Planning an Event in Ontario and Nunavut

Event Planning Resources
This page is to provide volunteers that wish to plan events the resources and links to do so.
If at any time you have questions about the event process, please email on-eventregistration@girlguides.ca.

Types of events
There are three 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
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

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, and support with any general questions. To find out if your event meets the criteria for support, visit the Member Zone Events page where you will find the criteria, submission form and FAQs.

Brief FAQs

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, as indicated above.

*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.
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 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. 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.
7/5/2022 6:07:51 AM