Sample Host Family Information Sheet - Forms - Girl Guides of ...

SAMPLE Host FamilyInformation SheetThank you for your interest in being a host family for [insert event info].This information sheet outlines the expectations and responsibilities of the host family.1. AccommodationsWhen homestays are set up by Girl Guides of Canada, they must follow the organization’srequirements for placing Members in homes. Host families must be willing to host, as a minimum,either: one girl member if there is a girl of a similar age in your household two girl members if there is no girl of a similar age in your householdOR one adult GuiderPlease provide guest(s) with a sleeping space that provides privacy and access to full bathroomfacilities, for example: Visiting girls, including your own, can share a room if they are of a similar age, and maysleep “camp-out” style on air mattresses/camp beds. (Please note that visitors may notnecessarily have their own sleeping bags, etc.) Sharing of beds is not permitted Each visiting Guider has a separate room with bed, pull-out couch or cot. The bathroom facilities could be shared with the family.2. MealsPlease provide adequate meals and snacks for your guest(s) when they are under your care. Thisincludes paying for your guest(s) if you decide to go out as a family. It may also be appropriate toprovide a packed lunch for your guest(s) if they are going on a day trip with their patrol (althoughthe patrol will likely have budgeted for meals when they are going to be on their own).Costs for meals at group activities (e.g., all the host families decide to get together and host adinner for the whole visiting patrol) should be negotiated with the other host families.3. Program and ActivitiesDuring their stay with you, some of the guest’s time will likely be structured (e.g., the homestaygroup may go off on its own for the day or there may be planned group activities for all the hostsand guests together), but there may also be time where, if you wish, you can entertain your guest(s)as a family (e.g., take them to a local attraction for an afternoon, have a family barbecue…). If you wish to provide entertainment or other activities during free-time, the guests are yourresponsibility as the host family. This is not an officially sanctioned Girl Guide activity andwould not be covered by our insurance policy. If you plan to get together with other host families and guests for an organized sanctionedGGC activity during free-time, please notify the homestay coordinator/group organizer. Shecan provide assistance and help to plan this activity as a sanctioned Guiding activity, as perthe Safe Guide procedures.You are not responsible for the costs of outings (e.g., admission fees, etc.) that the visitinghomestay guests decide to do as a group. If you plan to invite your guest on an outing on anindividual basis while they are visiting, please arrange this in advance if the guest is expected topay. We suggest that, for spur of the moment outings, it would be courteous to offer to pay for yourguest(s)

SAMPLE Host FamilyInformation Sheet4. TransportationYou are expected to provide local transportation for your guest(s) as required during their stay (e.g.,drop off and pick up at a central meeting point, driving them to local attractions within a reasonabledistance). Ensure you are not one-on-one with a girl.We recommend that you check your automobile insurance. GGC does not carry automobileinsurance for the owner of a personal vehicle, even if it is used during a sanctioned event.Automobile insurance is provincially mandated and as a national organization, we are not able toprovide coverage. The registered owner of a vehicle is responsible for maintaining adequateautomobile insurance. Any physical damage to the vehicle, or liability resulting from its use duringparticipation in or travel to and from a sanctioned activity is the responsibility of the vehicle owner.Depending on their needs, the guest(s) may ask if it is possible for you to provide transportation tothe nearest airport at the end of their visit. If this is not reasonable, the guest or visiting patrol canbe asked to pay for commercial transportation. More information about travel requirements will bediscussed once host families are matched with a guest(s).5. Safety and LiabilityAll visitors will have their own travel and health insurance.You will be provided with contact information and procedures to follow in case of emergency (e.g.,injury, missing person, etc.).Visiting girl Members must always be under adult supervision, and are not to be left in the sole careof any adult. Avoid situations or opportunities where you could find yourself one-on-one with a girl,for example when driving her to an event.You should be provided with a copy of “Protecting Yourself from Allegations of Abuse”, or you candownload at this link: http://forms.girlguides.ca/GuiderResources/Shared%20Documents/module4-girl-protecton.pdf6. ScreeningYou will be asked to complete our Non-Member application form (A.7) to register you in ourdatabase. The form includes: The Code of Conduct which is an integral part of being involved with GGC. Accessible Customer Service and You information, which is an overview of GGC’scommitment to serving its Members, non-member volunteers, parents/guardians, employeesand customers with disabilities The provision of a Police Records Check (PRC) for all adults in your household. Thisincludes adult children. If you already have a PRC, it must not be dated more than one yearprior to the date on the Non-member Volunteer form. A copy of your PRC will be held at yourprovincial Girl Guides of Canada office and your name will be recorded in our database.The Host Family Application form is also to be completed. It asks for information about yourhousehold as well as two people we can contact as references.We protect and respect your privacy. Your personal information is used only for the purposes stated on or indicated by the form. For complete details, see our Privacy Statement atwww.girlguides.ca or contact your provincial/territorial office or the national office for a copy.Homestay: Host Families – September 2013 Page 2 of 2