Running a Covid-Safe Unit

Preparing your meeting venue

From 1 May, 2021:
Meetings should accommodate 2 square metres per person OR 75% of venue capacity, whichever is greater. If you are unsure how many your venue can accommodate, please check with the facility manager or shire council. Some Leaders have already told us they have been asked to complete a COVID Safety Plan for Hirers of their hall or meeting place. If this happens to you and you feel you require assistance, please email

Running the Unit

  • 2sqm per person in your venue
  • Masks are compulsory for adults and girls over 12 (29 April to 8 May, at least)
  • Stay home if you're sick

Our Guide meetings will look a little different for some time to come. We will continue our previously advised COVID-19 safe practices:

  • Hand washing and sanitising
  • Cough etiquette

Please also remind Guides to bring their own water bottles clearly marked with names instead of using cups from the hall. If you are cooking or eating, ask girls to bring a dilly bag of cutlery and crockery so you are not using shared utensils, and they can take them home to be properly washed.

Camps and Sleepovers

If you're camping or holding a sleepover in April/May, please contact to check your camp is still okay to go ahead.
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 in the usual time frame. In order to camp or hold a sleepover, the following Phase 4 conditions will need to be complied with at all times:

  • 75% of venue capacity/2 metre square per person capacity rule for all venues (whichever is greater)
  • Hand washing/hand sanitising
  • Continue coughing and sneezing etiquette
  • All high use areas, such as benchtops, tables, chairs, handrails, etc. are to be regularly cleaned and surfaces disinfected
  • Minimise the use of shared bathrooms. The preference is for individual bathrooms and toilets, if available. If shared, put additional cleaning routines in place
  • Minimise the sharing of food
  • These conditions will need to be included in your Risk Assessment Plan (RAP).

Contact Tracing Requirements

Last week, the State Government announced that, from 5 December 2020, particular businesses will be 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 the details below. 

We encourage you to make contact with General Manager Paul Hetherington if you are running or managing a Girl Guides-owned property. For all others, please email or call 9479 9800 if you have any questions or concerns.


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)