Your volunteer guide to planning an ODEON trip
What to do and the resources to do it
Planning an ODEON trip to see Moana 2 this December?
Tickets will go on sale during the last week of October - we'll let you know a specific date soon.
Here’s your ultimate volunteer guide to organising it. Look out for top tips from Helen, a volunteer who runs 5 groups covering all sections in Girlguiding London Kent county. She regularly plans amazing cinema trips for over 200 girls to every single one of our Girlguiding ODEON screenings.
There’s a reason we go to every ODEON screening. It’s really exhilarating having a cinema takeover just for your group. Why not give it a go?’ - Helen, volunteer.
1. Confirm numbers of girls and adults
Now we’ve announced the screening dates, you can confirm how many girls want to go and if there are enough adults available on the day to keep everyone safe.
- Tally up how many girls want to go.
- Send an email to parents and carers to ask for confirmation.
- Check our adult to child ratios to make sure there are enough adults available on the day to keep everyone safe.
Did you know there is now a module in the young leader development programme that means you can ask your young leaders to get involved in the planning too?
I’m planning on getting my young leaders (they’re 14 and 17 years old) to help to plan this year's ODEON trip as there is now a module in the new young leader development programme about getting out and about with the unit and doing something outside the meeting place.’ Rebecca, volunteer.
You told us in a recent survey you’d like to see an example of what to send to parents and carers. Check out our Moana 2 template below.
Subject line: Trip to see Moana 2 at ODEON [location]
Hello all parents and carers,
We have an exciting trip on the horizon!
Girlguiding partners with ODEON to give girls exciting cinema trips to see films with a strong girl lead. This year Girlguiding is showing 2 special screenings of Disney’s Moana 2 and our [unit/district/division] can't wait to go.
The details
- Date: Saturday 7 December OR Sunday 8 December. Screenings start in the morning between 9 and 9:30am.
- Location: [insert ODEON cinema near you].
- Trip length: The film is expected to run for 1 hour 40 minutes but please allow for a 2 hour trip plus travel time.
- Cost: £6 per child and an extra £3.00 per child for a snack deal – kids’ popcorn and a bottle of water. [You might choose to edit this if you tag on extra money to cover badges, volunteers’ tickets and general unit fundraising costs.]
- Film: Disney’s Moana 2. You can read more about it here.
What we need from you as a parent or carer
- Let us know if your child can attend by [your deadline].
- If your child is coming, please fill in the consent form attached.
- We’ll be collecting ticket money [insert your date/deadline].
Depending on the number of girls who confirm they want to attend, we might need extra help on the day to make this trip happen. Please let us know if you’re interested in joining us as soon as possible so we can start planning an amazing day!
If you want to know more about how our screenings with ODEON work, please read this blog on the national Girlguiding website.
Thank you!
I have a really good relationship with ODEON staff. Because we’re a big group, we always book in advance by emailing the team and they add on another screening for us.
We do a package for parents and carers. It’s £11 in total for the screening, badge, sweets and popcorn – plus we're continuously fundraising for annual subscriptions so we’ll add a couple of pounds on to go towards subs and volunteers’ tickets. As soon as ODEON have booked us in early, I contact parents and carers with a template and ask them to fill in a Google Form to confirm who’s coming.
We offer places to our unit first and then open it up to girls’ siblings and families. We’re big on family events so once we’ve worked out roughly how many spare spaces are left, we like to get as many people involved as possible! That’s what guiding is all about.’ - Helen, volunteer.
Contact ODEON
Do you have a question about ODEON cinemas? Or maybe you want to let them know about a large trip in advance? Our friends at ODEON can help. Email [email protected].
For any other questions related to our screenings or Girlguiding badges, please contact [email protected].
2. Send out day trip consent forms
As part of organising a UK day trip with Girlguiding, you’ll need to have a day trip consent form for every girl attending an ODEON screening. You can send it out via email and parents and carer can fill it in online – so there’s no need to print anything.
Download the day trip consent form (PDF).
3. Use the new pre-filled risk assessment template
You told us in a recent ODEON survey that you’d like a pre-filled risk assessment template to help plan your trip. Here’s our new resource to get you started. It’s for any activity happening away from the unit meeting place.
Download the pre-filled risk assessment template for adventurous activities outside of the normal meeting place.
- Do attendees or parents and carers understand that, if unable to attend, you won’t be able to refund the cost of the ticket?
- Have you planned how you will maintain our adult to child ratio if someone is not able to attend last minute?
- How will girls be getting to and from the cinema? Is there a suitable drop off and pick up point that will allow your group to remain safe and/or separate from other units? Have you accounted for any delays or cancellations to public transport?
- How will you consider girls with dietary requirements or access needs?
- Have you set up a home contact system?
Read our guidance to help you complete risk assessments.
Your risk assessment does not need to be signed off by your local commissioner, but you need to make them aware that you're attending the event.
‘Don’t be scared of risk assessments. The first few points of your risk assessment will relate to the same things you do for any trip. The main thing to look out for is the general public, although this is also a great opportunity for them to see guiding in action and to consider becoming a part of it. Make sure you have promotional leaflets with you! Going to the cinema isn’t too high risk – it's more about being mindful. Organising events is part of the exhilaration, just try it!’ - Helen, volunteer.
4. Book tickets and buy badges
Tickets will go on sale during the last week of October with the badge. We'll let you know a firm date soon. The link to book will be sent via our fortnightly marketing newsletter to volunteers, Girlguiding news. To get the link, make sure you’re opted into receive marketing communications in the GO preference centre.
You’ll be able book step-free access seats and see which cinemas will be showing autism-friendly screenings. We’ve arranged accessible screens at every location, with dimmed lighting and subtitles and ODEON are happy to help with any other needs on request. Please contact [email protected] as soon as possible with your requirements so we can arrange this for you.
5. One last check!
It’s a good idea to stick a reminder in your diary 2 weeks before the event to do one last check to make sure that you have everything you need. Check parent and carer permissions, consent forms, whether your risk assessment is up to date and that your volunteer team know the plan.
We’ll be updating our event page regularly with guidance and answers to frequently asked questions.
Do something unforgettable
There's always a way that you can get more involved with Girlguiding. We have events and opportunities for all ages across the UK and around the world.