Ontario Girl Guides of Canada

The majority of registrants are girl members, the content of the event is program-related and the event includes an overnight component – Budget Template HST

The 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

The majority of registrants are adult members and the purpose of the event is to promote the sisterhood of Guiding – Budget Template HST

Training events are a great way for members to connect with other Guiders, share ideas and remain energized about Guiding. Rangers are also welcome to take these trainings – Budget Template Trainer, Trainer Event Submission Form

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.

• Tips for creating a budget

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.

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.

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.

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

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 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.

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 your event includes the requirement for a contract signature, please ensure the contract is submitted for signature with a minimum two week lead time.  Please be aware that a longer timeframe may be necessary should there be a need for a change to the contract’s language.

In order to facilitate a quick turnaround time, all contracts must be submitted using ON Council’s Contract Submission form.

Remember, it is the responsibility of the Event Planner initiating the contract to obtain insurance documents required as part of a contract. Insurance information (forms and documents) can be found on MemberZone on the Insurance page.

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.

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.

There are two ways to handle purchasing items associated with an event:

1. Purchase card: A purchase card is a credit card provided by GGC that allows Event Planners to purchase supplies without being out of pocket. When the Event Planners make a purchase, they should retain the receipt. Every month, a statement is emailed to them, at which point they submit the statement and receipts to the Event Coordinator they are working with.
2. 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.

An Event Coordinator can explain how to take advantage of either of these options.