Your journey to Encanto - a step-by-step guide

Everything you need to know for #MirabelsMagicalMovie

13 October 2021

This December, you and your unit can attend a special, Girlguiding-only screening of Disney’s Encanto at an ODEON cinema near you.

We know that for lots of you, this might be the first trip you take with your unit in quite a long while. Before tickets for the screenings go on sale, we wanted to share a step-by-step guide of everything you need to do to get ready, so that you have lots of time to prepare.

1) Book the date in your diary!

The screenings will take place at ODEON cinemas across the UK from 4-5 December. Send a message round to your volunteer team to see who would like to attend. Remember that the adult to child ratios that apply in your usual meeting place become mandatory when you’re doing activities away from your usual meeting place.

2) Check your numbers

How many girls want to attend? Get in touch with parents and carers to share the date and ask for their permission. To make sure the screenings are accessible to everyone and so you can socially distance between units where needed, the screen times will be staggered from 9:30am on both days. Your screening time will be clear on booking.

You’ll be able to see the run-time on ODEON’s website closer to the time. 

3) Sort out risk assessments, consent forms and a home contact system

Risk assessments are important for all events to make sure Girlguiding members are safe.

Your risk assessment will need to consider the relevant Covid-19 guidance in your area to reduce the risk of spread. The process you need to follow will depend on the guidelines for your area. (For example, units in Girlguiding Cymru need to ensure that their first risk assessments are signed off by the Girlguiding Cymru Safeguarding & Risk Assessment team by emailing [email protected]).

We will be working with ODEON to ensure that you can participate in a Covid-responsible way, in line with our own Covid-19 guidance. ODEON cinemas are thoroughly ventilated, so you can know that your unit is in a safe environment. Social distancing is not normally required for a trip to the cinema, but we will be working with ODEON to allow you to social distance from other units. This is in line with National Youth Agency (NYA) guidelines and Girlguiding best practice. This event has additionally been risk assessed by Girlguiding HQ to complement ODEON’s thorough venue risk assessment.

When completing your events and activities risk assessment please ensure the following questions have been considered:

  1. Have you planned for COVID-19 responsible travel?
  2. Have attendees and or parents and carers been made aware that if they are either symptomatic and waiting on a test result, or have recently tested positive for COVID-19, they will not be able to attend the event?
  3. Do attendees and or parents and carers understand that, if unable to attend, you will not be able to refund the cost of the ticket?
  4. Have you planned how you will maintain your adult: young members ratio if someone must drop out due to self-isolation or other COVID instance?
  5. Have you briefed all attendees on following guidance around face-coverings and social distancing as set out by Girlguiding and Odeon? Have you checked how this guidance can be followed during the event?
  6. Have you organised a suitable drop off / pick up point that will allow your group to remain separate from other units?
  7. Have you made provisions to have hand sanitiser available and to encourage its frequent use?

Your events and activities risk assessment does not need to be signed off by your local commissioner, but you need to make them aware that you are attending the event.

Remember to factor in other safety considerations to your risk assessment too! You will need to consider things like how girls are getting to the cinema, and any food allergies or intolerances. Remember that we have lots of guidance to help you complete risk assessments on our website, and you can contact your local commissioner if you need help.

You’ll also need to fill out consent forms for each young member going and make sure everyone’s contact details are up to date! The film is currently unrated but will likely be a PG or a U.

Lastly, don’t forget to set up a home contact system to support in case of an emergency.

4) Book the tickets!

As the screenings are being held across the country, there will be lots of seats available, and we will work with ODEON to book more screens if seats fill up. You can find all the information you need on how to book tickets on our event page. ODEON’S lovely customer service team will be on hand to help you book the seats you need.

You’ll also be able to book wheelchair-accessible seats and see which cinemas will be showing autism-friendly screenings. ODEON are organising these on request of Girlguiding members. If you need an autism-friendly screening or audio descriptive headsets, please let our partnerships team ([email protected]) know as soon as possible so we can arrange this for you.

You will also be able to pre-book a food and drink offer to make your experience a little easier! This includes a small popcorn and a can of water for £3.50. But don’t worry if you need more on the day – ODEON will have plenty of snacks available for you to purchase.

5) One last check!

It’s a good idea to stick a reminder in your diary two weeks before the event to do one last check to make sure that you have everything you need. Check parent permissions and consent forms, whether your risk assessment is up to date with the latest Covid-19 guidance, and that your volunteer team all know the plan. 

We will be updating our #MirabelsMagicalMovie event page regularly with guidance and answers to frequently asked questions. If you can’t find what you’re looking for, get in touch with our partnerships team by emailing [email protected], and they’ll be able to help you.

Once you’ve got the practical stuff sorted, all that’s left to do is to get ready to enjoy the magic! We can’t wait to see you there.