Your guide to planning an ODEON trip

1. Check numbers

• Start by checking how many girls want to attend.
• Email parents and carers to ask for confirmation. 
• Make sure you meet the adult to child ratios so you can keep everyone safe on the day.
• Consider involving young leaders in the planning with our young leader development programme.

I’m planning on getting my young leaders (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’ll need to complete a day trip consent form for every girl attending the screening. Send a digital consent form for parents and carers to fill out online - no need to print anything. 

Download the day trip consent form (PDF, 713 KB).

3. Use the pre-filled risk assessment template 

We're all about having fun, going on adventures and creating once-in-a-lifetime memories for girls. As a volunteer, taking time to think about health and safety helps everything run smoothly so you can enjoy your cinema trip worry-free.

Download the pre-filled risk assessment template (PDF, 1 KB).

Things to think about:

• What's the plan if someone cancels? Do parents and carers understand that you won't be able to refund tickets?
• If someone isn't able to attend last minute, how will you maintain the adult to child ratio?
• How will girls travel 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 make sure they know about the trip.

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. 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 

We're excited for our 2026 screening. We'll announce the film and let you know when tickets will go on sale via Girlguiding news, our fortnightly marketing newsletter to all volunteers. Each year, we also create a fun new badge for girls to remember their trip to the cinema.

Not getting Girlguiding news? Check your mailing preferences on GO to make sure you're opted in to marketing emails.

5. One last check! 

2 weeks before the trip, run through a final checklist:

• Do you have all parent and carer consent forms?
• Have you completed the risk assessment?
• Does the volunteer team know the plan?

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. 

Use our email template

For any other questions related to our screenings or Girlguiding badges, please contact [email protected].