Unit subs during coronavirus

As in-person meetings are on hold, we've prepared some template letters to help you talk to parents about subs payments

Talk to parents about paying unit subscriptions

During this unprecidented time, when we've had to pause in-person guiding, you might be worried about how to handle the unit subscriptions that parents pay.

It’s likely that your unit costs will be reduced while you’re not meeting, but there may be some things that you still need to pay, such as rent on storage spaces or buying interest badges once you’re able to.

Now is a good time to re-budget for the year so that you can decide what fees you might need to charge or what fundraising you need to plan to meet these costs. Check out our guidance on budgeting for your unit. Don’t forget you can also set up a Gift Aid account if you haven’t already.

To help you talk to parents, we’ve developed four template messages. They explain subs payments to parents, and you can send them as a letter or an email. 

They're designed for you to adapt to reflect your unit’s situation. Each template has options in there which you can delete or use as appropriate.

Copy and paste the template text from below, or download the Word version of these letters.

 

Download this template (Word Doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really enjoying meeting your daughter/ward virtually. It’s the highlight of our week to bring some normality to these times and give your daughter/ward an opportunity to do something different.

Subs payments

It’s difficult to talk about money during this time as many of you would’ve been affected by the current circumstances. I’m writing to you to explain that for us to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [change according to unit]. This covers two separate costs.

1. Part of the subs is used to run the unit. This includes unit activities, paying hall rent, paying for programme materials and badges, equipment and to pay for any leadership training that we have to attend to make sure meetings are run safely.

2. The other part is used to cover the annual subscription (sometimes known as census) which we pay Girlguiding HQ in February/March. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current Adventures at home resources, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

[Use one of the following options for your unit]

In our unit, we still must cover costs whilst we’re not meeting. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit].

The annual subscription has already been paid but we still have to budget for next year. Please can you continue to pay your subs as usual, if you’re able to.

OR

In our unit, we still have costs whilst we’re not meeting although they are lower than usual. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit].

The annual subscription has already been paid but we still have to budget for next year. At this time please can you make a lower contribution of £XXX/Therefore we would ask that parents make a smaller contribution than normal.

OR

While we are not meeting, we have enough reserves in our unit to meet the small remaining costs and will not charge you subs at this time. We’ll let you know what subs will be needed when the unit re-opens.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again. In the meantime we’ll carry on running virtual meetings for your daughter/ward.

Download this template letter (Word Doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really enjoying meeting your daughter/ward virtually. It’s the highlight of our week to bring some normality to these times and give your daughter/child an opportunity to do something different.

Subs payments

It’s difficult to talk about money during this time as many of you would’ve been affected by the current circumstances. I’m writing to you to explain that for us to keep the unit open we still need to cover our costs.

As you know, you currently pay subs weekly/termly [change according to unit]. This used to run the unit. This includes unit activities, paying hall rent, paying for programme materials and badges, equipment and to pay for any leadership training that we have to attend to make sure the meetings are run safely.

Earlier this year you made a payment towards Girlguiding’s UK-wide subscription (sometimes known as census) which we paid Girlguiding HQ in February/March this year.

This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current Adventures at home resources, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

[Use one of the following options for your unit]

In our unit, we still must cover costs whilst we’re not meeting. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit]. Please can you continue to pay your subs as usual if you’re able to.

OR

In our unit, we still have costs whilst we’re not meeting although they are lower than usual. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit].

At this time please can you make a lower contribution of £XXX/Therefore we would ask that parents make a smaller contribution than normal.

OR

While we are not meeting, we have sufficient reserves in our unit to meet the small remaining costs and will not charge you subs at this time. We’ll let you know what subs will be needed when the unit re-opens.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again. In the meantime, we’ll carry on running virtual meetings for your daughter/ward.

Download this letter template (Word Doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really missing our weekly meetings with the Rainbows/Brownies/Guides/Rangers [delete as appropriate] and looking forward to a time when we can meet again.

Subs payments

It’s difficult to talk about money during this time as many of you would’ve been affected by the current circumstances. I’m writing to you to explain that for us to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [change according to unit]. This covers two separate costs.

1. Part of the subs is used to run the unit. This includes unit activities, paying hall rent, paying for programme materials and badges, equipment and to pay for any leadership training that we have to attend to make sure the meetings are run safely.

2. The other part is used to cover the annual subscription (sometimes known as census) which we pay Girlguiding HQ in February/March. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to. The money is used to develop the guiding programme and badges, including the current ‘adventures at home resources’, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

[Use one of the following options for your unit]

In our unit, we still must cover costs whilst we’re not meeting. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit].

The annual subscription has already been paid but we still have to budget for next year. Please can you continue to pay your subs as usual, if you’re able to.

OR

In our unit, we still have costs whilst we’re not meeting although they are lower than usual. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit].

The annual subscription has already been paid but we still have to budget for next year. At this time please can you make a lower contribution of £XXX/Therefore we would ask that parents make a smaller contribution than normal.

OR

While we are not meeting, we have enough reserves in our unit to meet the small remaining costs and will not charge you subs at this time. We’ll let you know what subs will be needed when the unit re-opens. 

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again.

Download this template letter (Word doc)

Dear parents and carers [insert first name if sending by post or emailing individually],

I hope you and your family are well at this difficult time. We’re really missing our weekly meetings with the Rainbows/Brownies/Guides/Rangers [delete as appropriate] and looking forward to a time when we can meet again.

Subs payments

It’s difficult to talk about money during this time as many of you would’ve been affected by the current circumstances. I’m writing to you to explain that for us to keep the unit open we still need to cover our costs.

As you know you currently pay subs weekly/termly [change according to unit] and these are used to run the unit. This includes unit activities, paying hall rent, paying for programme materials and badges, equipment and to pay for any leadership training that we have to attend to make sure meetings are run safely.

Earlier this year you made a payment towards Girlguiding’s UK-wide subscription (sometimes known as census) which we paid Girlguiding HQ in February/March this year. This covers your daughter’s/ward’s membership of Girlguiding (UK) and the guiding region, county, division and district we belong to.

The money is used to develop the guiding programme and badges, including the current Adventures at home resource, insurance and safeguarding plus the costs of running our local area such as the rent on the county camp equipment storage.

[Use one of the following options for your unit]

In our unit, we still have to cover costs whilst we’re not meeting. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit]. Please can you continue to pay your subs as usual, if you’re able to.

OR

In our unit, we still have costs whilst we’re not meeting although they are lower than usual. To maintain our hall booking we need to keep our rental payments up to date/we still have essential maintenance costs to the Guide hall [Please amend to suit your unit]. At this time please can you make a lower contribution of £XXX/Therefore we would ask that parents make a smaller contribution than normal.

OR

While we are not meeting, we have enough reserves in our unit to meet the small remaining costs and will not charge you subs at this time. We’ll let you know what subs will be needed when the unit re-opens.

We know that family budgets are likely to be stretched in the current circumstance. If you’re struggling financially please let me know so that your daughter/ward doesn’t miss out.

Thank you for all you are doing to support our unit – we can’t wait to see you when it’s safe to spend time together again.