Indoor meetings and activities
We're excited to get back to our usual meeting venues. Stay safe by following our indoor meeting procedure.
Everything you need to know about safely returning to indoor meetings
Last updated: 6 October 2021
If you want to hold indoor, face to face meetings or activities for girls, follow these steps to make sure you’re staying safe.
Just because you can meet indoors, doesn’t mean you have to! If you or your unit don’t feel ready just yet, you can keep your guiding going virtually or with outdoor meetings. Or do a blend of all 3 kinds of meetings in a way that works for you.
Remember that you must always use the official Girlguiding forms so that we can support you if there is an accident or incident.
Indoor meeting procedure
Follow these steps before starting to meet up indoors.
- Contact your local commissioner and let them know that you're planning to start your indoor meetings. Your local commissioner is the person who directly supports your unit. Depending on where you live, this is usually your district or division commissioner. Find out how much time she'll need to sign off your risk assessment – it's likely to be 2 weeks.
- Complete the indoor face to face meetings checklist and risk assessment (PDF). Only continue with planning to meet if you can answer yes to every question. Read through the guidance for your area:
- Use the risk assessment to consider the specific risks of coronavirus. Think about what you can do to reduce these risks. This could include handwashing facilities, social distancing, additional ventilation and cleaning your equipment. Remember, our risk assessment documents are templates. They are not updated as legislation and guidance changes. If you need to, you can edit them to make sure they match the advice in your area, or any specific rules your venue has.
- Share the completed checklist and risk assessment with your local commissioner. Wait for them to give you the go-ahead and sign off the forms.
- Keep parents and carers informed and tell them your plans. We've created a template letter that you can adapt for your unit. And make sure you have up-to-date contact information in GO, as this might be needed for contact tracing services.
- As always, make sure that your plans are in line with the Health, safety and welfare procedures. Share your completed risk assessment with all volunteers attending your activities.
- Make sure that you have enough adults to support your activity. During this time of heightened risk and uncertainty, you need at least 2 adults, including unit helpers, at Rainbow, Brownie and Guide meetings. Think about how you can maintain this ratio if one of your volunteers has to self isolate.
- Find out how your venue is keeping a record of who comes to the venue. They might have a QR code that you need to scan, or they might ask you to keep your own records. They might even ask you to log in to the Wifi as a record of who is there. You don't need to give them details of everyone who attends. They should have leadership contact details and you should hold the details of who attends.
You need to keep attendance records for 1 month after any meeting, this helps with contact tracing and is in line with Girlguiding policies.
If you are meeting as part of a British Girlguiding Overseas group, you'll need to follow the current guidelines and restrictions for your nation.
These letter templates will help you get in touch with parents and carers about starting to meet again.
They're designed for you to adapt to suit your unit’s situation. Each template has space for you to add your own details.
Copy and paste the template text below.
Dear parents and carers, [insert a first name if you are sending this individually]
We're pleased to say that Girlguiding has given the go-ahead for us to start meeting in person at our usual meeting place [or other location] if we follow government Covid-19 guidance.
For us, that means [add the right info for you here. For example, 15 young people, plus leaders.]
We'd like to invite your daughter to a meeting at:
[Add your meeting details here, including if the meeting is in a different place to normal]
The safety of the girls and volunteers is very important to us. We do a full risk assessment for all activities we do, and this is no different. I know you might be feeling a bit anxious, so I wanted to share the plans we've made to keep everyone safe.
Things might be a bit different from our usual meetings. Please talk to your daughter about these changes before the meeting, so she feels prepared.
[Explain your plans here, for example,
- We’ve completed a thorough Covid-19 risk assessment.
- The hall will be cleaned thoroughly before our meeting starts.
- We request that you arrive promptly and don’t congregate with other parents.
- We've got some great activity ideas that will work without close contact.
- Hand sanitiser will be available throughout the meeting.
- All girls will clean their hands with hand sanitiser when they arrive. They will do this again after using any shared equipment such as balls, pens, scissors etc.
- We’re asking that girls don’t bring any unnecessary items to the meeting. We'll have a designated place for keeping bags and jackets etc]
If your child is feeling ill, or someone in your household is showing symptoms of coronavirus, then please follow self-isolation guidelines. Girls must not attend any meetings until the required isolation period is complete. We're asking the same of all our volunteers and leaders.
Can you check the information attached and let us know if we need to update your contact details? We’ll hold onto the details and use them for contact tracing if needed.
If you have any concerns or would like to talk about our plans, please do not hesitate to contact me
I’m so looking forward to seeing all the girls when we start meeting in person again,
Dear parents and carers [Add names if sending this individually]
As you may know, Girlguiding has announced that we can begin meeting face to face again if we follow government guidance.
I have spoken to the other leaders and we have decided that we can not return face to face meetings yet. I know this is disappointing, but the safety of girls and leaders must be our primary concern.
[Add information about the reasons here, for example,
- Leaders are all vulnerable
- Leaders are key workers
- We don’t have access to a suitable space]
We will carry on [include details of your current plans here, for example, meeting by Zoom, sending out newsletters.]
We will let you know as soon as we are able to meet face to face. In the meantime, if you have any concerns, please do not hesitate to contact me.