Running a Covid-Safe Unit

Your Venue

From 23 June, 2021:
Follow the meeting venue restrictions as set by the facility management.

Running the Unit

  • Observe physical distancing where possible
  • Stay home if you're sick

Continue the previously advised COVID-19 safe practices:

  • Hand washing and sanitising
  • Cough etiquette 

Camps and Sleepovers

Units are once again free to camp (both indoors and outdoors) and have sleepovers. Camp and sleepover paperwork will still need to be completed and submitted for approval to Guide House at least 1 month before the event.

Contact Tracing Requirements

From 5 December 2020, particular businesses are required to maintain contact registers for WA Health Department COVID-19 contact tracing, if required. Any person aged 16 years and over who attends a business, place or premises, listed above, including patrons, staff, volunteers and contractors, will be required to register their contact details. If young people under 16 years attend your premises unaccompanied by an adult, they should be encouraged but are not required to provide their contact details. Adult patrons should register accompanied minors under 16 years of age.

This is relevant to Girl Guides because one of the businesses required to participate is:

  • Community facilities, libraries and halls

If you are meeting at a Girl Guides owned or managed facility (eg a Guide/Scout hall), then you will need to work with your hall management team to ensure you comply with this mandate for all groups using your facility. If you meet at any other community centre or hall, and you notice your meeting venue has not provided any contact tracing methods, then you should take it upon yourself to maintain a 20-day record of attendance for  your meetings and events until further notice.

Who maintains the contact tracing register?

The owner, occupier or person otherwise in charge of the premises is required to maintain a contact register. If a local hall is hired for a function, the person organising the function is responsible for maintaining the register for the period of the function. After the function, they will need to provide the contact register to venue management. This means hall managers or Leaders using Girl Guide properties are responsible for providing methods of contact tracing for all groups using the hall (you will need to decide within your hall management team who will be in charge of this process). Your hall users will then need to pass to you the contact register for the event or meeting and you will need to store it securely. It also means you, as Guide Leaders, should complete contact tracing for your Unit even when meeting at a non-Guide-owned community centre or other place.

There are two main methods of contact tracing: a State Government phone app called SafeWA and a paper register. You must at least use the paper register method but preferably both. You cannot ONLY use the phone app method as some people will not have the app or access to a smartphone. Registering your hall on the app involves getting a QR code people can scan with their phones, and printing it out on posters to display in a prominent place near the entrance. A QR code is just like a barcode, with information that can be read by a smartphone/tablet camera. The WA Government will provide businesses with free QR codes to display in their premises. To obtain the QR code, download the free SafeWA app from the Apple App Store or Google Play and register your venue(s). You will then receive a welcome pack which includes supporting information and a unique QR code for each venue.

Using the paper register means setting up a clipboard for people to sign in when they come to the hall, then removing pages after each event or meeting to protect people's privacy. These pages must be kept somewhere safe for 28 days, then securely disposed of. The government has developed a template for you to use to create your registry pages.

What if I don't participate?

There are legal implications for failing to take part in these contact tracing measures or being unable to produce contact tracing data collected for the previous 28 days. and you could be liable for a large fine. If you find any of this confusing or have questions, we are here to help. Please contact Paul on [email protected] or call 9479 9800.


Information posters to help ensure the safety of our Leaders, Guides and Parents:

  • Physical Distancing
  • Arrival Notice
  • Handwashing Poster
  • Leader's Checklist

Please print off and display these posters in your hall.  If needed, coloured copies of either A4 and A3 will be available from Guide House upon request.

Leader Checklist
(Adobe PDF File)
Arrival Poster
(Adobe PDF File)
Handwashing for Guides
(Adobe PDF File)