Girl Guides Ontario - Girl Guides Ontario - Independent International Trips

Independent International Trips

• Trip Planning & Approval
• Trip Finances
• Trip Details
• While you are Away & the Return Home 

TRIP PLANNING & APPROVAL

Planning International Travel that is over 72 hours start planning early! At least 2 years in advance is suggested. Read the Safe Guide International Travel Planner and don't forget the very first thing...send in your SG. 8 (Travel Pre-Authorization form) to begin the process!

Click here to read about Independent Travel and the Four “W’s” of Planning

Get the Girls Interested! First the Responsible Guider must verify that all girls selected comply with age requirements outlined in the Safe Guide and are Members of GGC.

TRIP FINANCES

Promoting the Trip to Girls - send a proposal to the parents about the trip and the anticipated costs.  For fundraising to support activities (including travel) the GGC Governance Policy 01-19-01 and accompanying Procedures and Guidelines must be followed. Complete an FR. 1.

Click here to download a template we created in Ontario to help Guiders and girls track their trip revenue and expenses. Click here for help creating a budget.

The Ontario Council Independent Trip Subsidy will only be approved after the IT.3 is approved but your initial budget can include potential subsidy.

Please Note:
As per the Safe Guide - The Responsible Guider must obtain contingency and /or emergency funds (approximately 10 to 15 percent of the total cost of the trip) in either credit or cash from the Unit or trip sponsor (e.g. national, province, outside sponsor, etc) or have it available personally. Contingency funds cover unforeseen expenses while at an event/camp/activity (e.g. taxi fare, extra supplies, etc.). Emergency funds should be either credit or cash to cover unforeseen expenses during travel (e.g. emergency travel home, emergency medical expenses, etc.).

Bank Account -  In Ontario the Guider responsible for trip finances must open a separate trip account within the GGC centralized banking system. Click here to download the form.

Please Note: The bank account will only be set up after the SG.8 is received and approved.

At the end of each Guiding year you must complete the Year End Checklist (just as you would for your regular Unit account) no later than September 30 each year. 

All receipts and deposit slips are to be forwarded to:

GGC, Ontario Council
International Trips
14 Birch Avenue
Toronto, ON   M4V 1C8

DO NOT FORWARD TRIP RECEIPTS AND DEPOSITS TO YOUR UA.

TRIP DETAILS

NOTE: It is highly recommended that this is done at least 8 months in advance and after your SG.8 has been approved.

When booking travel, it is strongly recommended that you purchase insurance for flight cancellation, lost luggage or theft.

The Responsible Guider must book travel using major airline, railway or ground transportation providers and established travel agencies whenever possible.

When planning to attend an international Guiding/Girl Scouting event/camp or a visit to a World Centre, the Responsible Guider must do the following:

• Contact the Member Organization or World Centre to find out procedures and timing for making a reservation
• Verify age requirements with centre staff prior to planning
• Obtain and review a detailed description of all activities offered.
• Confirm that reservations or attendance is received before booking airfares
• Assist the group to develop a presentation about Canada
• Request an itinerary, information on the type of shelter, cooking arrangements, kit list and ground transportation from the host country

Note that uninsured activities are not permitted. See Insured, Uninsured and Conditional Activities in the Safe Guide.

If attending an event held by a WAGGGS Member Organization or World Centre, the safety procedures of that organization apply. These may be different from Safe Guide.

If swimming or boating activities are part of the program, participants must successfully complete before leaving Canada the relevant test (swim test or boating test) as outlined in the Water Activities Planner.

When planning travel to a non-WAGGGS country, groups are required to notify the International Commissioner at the start of planning to determine if there are any contradictions.

Travel Documents

The Responsible Guider is responsible to verify that all participants have, or have made plans to obtain travel documents at least six months before departure (e.g. passports, visas, proof of citizenship, valid photo identification, etc.). In addition, the Responsible Guider must check the following:

• Expiration dates for all participants’ passports. If a passport is due to expire within six months of the trip, a new passport must be obtained.
• Participants who are not Canadian citizens or have dual citizenship have the appropriate travel documents and know what their status is in the destination country(ies).
• The Responsible Guider must instruct participants and verify that all documents, money and travelers cheques are carried safely and securely (e.g., under clothing, in a money belt).
• For all international travel by air or when participants are out of Canada 72 hours or more, the Responsible Guider must inform parents/guardians that the Parent/Guardian Permission for International Travel (IT.5) must be notarized within not less than 7 days and not more than 30 days of departure.
• The Responsible Guider must confirm that photocopies of the airline/train/bus tickets, identification page of passports, visas, travel insurance, and serial numbers of travelers cheques are given to participants’ parent(s)/guardian(s) or emergency contacts.

NOTE: Suggest to parent/guardians that they review their custody arrangements regarding

NOTE: In Ontario the IT.5 can be notarized by a Commissioner of Oaths.

Vaccines - Ensure that your group has the appropriate vaccines. Visit the following site for more information. Please note that this is an individual expense that should not be included in the trip budget.

Uniform - Make sure your group has the appropriate travel attire. Visit the online store here to purchase international clothing.

NOTE: Remember fundraising money cannot be used for personal items, including clothing or personal spending money. 

Money for the Trip - The Responsible Guider must instruct participants and verify that all documents, money and travelers cheques are carried safely and securely (e.g., under clothing, in a money belt).  Obtaining local currency for the country you will be visiting.  You can also advise the Unit Banking Supervisor that you may need to increase your P Card limit and you will be making out of country charges.

In addition, the Responsible Guider must research the following:

• Information on the use of bank and credit cards
• Information on what goods can be taken between countries and possible taxes
• Information on the value of goods that can be brought back to Canada.

See the booklet I Declare available from the Canada Border Services Agency (CBSA).

When returning home, the Responsible Guider is responsible to verify that all purchases are declared and original receipts are available for inspection by Canada Border Services Agency officials.

Home Contact Person

The Responsible Guider must arrange for a person in their community to be designated as the Home Contact Person (HCP). The HCP is given a list of participants, their schedule and route so that they can assist in the resolution of a situation, which may or may not be an emergency. The home contact person must have their contact information in iMIS either as an Active Member or have a Non-Member registration form A.7 completed and recorded.

Orientation and Planning with Participants

The Responsible Guider must provide a pre-trip orientation with all participants (both girls and adults) to the country(ies) they will be traveling to and prepare participants for differences they will encounter. This orientation includes information on the following:

• Currency
• Washing and toilet facilities
• Food
• Sources of potable (safe) water for drinking and cooking
• Recommended dress for the countries to be visited
• A few key phrases in the language of the destination country
• General customs and culture
• Voltage and electrical appliance requirements
• Any laws governing activities they will be doing that may be different from those at home
• Telephone procedures in the destination country(ies)
• Instructions for participants to watch their luggage at all times during travel and to never carry envelopes, packages or luggage across the border for someone who is not knownto them
• Behavioural and cultural differences
• Buddy system

The Responsible Guider must make all reasonable efforts to include parents/guardians at the orientation session(s).

Best practice: Re-read International Safe Guide Planner

Before going on the trip be sure to be very familiar with the topics listed below in the International Safe Guide Planner:

• Health Issues and First Aid
• Safety and Emergency Response Planning
• Emergency Response Guidelines for International Travel

WHILE YOU ARE AWAY & THE RETURN HOME

Click here to read “While you are Away and Coming Home”

At the end of each Guiding year you must complete the Year End Checklist (just as you would for your regular Unit account) no later than September 30 each year. All receipts and deposit slips for INDEPENDENT INTERNATIONAL TRIPS are to be forwarded to:

GGC, Ontario Council
International Trips
14 Birch Avenue
Toronto, ON   M4V 1C8

DO NOT FORWARD TRIP RECEIPTS AND DEPOSITS TO YOUR UA.