Nights Away Notification

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 POR9.57n).

It is recommended that the permit holder also remind themselves of their responsibilities, including immediate access to someone who has a current First Aid qualification (POR9.56), recommended minimum ratios (POR3.7-3.9), the requirement for risk assessments before and during every activity (POR9.4) and requirements around personal enquiries and disclosures for all adults involved in an overnight activity (POR3.26 and POR4.28).
Event Information
Type of event*
(e.g. sleepover, hike, Pack Holiday, etc.)
Group*
Select Explorers if an Explorer event
Unit*
Section(s)*

BeaversCubsScoutsExplorers

Approximate numbers attending*

	Beavers	Cubs	Scouts	Explorers	Adults
Number

Is this event being run using Event Passports?*

YesNo
Event starts on*

DayMonthYear
Event finishes on*

DayMonthYear
Number of nights*
Venue Name*
Venue address*
Venue phone number*
Please check the Prohibited and Restricted Areas Camping Directory on scouts.org.uk to ensure your site does not fall within a restricted area.
Event Leadership Information
Event Leader (if not permit holder)

First NameLast Name
Phone Number
Of event leader (if not permit holder)
E-mail
Of event leader (if not permit holder)
Membership Number
Of event leader (if not permit holder)
Permit Holder’s Name*

First NameLast Name
Membership Number*
Of permit holder
Phone Number*
Of permit holder
E-mail*
Of permit holder
Names of adults attending (with membership numbers)*
Activities*
(Please list those requiring permits or qualifications providing details of the activity leader or provider)
In Touch System and Approvals
InTouch details*
Is your GSL (or the DESC for Explorers) aware?*

YesNo
Any additional information can be added below
DATA PROTECTION: This form is used to collect information about you and your team for the purpose of approving this nights away activity, this is to be used by your Commissioner. As part of this form we collect personal data about you and your team, this detail is required so that we can check that everyone meets the membership and vetting requirements for the event and that appropriate permit holders are in place. We do not share your personal data provided in this form with any third parties. We take your personal data privacy seriously. The data you provide to us is securely stored (based on local arrangements) and we will keep the data we capture from this form for a period after the event for any queries that arise then it will be securely destroyed.
Should be Empty:

Nights Away Notification

Event Information

Event Leadership Information

In Touch System and Approvals