Nights Away Notification

PURPOSE AND USE

This form provides the information a Commissioner requires to APPROVE an event to take place (i.e. POR 9.1b/9.1c). The Nights Away Permit holder is responsible for ensuring that the appropriate Commissioner is informed about each section attending a nights away event (even a District or County event). For all Nights Away events the form should be completed 7 days before the event (in normal circumstances). Please ensure that your GSL /DESC is also aware of the event.
Do not use his form for international Nights Away events but follow the Visits Abroad process.

There are some links at the end of the page to Nights Away resources.

Event Information

Type of Event*

Start Date*

End Date*

Group/Unit*

Section*

Is this event being run using Event Passports?*

Yes
No

Venue Information

Where applicable, use the Venue Selector for our commonly used sites and this will automatically complete the address.

Venue Selector

Venue Name*

Venue Address

Street Address Address Line 2 Town/City Post Code

WD Venue Address

Street Address Address Line 2 City ZIP / Postal Code

PACCAR Venue Address

Street Address Address Line 2 City ZIP / Postal Code

Gilwell Venue Address

Street Address Address Line 2 City ZIP / Postal Code

Tolmers Venue Address

Street Address Address Line 2 City ZIP / Postal Code

Phasels Venue Address

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Venue Phone

Approximate Numbers Attending

These are approximate numbers only. An additional NAN with exact numbers of young people is not required. We MUST have an exact list of adults attending.

Beaver Scouts

Cub Scouts

Scouts

Explorer Scouts

Adults/Network (including parents on a family camp)

Event Leadership

Event Leader

Event Leader*

First Name Last Name

Event Leader Membership Number*

Event Leader Phone*

Event Leader Email*

Permit Holder (if not the event leader)

Permit Holder

First Name Last Name

Permit Holder Membership Number

Permit Holder Phone

Permit Holder Email

Details of All Adults Attending

Details all adults attending are required. Including membership number. Use the form to list your first 6 adults and upload a file listing all additional adults using the button below. For family camps a list of all parents is required.

You can find out about the required adult to young people ratios here https://members.scouts.org.uk/supportresources/4806/adult-to-young-people-ratios

Name of all Adults Attending*

Name	Membership Number

Upload List of Adult Participants

Permit Activities

Planning and Approvals

As part of the planning and preparation for the nights away activity the following documentation should be in place: programmes, attendance information, medical and emergency contact information for attendees, InTouch system, menus and written risk assessments. You are required to provide a written risk assessment along with this form to the DC Team. Other documentation (listed above) does not need to be provided with this form but must be available upon request by the DC Team or delegate.

InTouch Details

Upload Risk Assessments

Drop files here or

Risk Assessment Completed

I confirm the written risk assessment for this nights away activity has been completed and will be shared with the DC Team or their delegate.

Risk Assessment Communicated

I confirm that the risk assessment will be communicated to adults and young people involved in the event, in an appropriate manner, in order for them to understand the risks and how these will be managed.

GSL/DESC

I confirm that the Group Scout Leader / District Explorer Scout Commissioner is aware of this event taking place

Form Submitted By

Form Submitted By*

First Name Last Name

CAPTCHA

Name

This field is for validation purposes and should be left unchanged.

Search...