitted through the Contract Submission Form. Any contract or agreement that requires a signature must be signed by a designated Ontario Council signatory.


If you are planning an event as a fundraiser, an FR.1 must be submitted and approved before the registration can be posted to the event calendar.

Events Terms and Conditions


All requests for a refund must be submitted via the Events – Request for Change to existing event registration Form A refund, less the deposit (if applicable), will be issued up until 30 days prior to the event start date. All deposits are non-refundable and non-transferrable. After this time no refunds will be provided without medical documentation, or if extenuating circumstances (e.g., death in the family) apply. Refunds are provided via the same method used to pay for the event. For this reason, if you have paid using a prepaid Visa or Mastercard, we recommend that you retain the card for any future transactions. If an event is cancelled by the event planner, a full refund will be issued.

The refund policy is subject to change.

3/30/2023 7:59:37 AM