Midlothian NAN Form Submission

Midlothian Nights Away Notification
PURPOSE AND USE: This form provides the information a Commissioner (or their nominee) requires to APPROVE an event to take place (i.e. POR 9.1b/9.1c). The Permit holder is responsible for ensuring 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 information below should be with your Commissioner (or their nominee) at least 7 days before the event (in normal circumstances).

The event must not go ahead until the Commissioner (or their nominee) has confirmed their approval.

Type of Event (e.g. sleepover, hike, Pack Holiday, etc.)*

Group / District*

Section*

No of Squirrels

No of Beavers

No of Cubs

No of Scouts

No of Explorers

No of Adults

Total

Event Start Date*

Date

Event End Date*

Date

Is this event being run using Event Passport?*

Number of Nights*

Venue Name*

Telephone

Address

Street Address

Street Address Line 2

City

Postal / Zip Code

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

Is the Permit Holder the Event Leader?

Event Leader (if not Permit holder)

Event Leader Membership No.

Event Leader Mobile

Event Leader Email

example@example.com

Permit Holder's Name*

Permit Holder Mobile*

Permit Holder Email*

example@example.com

Permit Holder Membership No.*

Firstname / Surname of Adults attending *

Activities (please list. those requiring permits or qualifications or need to be notified in Midlothian. Providing details of the activity leader or provider)

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 your Commissioner or their delegate, Other documentation (listed above) does not need to be provided with this form but must be available upon request.

In Touch Details (please provide details of your InTouch system and the main contacts in the event of an emergency)*

How will you submit your Nights Away Risk Assessment?*

I will upload it on this form belowI will email it to the District Commissioner seperately, I understand approval will not be given until this is done

Attach your Nights Away Risk Assessment

Browse Files

If you are doing one of the following activities, the Risk Assessment should be added here, it can also be emailed to the DC.

archery; caving; climbing and abseiling, except:bouldering; climbs using auto belay systems (systems that lower a climber to the ground without any human intervention); hill walking and off road cycling (in Terrain One and Two);
hovercrafting; shooting; snowsports (except artificial slopes and nursery slopes); all water activities, except swimming, on class B1, B2, B3 or A waters; all motorised water activities and SCUBA activities on class C waters.

Attached any Activity Risk Assessment which requires notification in Midlothian

Browse Files

YOU MUST CONFIRM THE STATEMENT BELOW FOR THE FORM TO SUBMIT

I confirm the risk and control measures will be communicated to all involved in the event in an approropriate manner

Contingency Plans - I confirm that if the planned activities cannot take place during the Nights Away Event, the leadership team have considered alternatives and they will be carried out as per the local approval process.

I confirm the above statement*

Yes

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 2 months after the event for any queries that arise then it will be securely destroyed. For further detail on our retention periods please visit our Data Protection Policy here.