Nights Away Notification

This form provides the information the District Commissioner requires to APPROVE an event to take place (i.e. POR 9.1b/9.1c). The Permit holder is responsible for ensuring that the District Commissioner is informed about each section attending a nights away event (even a District or County event). For all Nights Away events the information below should be submitted 7 days before the event (in normal circumstances). Please ensure that your GSL / DESC is also aware of the event.

This form also enables a nights away permit holder to notify the District Commissioner of an event (in line with POR 9.57n).

Event Information

Event type

Section

District

Group

Is the event being run using Event Passports?

Yes

Approximate numbers attending

Beavers

Cubs

Scouts

Explorers

Adults

Start date

End date

Number of nights

Event Venue

Please check the Prohibited and Restricted Areas Camping Directory on scouts.org.uk to ensure your site does not fall within a restricted area.

Name

Address

Telephone (optional)

Postcode

OS Grid Reference (optional)

Event Leadership Information

The email addresses provided here are only used to provide you with a copy of the form and for the District Commisioner to contact you about your notification.

Permit Holder

Required if Young People are attending and the Event Leader is not the Permit Holder.

Full name

Membership number

Email address

Telephone (optional)

Permit holder is Event Leader?

Event Leader

Full name

Membership number

Email address

Telephone (optional)

Other Adults (optional)

Please list those attending aged 18 and over.

Full name

Membership number#

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, menues and written risk assessments.
You are not required to provide all of this information to your Commissioner with this form, but should be available upon request by the Commissioner or their delegate.

Activity details (optional) Please list those requiring permits or qualifications, providing details of the activity leader or provider.

InTouch Details Please provide details of your InTouch system and the main contacts in the event of an emergency.

Risk Assessment

I confirm the written risk assessment for this nights away activity has been shared with the responsible Commissioner or their delegate

I confirm that the risk assessment has been communicated to both adults and young people involved in the event in order for them to understand the risks and how these will be managed.

Yes

Not yet

Yes

Not yet

Optionally, upload your Risk Assessment(s) here.

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

Yes